24.04.22 - Batcave Meeting Minutes

 
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