24.09.09 - Batcave Agenda

Chattahoochie (CH)
Sassafras (SF)
Tripod (TP)
KareBear (KB)
Lawless (LL)

MotherMushroom (MM)
Innuendo (IN)
Fropsi (FR)
Guapo (GO)
Grit (GR)

Minnie (ME)
MakeItSo (MIS)
Payull (PL)
ZingZing (ZZ)


Meeting Focus - Final Push!!!

LLC  
KB provided the following update: 

• LLC is reviewing art grants with a goal to have final results by tomorrow. 
  

Actions:
    None
 
CITY  
IN provided the following updates:    
General

• 98% positive all C12 shifts filled 
  
  • Asked Chattahoochie to cover as backup C12 during event
    
  • In the small possibility there is a placement conflict during event (yes this is already a possibility), how should C12 escalate/de-escalate, given 2 Batcave members are covering C12 shifts? To rangers? To Actual? 
    
    • Any rule violations during the event should follow the usual process: Participants should try to address complaints amongst themselves.  If unable to resolve independently, they can contact Khaki for assistance.
      
  • Need to check city volunteer schedules again
    
  • Assume that site ops is almost filled, if not completely 
    
  • Assume that Zoning needs volunteers 
    

Land Ops

• Land looks great
  
• VIP weekend 1 was successful AF
  
  • Picked up a lot of downfall
    
  • Helped clear the new road
    
  • Shadow Path cleared
    
• VIP Weekend 2 Plans
  
  • Ensure roads have clearance for box trucks and infrastructure 
    
  • Clearing camp sites for Long Leaf, Roadrash, and Quebec 
    
  • Pizza party Saturday night
    
• MEATs offering BLS at VIP weekends 
  
  • GR confirmed BLS Will be offered this coming weekend and next weekend/ Site Ops weekend.
    

Mapping

• GSI mapping of interior and exterior parts of the lower field completed during first VIP weekend
  
  • Included coves, such as GSC Cove and Coven Cove to improve placement accuracy 
    

    Planning

• Had meeting with META and Production regarding needs from placement 
  
  • Minnie and I facilitated 
    
  • Production needs 4-6 equipment towers placed around field
    
  • Around 100 ft from effigy
    
  • Zoning spot lights and caution tape to be used as part of safety plan around towers
    
    • LLC, can we purchase some 3-4’ cheap garden stakes for this?
      
  • Havoc has a couple draft options for tower placement already
    
  • Placement finalized with Production during final VIP weekend 
    
• Due to change in effigy production, perimeters on the top part of the effigy field are smaller
  
  • Opens camping back up in GSC Cove and where Rednectasy was
    
  • Box Truck Question:
    
    • We have 2 camps that we want to have be a part of the lower field and burn circle
      
    • Each have box trucks
      
    • Both have agreed to split up camp to accommodate city policies
      
    • Hoping to fit them at Crossroads/Parking
      
    • Possibility that we may need to make a lower field exception and allow the trucks on the lower field
      
    • Plan is to hide the trucks as much as possible, like in back of GSC cove, if exception has to be made
      
    • Hap said tonight this is NTXB’s decision, unless there is inclement weather 
      
    • Discussion
      
      • All efforts should be made to identify space for these trucks in parking or RV overflow. 
        
      • If the Landowner does not have objections, LLC and Batcave agreed to permit the two exceptions if no other solution can be found, and they are well hidden.   
        
• Rough draft of lower field created during VIP weekend 1
  
  • Has been updated since and is a little firmer
    
  • Working on placing camps with RVs and other registered RVs, as well. 
    

    Quartermaster

• LLC has approved an off season budget to replace several of our containers
  
• Will work with Chattahoochie to implement after event 
  

Radio

• Rentals are in process. KB provided completed forms.
  

Site Ops

• Load Out is being rescheduled and pushed back to final VIP weekend
  
  • Hap and LLC have already approved
    
• Extra tarps are being purchased asap to ensure infrastructure and inventory protection from weather between load out and event
  
• New Site Ops Lead HotHusband requested Early Entry for Jeaves  to help ensure successful event setup. All agreed to allow early entry for this purpose.
  

    Theme Camps

• 37 RVs registered
  
  • Potentially one more
    
• 59 theme camps registered
  

Zoning

• Zoning and City Planning created a new road during VIP weekend 1
  
  • Sunshine Trail
    
  • One way to maintain flow of lower field
    
  • Will help in event of inclement weather 
    
  • New pink road cones will be placed at entrance, as well as sign
    
  • Road creates a crossroads with fire lane
    
• Plan/schedule for VIP weekends had to change due to lead’s disability needs
  
  • Still on schedule, just looks different 
    
  • Shadow Path and part of lower field have been marked
    
  • Plan to work on lower field roads, Long Leaf, and Road Rash VIP weekend 2 and finish whatever is left Final VIP weekend 
    
• City Colors for reference:
  
  • Pink - roads
    
  • Blue - walking trails
    
  • Green - theme camps
    
  • Yellow - art
    
  • Red - safety
    
  • Orange - other warnings/probably not used 
    

Actions:

• None
  

ART
ME provided the following updates
Grants & Projects
DMV

• 9 art cars registered.  Registration deadline extended until 15 Sept.
  
• All budget items have been received except for two chairs
  
  • KB confirmed tracking indicates they were delivered 03 Sept.
    

META

• Temple 98% complete.  Work will resume during the event. 
  
• Effigy has two more work weekends
  

Procession

• All budget items received. 
  
• Will be reaching out to performers to coordinate
  

Fire Art Safety Team (FAST) was reinstated.

• FAST is responsible for approving Burnable Art prior to use.  Note Burnable Art is inclusive of all fire-related art ( i.e fire effects, poofers, propane bubbles etc.)
  
• The Burnable Art Policy was approved today. A media post will inform the community about the policy. Signage will be posted about the process at Gate and HQ during the event. 
  
• FAST should be called over to inspect setup and supplies before use. FAST will always be available on Comms during the event for inspections. 
  
• Approved Burnable Art will receive an inspection sticker.  
  
• Rangers will be educated on the new Fire Art Policy and will contact FAST for any violations.
  

Production (formerly Pyro)

• Production will be needed approximately 10 feet out from the burn perimeter for their towers. 
  

Sound

• Need late night shift coverage
  

Art Projects:

• Once LLC completes their review/approval,  contracts will be distributed to recipients.
  
• Art Project listing was submitted to City for mapping
  
• Any withdrawn projects will be communicated to City
  

Actions:

• ME will be posting a Discord poll to assess timing for a pre-burn-night meeting for all relevant leads (production, fire, meta etc.)
  

MEDIA
TP and MIS provided the following updates:
    Social Media

• Posts regarding volunteer requests are being submitted every few days, including updates on work weekends.
  

    Survival Guide
    Website

• Discussion regarding the process for posting updated policies and tinyurls.  CH preferred that the tinyurls will continue to link to the google documents on the drive, which means they will not automatically update on the website.  New or updated policies will need to be sent to Media Requests for upload to the website.  
  

Actions:

• None
  

PARTICIPANTS
LL and ZZ provided the following updates:
Next Participants meeting will occur tomorrow.  
    Earth Guardian

• Pre-event in progress
  

    Events

• 11 events are registered to date
  

    Greeter

• Onboarding completed
  
• LL requested supplies for Greeters volunteers. KB stated that a budget was not received from this department. 
  

    Ice
    Parking

• City and Parking will meet with Hap during the next work weekend to discuss RV overflow etc.
  

    Volunteer Coordinator

• Please remind Leads to check their googlegroup accounts.  
  
• Volunteer Shifts are at 34.5% filled.
  https://docs.google.com/spreadsheets/d/1g4XNt7r1IQwJMhnGp6UGx87Qk62bSzIhMXE2SwfvmgU/edit?usp=sharing
  
• Up 20.63% from 17.46% 2 weeks ago
  Critical Volunteer Report
  https://docs.google.com/spreadsheets/d/12rft3ILJIIFZJB8iiHsMZOshTLiIBG5kcS4ChVwKj0Y/edit?usp=sharing
  

Actions:

• LLC to follow up with LL regarding their decisions regarding Early Entry/Late Leave time for request forms.
  
• LL will follow up with Greeters during the meeting to confirm any budgetary needs. 
  

SAFETY    
MM  provided the following updates:  
Safety AF hasn't responded to the team members and has not been in attendance at Batcave meetings for two consecutive weeks. 
Another virtual safety training is coming up this weekend. 
    AAA
    Fire
    Gates
    Medical

• MEATs shifts were inadvertently released within the system, so volunteers were not registered.
  

    Perimeter
    Rangers

• Two more virtual trainings will occur pre-burn and one training will occur during the event Friday night. 
  
• Trained Rangers still need to sign up for shifts.  MM is willing to assist with follow up as needed.
  

    Sanctuary

• Saturday Night and Sunday shifts need coverage
  

    Emergency Ops

Actions:

• MM will follow up with Fire about pending budget request.
  

        
Facilitator    
CH provided the following updates: 
QR code for electronic waivers was tested during the last work weekend with no issues. 
CH will be in attendance at the last work weekend. 

Actions:

• None