Board Meeting

Discussion Summary

1. External Discussions Update

External discussions are progressing. A community update is being prepared.

2. Power Infrastructure

Daniela reported that Javi is proposing to unify all power systems and step into the power management role, with support from Justin (Ubertown) and Garden of Joy. This involves gathering technical knowledge for the power systems and obtaining quotes for the grids.

Victor, who has been working on power system documentation, requested to be included on power-related communications.

3. Humans Application Update

Peter reported that all changes requested by Ben have been rolled out. The platform now supports a voting mechanism for collaborator and asociado applications. Key points:

• A consent check gates entry into the system; a decision is needed on who checks the “do not enter” list.
• When a decision is finalised, individual votes are erased for data minimisation; official decisions should be recorded in board minutes.
• Approximately 70 existing collaborators still need to onboard themselves.
• Batching application reviews (rather than daily checks) is permissible under the 30-day review window in the statutes.

4. Bylaws Amendment — Asynchronous Voting

Pepe introduced the need to amend the bylaws to allow asynchronous voting, noting that the current statutes require physical attendance to vote. This applies to both board votes and assembly votes. Amending the bylaws requires a General Assembly Meeting with a two-week to one-month notice period.

Ben noted that onboarding to the platform is separate from formal member registration, and that if quorum is not reached at the first assembly call, a second call can proceed with whoever attends.

5. NIF (Tax ID) Retrieval

The tax ID likely exists but was lost in the mail. Pablo will send the necessary documents so that Daniel can query the tax office in person. Once the NIF is obtained, Pablo will dedicate time to contacting banks.

6. Event Permitting Process

Daniela reported on a meeting with Natalia from Comarca regarding the permit process:

• The permit application is due 30 days before the event via an online form with an official Spanish certificate.
• A final safety runbook is required, approved on permit day after an on-site check.
• Comarca does not charge for the permit. The association is responsible for a small environmental tax (approximately EUR 2,000).
• Separate agreements with the local mayor’s office involve per-camper payments and road repair negotiations.
• For the new private land, the Comarca permit would still be required, but the mayor’s office permit would not; however, the town would then be less obligated to fund road repairs.

7. Go/No-Go Timing

The board discussed the timing of the go/no-go process. Some members advocated delaying by a few days to reflect recent positive developments (container procurement, NIF progress). Others argued that immediate communication of progress reduces community anxiety more effectively than waiting for a comprehensive update.

The consensus was to prioritise reducing uncertainty as quickly as possible — sharing positive progress now while continuing to finalise outstanding items.

8. Mini Burn Contingency

An evaluation of a smaller event scenario (1,000–1,500 attendees) was raised as a potential contingency. While the idea of reframing the event around camping and working groups generated some interest, the board considered this a lower priority at present given the positive momentum on containers and other fronts.

The board agreed that resolving the container situation would likely lead the production team to proceed with the regular event. If containers are secured, the main financial risk becomes ticket sales.

Action Items

Owner	Action	Deadline
Chris	Draft community update statement	Thu community meeting
Peter	Set up email reminders and approval notifications for Humans app	Ongoing
Peter	Coordinate with Ben on teams within Humans app	Ongoing
Pepe	Draft bylaws amendments for async voting and send to lawyers	TBD
Pepe	Share bylaws amendment roadmap and timeline	Mon morning
Pablo	Send tax office documents and instructions to Daniel	Mon
Daniel	Visit tax office to retrieve NIF	This week
Pablo	Contact banks once NIF is obtained	After NIF
Daniela	Obtain safety runbook cost/timeline estimate for new site	Ongoing
Daniela	Continue gathering power infrastructure quotes	Ongoing

Minutes prepared from meeting recording and AI-generated notes. Reviewed for accuracy.