COMBUSTION CHAMBER MEETING

MONDAY, FEBRUARY 1, 2016

FACILITATOR: Clover

STACK: Kat

SCRIBE: Chim-Chim

ATTENDEES (16): Clover, Turtlebunnie, Kat, Chim-Chim, Henry, Nobody, Breezy, Princess, Adam, Problem, Hellkitty, Hawk, Thomas, Decibel, Notfunnyatall, Clovis

TOPICS: Town Hall prep (All); CC operations (Turtlebunnie)

7:58pm MEETING BEGINS

LLC UPDATE (Adam)

• Nothing to discuss at this time

8:00pm TOPICS: CC operations (Turtlebunnie)

• Discussion of individual CC member participation in TH preparation in the past vs. desired level of participation.
• MOTION to table topic until next CC ops topic: PASSED; (Producing TH; Task accountability)

8:03pm TOPICS: Town Hall prep (Hawk)

• Reviewed passport cards; Setup for Town Hall is at 10am

8:15pm REGIONAL UPDATE (St. Tiki)

• Tickets aren’t out yet
• Global Leadership Conference (GLC) coming up
• Beginning to ramp up art deadlines
• Houston Regional Burn “Broken Spring” in Liberty County; Contact Stephen or Andrew; March 17-20
• Successful cleanup at Burners Without Borders Corpus Christi

8:24pm OLD BUSINESS

• Henry requested to open warehouse on Saturday at 10am; Lurko, Gallows, and Rocky are the warehouse managers

COMBUSTION CHAMBER

Monday, January 25, 2016

FACILITATOR: Turtlebunnie

STACK: Hawk, Clover

SCRIBE: Chim-Chim

ATTENDEES: Mizu, Izzi, Hawk, Chim-Chim, Turtlebunnie, Clover, Kat, Monkey, Prost, Problem, Adam, Thomas, Henry, Pixie, Decibel, Collin, Notfunnyatall, Clovis, St. Tiki, Bonobo

7:55pm MEETING BEGINS

7:59pm LLC UPDATE (Adam)

• AAR had annual retreat; Discussed long-term topics
• Mass Gathering Permit turned in
• Ticket window is closed; Will try to plan event and number of attendees based on number of factors; MGP; Max head count will be established; May be lottery to keep numbers same

8:05pm TOPIC: TOWN HALL (Hawk)

• Saturday, February 6
• Decibel will be doing sound
• Count on containers
• Need port-o-potties
• Warehouse cleanup this Saturday, 11am
• Doing passports again this year
• Sending out agenda to be updated; LLC 10mins; CC- Respect discussion notice; DAFT (Caleb)—make announcement at TH; CC talk to someone on Tinderbox; Safetyside and Safety are going to co-table (Safety Third)—Short presentation;
• Julie—Genesis AF; Needs shade structure and table next to volunteers
• Chairs will be set up inside; BYOC
• Shortcake—Site prep AF
• Sharing 3 things to a shade structure
• Thursday—send message to ping neighbors about Town Hall
• Passports: Encourage people to go chat with AFs
• 10am setup; noon-tailgate; 2:30pm meeting starts; 4:56pm breakdown

8:19pm TOPIC: Children at Flipside (Hawk)

• Looking at FS for what needs to be done; Red flags/safety issues to be generally aware of children and families; How children are part of Flipside
• What are perceptions of parents/fears of way event is going now, and what do you want to change/where do you want this to go?
• Is it still FS if there were no kids?
• Some places like the red zones should be contained; Kids need to learn our values somewhere; Procedure to deal with parents who fall down on job;
• Flipside is fun! It’s better than homework.” Calvin
• People who prefer children not at Flipside: Some Burns simply don’t have children; Children are first and last the responsibility of the parents; Make responsibility more explicit to all parties; Lost parent/lost child protocol a part of FS; In sense of staging an event; Are we throwing a party, or are we building a community?
• Lost parent: Handled on case-by-case basis
• Liability on nudity with children? By letter of law, yes. Several levels of standards and discretion applied; Community standards; Leo discretion; perception of situation; Keep track of the context; Context matters (and how); Dependent on LEO; You are responsible for the situation
• Members of red zone are more terrified of kids being there than vice versa
• If camp is well-organized, there is a parent in charge; Assigned babysitter parent; Don’t want our presence to change FS; Nice to make buffer zone
• Difficulty is that even if parents are present, if I’m doing something law doesn’t allow, I’m still liable; Should be careful in communicating that, including placement; Good to have red zone; Good to communicate you are responsible; 23-yr old may not be aware of that
• Discussion of having minor on CC; Implications of 15-17 yr olds at FS;
• Having above 13yr old on CC wouldn’t be a big deal; Community standards and norms apply to us as well
• This is a big issue, and you might want to freak out! Should emphasize people’s responsibility; Good to communicate to community that they should take full responsibility; Impacts everyone involved; Issue—dealing with older minors; Campaign about carding minors; More individual bars and alcohol distribution be aware about everything about TABC applies
• Welcome teenager as member of CC; There are legal frameworks that have to work; CC is an advisory board legally sanctioned; Social media communication has another set of standards that limit to 14-yr olds and above;
• Can’t have a safe zone at FS; Can be harmed; When it comes to children at FS, need to be extra aware. They don’t know the risks; Risk of arrest discussion
• Concerns of kink community/red zone: As mechanism (teenagers) (18 and under/13 and under); Brings greater liability/responsibility on organization; Would rather leave that to parents; Wristbands put more liability on us, and don’t protect anyone at all; If teen kids get a hold of wristbands, would be in more trouble; FS does not have a formal red-zone; Most kink camps want to be together
• MOTION: To re-confirm our commitment to include families with children, and keep this a community event; Burning Flipside is a community event; Don’t want to say we are a family event; We are a community event and we value our community members of all ages or families with kids; MOTION PASSED
• Every year, we should look for a reason to change the topic of the conversation; Reason why we are here is because it’s dangerous, hard; Children at FS is like children of the USA; Follow up with family values follows liberty
• Concerned with hurting kids: Issue: Not a sustainable community if we are not talking as if children are part of our community
• Reoccurring conversation—will go over wristbands; Every time convo comes up—kink camps were integral to infrastructure ops and getting FS off the ground

9:27pm REGIONAL UPDATE (Clovis, St. Tiki)

• GLC taking place March 31-April 3
• Still haven’t announced ticket prices; Negotiating impact of tax
• Litigation with BC Canada over trademark issues
• Apogaea secured land in southwestern Colorado; Having issues trying to find EMS, Rangers, Fire; Two weeks after Flipside; Near Trinidad; Board reorganized

9:33pm AF UPDATE (Clovis)

• AF meeting Thursday, February 4
• Gearing up for Town Hall, Flipside, etc.
• Project Manager for Bureau of Land Management for Burning Man; Apply now through February 8^th

9:40pm OLD BUSINESS (All)

• CC meeting scheduled for final day of Myschievia; Move from Oct 10 to Oct 17; PASSED
• Tentative date: Fall Town Hall on 1^st weekend of Oct. (ACL weekend); REVISIT and put on TRELLO
• TOPIC: Consent—What topic you wanted it to be; Topics to cover; 2hrs with 15-min break in between; ageism, racism; Check with Doug; Idea of privilege; Intersection of realities; Sexism, ageism, racism;
• Scope/Size?
• CC promised the RESPECT 2.0 discussion at old warehouse; A lot of framing/restarting the conversation; If we want to change the answer, CC needs to own it and decides what it wants to do; Doug is instrumental in framing discussion; Want to identify the series/decide what it’s going to be; Recommend to do it in such a way that regional coordinators can bring this to other places; Can do what community needs and communicate; Important for us to lead
• Having general respect discussion with smaller group discussions to speak about specific issues; Set up tentative dates
• Announcement will be before Town Hall; AI: Have set date, time, etc. to send out on February 2; Put together before TH; 3 tentative dates
• Website, official FB page, Announcement; Austin lists; Blurb will be sent on CC list
• Suggestions for titling and wording: A respect discussion: How to talk about race and other things
• Important to consider giving time to CC and LLC and other bodies—Set aside time to make sure to revisit topic and get everyone on the same page; What are we doing, and why? Need to have primer to discuss leadership; What are we saying? What are we agreeing on? CC should at least agree on what we are doing; Invite them to be part of the discussion; “Common definition of discussion”
• CC PICTURES: Volunteerism; Org might need to take pics of other AFs; Email, time, calendar, date; Put on old business for next Monday; Beer and cider budget added with photographs

NEXT MEETING: Monday, February 1

TOPICS: Town Hall prep (All); CC operations (Turtlebunnie)

FACILITATOR: Clover

STACK: Kat

SCRIBE: Chim-Chim

10:13pm MEETING ADJOURNED

COMBUSTION CHAMBER MEETING

MONDAY, JANUARY 4, 2016

FACILITATOR: Beth

STACK: Thomas

SCRIBE: Chim-Chim

TOPICS: Volunteer recruitment (Dahling); Calendaring (All)

ATTENDEES (23): Breezy, Henry, Chim-Chim, Monkey, Hawk, Thomas, Mizu, Problem, Adam, Izzi, Decibel, Dahling, Pixie, Garrett, Sogo, Notfunnyatall, Princess, St. Tiki, Wrinn, Clovis, Cooper, Lance, Commander Awesomepants

7:53pm MEETING BEGINS

7:57pm LLC UPDATE (Problem)

• New waivers; New laws
• Open carry; Warehouse host can ask anyone to leave if they feel it is disruptive; Still policy regarding law; If community input, can discuss changing policy ,would make actions less flexible;
• Land recon this coming weekend; cc members invited; look at land; see how things are; figure out work weekends; Saturday; Shortcake will let everyone know;
• AF meeting this week as well; LLC retreat before next CC meeting

8:01pm REGIONAL UPDATE (Dahling)

• Leads went out this past weekend; 6 leads open Parking/Sanitation most significant; Leads need lieutenants; Meeting this Thursday at a disclosed location

8:02pm Parking

• Actively looking to do something different; Would like perspective of parking lead; www.burningflipside.com;
  https://www.burningflipside.com/contact

8:05pm REGIONAL CONTACT (St. Tiki)

• GLC coming up
• Nevada premium tax?
• Regional contacts with Burning Man are St.Tiki, Cheyne Maclaskey, cLovis

8:09pm TOPIC: Distribution of tasks

TOPIC: Volunteer recruitment (Dahling)

• Leads and departments that need to be filled with volunteers
• Town Hall will be involved
• How to get people to show up
• Absenteeism w/ having empty shifts
• More participation with THEME CAMPS?
• How to stop burnout? Reasons people do stuff without jeopardizing themselves; what can we do to help that? How to communicate consequences?
• For past several years, when we talk about volunteering, still talk like we’re being talked to; Shift that needs to happen without burnout; connect people with particular gifts; Need to explore spending more energy, not in just one position, but for us to talk about it differently; deeper participation; Introverts love perimeter, and tell people to go away;
• Undercurrent—Engagement resentment; Will be communicated non-verbally with folks walking through doors for town hall; how to make community events engaging in pushing effort/hangover of last Flipside; Where can you participate/volunteer;
• Engagement key to burnout; Engagement also excellent cure for burnout; burnout happens when you start diminishing your engagement; Lots of people got burnout for different reasons; As a volunteer event, volunteering is a privilege—you GET to volunteer, do these things; You don’t get to do that job if someone else has been doing that forever; Not just default of people doing position; Don’t manage interactions with other people; Are we making an environment that’s hard to get done? Bottom part of curve is as critical; Haven’t heard/thought of volunteering;
• Culture shift about attendees; Need to figure how to engage people; Making announcements; Discuss acculturation; Participate besides making your own art;
• Not enough gratitude to those who give few shifts; Most volunteering that happens are people who do straight up shift work;
• Engagement with the event = Volunteering
• Several notions usurped by other events/festivals/business interests employing independent contractors like BM to—people are purposely burned out; Festival/event/arts and music/community—is volunteering one of them? Can we see helping? Changing verbs PR/propaganda campaign?; ‘MAKE IT GO’ may have leverage
• Participant-run event when I first started
• People that don’t care of message being sent; Barriers to volunteering; Where we are at odds with rest of culture: Biggest problem; Huge confidence issue with new people; Hard to get people in door; not from sense of entitlement, lazy, selfish—lots of reasons for them to volunteer;
• Keep greeter shifts open for random people; Keeping a couple of slots open to filter in new people; Does this look like fun? Here are some open slots
• Safetyside: What does safetyside for volunteers look like? Flipside volunteer training; Can we do more of that? How does that look like?
• Looks like Town Hall; Offer training on heavy equipment; Site ops rodeo
• Theme camps to host newbie happy hour;
• Burner Charm school; Sunday after Town Hall, host second general discussion for community;
• All of this started at Flipside; Start at home; Town hall serves for—what does this organization do? Already is a ton of info;
• What am I good at? All volunteers have to have overhead to do training; Positive feedback loop exists; Dahling/Doug/Thomas

8:58pm CALENDARING (All)

• Town Hall business:
• Adopt AF CC;
• Volunteer retention

AF – CC member; Assist in preparing for Town Hall for booth setups; learn from them for needs they have so they can communicate that

POSITION AREA FACILITATOR CC MEMBER ASSIGNED

Site Ops Clovis Hawk

Volunteer Coordinator Dahling Decibel

360 Mer Beth

Site Sign-off Wrinn Breezy

Art .E Henry

Site Prep Shortcake Pixie

Communications Russ George

Genesis Julie Turtlebunnie

Safety Serious Clovis

City Planning Stephy Cooper

CALENDARING

2/1 Town Hall prep; CC ops

2/15 Town Hall recap; CC ops redux

2/29 Firearms (Clovis/Henry); Review CC announcement to see if we can make it more friendly; Art and its consequences (Monkey)

3/14

3/28 Review cc nominations messages; TBD; CC Comm with community (Beth)

4/11 Fireworks (Prost); FS use of social media (Monkey)

4/25 Leave No Trace (Pixie); tbd; Volunteering panic (Dahling)

5/9 TBD

6/20 Flipside recap, Event links; CC members (review cc membership/consider growth)

7/11 Fall Town Hall prep, calendaring

7/25

8/6

8/22

9/12

9/26

10/10

10/29

11/7

11/21

12/5

12/19

1/9

1/30

2/13

2/27

Fireworks

Communications

CC operations

Event links

Leave No trace

Firearms at event

LIST TOPICS, ATTENDEES, DATES,

Contact for volunteerism; Theme camp registration/placement;

Community soapbox

• Other issues of respect beyond racism
• Art

FS social media presence; How it has been handled

Ways to encourage carpooling (TH topic)

After spring Town Hall; theme camp registration; subscribe to announce list

Ticket window is 1/7-1/22

In announce email; ticket prices $111 $111 $33 $0

++++++++++++++++++++++++++++++++++++++++++++++++++++++++++

NEXT COMBUSTION CHAMBER MEETING: Monday, January 18, 2016

TOPICS: Kids, families, policies, and culture, safety (Bonobo); Leave No Trace—What does it mean to us? (Wrinn)

Note: Anyone who owns a topic at this meeting is required to have a topic description posted one week after the calendaring date

FACILITATOR: Turtlebunnie

STACK: Hawk

SCRIBE: Chim-Chim

9:59pm MEETING ADJOURNED

COMBUSTION CHAMBER MEETING

MONDAY, DECEMBER 14, 2015

FACILITATOR: HAWK

STACK: CLOVER

SCRIBE: CHIM-CHIM

ATTENDEES (14): Hawk, Clover, Chim-Chim, Kat, Dahling, Izzi, Turtlebunnie, Problem, Adam, Beth, Decibel, Clovis, Bonobo, Prost

8:00pm MEETING BEGINS

8:01pm LLC UPDATE (Adam)

• Leads-All-Hands happened this past weekend; Most of the new Leads have been chosen; There are still holes to be filled; Contact Dahling or the AF’s to find out more information for which positions are open
• Tool Room build out/Small projects room: There will be people working on it this Wednesday and next Saturday; The small project area has been re-named to SPA
• LLC is planning to file for the Mass Gathering Permit (MGP) before the end of the year
• There will be a preliminary budget for the upcoming year to be handed out to the AF’s and Leads
• Registration and ticket purchase will occur within the same two-week window, from January 7-22

8:10pm AF UPDATE (Dahling)

• Leads are mostly filled, with 15-20 positions currently in progress; The updated list will be available soon
• For more information on volunteering, contact Dahling at
  https://www.burningflipside.com/contact
  

8:12pm TOPIC: Cultural Appropriation/-ism Discussion (Kat/Beth)

• RESPECT: Doug is working on outside facilitators to speak; There is a need to sketch out possible weekends
• 10’ x 20’ canopies can be set up next door to have a quieter space
• Two large meetings happened at the same time this past weekend at the warehouse; Question is: Should we do this discussion on the weekend?
• Background: Feedback from the first meeting—It would be helpful to have people mediate these types of discussions; Several people have been asked to find resources, but we keep finding dead ends; Then, Doug found some people
• There have been several ongoing conversations
• MOTION: Kat will contact Doug and come to us with a proposal: PASSED (Note: Kat already has material prepared to show at the CC retreat (the way we talk about things)
• Discussion over what date might be feasible, and whether this discussion should be a small versus large group; Discussion has not been enormous in the past; Possibility of limiting groups to 20, where Kat can offer a sign up sheet to close attendance; Or, she can do a lecture series
• In the past, we have previously discussed small groups, but it might devolve into a gripe-fest instead of an educational opportunity; Discussion will spread the word out a little more; Signing up ahead of time may not be what we’re looking for
• Determine format and date, and finish all the details at the CC retreat
• MOTION: To decide details at the CC retreat; PASSED

8:46pm REGIONAL UPDATE (Clovis)

• Dates for the Global Leadership Conference (GLC) have been posted
• There is a post on ticket prices, with inflated early bird tickets available (proceeds go to the non-profit); LET THEM EAT CAKE

8:48pm TOPIC: Cultural Appropriation (All)

• Question: Do we, as a CC, feel we need to do more, and is this topic in the hands of the organization? Last time we discussed this topic, it was decided that it is in the hands of the community; This does not go in the Survival Guide because its specific purpose is to cover liability issues which Cultural Appropriation does not fall into that
• Discussions with each other is the best way to handle Cultural Appropriation issues
• Other issues discussed: Ageism, Misogyny
• Rules are dumb. We don’t like them.

9:02pm ROUGH CC AGENDA (All)

• Beth and Hawk are the producers for Spring Town Hall
• List agenda items first, then set times
• Roundtable Royal Café: Covers more topics in a small amount of time; Utilizes separate meeting spaces, each with a specific topic
• Make agenda at midnight; Go over things on the Trello board; Review agenda on Friday; Discuss further on the CC list
• Start time: 10am (9:30am)
• Tentative CC retreat agenda topics:
  • Racism/Respect (afternoon) (2pm)
  • CC Comm standards; Blurbs; Review things we send out; Set regular pattern so we can review blurb; Calendar checkpoints
  • How often to revisit topics?
  • Annual Arc; Meeting dates for the year
  • Sabbatical
  • Review/Approve handbook (60mins)
  • Trello demonstration/Memory/Tools (30mins)
  • Who can propose Topics
  • Scribe
  • Town Hall – is our process working; CC operations (60mins)
  • Set Town Hall dates; Advance or Permanent? (30mins)
  • Review agenda/calendaring process
  • Where are we going, and are we on the right track vis a vis Burning Man (Friday night cocktail hour)
  • Saturday morning: Open with review of the 3 principles
  • Lunch will be 75mins
  • Attendance reports?
  • CC Retreat Facilitator: Prost

NEXT MEETING: MONDAY, JANUARY 4, 2016

FACILITATOR: Turtlebunnie

STACK: Beth

SCRIBE: Chim-Chim

TOPICS: Calendaring (All); Volunteer recruitment (Dahling)

10: 05pm MEETING ADJOURNED

Combustion Chamber Meeting

Monday, November 16, 2015

Facilitator: Pixie

Stack: Henry

Scribe: Charlcye

Attendees: Problem, Prost, Mer, Adam, Beth, Hawk, Decibel, Turtlebunnie, Clover, Pixie, Henry, Izzi, Breezy, Casey, Chim-Chim, Lurko, Tim, Private Bare, Psyche, Clovis, Dahling, Monkey, Charlcye, Dottie

7:50pm MEETING BEGINS

7:50pm LLC UPDATE (Adam)

AF retreat this past weekend successful

7:51pm AF UPDATE (Mer)

Tentative date for Fall Town Hall; Recurring dates would be nice, however, volunteer burnout a risk, and people may burn out; Getting topic sponsored may be by AF

7:58pm REGIONAL UPDATE (Clovis)

LOI still in process

7:59pm TOPIC: ART AT CHURCH NIGHT (Turtlebunnie)

Clarification—Art at WAREHOUSE

Not just at Church Night,but all nights.

CC MEETING

Monday, November 2, 2015

Facilitator: Prost

Stack: Turtlebunnie

Scribe: Chim-Chim

Brad, Bo, Rick, St. Tiki, Chim-Chim, Breezy, Princess, Kat, Pixie, Turtlebunnie, Prost, Cooper, Commander Awesomepants, Problem, Monkey, Hawk, Adam, Beth, Decibel, Bonobo, Clovis, Thomas, Sam

7:56pm MEETING BEGINS

TOPICS CC HANDBOOK

CC RETREAT

7:56pm LLC UPDATE (Adam)

How big is Flipside ? Last year, sold shy of 3200 tickets; cap 3211; came within 20-30; Growth curve; Number actually showed 2850, less than 2014.

This year, talking about selling fewer tickets; look at number actually sold through ticket distro; cutting to 2900-3000; possible that event will be smaller; number of people at event greater.

Considering rain, number of no shows 15% is low number of no shows for us considering rain; fewer no –shows in 2014; this year, if have 5% no shows, will still be bigger than 2015;

Still kicking around numbers; even if it didn’t flood, it was hard year on volunteers; 2 leads and 1 AF personal crisis; another AF had to leave; Makes sense to cut back and give breathing room;

Summary—been meeting demand for tickets by distro extra in bonus round; All things up for consideration this year as to size. Lots of competing drives; Want to be inclusive; don’t want to turn away people, reducing pop size is way of telling people “Hey this is hard, if you want to still grow, it’s on you.”

The numbers are rough estimates; Still have to talk to safety teams, genesis AF.Don’t want anyone surprised about numbers changing; easy on volunteer base; have tools for volunteers to grow, but people have to sign up; Going to grow event again inside-out, develop structures, grow; Reset the org. The important thing about ticket numbers is Staffing shifts for 3200 ppl is different than 3000 ppl; Setting expectations is important for those teams; If we have smaller number of tickets, those ppl less likely need a ranger;

Land search is an ongoing thing under Short cake Site prep AF

AFs ,LLC members—idea: moving all parking to other side of county road; would change layout of property/logistics; AF’s and LLC make operational decision

AF UPDATE (Clovis)

AF meeting: Progressing along; planning AF/LLC retreat; first leads all hands second weekend in December set; discussed size of event; leads rodeo coming up;

REGIONAL UPDATE (St.Tiki)

• Theme for BM: DaVinci’s workshop
• BM staff had retreat on echelon; off big sur;
• Discussion: Vancouver looking to expand 1,000-1,500 ppl; reaching out to us for input; Will do google hangout on Thursday;
• Amsterdam has reached out to us; One-day decomp; been asked to put together a large event; early discussions;
• BM intl grant open art grant due Tuesday; LOI for 2016due Mon. Nov 30; more info on website
• Re-laying out the city(BRC)

TOPIC: CC handbook (Pixie)

• AI: George to provide history of CC
• Where to keep it: Memory; Wiki; Website; Leads binder on website?
• AI: Voice memo from Tiki to send;
• Prost will take on Wolf: Bring up on list every two months; Rotate with CC members;
• Motion: every 8 meetings, ask wolf to keep or pass; blocked—wanna get it done
• Two months too short; four months may be ok; May have nothing during that time;
• Not worried about rotating; Some members would be blocked as wolf; Needs to be someone that checks email, wants to be wolf;
• Let wolf decide;
• Motion: every four months; check in; let wolf decide; When doing calendaring, ask wolf to step aside? Seconded;
• Meeting checklist:
  • Second: 72hours (if we use numbers)
  • Separate tasks; Review tasks; decide date for next meeting; decide facilitator, stack, scribe; There should be another checklist; Reviewing tasks is facilitator responsibility; Change order; These used to be Scribe tasks;
• Probationary Period
  • Percentages vs. 4/6 meetings; History: cc thinking of adding controversial ppl; think of it as more of a trial period;
• Member statuses
  • People on sabbatical removed from closed cc list? Must practice it
  • Any limits to number of people on cc; guideline;
  • Sabbatical: Attendance is important;
  • People on sabbatical should be off closed-cc list;
  • CC should reserve to make decisions for CC; Schedule sabbaticals as future topic – may or may not be at retreat; Opinion on admin status on closed cc list
  • Change inactive to emeritus; Motion to change inactive to emeritus/lazy fuckers; emeritus fuckers; motion passes
  • Process for removing cc member? On that page? 60-70%;
  • Body should discuss who’s effective, based on what body decides;
  • Action that needs to happen is a discussion
  • Change to “You’re expected to attend meetings”; Last check was in 2010; cc should manage itself; rulebook does not manage cc;
  • Privilege vs obligation
  • Active cc members are expected to regularly participate in meetings; MOTION; motion passes
  • Minority court reports against what we voted on
• Facilitating meeting/best practices
  • Reduce to bullet points
  • Recommend post meeting guidelines; Whoever is in charge of warehouse to take action; AI: Cooper takes ownership
  • Facilitator training as topics;
• What does a cc do/not do? Defining is useful; As a way to set expectations (e.g. motions); potential cc candidates
• New member selection process: on wiki
• Tl; dr; List basics: for what we are/are not
• FAQ:

10:16pm TOPIC: CC RETREAT

• DEPENDS on how we feel about camping; fire pit; land in Bastrop; Shower/bath facility; $5/person; Depends on date/availability; back yards;
• Friday, December 18-Sunday, December 20 at Lake Travis; Arrive; Set agenda Friday night; Saturday, meeting, Saturday evening party; $85 fee; $1710: rent/deposit; Deadline for Wednesday;

10:41pm SCXRIBE SEARCH

• postponed till further notice

photos: photographer Kati knows

calendaring: 25^th of January: cc probationary; next meeting first of Feb

• schedule cc pic day? 8^th of February; motion passes depends on heather lynn
• first weekend in Feb for suggested for spring TH Sat Feb 6; Jan meeting dates; Jan 4 ,19 th and 25
• Concerns—getting leads recruited; last year was great turnout but at great cost; DAFT lead announced; The later we have TH, the later we have the road shows; ticket sales; volunteers; Purpose of Town Hall is communication;
• MOTION to set date for Town Hall as February 6; Run by AF list to get input pending buy-in;
• Meeting for 12/14; cultural appropriation and children
• Meeting 1/25; Take on assignments; Prep AFs; Determine producer
• 11:03pm MEETING ADJOURNED
• FACILITATOR: ART ART ART 11/16
• PIXIE:
• STACK: BONOBO (TURTLEBUNNIE)

COMBUSTION CHAMBER MEETING

MONDAY, NOVEMBER 30, 2015

FACILITATOR: BETH

STACK: CLOVIS

SCRIBE: CHIM-CHIM

ATTENDEES: Problem, Adam, Princess, Hawk, Clovis, Chim-Chim, Breezy, Pixie, Gyesika, Bravo, Clover, Prost, Dahling, Julie, Monkey, Decibel, Henry, Kat, Eric,

7:53pm MEETING BEGINS

7:56pm LLC UPDATE

• First draft budget after this meeting
• Freezer burn asked to use warehouse for building; Probably not this year; Wed—wood for tool room build; Will start soon

7:57pm AF UPDATE (DAHLING)

First submission of AR leads done; Will announce soon; Still working on volunteer system for next year

7:58pm REGIONAL UPDATE

• BM hired someone to help with volunteer system; Kim Cook; Announced prelim dates for GLC; Save date Mar 31-Apr 3, 2016
• FS org submitted for white paper for this year; Panel

7:59pm TOPIC: Adult Camp Follow Up (Breezy)

• Opening cattle guard made everything feel less restrictive; One camp’s music lead was not happy with lack of visibility at the beginning of the event, but changed his mind; People generally happy

  Several of the camps placed in the corral in 2015 have asked to go back this year; They have requested a complete loop to go around the camping area.  This is being considered. There are plans being made by those camps to include lights at entrance to attract more attention; Open camping in Outlands in corral;

8:06pm MOTION TO CLOSE STACK

ACCESSIBILITY; can get car back there, might have to be treated as burnable art site; would be awesome secondary burn site for art piece

Have fire lead and stakeholders available to discuss fire circle in adult theme camps area; temporal art installation navigation team; handle all art

8:11pm THEME VOTING PROCESS (MONKEY)

Always fair amount of side conversations/discussions about the way we choose themes; specifically operational; Discussion about current process works or not;

No more stickers with negative space in between; get stickers with just stickers

Solution now is simplest; everyone has chance to buy into topic

Folks who miss town hall feel like they don’t get to buy in; try something less analog;

Some think it takes too long; too many themes that distract from real themes; Presentations are sometimes too long; People who are hurt by putting ideas they care about into an arena that doesn’t give a shit about their feelings; Not necessarily our job to fix; people think it’s a waste of time;

Online system thing: Most themes selected are based on presentations; Best part of town hall is in the presentations;

What do we do if people don’t show up? How important is the theme? How much work is it for people having to do town hall? If people wanna change that, they should be part of the cc;

Theme is the most important that doesn’t matter; flipside is gonna be what its gonna be;

Have to talk about it every year; Just as important as ludicrous methodologies;

Theme selection process: imperfections easy to understand and widely understood; If better idea for theme selection process, write it up and propose it while there is still time

I don’t think our process is unpredictable enough;

Toward s end of process, two front runners; those showed up with large crowd of supporters; popularity contest; has bias towards selecting themes based on process and not product; if we wanted a theme to be based on content than process, then we should tweak process;

FS owns sound meters; alternate voting method; get sound meter and vote for themes by who could make louder noise; Vote by sound meter

Not about having fairness and objectivity; it s having an art project; theme selected by one person who sits there thinking about theme and importance and dynamic on human condition; because of that, we are on shorter side remembering one thing; can do objectivity measures; at end of day, it’s a popularity contest; as long as community is deciding and proposing is all that matters

Mail in votes

8:37pm MOTION TO CLOSE STACK

Old business

Cultural Appropriation/-ism (Kat); Discussion on racism; cultural appropriation with customs

TH prep; setting up agenda

Save the date for leads all hands; Dec 12; same day as Santa rampage;

Facilitator: Hawk

Breezy: stack

8:47pm MEETING ADJOURNED

COMBUSTION CHAMBER MEETING

MONDAY, SEPTEMBER 28, 2015

FACILITATOR: Beth

STACK: Turtlebunnie

SCRIBE: Chim-Chim

ATTENDEES (24): Izzy, Problem, Adam, Thomas, Princess, Beth, Kat, Pixie, Turtlebunnie, Chim-Chim, Henry, Hawk, Breezy, Dahling, Monkey, Kate, Doc Mitz, Oxyace, Private Bare, Decibel, Clovis, Samantha, Bonobo, Jedi

7:48pm MEETING BEGINS

7:53pm AAR/LLC UPDATE (Problem)

The office space will be completed shortly

No theme has been selected for Flipside 2016

Internet for the new warehouse is currently being worked on

DO NOT leave anything at the warehouse, even if it’s considered a donation; The warehouse has to make room before accommodating stuff; Please leave beer/Gatorade/water in the fridge; Non-consumable items will not allowed at the warehouse

7:57pm AF UPDATE (Dahling)

Nominations for Leads are happening; 62 positions are available; This is an opportunity to apply for a position; You don’t have to be a Lead, but can be part of the team; Leads nominations ends October 26;

Leads retreat will be on the weekend of November 15

4 new Leads created—Volunteer Assistant Squad, Tactical Art Installation and Navigation Team (TAINT), Genesis AF, and Safety AF

LEADS RECRUITMENT: Half the Lead roles have been filled; All positions are chances to learn

More information on Leads nominations and volunteer recruitment will be available soon via link from Susan

8:13pm REGIONAL UPDATE (Clovis)

Letter of Intent (LOI) is due  out in October/November—This is a chance to receive art grant money from Burning Man; Money received goes toward your art project for Burning Man. If you, or someone you know, is interested in applying for an art grant from Burning Man, watch for email

8:14pm TOPIC: TOWN HALL WRAP-UP (Kate)

Town Hall overall was a SUCCESS!!!

DRAWBACKS: 1) Need more shade; 2) Heat management (inside/outside warehouse); 3) Conduct meeting with more decorum; 4) Voting process could be improved; 5) Coordinate better on port-o-potties; 6) Better timekeeping; 7) DO NOT PARK IN THE LOT NEXT DOOR; Park in the street; 8) 6-packs full of empty bottles in the fridge and crushed cans behind certain areas of the warehouse are considered MOOP; 9) Need to run sound OUTSIDE; Develop a short list of sound people to contact for future warehouse events; A sound system for the warehouse is in the works; 10) Check with the warehouse managers before donating anything to the warehouse

MOTION: To discuss how we vote on themes; MOTION PASSES; Monkey will speak on this topic, and the topic will be put on the calendar

8:30pm TOPIC: CC EFFECTIVENESS (Adam)

BACKGROUND: CURRENTLY IN DEVELOPMENT, the Combustion Chamber (CC) handbook WILL outline the CC functions and responsibilities, and this will improve CC effectiveness; Discussion for this topic is specifically over what to do to become more effective; Although efficiency is nice, we don’t want to confuse it with effectiveness; We can do better to stay on top of meetings

GOAL: Effectiveness

CHALLENGES: There is not leader of the CC; This is a FLAT organization; The challenge is to define ways to backstop themselves to make CC operate more effectively.

DISCUSSION: Options regarding Action Items (AIs)—Designate a Task Master/Mistress/Taskinator; Owner of AI determines date, and reports back on that specified date; POINT OF INFORMATION—CC did have a Taskmaster in the past; Use Trello or Slack

A lot of the same things that prove efficiency also prove effectiveness; We ought to keep things short and concise; Consider renaming meetings to ‘PARTIES’; Some people who ramble, although not the best communicators, are sometimes trying to make a point; We want to make sure that all responsibilities we take on for Flipside and the money, time, effort, and warehouse is managed and reflected back-and-forth; The efficacy of a meeting is not predicated on the efficiencies or other shorthand that can call for people’s respect for time (mechanics); The point is to: 1) Have ideas; 2) Communicate; 3) Decide; 4) Deliver; We are FAILING on those; We need to sharpen our focus on specific tasks, especially those topics (ticket prices, shrinking the size of the event) that can get kicked back and discussed at a later date; Identify key things we can’t drop and spend time on the rest of it

Certain demographics (e.g. Those participants in their 20’s) will typically not get involved with CC meetings

When someone takes on a position/responsibility, we should all support that person, and ask how we can further help support

CC is NOT an operational body (with the exception of Town Hall)

Consider meeting up as a CC body at Flipside and having an OPEN FORUM at the creek—This would be good for community outreach where lots of ideas are pursued; Attend Church Night and ask community for topics to bring up with the CC/LLC in trying to make a better community

MOTION BACKGROUND: Considering we talk for a while over process/CC handbook, does anyone have a philosophical objection to holding people to those rules? It’s been stated that we can’t hold people to rules because ‘that’s not nice’

MOTION: To commit trying to hold down those rules; Motion passes

THE PHILOSOPHY OF PROCESS: The process is supposed to serve the body and not vice versa; The process can protect people from the efficiency of the meeting

The community has to take care of itself; There are always questions of why aren’t we taking care of [insert complaint here]

READ THE BOOK “The Tyranny of Structurelessness”

Research Trello and Slack

The most important items from the CC meeting minutes are the TASKS, MOTIONS (and blocks of motions, with explanations of the block), and SPECIFIC ITEMS

Ask the community, “What would you like to see at the new warehouse?”

Develop Quick Guide for Trello; Set up projector for how to use Trello

MOTION: To add AIs to end of each meeting—a review of immediate AIs to ensure we are staying on task; MOTION BLOCKED; Reason—Need to specify or explicitly call out and separate items into different MOTIONS, and work with each motion

MOTION: To add to recurring agenda at the end of our meetings time to discuss existing action items (AIs); MOTION PASSES

MOTION: To manage AIs—Set for the next meeting; CC will decide in brief discussion at the next meeting what tools (Trello, Slack, Google docs, etc.) to use; MOTION PASSES

MOTION: Pursuant to the discussion of what tools to use, we move to gather requirements for that tool so that we evaluate that tool, and have requirements for said tool for the next tool; Motion is to use Trello; MOTION PASSES

POINT OF INFORMATION: AAR/LLC is currently working to make task management happen easily

MOTION: If you take an AI, you are responsible to put it in Trello; MOTION BLOCKED; Reason NA

Turtlebunnie volunteers as Tribune to work with Trello

MOTION: When a motion is made, a second stack will be used until the motion is complete, and then we return to discussion; There shall be no more than ONE MOTION at a time; AMENDMENTS go on stack; MOTION BLOCKED; Reason—Request for further discussion online with other members to weigh in; Discussion is kicked to the next meeting; POST PROPOSAL TO CC LIST that acts as a motion

POINT OF CLARIFICATION: “This is unusual”

We are a consensus body…silence is consent if you don’t say anything

10:09pm CALENDARING

Theme Voting Process (Monkey) scheduled for Monday, November 30, 2015

NEXT MEETING: Monday, October 19, 2015

FACILITATOR: Pixie

STACK: Breezy

SCRIBE: Charlcye

TOPICS: Meeting Room Booking Policies (Beth); Warehouse Storage Policy (Prost)

10:12pm MEETING ADJOURNED

# COMBUSTION CHAMBER MEETING

# MONDAY, SEPTEMBER 14, 2015

# FACILITATOR: Prost

# STACK: Decibel

# SCRIBE: Chim-Chim

# ATTENDEES (24): Chim-Chim, Commander Awesomepants, Hawk, Problem, Adam, Clovis, Donut, Thomas, Breezy, Decibel, Doc Mitz, Dahling, Gyesika, Prost, Alex, Chloe, Turtlebunnie, Pixie, Monkey, Beth, Wrinn, Izzy, Emily, Psyche

# 7:55pm MEETING BEGINS

# 7:58pm LLC UPDATE [Problem]

• AAR/LLC took a vacation
• Genesis AF position created
  • Duties/Responsibilities
    • Greeters, Zone Czars, Parking, Onsite tow truck driver
    • Julie Oliver is the new Genesis AF; Originally the Greeter Lead this past year
    • This position will go through a 1 year trial

# 8:00pm REGIONAL UPDATE [Clovis]

• There was a Regional meeting at Burning Man
• “Remind me to remind you to remind me about that regional thing.” –Thomas to Clovis
• Austin art project did well

# 8:01pm AF UPDATE [Commander Awesomepants, Clovis, Dahling]

• Warehouse is mostly moved
• Organized and labeled in big rows on shelves
• Another weekend still needed for moving
• We have a new dumpster delivered
• The community truck has arrived back from Burning Man—GET YOUR STUFF
• There will be a recycling run
• The Goddess of Unfinished projects will be the LAST thing to be moved
• There will be a couple of big loads going with individuals
• Issue with storage of propane and gas cans—Limited to (3)
• There are concerns about the doors being smaller
• Suggestion: Make tool room smaller to have a separate room as a machine shop for welding classes
• Help is still needed this weekend
• Plumbing will be done after the falls are finished
• Tarp cleaning party is needed
• Leads nominations is currently being together; Announcement will be made at Town Hall; Contact Dahling for more info

# 8:10pm TOPIC: Exodus [Wrinn]

• Background: Exodus started after Burn; Short-staffed; Exodus Lead needs to be ICS trained (operational issue) and should be a liability Lead position
• Serious (Safety AF) had idea: At the last AF meeting, discussion denoted many leads to be ICS trained, and there was discussion over ways to roll Rangers to get Exodus started sooner
• Issue: When packing up for Exodus, there were a few unsafe driving speeds occurring, especially with mud
• Challenge: What do we do if Exodus occurs in the middle of the event? (Needs community input)
• Issue: Dissemination of information; Convincing people there is a problem even when people know to leave
• THANKS to the Exodus Lead this year for helping at the last minute
• Issue: Traffic flow off property—Getting in/out expediently
• Challenge: Having an emergency Exodus plan and being explicit in communication
• Note: Exodus issues did not start until Monday afternoon
• Discussion: How far in advance do we need people gone by 5pm
• Discussion: This is a logistical problem no matter how well prepared we are
• Issue: When hundreds are left behind, there are crews in planning/infrastructure who needs to leave but won’t/can’t because they do not want to leave stranded people behind
• We must think in realistic terms; Always remember the ‘hippie’ factor; Plan for it; EMBRACE THE SUCK
• There actually are several exits off the property and routes available
• Volunteering verbally is insufficient; Plan ahead, put it in writing, and commit to it
• Motion made and passed: Postpone closing of topic until Kate has reviewed minutes and confirms all that has been discussed regarding the topic of Exodus

# 8:37pm TOPIC: TOWN HALL [Beth]

• TOWN HALL:

• Emily, our Off-Seasons Events Coordinator is rocking along, gathering volunteers, booking the portapotty, working on some art ideas, and more. She’s handling all the technical aspects of the event, and is doing a magnificent job. 
• From our standpoint, everything planning wise is also going well, one of the things I wanted to do tonight was make sure that everyone had checked in with the AF Buddy, but I can’t seem to find the list of who was paired with whom. If any one has that, I’d appreciate it. 
• TurtleBunnie is handling the Town Hall Voting, so we just need to see what supplies she needs. 
• We’ll need to make sure we have a fresh stack of waivers. I brought the clipboard back, and also donated a new plastic one. It has pickle duct tape on it. The pickle is saying “Dill with it.” 
• We should locate the CC sign, I’m pretty sure it made it over to the new WH. Though, it would be cool to have an nicer sign. 
• We’re still figuring out sound, but we’ve got enough options and time. 

• AFTERPARTY PLANNING: 

• Beth is working on getting the DJ lineup set. The current theme that has emerged was “Current/Former CC members” and it’s working out awesomely. Aka “Beth is a Badass.”
• Monk is donating his time to make an “Old WH” logo, that we’re burning to a screen, and setting up a “Make your own swag” station. We’re pretty sure we’ve already got all the items for that, we’ll just need the screen. Pixie is donating a lot of that.=, but she’s newly un-deserted, and is jumping right back into things.
• John England has volunteered to bring a robotic bartender, that lights up and can make something like 50 different types of drinks. It’s pretty rad in action. 
• As of right now, we are not intending to rent a portapotty to this. 

• AGENDA
  • Welcome (Kate?)
  • Dedication (Kate?)
  • LLC
  • AF/Volunteers (Prost/Dahling)
  • Themes/Voting (Turtlebunnie)
  • Stickets (Pixie, Rusty, Suzie)
  • DAFT (Bonobo)
  • Warehouse (Henry)
  • CC update (Clovis
  • Closing: 1) Earth Guardian 2) Community announcements 3) Theme announcement
• DISCUSSION
  • Each agenda item will last no longer than 5 minutes
  • Presentations will be no longer than 2 minutes
  • Voting will last at least 30 minutes
  • Emily and Kate will need to see the current layout at the new warehouse
  • Ensure buildout stuff/insulation piles are cleared out
  • Discuss with warehouse manager
  • Move the stage risers
  • Announce LNT at the beginning and end of Town Hall
  • Keep the meeting portion short; Let people be more social
  • Need to move a couple of shade structures for outside
  • Issue: ADA compliance: There is no ramp at the new warehouse
  • It would be nice to have a big step to make it easier to get through into the warehouse
  • Suggestion: Have team hang up art to make it not look so industrial; Art is currently taking up a corner; Putting art up can free up space
  • Theme registration has already been published; Clarify 2 minute rule
  • DO NOT PARK IN THE PARKING LOT FOR TOWN HALL!!! Park in the street or carpool
  • Set the tone: Emphasize LNT, and communicate in palindrome form at the beginning/end
  • We have interesting neighbors—Possibility for constructive relationships
  • Volunteering starts at 11am
  • Tailgating starts at Noon
  • Town Hall 2:30pm-4pm
  • Afterparty starts at 7pm: DJs consist of former/current CC members
  • Monk will have an old warehouse screen for people to make their own schwag
  • John England will be bringing a robotic bartender
  • Discussion over renting port-o-potty for event
  • BRING CHAIRS for afterparty
  • Move fridge to new warehouse

# 9:13pm TOPIC: Calendaring (All CC)

• 9/28: Town Hall Review (Kate); CC Effectiveness (Adam)
• 10/19: Meeting Room Booking Policies (Beth); Warehouse Storage Policy (Prost)
• 11/2: CC Handbook Draft Review (Pixie); CC retreat (Pixie)
• 11/16: Art @ Church Night (Turtlebunnie, Dawn); More Large Burnable Art (Breezy, Serious)
• 11/30: Adult Camp Follow Up (Breezy)
• 12/14: Cultural Appropriation/-ism Discussion (Doug?)
• 1/4: Calendaring (All); Volunteer Recruitment (Dahling)
• 1/18: Kids, Families, Policies, and Culture, Safety (Bonobo); LNT—What does it mean to us? (Wrinn)
• DISCUSSION:
  • Deadline: 10/15—Get topics to Pixie for CC handbook
  • AI: Bring up topics to discuss at Town Hall; Topics should be calendared 2-3 weeks out; Discuss things important to the community
  • Issue: Explicit policies on storage at the warehouse, and enforcement on policies (operational issue)

# NEXT MEETING: Monday, September 28

# FACILITATOR: Beth

# STACK: Turtlebunnie

# SCRIBE: Chim-Chim

# TOPICS: Town Hall Review (Kate); CC Effectiveness (Adam)

# 9:53pm MEETING ADJOURNED

# COMBUSTION CHAMBER MEETING

# MONDAY, AUGUST 17, 2015

# FACILITATOR: Turtlebunnie

# STACK: Kate

# SCRIBE: Chim-Chim

# ATTENDEES (23): Problem, Izzi, Adam, Turtlebunnie, Mer, Pixie, Kate, Serious, Decibel, Henry, Cooper, Chim-Chim, Julie, Dahling, Gyesika, Prost, Kat, Emily, Wrinn, Monkey, Clovis, Bonobo, Susan

# TOPICS: Town Hall (all); Early dropoff/vendor interaction (Adam)

# 7:53pm MEETING BEGINS

# 7:57pm AAR/LLC UPDATE (Problem)

• A Flipside Flood Relief fundraiser happened last weekend, and was a success; Another fundraiser will be happening this weekend, Saturday, August 22. See Facebook for more details
• The new warehouse is coming along; The lease is signed, and insurance is done; Breaker box is currently being installed; Demolition of old rooms will be getting started, and the building of new stuff will be soon
• Approximate use of the new warehouse is TBA; Items from the old warehouse will begin moving in September; Uncertain as to whether new waivers will need to be signed at the new warehouse
• Itinerary for moving items from the old warehouse to the new warehouse: There will be (2) weekends—1) Labor day weekend; and, 2) the following weekend which will be the BIG MOVE; Completion of move should be done two weeks before Town Hall; Night runs will occur in early September during the week when the temperatures are lower
• Announce date for those interested in cleaning out personal items before the move will be every Church Night on Wednesday and every Saturday/Sunday; If you see something that doesn’t have a name on it, and you think the individual would want it, contact Meredith (360 AF); Contact Meredith also if you, or anyone you know, may be interested in joining the Warehouse Art Relocation Team; Pics have been taken in and around the warehouse, and a photo album is currently being edited

# 8:08pm AF UPDATE (Dahling)

• Had a meeting yesterday; Discussion topics—Shuffling, Leads, consolidation; Meeting lasted 6 hours; Organizational chart is currently being reviewed

# 8:09pm REGIONAL UPDATE (Clovis)

• Burning Man is happening
• A community truck is still being arranged to bring stuff out to the playa (see previous meeting minutes for more info)

# 8:09pm TOPIC: TOWN HALL (All)

• Discussion is over FORMAT and AGENDA items
• Parking lot is smaller at the new warehouse; Considering blocking parking lot off for the event; There will be space for booths, if needed
• Suggest tables inside; Logistics being considered
• In the Fall Town Hall, most booths are people who are pimping their theme; Consider LLC and CC booths (inside/outside warehouse?)
• Suggestion for Kate, Emily, and other Town Hall organizers go in person to view the new warehouse to get a better idea
• We should offer all entities (LLC, CC, AFs, etc.) a station; Some of the community will be bitching of the new space; Others will be nostalgic; One of the most important things of Town Hall is to make people fall in love with the new space and motivate them to see the new potential; We need to remember, as a community, we have to absolutely BRING IT
• Consider presenting diagrams of where spaces are, including spaces neighbors have, etc.
• Idea of having the tables outside the door, and everyone who walks by, sees the table, including signs encouraging them to volunteer; Also can be a table to sign waivers; Can be a nice greeter station; People promoting themes can set up inside the perimeter
• Izzi can help run a tour of the new warehouse for those interested
• JOB DESCRIPTIONS (from the CC standpoint):
  • PRODUCER (Kate): Secure MC; Set agenda
  • EVENT COORDINATOR (Emily): Securing port-o-potties
  • CC: Recruits volunteers for various things (set up chairs, stage, parking, etc.); Helps manage volunteers

# 8:28pm MOTION: As producer, Kate is empowered to make final decisions, and the agenda has been delegated to Kate; Motion was BLOCKED

• The theme suggestion is TBA; The “Save-the-Date” has gone out
• Town Hall will be at the NEW WAREHOUSE
• The after-party following Town Hall will be at the OLD WAREHOUSE
• AI: Putting our own EAST-like event (set as topic for the next Calendaring session on 09/14)
• PREVIOUS AGENDA ITEMS for FALL TOWN HALL (2014):
  • Stickit Stuff
  • Presentation of Themes
  • Theme voting
  • LLC update
  • AF info/Volunteering
  • Leads process
  • CC report
  • Census update
  • Warehouse stuff presentation
  • Moop map presentation
  • DAFT presentation
  • More Stickit stuff
  • Theme announcement
  • Community announcements
  • (Adam will copy all agenda items onto the list
• Consider dedication ceremony; Grand opening for Town Hall at the new warehouse? Not yet—Consider Town Hall to be a SOFT opening for the new warehouse; The warehouse is not going to be ready yet when Town Hall happens; It’s still a work in progress; Bare studs = DECORUM
• Vital info can be presented in a short amount of time
• Time keeper?
• Getting people to respond online is more difficult than in person
• Discussion over artifying the new warehouse with art panels (murals); Also, suggest a guest book for the new warehouse
• Fall Town Hall is 5 WEEKS out
• MC: tba
• AGENDA ITEMS for FALL TOWN HALL:
  • WELCOME (Kate)
  • DEDICATION (Kate)
  • LLC
  • THEMES/VOTE (Theme presentation czar?): (Kate, Turtlebunnie)
  • STICKITS (Pixie)
  • AF UPDATE/VOLUNTEERISM (Prost, Dahling)
  • DAFT (Bonobo): Contact former DAFT list
  • WAREHOUSE (Henry)
  • CC UPDATES/WELCOMING NEW MEMBERS (Clovis)
    • Each speaker will have (5) minutes

# 9:00pm EARLY DROPOFF/VENDOR INTERACTION (Adam)

• HISTORY: Early entry for theme camps got introduced 7-8 years ago, and has expanded every year since; Early entry was extended to Theme Camps and Art Installations, especially when the need extra time to setup; With some of the biggest Theme Camp and Art Installations, even early entry was not enough; In a handful of cases, we have permitted Theme Camps to drop off part of their infrastructure and/or pick up the following Saturday after the event ended; In a few cases, we have had Theme Camps that wanted bulk fuel dropped off from the same vendor we get fuel from; There have been a few inquiries of having vendors drop off materials that Theme Camps could not/would not bring themselves. Is this GOOD or BAD? If it’s good, what are the parameters?
• There was an inquiry of having a large volume of food being dropped off which didn’t happen (catering situation)
• Issue with dropping off fuel at a theme camp when no one was there
• If you are having something dropped off at early entry, you must have someone there to sign off for it; If you just wanted to have something dropped off and get early entry just to sign off for it, you would be denied; This was a problem and a reason to avoid it becoming a problem in the future
• Question: From a logistical standpoint, if a vendor shows up after the event has started, should we let them through the gate?
• Question: If a theme camp wants to have something dropped off by the vendor, should we have them meet at the gate, come on in, or scale back?
• Pre- and Post- issue: Doing Exodus is a pain in the ass when people leave stuff on property
• Early entry has an impact on the community and host
• Post-event: There is NO allowance to let people leave their stuff on the property until Saturday; However, exceptions happen; Everything is supposed to be off, and it has been getting worse, impacting post-op operations; Everyone should be off property by Monday at 5pm
• Recommend policy via Accommodations—Health safety reasons should be considered when making accommodations (i.e. getting hay)
• Early entry is a case-by-case basis to be used in moderation
• 3 areas of big Theme Camps: Generator, Fuel, and Other Stuff; Limit use of same vendor; Designate a liaison; Ensure drop-off is not at wrong place; Outlier is acceptable; Theme camps can be required to pick up their generators at the gate; Limitations can impact Theme camps’/Villages’ ability to bring space to the community
• Regarding Registered Art/Installations: Limiting things that can come early is okay; Allowing camps to think its okay to leave things that haven’t been registered is a slippery slope, and needs repercussion
• Options regarding MONEY: Charge people to have vendor deliveries that are not part of the event; Make it organized with all info getting delivered; If we are pushing beyond the boundaries of what the event is providing, it would be reasonable to pay money; Have a policy to pay for delivery; Buy early entry passes; Approved vendor list—Not necessarily exclusive, but consists of a superset of lists; One cannot simply just get something delivered to the land
• Suggestion: Create approved vendors list, and have accountability for pickup
• Suggestion: Be flexible; Set policy
• Art/Theme Camp Execution: Adhere to principles
• Large Art Projects: Make accommodations and limit scope of art projects
• AAR Discussion:
  • Local vendors vs. landowner (e.g. hay)
  • Commodification issues
  • Money-changing at event
  • Question: What can we do to stop vendor use from getting bigger?
  • Discussion over not letting vendors in during the event
  • Approved vendor list
  • Note: Equipment is already set in advance
• Discussion over Accommodation/Favoratism: Because it’s open to everyone, if you have a big project, it’s NOT favoritism; There is a limiting factor—Regressive tax for extra dollars (weight, volume, how much infrastructure needs to be delivered); Anticipating the problem, and making sure application and placement happens late; When requesting shipment, have fuel drop-offs on Tuesday, Theme Camps early entry on Wednesday; Having approved vendor lists is like having camp dues; Have batch numbers for accountability, and utilize 100% pre-approval and deadlines
• “I’M AWESOME!” –Dahling
• Typically, Art logistics deliver art from the warehouse to the site on Saturday
• In order to foster big art, people may need heavy equipment

# NEXT MEETING: Monday, September 14, 2015

# FACILITATOR: Prost

# STACK: Decibel

# SCRIBE: Chim-Chim

# TOPICS: Town Hall (Kate), Calendaring (all), Exodus (Wrinn)

# 10:16pm MEETING ADJOURNED