BATCAVE MEETING MINUTES

  Myschievia - The North Texas Burn
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August 20, 2023

8/21/2023

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4 pm, Batcave Meeting Room - Discord
Attendees - Odin, Moonshine, Creature, Tripod, Michele, GingerSnap, Shiny*


UPDATES
LLC
Budgets
  • All budgets were approved last week. We are slowly working our way through the list and making purchases.
  • If someone needs to review what they submitted, have them email ntxbllc@gmail.com

City
Registrations
  • everything is looking good.
  • Reg closes Wednesday.
Second Inventory
  • reviewed the structures, several pieces are missing currently but hoping to find all of them as they test everything out.
Map Placement for DMV
  • needs to be flushed out. Will update as things firm up.

Art
Registrations
  • working as well as they can, TTITD is making scheduling sticky, but manageable.

Media - No Report

Participants

Post-Event vol shifts
  • Can they leave things on land? What shifts to add to the sheet?
Registrations
  • Going well! Events for the whole event AND at the EFG.
Volunteer Spreadsheet
  • Remind leads to sign up so they can put themselves on the sheet too.
  • Asking VC if they are open to a training session for the shift sign-up sheet, considering all the new features.

Safety - N/A
Safety Extravaganza - Tabled
IT issues stopped from joining actual call, but answered questions via text. Start asking your peeps about it and let us know at the next meeting.

DISCUSSION TOPICS
Leads as Community Engagement Body
  • We are all for it but need someone to take the lead as the current leadership is already overworked. Get media to make a post and see if anyone will take the job.

Creating a Community Input form
  • Why form when we have email? Maybe make it more prominent, and make some media posts about it.

Early Entry
  • The sheet sign-up is not working. Replacing it with a form that will be out next week. Each lead will submit a list to LLC, they will approve and VC will confirm with each participant. Thursday EE Gate hours - 9 am to 11:30 to reduce confusion on Gate volunteers and give time to switch gears from EE to regular

ACTION ITEMS
Gingersnap - Upload meeting notes from 2023 to the Website
Creature - start a thread to discuss DMV Placement.
Tripod - get with Viv make a post and see if anyone will take the job.
Tripod - get with Viv to make a post about the Batcave email as a way to send in community input
Gingersnap - Google invite to all Google groups for Leadership engagement.
All AFs  - notify leads about Leadership engagement this Saturday.
All AFs - Check on shift coverage for your departments
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July 16, 2023

7/17/2023

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4pm, Batcave Meeting Room - Discord
Attendees - Creature, Michele, Wildflower, GingerSnap, Context

UPDATES
LLC
Ticket Updates
  • Reached the threshold.

City- N/A
Art - No Report
Media - No Report

Participants

Volunteer Shift Spreadsheet
  • ASK: check with all leads to verify the spreadsheet is updated.

Safety
Safety Extravaganza
  • Considering TTITD, wanted to move to a different date.
  • New date: Sept 16th
  • New Location: Corinth?
ICS reqs
  • 100 for shift supervisors & 200 duty chiefs
Budget item request questions
  • Fire dept - budget item requests: non-potable water truck rental?
  • Sanctuary - cooling unit?

DISCUSSION TOPICS
Fall Town Hall and Safety Extravaganza
  • Safety Extravaganza is moving to Sept to beat the heat and the TTITD conflicts.
  • What to do about Fall TH
    • ​Ask Leads if…
      • ​Full TH
        • ​If Yes, What to do? Department updates? Theme Camp Fair? Volunteer drive? 
        • If not, how about a Leadership engagement event
Expected behavior for meetings
  • Discussed appropriate behavior and meeting attendance.
  • Reviewed the Vote of No Confidence rule
Google Access - all good!
​Trello updates
- all good!
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Summer Town Hall Meeting

6/10/2023

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Summer Town Hall, June 10, @1pm - NTXB Warehouse
https://docs.google.com/presentation/d/e/2PACX-1vSOGTdQh9R-XE_rQEmxHJLmjKjevLHAcLpvip5HbZUfP_jRRFZ88yN5UPeZblOXqg/pub?start=false&loop=true&delayms=30000
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May 21, 2023

5/22/2023

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4pm, Batcave Meeting Room - Discord
Attendees - Odin, Moonshine, Fropsi, Creature, Tripod, Michele, Wildflower, GingerSnap

UPDATES
LLC

Has completed the META Contract!
New Intern:
 Samuel D.

City
Inventory
  • Need to touch base with Quarter Master on inventory Spreadsheet?
  • Second day?

Art
META lead Vote! (Mys Efg & Temple Accomplinces)
  • VOTE: Leadership
    • ​META - Minnie Smith - Passed with 1 abstain.

Media
ISO Discord Guru to help maintain the server

Participants
Volunteer Coordinator 
  • is interested in a new program. Will submit a budget for it.
Events
  • looking for deadlines and whatnot.
Ice
  • starting vendor talks

Safety
Safety Meeting in the next couple of weeks.

DISCUSSION TOPICS
Summer TH
  • circle back on June 2nd
  • Getting META requirements ready for community posts.
    • Post about new META Lead
    • Post about META submissions and deadlines
  • Theme Camps Fair
  • Art Night
Discord Review
  • Post about Discord Guru
  • Need clearer instructions on how/what to do with Discord.

Check-in
  • accountability, support, etc.
  • How to email people using a google groups alias
    • ​ https://support.google.com/googlecloud/answer/10635789?hl=en

ACTION ITEMS
City
  • Touch base with Quarter Master on inventory. Spreadsheet? Second day?
Art
  • Create Jotform for META submissions
Media
  • Post about Budget Requests, Info, and Due Dates
  • Post about new META Lead
  • Post about META submissions and deadlines
  • Post about Theme Camps Fair - wear your Volunteer Shirts!
  • Post about Art Night
  • Post ISO Discord Guru Participants
  • Send out Budget requests
Safety
  • ​​Check-in with Context about Safety Extravaganza
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April 16, 2023

4/17/2023

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4pm, Batcave Meeting Room - Discord
Attendees - Odin, Creature, Tripod, Michele, GingerSnap

UPDATES
LLC

Current CAMPS:
Gregor - City
; Dawn - Art; Alexandria - Media; Shiny - Participants; Context - Safety
>Making a community poll about our COVID policy

City
- N/A

Art

META Proposal discussion > Title: > Art Minimum: sketch on a napkin > Contact Info /Ability to meet with META Lead > Due Date: 2 weeks before Summer TH > Final Presentation

Media
- N/A

Participants

VOTE: Volunteer Coordinator: Dina - Unanimously Passed
VOTE: 
Events Lead: Furbee - Passed with 1 abstain

Safety
>Myschievia Accessibility Accommodations > Ensuring that disabled participants have a voice regarding changes to the placement of facilities (notably portos). > Intimacy (Lead) would like to discuss how best to support the group. > Official Accessibility Accommodations Area behind MEATS (cleared and marked on the map). >Ensure a Handicap porto is nearby. > Additional Training for Sanctuary. > Additional Language for the Survival Guide. > Conversation at TH. > Create media requests to promote the discussion. > Possible infrastructure provided by LLC? > > If not, just space, please.

ACTION ITEMS
ART AF’s: Create META Proposal Requirements Doc by 4/30.
Batcave AFs
- Submit edits to the Application within 2 weeks

Next Meeting Agenda Items
Vote in New META Lead
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March 19, 2023

3/20/2023

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4pm, Batcave Meeting Room - Discord
Attendees - Odin, Moonshine, Fropsi, Creature, Tripod, Michele, Wildflower, GingerSnap, Shiny

UPDATES
LLC - N/A

City

VOTE: Leadership > Quarter Master - Chris Greene: Unanimously passed
>Hay for main roads
? LLC to discuss with Hap closer to the event

Art
META Restructuring >
VOTE
: Create a new Lead Position - META Lead (LLC to adjust the current contract) Unanimously passed.
>Max
/Fropsi to discuss the new job description, new EFG/Temple proposal requirements, and processes with previous builders to ensure best practices. C
ommunity engagement
: post about open applications to be made after the job description and requirements.
​VOTE
: Leadership > Art Grant* - Kameron Lewellen: Unanimously passed *Normally this would be Art Projects, but there was some confusion about the responsibilities during the interview

Media
>Engagement issues; looking for solutions? > Official announcements on the website (using the media submission form) and Official communications channel Discord where we will post all the important info!

Participants - N/A

Safety

NTXB accommodations and accessibility - Tabled for Next Month, asking Intimacy to join call.

DISCUSSION TOPICS 
VOTE: Leadership > Cindy Moonshine - Batcave City AF, Unanimously Passed
>Updating Leadership application
> Giving AFs Two weeks to suggest edits
VOTE
: Instituting a Pro-Tem process: Unanimously Passed > Ability to interview and start a lead in a position before they are officially voted in. To be used after the initial voting window has closed, the lead can be overturned during the next scheduled meeting.
>Summer Town Hall
> CAMPS and Theme Camps Fair: Media Request needed.
>Request Alternative contact info for Leadership
- So that we are contracting them in their preferred method > Added column to Private Directory for Personal Contact Number.

ACTION ITEMS
LLC
- update Builders' contract Max/Fropsi to discuss the job description, proposal requirements, and new processes with previous builders.

Batcave AFs
- Verify job descriptions for leads, have all leads (new and returning) sign forms, and file under 2023 Signed Job Descriptions in google drive.
- Submit edits to the Application within 2 weeks

Tripod
- Submit Media Request: CAMPS and Theme Camps Fair at Summer TH!

Next Meeting Agenda Items
Batcave
​
- update EFG/Temple Proposal requirements NTXB accommodations and accessibility > Ensuring that disabled participants have a voice regarding changes to the placement of facilities (notably portos). > Intimacy would like to add talking time to either April or May meeting to join us and have a discussion on how best to support the group.
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Spring Town Hall Meeting

2/25/2023

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Spring Town Hall, February 25, @1pm - NTXB Warehouse
​
https://docs.google.com/presentation/d/e/2PACX-1vQVAoXb1QRo6VFKk23etTpgk5AHDPbTyd6n1gNUyKhCzXuxS6zJHO4qoUPssw-_bA/pub?start=false&loop=true&delayms=30000
0 Comments

February 19, 2023

2/20/2023

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4pm, Batcave Meeting Room - Discord
​Attendees - Fropsi, Tripod, Michele, Wildflower, GingerSnap, Shiny, Context


UPDATES
LLC - N/A

City

Leadership Applications
  • City Planning - Havok - Unanimously passed
  • Theme Camp Coordinator - GoldStar - Unanimously passed
  • Zone Guide - Innuendo - Unanimously passed
  • Site Ops - Jeaves - Unanimously passed
  • Land Ops - Snuggles - Unanimously passed
  • Radio - Carabeaner - Unanimously passed

Art
Leadership Applications
  • FAST - Tempr - Unanimously passed
  • DMV - DaisyChains - Unanimously passed
  • META as a year-round department, lead selected independent of designs.
    • Benefits: Open the design aspect to more people who may not have build experience, but while still allowing the LLC to know that it will be executed in an appropriate manner. It would also assist with retaining institutional knowledge from year to year.
    • Problems: who holds liability? We will need to draft new legal agreements with
    • Decision: talk with previous leads, make a community poll, talk about it at TH, and post on Blog, & Social Pages.

Media
Leadership Applications
  •  Info Manager - Viv - Unanimously passed

Participants
Leadership Applications
  • Greeters - Larry Berry - Unanimously passed
  • Earth Guardians - Dogma - Unanimously passed
  • Parking - Queen HePussPuss - Unanimously passed
  • Ice - Kitty - Unanimously passed

Safety
Leadership Applications
  • MEATS - Miera1 - Unanimously passed
  • Rangers - Payull - Unanimously passed
  • Gate - KareBear - Unanimously passed
  • Sanctuary - Mother Mushroom - Unanimously passed
  • Fire - Mike Handy - Unanimously passed
  • >Perimeter - MamaBear - Unanimously passed* pending

Batcave
Leadership Applications
  • Max Wilde - Art AF - Unanimously approved
  • Odin - City AF - Unanimously approved
  • Tez - Recommending for a different position until they have more Burn exp.

TOPICS OF DISCUSSION
Spring TH Prep 
  • reviewing PPT and finalizing details.
Move Summer TH
  • to June 10th pending warehouse schedule approval.

ACTION ITEMS
All - Notify leads/AF of new positions
Fropsi
- META talk with previous leads, make a poll, talk about it at TH, and post on Blog, & Social Pages.
​GingerSnap
- Get confirmation from Warehouse and LLC on new Summer TH Dates
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January 15, 2023

1/16/2023

0 Comments

 
4pm, Batcave Meeting Room - Discord
Attendees
- Praxx, Michele, Wildflower, GingerSnap, Shiny, Dawn


UPDATES
LLC  - No report

City
  • Future of RVs
    • ​placement, increase in vehicles, and ground conditions
    • Add additional blurb to survival guide about RVs
    • Proposed RV Cap 
  • Work Weekends
    • ​will need to get regular posts about it.
    • Tabled for more discussion in Feb/March
    • Release a list of theme camps and art installation descriptions
      • Get City and Art Lead to send info to Media before the burn.
    • Chain of Command process for City related issues (getting land owners permission instead of coming to City Planning)
      • ​LLC to speak with Land Owner.
    • Add more assistants to make sure the work is spread out a bit more.
    • Release map with 1 work weekend to go so Theme camps can come to clear their areas and discuss any issues with City Planning.

Art - n/a

Media
  • Media Submission Form
    • Have the go-ahead!
  • Survival Guide must-haves:
    • Ice hours ( not just the days)
    • Detailed Car Camping info
      • Make a blog post: We aren’t burning man, cars are only allowed if they are contributing to the art aka decorated.
  • Posting the PPT from THs to the website for posterity NTXB Calendar
  • Creating a form for the community to submit their events, fostering community by helping bring burners together. 
    • Ask the Event lead if this is something they want to take on?
    • Follow principles and code of conduct.
      • Commodification?
      • Make blog post about open positions and how to apply

Participants
  • Volunteer Schedule
    • Adding a Pre and Post section for things that don't happen during the burn
    • Additional tabs to schedule so that folks get credit for their shifts.
    • Plan for signing up for shifts between registration closing and showing up on site (Critical volunteer shifts)
    • How to indicate shifts filled after the Print deadline?
  • Recycling station
    • EG requested - TABLED

Safety
  • Radios
    • Supplier sent us the wrong thing. We made it as best as we could but will be more cognizant of it this year
    • Update the radio cheats sheet, Add a chain of command.
      • Add it to the back of the emergency map and add it to lams. > LLC to look into codes for emergencies.
  • Transportation
    • Short on vehicles (nationwide). Got as many as we could. We will do better next year.

TOPICS OF DISCUSSION
Restructuring the CAMPS divisions and rounding out departments with additional positions.
  • Tabled to next meeting when Context can join.
Open and close registrations with enough time to send out a proof map to TC leads for review
  • Tabled.
Inventory 
  • City Planning to discuss and report back accurate inventory.
  • ​Ask warehouse for dates on inventory day, then poll leads with the days.
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​
  • ABOUT
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  • BLOG
  • VOLUNTEER
    • BATCAVE ADVISORY BOARD >
      • MEETING MINUTES
    • NORTH TEXAS BURNERS, LLC
  • TICKETS
  • SURVIVAL GUIDE
  • THEME CAMPS
  • MAPS
  • REGISTRATION PAGES
    • ART REG
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    • VOLUNTEER REG
  • GALLERY
  • CALENDAR
  • Leadership Only