Blog Archives

24.07.15 - Batcave Agenda

8/12/2024

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.

24.07.01 - Batcave Agenda

8/12/2024

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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: