24.07.15 - Batcave Agenda

Context (CX)
Fropsi (FR)
Innuendo
Chattahoochie (CH)
Sassafras (SF)
Makeitso (MIS)
Lawless (LL)
Minnie (ME)
MotherMushroom (MM)
Tripod (TP)
ZingZing (ZZ)
Wildflower (WF)
​

Meeting Focus - 
  Safety Extravaganza and Safety Update
  Playasoft - any questions/feedback
  Calendar Updates?
  Budgeting Questions
  
Moving forward, we will use the public “Leadership Meeting Room” in Discord for recurring Batcave meetings, so Leads/Ass Leads can observe meetings in progress. 

LLC  
CX provided the following updates

• Approved purchase of three 10x20 pop-ups carports for Gate, MEATS and Rangers use.  ZZ asked for approval of an additional pop-up for Volunteer HQ.
  
• Approved a late-departure list (max 50 participants) for Tuesday exit
  
• Truck approved for an extra day for Load-Out
  
• Art Grants will now be 100% dispersed up front (no longer reimbursement).  Legal is still evaluating what types of items are included (i.e. durable items), but food has been approved for inclusion.
  
• AAA was not approved as a new department for this year, as more details regarding organization and planning are needed for evaluation. 
  
• MM asked for approval to purchase CPR training equipment. CX will facilitate.
  

Action Items:

• CX will reach out to SF and IN to discuss documentation regarding the upcoming land search committee.
  
• CX will facilitate purchase of CPR training equipment and send an update in Discord once complete.
  

CITY  
IN provided the following updates:
Land Ops

• Nothing to report
  

Mapping

• Nothing to report
  

    Planning

• Nothing to report
  

    Quartermaster

• Need to know if/when Sanctuary is checking out inventory 
  
• IN working with leads to complete budgets, still. 
  

Radio

• Working on rentals early 
  
  • Hoping to have completed by 07/31
    

Site Ops

• Working on rentals early 
  
  • Hoping to have completed by 07/31
    
• Chainsaw never recovered. 
  
  • Will be adding to budget
    
• LLC approved extra truck rental time, and schedule for load out will be finalized asap  
  
• Meeting with Lawless, Innuendo, and Earth Guardians tomorrow evening about post event LNT plan 
  
• Need to schedule post-event Load Out
  

    Theme Camps

• Registration went live yesterday
  
• 3 camps have registered 
  

Zone Guide

• Nothing to report
  

Action Items: 

• None
  

ART
ME provided the following updates:
07/15/24 Art Advocate Notes
Grants & Projects 

• Need more volunteers for the Art Grant Committee
  

DMV

• DMV registration closes 30 September. 
  
• Currently the only location to access DMV registration is within Art Registration, but the DMV page will be updated with a link to registration. 
  

META

• 10 August will be the first in person META meeting. 
  
• Build weekends 30 Aug - 02 Sep, 13-15 Sep and 27-29 Sep. 
  
• Effigy and Temple build team shift schedules will be separate.
  

Procession

• The Procession Lead position is vacant.  ME will provide promotional materials to Media to include in vacant position posting.
  
• The Fire Spinning Policy has been approved and posted publicly.  It will be added to the Survival Guide ASAP.
  

Production (formerly known as Pyro)

• FR is initiating discussions regarding the laser show.  
  

Sound
Questions about how Early Entry will be requested and logged. 

• LL and ZZ will discuss this further. The process has been manual in previous years.  
  

Suggestion: auto-generate an email digest of all blog posts weekly. 

• Per MIS:  next steps in evaluating will be to ingest emails and identify capabilities for e-mail updates. 
  

Action Items: 

• All: Assistance is needed recruiting members for the Art Grant Committee.  The meeting to review submissions will occur 16-23 August.
  
• LLC: Art Grant policy needs review/approval and clarification on items covered.
  
• Media: Art Registration website needs correction/updates. Evaluate feasibility of blog updates via e-mail.
  

MEDIA
MIS and TP provided the following updates:
    Social Media

• Community volunteers have joined the media team to assist with art for media posts.  
  
• Volunteer Focus/Spotlight posts will start going out this week to help raise community awareness about departments and types of volunteer opportunities.  
  

    Survival Guide
    Website
Action Items: 

• None
  

PARTICIPANTS
ZZ and LL provided the following updates. 
    Earth Guardian

• Meeting tomorrow with Earth Guardians and IN. 
  

    Events

• Events registration page is live.  The Armadillo Acres map will eventually update with all events. 
  

    Greeter

• Application received for Greeter Lead, a meeting is forthcoming.
  

    Ice
    Parking
    Volunteer Coordinator - MVIP (volunteer intake form) updates

• Responses so far indicate that email is the preferred method of communication for volunteers. 
  

Action Items

• None
  

SAFETY    
WF provided the following updates
    AAA 

• No updates - “on hold” for further planning until after the event.
  

    Fire

• No concerns/updates reported at this time
  

    Gates

• No concerns/updates reported at this time
  

    Medical

• Grit is willing to take training to become certified to provide CPR training, but will need to purchase training equipment at cost of $800 from former MEAT lead, Miera
  
  • Is this budget request possible, or other options/ideas?
    

    Perimeter

• Currently no Ass-Lead 
  
• 4: 12 ratio for quad leads: perimeter volunteers during the procession and burn
  
• Perimeter shift is .5, Interior Perimeter who works only Procession gets .25 however if they choose to join hard Perimeter, they get the full .5
  

    Rangers

• No concerns/updates reported at this time
  

    Sanctuary

• No concerns/updates other than planning for Safety Extravaganza 
  

    Emergency Ops

• Further planning will be discussed in Safety Leads meeting on 7/17
  

General

• Safety Extravaganza - August 18th
  
  • Requested to reserve 3 rooms at $20 each, in case CPR training will occur on the same date/location 
    
    • Currently, the location is planned to be at a public library in the Oak Cliff area
      
  • Blog announcement of Safety Extravaganza date
    
    • Add additional shifts for Perimeter to schedule - DONE
      
    • Needs to have a note about the safety extravaganza date, we aren't going to release the address until it's approved. 
      
    • Need to include in blog post that while the volunteer signup sheet is posted, most of the safety shifts require training. Passwords will be given post-training for Sanctuary. 
      
  • Blog Volunteer appreciation/spotlight for new leads, Perimeter and Gate
    
    • Shadow Cat and April
      

Action Items: 

• None