Minutes of Meeting – Recompression 2008 - February 4, 2008
Monday, February 4th at 7pm
Yonderboy & Kazmira's place
5 - 1227 East 7th Avenue (near Clark Drive), Buzzer #5
Chair: Leslie “Stripey” Hart
In attendance: Ruby Merriman, John Noble, Louise Mason, Ian Hall, Ryan McCann, Blue, Allison Eden Andrews, Stripey McDangerpants, Squishelle, Hannibal, Noam Ascher, Zobeewa, Micheal Gove, Tom Grant, Bruce Culver, Edie Babe, Frank Roberts Dylan Cole Kevin Sallows, Steven Zur, Robert Spannbauer Diana Penney, Puss-in-boots, Eric Ansley, Bonnie Redekop, Marguerite

Welcome extended to all (list of those who signed in attached – Note latecomers may have been omitted). Before commencing with the volunteers for Committees for Recompression 2008, Board Member Michael Gove summarized the work of the bootstrap board and the anticipated commitment from Recompression as follows:

The Board has worked hard to create a Not For Profit society over the past several months to protect the participants of Regional events and to enable us to expand what we currently offer and do. This includes clarity of accounting issues (incoming funds, disbursements, grants), insurance coverage (used to protect only the person that took the insurance out; now we can obtain insurance that covers all volunteers through a sports events type of insurance); and for entering into agreements such as the Elphinstone lease agreement. As such, Recompression should follow all tenants of Burning Man, including financial transparency (receipted expenses, etc.) . Michael noted the Board’s request that this event have a target budget of $5000 surplus.
John Noble advised that the Registrar of Companies has accepted Greater Vancouver Interactive Arts Society today and that the incorporation documents can now be submitted. Ruby Merriman, Treasurer, clarified how the Annual Budget amount was determined. The annual operating expense of the Not For Profit Society will include the Cost of Director’s Insurance, Web Hosting, Office Incidentals, Legal and Filing Costs totaling approximately $2,600. We then doubled this amount to $5,200 to determine the total Annual Budget as a first off budget for the new Society. The surplus $2,600 is intended for use as Grant Disbursement. It was clarified that the Recompression group is free to establish and to carry out the event as they see fit, reporting back to the board the outcome of the event. Discussion followed. TREASURER’S CLARIFICATION – The total Annual Budget did not provide for an opening account balance; such balance would reduce the amount of ‘earnings’ required by Recompression 2008
Diana gave a brief summary of last year’s participants and funding as follows: Approximate number of participants was 225; Ticket price was $110 for 3 days plus $32 for extra night. It was noted that money was lost in the US/CDN/US conversion rates, additional profit was lost due to the cost of Brown Ticket Sales. It is critical that a greater portion of tickets be cash sales as there is a delay between sale of ticket and receipt of funds from Brown Ticket sales (about a month). Discussion revolved around discounted ticket prices for cash paying customers; some discussion about finding an alternate service provider for ticket sales. Diana noted concern about increased cost to participants; there is already an increase in the cost per night this year at the camp. It was suggested that a space for extra cash contribution be included on the ticket order form and determined that further work needed to be done asap to determine ticket price so sales can start right away. Volunteers for this task include Diana, Ruby, Eric & Michael

Leslie (Chair) requested that assignments/volunteers for the Committee’s List get underway
-Committees for 2008
• Registration : Registration (ticket) purchasing DIANA
• Greeters/Gate: Greeters welcome arrivals, ensure that only ticketed participants enter the event (The Gate
component), and collect signed copies of the Conditions of Use (Camp Agreement) FRANK & CLAIRE.
• Volunteer Coordinator: assists leaders in finding help and participants wanting to help BEBE
• Theme Cabins: tasked with the co-ordination and placement of theme cabins SQUISHELLE & ROBERT
• Cabin Monitor: Ensures that the cabins are upholding the policies of the YMCA camp, posts signs etc., PUSS IN BOOTS
• Rangers: The rangers do rangerly things and make all feel safe! CALLOUT FOR RANGERS
• Medical: first aid setup & activation CALLOUT FOR MEDICAL
• Peer Support: providing a safe space for Saturday Night BONNIE
• Grounds Safety : Ensures paths are lit, danger zones are blocked, etc STRIPEY MCDANGERPANTS
• LNT : The Leave No Trace (LNT) / Recycling is tasked with communicating the LNT policy ZOBEEWA
• FIRE!: Fire performers and fire safety CALLOUT FOR FIRE FOLKS!
• Workshops: Structured workshops held during Recompression JENNY & ERIC
• Talent Show: Friday night talent show performing and helping CALLOUT FOR TALENT & TALENT SHOW M.C.
• Art Fund: Art Funding STEVEN & ALLISON
• Main Party Space : coordinate setup, décor, art & theme placement NOAM, EDIEBABE & LOUISE
• Chill Space : setup the chill space Blue Room, Moose Lodge – DIANA; DownTempo Lounge (now ‘EVENT – Recompleasure Dome’ Chill Jacuzzi Space) BLUE
• Sound: The sound systems and organizing the DJs ERIN (geminitrix) & AARON B
• Healing Space: coordinate creation of healing / massage area for daytime use ZOBEEWA
• Opening Circle: SUSANNE, ALLISON, AQUARIUS & DIANA
• Communications : ensure communications pre-event SQUISHELLE & KEVIN S.
• MC COORDINATOR: onsite communications FRANK/SQUISH – Callout for MC’s for Dining Hall, Meal Times, Etc -
• Web: delivers the virtual presence of Recompression STEPHEN
• Man Build & Burn: Includes Clean Up! HANNIBAL & BEBE

Leslie (Chair): Questions or Comments?

Eric – is there to be a theme or a congruence committee??

There was a discussion about themes as well as congruency with the intent of recompression.
Next meeting in 2 weeks, tickets will be available then, details to follow in the next week. Need cash to pay downpayment to camp in advance.
Meeting adjourned at 8:50