24.07.01 - Batcave Agenda

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