MEETING MINUTES

24.09.23 - Batcave Agenda

10/2/2024

Chattahoochie (CH)
Sassafras (SF)
ActaPoetry (AP)
Innuendo (IN)

Makeitso (MIS)
Snuggles (SN)
Tripod (TP)
Lawless (LL)

KareBear (KB)
MotherMushroom (MM)
GreenBean (GB)
Minnie (ME)

Payull (PL)

Meeting Focus -

LLC
KB provided the following updates

Art Grants have been approved and issued
Reminder to all departments to reach out to LLC if any budget items are pending.

Action Items

None

CITY
SN provided the following updates for Land Ops and IN provided remaining updates on the other departments
Land Ops

Everything planned to be accomplished during VIP Weekend 2 was accomplished
VIP Weekend 3 Plans:
- Finish picking up debris piles
- Mow as much as possible that can’t/didn’t get done by brush hog
  - A participant is bringing mowers
- Direct theme camp members on clearance of camp spots
- Parking may need to be cleared more, but it is believed that the overflow got handled pretty well, already
- Food:
  - Burgers
  - Minnie is making chili

Mapping

Nothing to report
Available for light support work, but on a needed health break

Planning

Safety Map
- Has had Roadrash and Firelane updated and info about roads added below key.
- Still to do:
  - LLC to confirm final number of Portos and Handicap Portos for event.
Participants Map
- Most Theme Camps have been placed.
- Roadrash and Firelane updated.
- Still to do:
  - LLC to confirm final number of Portos and Handicap Portos for event.
  - Working with Art to finalize art list and art placement on map.
  - About 50% finished with artwork for map.
  - Goal is to have the map ready for distribution next week
Overall: On-track

Quartermaster

Nothing to report currently

Radio

Helping facilitate radio plan with lead and LLC, as they have started a new job

Site Ops

Load out is scheduled for noon on Friday at Warehouse
- Site Ops Lead and Ass Lead should be there.
- LLC picking up truck
- Site Ops Ass driving it out to land
- Site Ops Lead transporting new tarps to Load Out
Site Ops needs volunteers on Sunday of event
- Will be putting out a volunteer call for Site Ops and Zoning this week
  - Participants: can this go in the email that is going out?
    - LL confirmed that this will be added. IN to send LL the shifts that need to be filled following tonight´s meeting.

Theme Camps

Nothing to report

Zoning

Lower field has been marked with tape
- A tree was trimmed on the fire lane that should make it more easily accessible to emergency vehicles.
On track to have all roads marked at the end of this VIP weekend
- Signs will be evaluated and staged during VIP Weekend
- Flags and signs to be placed during early entry
Site Ops Lead has agreed to transport the new road cones and safety vests to Load Out for Zoning
Zoning need volunteers first 3 days of event.
- Saturday is less of a priority
  - Can get away with fewer volunteers during Saturday shifts
  - Will likely adjust volunteer schedule for this next year
- Prioritizing Thursday and Friday 4-midnight
  - Tend to be busiest shifts
- Putting out volunteer call later this week for Zoning and Site Ops
  - Participants: can this go in the email that is going out?
    - LL confirmed that this will be added. IN to send LL the shifts that need to be filled following tonight´s meeting.

Action Items

IN to provide pending shift needs to LL for volunteer e-mail.

ART
GB provided the following updates
09.23.24 Art Advocate Notes

DMV
- 7 art cars registered
- Art Car Registration is CLOSED
Procession
- Working on choreographing & coordinating performers for burn night
- Safety meeting at 6pm
  - City: did we get procession a spot on the map marked this year? IN to confirm.
  - LL suggested placement of a sign at volunteer HQ for the procession meeting.
Sound Marshall
- No update, will reach out to them this week
Art Projects
- The LLC has sent out all grant checks except for 1 that was pending a contract correction, it will go out tonight; and another we are still in deliberation about
- 27 Art Grants have been awarded this year
- We gave out $9,978 in grants for Art!!!
- City: will we have art placement worked out on the map before this final work weekend Tiff is coming with her assistant to confirm & mark project placement.
  - IN confirmed art placement will be worked out and suggested Tiff coordinate with Havoc
- CH suggested placing a sign by all Art Grant Recipients.
  - GB will send a sign to CH for printing and lamination.
Production
- Canceling their shifts on the schedule for the final work weekend
- Completing prep during early entry
- Participants: Can you add them 6 shifts to playsoft during EE?
  - LL requested that GB clarify the number of shifts and hours to be added. GB will do so and reach out to LL.
META
- Greenbean, META ASS will be taking over as contact for META for the rest of 2024
- Temple is 90% complete, will finish at EE
- Effigy has 1 more weekend and EE left to build , lots of help would be appreciated this weekend.
- Need to do a media push for volunteers during the event on Saturday to help pack the effigy with brush 5-7pm
FAST
- We have 8 fire arts registered
  - If someone needs to register they can reach out to Greenbean or we will have a QR code at Safety HQ on site
- META12/FAST have been combined into one shift since the same people are doing both
- Rangers were informed of new policy/inspection stickers/process
  - NTXB - 2024 Burnable Art Policy
  - Participants with fire art will need to check in with Safety HQ when they arrive on land BEFORE setting up their Fire Art. HQ will radio for FAST. FAST will inspect their placement before setting up, after setting up FAST will come back around to inspect their fire art for operational safety before they are allowed to play with fire.
  - Rangers: Fire Art will be required to have a signed inspection sticker on their art to operate. If you see art with fire that does not have that sticker, please report it to FAST
  - Gate will also ask participants about burnable art at entrance and educate them on this process.

Action Items

IN to confirm map placement for Procession.
GB to send Art Grant sign to CH for production.
GB will follow up with LL about EE volunteer shifts needed for Participants.

MEDIA
MIS provided the following updates
Discord Media Request form is working well for the media team.
Critical updates are being prioritized. Traffic is increasing as the event approaches.
Questions submitted to Media are being routed to a Department Lead.
ME inquired about moderators for Myschievia´s Discord channel.

MIS clarified that any Batcave members have admin rights in Discord.

Social Media
Survival Guide
Website

Discussion regarding Events and capabilities for viewing registered events on the website.
- LL is going to reach out to Raptor about providing an updated list of registered events via the website.

Action Items

LL is going to reach out to Raptor about providing an embedded events listing for the website as well as a printable version for participants. LL to follow up with Media following this discussion.

PARTICIPANTS
LL provided the following updates
Earth Guardian
Events

20 events have been registered to date
Events HQ banner will be printed on 02 Oct but events will be maintained digitally so registration will continue to be open up to and during the event
SN asked for a printable version of the events to be available as well.

Greeter

Where do the maps for greeters come from? IN will confirm

   Ice
   Parking
   Volunteer Coordinator

Volunteer Shifts filled is at 44.91% filled.
https://docs.google.com/spreadsheets/d/1g4XNt7r1IQwJMhnGp6UGx87Qk62bSzIhMXE2SwfvmgU/edit?usp=sharing
Critical Volunteer Report
Up 26.98% from 20.63% 2 weeks ago
https://docs.google.com/spreadsheets/d/12rft3ILJIIFZJB8iiHsMZOshTLiIBG5kcS4ChVwKj0Y/edit?usp=sharing
- The last day to sign up for critical volunteer shifts will be 07 October.
Volunteer Badge Intake form - window for submission will close on 27 September to allow for printing.
https://forms.gle/aP8BiX5PNXsHSSa28
Email being sent out Tues, please send content.

Action Items

IN to follow-up regarding maps for Greeters.

SAFETY
MM provided the following updates

Discussion regarding accommodations for a participant who needs to leave the event for medical purposes.
- LLC clarified that anyone can leave the burn at any time but no one can return to the burn outside of gate hours.
Clarification of process for critical volunteer tickets. Leads can reach out to LLC.
Safety AF hasn't responded to the team members and has not been in attendance at Batcave meetings for three consecutive weeks.

AAA
Fire

Inquired about the status of ATVs. KB stated that there is no determined number of ATVs at this time.

Gates

   Medical
   Perimeter
   Rangers

A good number of participants have been trained for Ranger duty but many of those have not yet signed up for volunteer shifts in PlayaSoft, including Burn Night and anytime Sunday.
- PL reached out via email to trainees with a reminder.

Sanctuary
Emergency Ops

Action Items

None

Facilitator
CH provided the following updates

Minnie accepted a position as LLC Intern - therefore we have an opening for Art Advocate and META Lead.
GreenBean was nominated as the new Art Advocate and META Lead. Voted and Approved.

All agreed we will meet next Monday 30 September and then have an ad-hoc contingency meeting on 07 October.

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