Chattahoochie (CH)
Sassafras (SF)
Tripod (TP)
Lawless (LL)
Innuendo (IN)
Minnie (ME)
Context (CX) 
Pebbles (PB)
Wildflower (WF) 
​
Meeting Focus - 

LLC  
 CX provided the following updates from LLC: 

• Ticketing for Myschievia 2024: 
  • GA tickets have been sold out
  • Approx 150 art tickets remain available
  • Only about 150 VIP tickets have been claimed so far.  
  • CX suggested that the leads reach out to their teams to remind them to claim VIP tickets if they have not yet
  • VIP tickets not claimed by 31 July will be released with the second round of GA tickets (TBD)
• Land Search Update: 
  • Recruiting will soon begin for the search committee to help identify new land for Myschievia starting in 2025. 
  • LLC requested assistance drafting documentation for positions and bylaws for the search committee members. 

Actions:

• CX will set up a meeting with SF and IN to discuss the land search committee and documentation in development. 

CITY  
IN provided the following updates:
    Land Ops

• Land recon completed with META
  • Mower used in past is unavailable. Community will be encouraged to come clean up their camp spots.
  • Land Ops asked IN to confirm about workload with regards to META. 
    • META has it handled (felling trees, moving brush etc)
    • Hap offered to help move previously made brush piles for effigy
  • Work Weekend Schedule
    • August 30 - September 2
    • September 13 - 15
    • All Hands: September 27 - 29
• Land Ops requested work weekends to be listed on volunteer sign ups again

Mapping

• Lead completed mapping during Land Recon
• Got change to back portion of the lower field loop mapped

    Planning

• Meeting with IN, City Planning and Theme Camps coming up this Friday to go over theme camp and RV registration forms
  • Closing date for all registration forms that affect placement, including art: September 1
• Intending to release proof map to community the week of Sept 15 to give community time to get to land to help clean up their own sites due to lack of mower
• Intending to have final map sometime around All Hands work weekend, either just before or after

    Quartermaster

• Inventory master list updated-thanks Chattahoochie 
• Filling this role is quickly decreasing with regards to focus and priority 
• Innuendo is working with City leads to ensure budget completion 

Radio

• Will check in with Innuendo in the next couple of weeks to start working on rental needs
• Will train volunteers taking C12 shifts to troubleshoot radio issues during event to reduce lead’s individual work load

Site Ops

• Met with former lead briefly last week for a brief “site ops 101” conversation 
• Working on logistics of Load Out weekend in order to ensure volunteer turn out.
• Working with Innuendo on budget
• Will verify event volunteer schedule sometime before the 13th with Innuendo

    Theme Camps

• Working on getting onboarding complete 
• Meeting with Planning and Innuendo to go over registration forms
• Closing date: September 1

Zone Guide

• Work Weekend plan:
  • August 30 - mark lower field.
    • Adding a new cross through on the lower field 
  • Sept. 14 - Road Rash/Long Leaf/trails
  • All Hands: dagobah and anything left over
• Would like work weekend volunteer slots on sign up 
• Will verify event volunteer schedule ASAP
• Submitting joint budget with Planning 
  • Planning to have complete July 15
• Still making decisions on signs. Not replacing all due to change of property next year.

Actions:

• TP and IN will speak to PrincessNipQueen about updating the Survival Guide to include a reminder to participants to mow their campsite if desired. 

ART
ME provided the following updates:
Grants & Projects

• IN will verify the date for Art Placement, as the deadline for Art Grants is 08 September, which will likely impact placement. 

DMV

• Updates are pending to the policies and applications regarding insurance for art cars.  The survival guide may also need to be updated.  Plan to share more details at the next Batcave meeting.

META
Procession

• The Fire Spinning Policy is pending review by LLC, once approved, this language will be incorporated into the Survival Guide.

Pyro
Sound
Ice

Actions:

• CX will review the Fire Spinning Policy and provide feedback this week.

MEDIA
TP provided the following updates:
    Social Media

• TP has been covering social media while MIS is on vacation. 
• CH created a “Social Media 2024 to be posted” folder.  Drop your updates/memes here along with the requested posting date. 

    Survival Guide

• Cutoff for updates was 01 July

    Website

Action:

• TP will reach out to PrincessNipQueen to see if updates can be received this week. 
• CH will consult with TP as needed to share the new NTXB calendar.

PARTICIPANTS
LL provided the following updates: 
    Earth Guardian

• Pebbles (Earth Guardian Lead): Raised a question for discussion regarding the management of departmental trash. 
  • During previous years, the handling of departmental trash was not clear and leaving it until load-out weekend caused issues for the load-out volunteers (i.e. weather, critters).  
  • This year, departmental leads will be responsible for taking out the trash generated by their department.  
  • IN suggested a meeting between Site Ops and Earth Guardians (with IN an LL) to discuss and ensure the departmental leads are informed of the new process. 

    Events
    Greeter

• Application has been received for the Greeter lead. Pending review.

    Ice

• LLC provides the cash/change for the ICE volunteers and will have cash on hand during the event. LLC is open to discussing cash-handling as needed to offer more security to the volunteers.

    Parking
    Volunteer Coordinator
Actions: 

• LL will schedule the Site Ops/Earth Guardians meeting with IN.
• TP offered to assist with instructions/screenshots as needed for Playasoft training and troubleshooting.

SAFETY    
WF provided the following updates:  
Public libraries (potentially Bachman Lake location) seem to be best suited for the Safety Extravaganza. Location is TBD.
Grit will be leading CPR training but undecided if this will occur during the Safety Extravaganza.
    AAA
    Fire
    Gates
    Medical
    Perimeter
    Rangers
    Sanctuary 

• need info on the company we order shirts from, so I can pick the new color.  Going to try to find one that I can match with some RID dye on the existing shirts and dye those to match. 
• Need to pick up current shirts from warehouse
• need to pick up monkey hut from warehouse to do maintenance on it and get the tarps fitting correctly
• Is printing off forms something I need to get done myself or do we have a printing resource for everyone?

    Emergency Ops
Actions:

• None

Facilitator

• No updates at this time

Innuendo (IN)
Fropsi (FR)
Make it So (MIS)
Tripod (TP)
Chattahoochie (CH)
Chronicle (CL)
MotherMushroom (MM)
Context (CX)
Wildflower (WF)
Intimacy (IC)
Minnie (ME)
  
Meeting Start: 20:02
 
Meeting Focus -
          Discussion: date for Summer Town Hall - June 8th?

• CH: June 08 was proposed in Discord.  Finding a location will be the next action item
• CX:  Confirmed this would be two weeks post-Flipside, which should work well for most interested parties.
• Vote completed, 08 June 2024 was approved for Town Hall.

          Action Item:

• MIS: Announce Summer Town Hall date after location is confirmed.

 
 
LLC  
CX represented the LLC during this meeting and reported no new updates from LLC.
IN spoke to TI prior to the meeting and reported they are pending confirmation for inventory dates.
 
CITY
IC and IN provided the updates below
            Land Ops
Mapping
            Planning
            Quartermaster
Radio
Site Ops
            Theme Camps
Zone Guide

• IN: waiting to hear back from Hap on proposed dates
• IC: awaiting email from CH to schedule follow up discussion from last week’s meeting
• IN: no updates at this time regarding Quartermaster role.

 
ART
FR and ME provided the following updates
Grants & Projects
DMV
Fire Art & Safety
META
Procession
Pyro
Sound

• FR: We are interviewing Art Grant Leads on Wednesday.  Goal is to have the Job Descriptions reviewed and updated before the next meeting on 06 May.
• ME: Gravy said he would be willing to lead procession if no one else is located, however he would like to wait to confirm no one else is interested. Pyro has no leads.
• CH: propose sending a call to the community for volunteers - MIS confirmed this will be included in their updates.
• ME:  wants to get with CH to discuss the effigy and temple agreement form.  Will reach out tomorrow to discuss.

Action Item:

• ME: set up a meeting with CH to discuss the effigy and temple agreement

 
MEDIA
Make It So provided the updates below.
          Social Media
            Survival Guide
            Website

• MIS: will be updating vacant positions
• MIS: Pending meeting minutes from last week.  CL submitted for a vote today and will provide MIS once approved.

Action item:

• None

 
PARTICIPANTS
Participant Facilitator/Advocate were not in attendance at today’s meeting.
ZZ provided the notes below in advance of the meeting
Earth Guardian
            Events
            Greeter
            Ice
            Parking

• Volunteer Coordinator – I’ll call in close to 9pm.  For the rest of May I have rehearsals M-W from 7:30 -9pm
• UPDATE Playa Soft - should have the link today and start the setup after meeting
• UPDATE Leads and Asses meetup - Here.

Action Item:

• CH: confirm time and LLC availability for Playa Soft demo on Friday 03 May 2024

 
SAFETY
WF and ME provided the updates below.
            AAA
            Fire
            Gates
            Medical
            Perimeter
            Rangers
            Sanctuary

• WF: ShadowCat is the perimeter lead.
• ME: We need additional volunteers for the inner perimeter during the burn.
• WF: Proposed a meeting with ShadowCat, ME and Handy regarding inner perimeter volunteers
• MM: requested timeline for ticket cap for safety resourcing.
• CX: in the past, there have been a little over 900 participants.  Suggestion is to plan for this number in a preliminary capacity.
• ME: requested LLC to confirm the projected ticket cap prior to Summer Town Hall.

Action Item:

• ME: Set up a meeting with ShadowCat to discuss Inner Perimeter Volunteer needs
• CX: Identify a ticket cap prior to Summer Town Hall.

 
Facilitator
Summer Town Hall Presentation can be found here
Initial Job Descriptions by 05/06
Comments on Leadership Code of Conduct by 05/06
Last of the weekly meetings 05/06 hopefully
Add any new dates to timeline can be found here
Action Items:

• CH: identify/confirm a location for Summer Town Hall          
• All: Update the powerpoint presentation with relevant information for Summer Town Hall at the link above.
• All: Review and Approve Lead Job Descriptions by the next meeting 06 May 2024. (add comment once reviewed, since many cannot see the footers in Google Drive)
• All: Review the Leadership Code of Conduct by the next meeting 06 May 2024 (add comment once reviewed and feel free to provide suggestions)

 
 
 

 
Attendees:
Chattahoochie (CH)
Innuendo (ID)
Mothermushroom (MM)
Tripod (TP)
Chronicle (CL)
Lawless (LL)
The Intern (TI)
ZingZing (ZZ)
Intimacy (IC)
Wildflower (WF)
Minnie (ME)
Make it So (MIS)
Fropsi (FR)
 
Meeting Focus -
            Timelines SET for each Department
            Inventory Scheduled
            Filling Lead Vacancies
            Policy Updates
           
LLC  
TI Provided the following updates:

• Discussion with Brett regarding Inventory dates is pending.
• LLC is currently squaring away the Grievance Process and Policy.  It should be signed off and uploaded to the website within 24 hours.  This policy/process will apply to the entire event and incidents.

Action Items:

• TI: touch base with Brett re: inventory dates

 
CITY 
ID provided the following updates 
General

• Inventory
  • Brett’s answer about dates? (pending)
• City’s proposed timeline has been submitted to CH
• All City department leads have asked me to bring up the need, for our departments, for the org to do our best at staying on the schedule we set, and setting deadlines earlier. Myself included.

Land Ops

• Equipment was returned 04/20/2024 to The Intern’s house
• Land Recon (proposed June 22nd)
  • Waiting on Hap’s approval
• Land Ops Department has been renamed to Land Prep
  • This was approved with the lead by former Batcave and LLC members
• Reports that maintenance shouldn’t be needed for equipment, beyond battery charging
• Updated agreement and job description to reflect current role and suggested timeline, and is ready for approval.  ID provided to CH.

Mapping

• On a break - no update

            Planning

• On a break - no update

            Quartermaster

• Still working on filling position
• Previous lead suggested adding a post-event inventory date to ensure return of all NTXB equipment before the close of year.
• Lead agreement ready for Approval

Radio

• Asked current Radio Lead to find an ass lead to assist during the event.
• Agreement is being worked on

Site Ops

• Vote on Hot Husband’s application
  • Interviewed and approved by the Facilitator. 
  • Vote completed. Approved.
• TI:  As a reminder, two interviews must be conducted before nomination of a Lead.  One interview within the department and one from outside the department. 
• Scheduling Site Ops Load Out (Sept. 21) and final work weekend (Sept. 28-29).  September 28-29 has been approved by Landowner, but Sept 21 is pending approval.
  • Site Ops lead (if voted in) and Ass lead like this idea
  • LLC approves
  • Site Ops Load Out on approval from Hap
    • Hap did approve Sept. 28-29 for final work weekend already
• Agreement ready for approval
  • ID has spoken to former Site Ops Lead and Ass Lead about specific needs and feedback, with regards to lead agreement
  • Also confirmed with the applicant that they could fulfill the requirements

            Theme Camps

• Mid-July for finalization and release of registration forms is fine
• End of August for closing said forms is also fine
• Agreement is being worked on

Zoning

• This department has been renamed to Zoning but the Volunteer position will remain “Zone Guide”
• Updated agreement and job description to reflect current role and suggested timeline, and JD is ready for approval

ID has obtained everyone’s preferred method of contact and will provide details to IC.
LL reminded the group that the Leadership application contains the applicant’s preferred method of contact.
Action Items:

• None

 
ART
FR inquired about Art positions that need to be filled.

• TI: Pyro and Procession need to be filled.

FR and ME provided the following updates: 
 
Batcave Art Advocate Notes 4/22/24
Grants & Projects

• Tiff is interested in interviewing for the lead position.  CH and NTXB will schedule interviews.
• Critter (previous lead) is writing a synopsis of how they operated the position & is willing to advise and answer questions as needed.
• Still working on a timeline for Art Grants; medium priority.  Considering moving up the timeline because the community has had concerns about receiving grant notification too close to the event.

DMV

• ME reviewed mutant vehicle policies and found them to be lacking and inconsistent.  
• ME Working with Daisy & Greenbean to write guidelines for art cars vs mutant vehicles to present to LLC for approval
  • Mys land is more conducive to art cars than mutant vehicles
  • Defining vehicle limitations
  • Requiring dimensions & concept for vehicles classified as “Mutant”
• Still working on a timeline; low priority during off-season.

Fire Art & Safety - position was dissolved in 2018 due to liability.
META

• No submissions yet
  • Tank, Hyena, and Temple Taylor have said they are working on submissions.
• ME will move forward with creating these two documents then transferring ownership to Batcave
  • Effigy & Temple Submissions
  • META Dept. Intake
• MM provided the following instructions to transfer ownership of Google docs :
  • Go to the Google Form
  • Click the three dots in the top right corner
  • Choose Add Collaborators
  • Enter the email address of the new owner
  • Select Editor as the new owner's role
  • Click Send
  • Click the Pen or Edit icon next to the new owner's email address
  • Change the owner
  • Click Send Invitation to the new owner
• TI: Legal advised that the Effigy submissions form must be signed before voting on submissions.  Suggested adding TOS at the end of google form, so that everyone is on the same page at the time of submission.  There is a blanket form that can be transferred to a TOS.
• Social media campaign for effigy & temple submissions - ME planned to start tomorrow but will hold off until forms are created.
• Meta 2024 Proposed Dates/Deadlines
• Scheduling Town Hall; top priority
• Motion to make Summer Town Hall a Pool Party - CH voiced potential liability concerns about this.

Procession

• How to Procession 2024 (draft)
• ME & Previous Leads Developing fire spinning policy.  Performers want to spin at times other than Procession. 
  • Landowner says that spinning can only be done on the burn field, a safety spotter should be present/baseline and safety equipment/towel etc. and should check in with ?someone? beforehand.
  • LL:  Suggested posting a sign to indicate Ok/Not Ok for fire spinning.
• TI: LLC should take the action item of drafting the Fire Spinning Policy
• CH: Once this is drafted, submit to CH/CL for review.
• City:
  • Discuss creating fire spinning zones that can be mapped
    • Loop in fire, land owner, LLC, & mapping
    • IN: asked if perimeter volunteers should be around the effigy other than burn night - ME: No.
    • LL: Likes the idea of having spinning occur around the effigy to draw individuals to the burn field.
  • Marking procession’s meeting spot & time on the map & in the survival guide
• Procession is a very loose dept, deadlines come from other departments, such as budget requests; low priority until closer to the event.

Pyro:

• Reached out to Marshall about “how to pyro”, and haven’t heard back
• Reached out to Zeke to gauge interest on lead position, stated he was happy to co-lead, but will have to think about stepping into the lead role
• Medium Priority

Sound: 

• Nominated Bunni for Sound Marshall.  Voted and Approved. 

• Discussion regarding Sound Camp Registration:
  • TP: Sound Camps register at Gate and sign the Sound Policy.
  • TI: Theme Camp registration also asks whether they have amplified sound.
• Sound team takes sound measurements during the event and addresses any that are too loud.  Also addresses any sound complaints.
• Question regarding how to contact Batcave:
  • E-mail: [email protected]  or use the Google Groups email
  • LL: Go to NTXB website and scroll to the bottom and there’s a link to email Batcave and/or LLC.

Action Items:

• ME: create a role for the inner perimeter during procession.  Determine how many positions are needed based on the shape/size of effigy.

• TI: LLC draft Fire Spinning Policy and provide it to CH/CL for review.

 
MEDIA
MIS provided the following updates          
Social Media
            Survival Guide

• Princess is helping with the Survival Guide again and requires 6 weeks advance notice.  Guide should be posted before tickets go on sale.

            Website

• Updating tiny URLs and everyone’s pictures. 
• Will soon begin Volunteer Appreciation Posts.
  • LL: suggested including at the end of each post, “do you have a suggestion of someone to be featured?” to promote inclusivity and community involvement.

            Discord

• Will be linking to the Code of Conduct within Discord.
• Reminder: Any requests for media posts should be submitted via the Media Updates Discord channel.

Action Items:

• None

 
PARTICIPANTS
LL provided the following updates:
          Earth Guardians - no update
            Events - no update
            Greeters - any ideas of a good candidate?

• TI: Lydia expressed interest in Greeter Lead.
• LL: will approach Lydia.
• CH:  suggested Taco as Greeter lead.  Buy will hold off on contacting Taco until Lydia has been contacted. 
• CH:  There is a document called “Lead Interest” and a tab for “general”

            Ice - Nominated Clutch for Lead.  Voted and Approved. 
            Parking - no update.  Iris is Lead. 
            Volunteers

• ZZ: Would like to host a meeting for all Leads and Asses to discuss volunteering ethics and review 2023 volunteering data.
  • Found venue for Friday May 3rd, 6:30 - 7:30p, potluck to follow.
  • This will be discussed further when ZZ is in attendance.
• PlayaSoft - installation updates 
  • New volunteer software we will be implementing.
  • Playasoft has responded and we are moving forward.
  • Volunteer Coordinator will be leading implementation and training for this system.
• Infrastructure - we lost our popup, the donated one is broken, would like to move to a 10x20 or more footprint.
  • ZZ: suggested purchasing infrastructure items (i.e. pop-ups) in bulk to get best quality and pricing. kdkanopy.com
    • CH: suggested discussing with Quartermaster and Site OPs Lead post-inventory.

Action Items:

• None

 
SAFETY
Wildflower provided the following updates.       
            AAA

•  Job description has not been drafted. MM will meet with IC to discuss this.  IC is drafting the roles and responsibilities for this position. Goal is to have a draft JD in two weeks. (06 May 2024).

• LL: Reminded the group about last week’s vote to make this position within Safety vs. City is because it will be addressing ADA-style accommodations.  This designation will be re-evaluated post-burn.

            Fire
            Gates
            MEAT
            Perimeter
            Rangers
            Sanctuary
MM provided the following updates:

• Safety needs to review and update documentation to ensure it is current and complete.
• Sanctuary roles and responsibilities will be updated to include additional detail/remove ambiguity.
• Safety poll indicates a preference for Saturday May 11 in the afternoon and June 9th, but they may need to poll again.  Proposed one Saturday and one Sunday.  Reminder that May 12th is Mother’s Day.
• Reminder to the group to take care of yourselves and speak up if you need accommodations.

Action Items:

• None

 
Facilitator
CH provided the following updates:
          Please set office hours and document them here

• This document will also be linked in Discord.
• TI:  reminder to remind LLC to provide this as well

            Google Drive Audit Update

• Batcave owned less than half the docs on Google Drive.  A full audit of document ownership was performed.  Anything that was not owned by Batcave may be moved to Archive and a copy will be updated moving forwards.

            Thank you Media Team for all of your help during the audit.
            Reminder about information dissemination  (minutes, other AFs)

• Let CH/CL know if you cannot attend a meeting for attendance tracking purposes.
• Please review the meeting minutes if you are unable to attend the meeting.

            Leadership Code of Conduct

• Initial draft has been created and saved on Google Drive. Link
• Please review and add comments before the meeting on 06 May 2024.  The Leadership Code of Conduct will be voted on before it is finalized.

Budgeting

• July 31st is usually the deadline for submission of Budgets. Inventory should be completed before Budgets can be made.
• TI: will confirm with LLC about due date of budget but the sooner the better, so feel free to start drafting now.  Also, a separate form will be released regarding replacement of broken or lost equipment.  This is an operational cost, not part of departmental budget. 

            Job Descriptions:

• CH/CL reviewed and standardized all JDs within the Public/Published folder.
• Request for all AFs to review your own JDs and the JDs for the Leads in your area.
  • If you modify the JD: update date and initials of “updated.”
  • If they are ok as written - in the footer, add a line  for “reviewed” with the date and your initials.  
  • Once reviewed, they can be distributed and signed by AFs/Leads.

            Lead conversation

• Discussion regarding neutrality among Myschievia Leadership and protection of the event as we move forward.  

            Action Items:

• All: Review your own JDs and the JDs in your areas and update, mark as “reviewed before the next meeting.
• TI: confirm budget due date

            

September 10, 2023
4pm - Batcave Meeting Room
Discord Attendees - Odin, Creature, Wildflower, GingerSnap, Context

Last Meeting Follow-up

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

Updates
LLC

• Have ordered UTVs, genes, and radios and will have info to update ETAs after the LLC meeting tomorrow.

City

• AI: Send safety the 2022 safety map for Safety Extravaganza
• Waiting on City planning to release proof map.
• Campsites are full of downed trees, send peeps to help clear! ​

Art

• Grants have been sent out and contacts are in comms with LLC.
  
• Working on Art placement with CP.
  
• META’s final Denton shift is wrapping up tonight. Need hands for the load/unload on 9/30.
  
• META has been in discussions about projection mapping during the non-burn burn night. Need an update from Pyro regarding the final call.

Media

• Has a timeline and is rocking it out.

​
Participants

• EG, Parking, Greeters - Still pushing for volunteers.

• Ice Vendor arriving on Thursday, lead to meet on site. Takes a day for the machine to cool down.
  

Events
44 events + 2 at FEG! The print Deadline is Sept 20, Digital deadline is Oct 1. Going to have a large banner posted at VQH, and small posters in portos.

Vol Coordinator:

• 286 volunteers have registered. We have about ⅓ of shifts filled
• On the spreadsheet, 2 new columns to the far left show # of shifts and # that have been filled
• Badge Print deadline is 9/21. People who register after that will get a less fancy badge made on site
• The early entry Form link is on the spreadsheet - leads please make sure to have your first shift Thursday people fill it out. Or you can fill it out on their behalf. We must have the legal name for the gate. Also, fill it out for yourself if you need it. One entry for each person. The deadline for early entry requests is Sept 24. Approval emails are planned to go out on Sept 27. This has been coordinated with the gate lead
• For walk-up volunteers, is there a mech to capture info for volunteer codes? - Yes.
• Safety Safety Extravaganza is coming along well. Do they have a food budget? - Yes looking at $100 ish. Will have more info tomorrow evening after the LLC meeting.

Sanc

• AC update? - Arrived but needs a stronger gene, will be using the ICE gene and Site Ops has an appropriate extension cord to function.

Discussion Topics
N/A

Action Items
CITY: Send safety the 2022 safety map for Safety Extravaganza Next Meeting

Agenda Items
​None at this time.