Blog Archives

24.09.23 - Batcave Agenda

9/30/2024

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Meeting Focus - Last minute needs! Safety!
LLC

CITY
Land Ops

Everything planned to be accomplished during VIP Weekend 2 was accomplished
VIP Weekend 3 Plans:
- Finish picking up debris piles
- Mow as much as possible that can’t/didn’t get done by brush hog
  - A participant is bringing mowers
- Direct theme camp members on clearance of camp spots
- Parking may need to be cleared more, but it is believed that the overflow got handled pretty well, already
- Food:
  - Burgers
  - Minnie is making chili

Mapping

Nothing to report
Available for light support work, but on a needed health break

Planning

Safety Map
- Has had Roadrash and Firelane updated and info about roads added below key.
- Still to do:
  - LLC to confirm final number of Portos and Handicap Portos for event.
Participants Map
- Most Theme Camps have been placed.
- Roadrash and Firelane updated.
- Still to do:
  - LLC to confirm final number of Portos and Handicap Portos for event.
  - Working with Art to finalize art list and art placement on map.
  - About 50% finished with artwork for map.
Overall: On-track

Quartermaster

Nothing to report currently

Radio

Helping facilitate radio plan with lead and LLC, as they have started a new job

Site Ops

Load out is scheduled for noon on Friday at Warehouse
- Site Ops Lead and Ass Lead should be there.
- LLC picking up truck
- Site Ops Ass driving it out to land
- Site Ops Lead transporting new tarps to Load Out
Site Ops needs volunteers on Sunday of event
- Will be putting out a volunteer call for Site Ops and Zoning this week
  - Participants: can this go in the email that is going out?

Theme Camps

Nothing to report

Zoning

Lower field has been marked with tape
- A tree was trimmed on the fire lane that should make it more easily accessible to emergency vehicles.
On track to have all roads marked at the end of this VIP weekend
- Signs will be evaluated and staged during VIP Weekend
- Flags and signs to be placed during early entry
Site Ops Lead has agreed to transport the new road cones and safety vests to Load Out for Zoning
Zoning need volunteers first 3 days of event.
- Saturday is less of a priority
  - Can get away with fewer volunteers during Saturday shifts
  - Will likely adjust volunteer schedule for this next year
- Prioritizing Thursday and Friday 4-midnight
  - Tend to be busiest shifts
- Putting out volunteer call later this week for Zoning and Site Ops
  - Participants: can this go in the email that is going out?

ART
09.23.24 Art Advocate Notes
Grants & Projects
DMV
META
Procession
Production
Sound

MEDIA
   Social Media
   Survival Guide
   Website

PARTICIPANTS
   Earth Guardian
   Events
   Greeter
   Ice
   Parking
   Volunteer Coordinator

Volunteer Shifts filled is at 44.91% filled.
https://docs.google.com/spreadsheets/d/1g4XNt7r1IQwJMhnGp6UGx87Qk62bSzIhMXE2SwfvmgU/edit?usp=sharing
Critical Volunteer Report
Up 26.98% from 20.63% 2 weeks ago
https://docs.google.com/spreadsheets/d/12rft3ILJIIFZJB8iiHsMZOshTLiIBG5kcS4ChVwKj0Y/edit?usp=sharing
Volunteer Badge Intake form -
https://forms.gle/aP8BiX5PNXsHSSa28
Email being sent out Tues, please send content.

SAFETY
   AAA
   Fire
   Gates
   Medical
   Perimeter
   Rangers
   Sanctuary
   Emergency Ops

Facilitator

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24.09.09 - Batcave Agenda

9/30/2024

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Meeting Focus - Final Push!!!
LLC

CITY

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?
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
MEATs offering BSL at VIP weekends
- Unsure if both weekends or just one. Will verify.

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
  - Any objections to this from batcave or LLC?
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
LLC, can you remind me of what you told me about rentals last week?

Site Ops

Load Out is being rescheduled and pushed back to final VIP weekend
- Hap and LLC have already approved
Extra tarps and painters plastic being purchased asap to ensure infrastructure and inventory protection from weather between load out and event
Any objections to Hot Husband requesting EE for Jeaves, as a pseudo ass lead, to help ensure successful event setup for our new lead?
- Lead feeling a little anxiety about lack of experience and asked if Jeaves could help

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 cross roads 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
- Pink - roads
- Blue - walking trails
- Green - theme camps
- Yellow - art
- Red - safety
- Orange - other warnings/probably not used

ART
09.09.24 Art Advocate Notes
Grants & Projects
DMV
META
Procession
Pyro
Sound

MEDIA
   Social Media
   Survival Guide
   Website

PARTICIPANTS
   Earth Guardian
   Events
   Greeter
   Ice
   Parking
   Volunteer Coordinator

Please remind Leads to check their googlegroup accounts.
Volunteer Shifts filled is 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
- I will be reaching out to MEATS to find out what’s going on.
Can someone please propose, on my behalf, a new meeting time? Tuesdays at 8pm going forward. Please and thank you.

SAFETY
   Fire
   Gate
   Medical
   Perimeter
   Rangers
   Sanctuary
   Emergency Ops

Facilitator

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24.08.26 - Batcave Agenda

9/30/2024

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Meeting Focus - Blockers. Volunteers.

LLC

CITY
   Land Ops
Mapping
   Planning
   Quartermaster
Radio
Site Ops
   Theme Camps
Zone Guide

ART
Grants & Projects
DMV
META
Procession
Pyro
Sound

MEDIA
   Social Media
   Survival Guide
   Website

PARTICIPANTS
   Earth Guardian
   Events
   Greeter
   Ice
   Parking
   Volunteer Coordinator -

Please use the following link from this point forward to have people sign up to Volunteer:
http://www.ntxb.org/volunteer-reg.html
Can I give out the password to people wanting to sign up for Rangers, MEATs and Sanctuary shifts so people can sign up for shifts?
Can we update the permission to 2024 - NTXB Leadership Code of Conduct document so it can be shared with the Leads and Ass channel on Discord and have the website updated as well.
Volunteer Shifts filled is at 23.31% filled.
https://docs.google.com/spreadsheets/d/1g4XNt7r1IQwJMhnGp6UGx87Qk62bSzIhMXE2SwfvmgU/edit?usp=sharing
Critical Volunteer Report
https://docs.google.com/spreadsheets/d/12rft3ILJIIFZJB8iiHsMZOshTLiIBG5kcS4ChVwKj0Y/edit?usp=sharing
Can this meeting please be moved to 9pm, I have rehearsals Mondays and Wednesday from 7:30 to 9:00pm from now until my show in November
First Friday of the Month Family Dinner is at my house for Sept, I will create a Discord event to invite all members in the Leads and Asses channel.

SAFETY
   Fire
   Gates
   Medical
   Perimeter
   Rangers - Whomever is managing the googlegroups, can you please contact Payull to add his new ass leads to the group.
   Sanctuary

Wildflower - can do!

Facilitator
Help me help you!

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24.08.12 - Agenda

9/30/2024

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CITY
   Land Ops
Mapping
   Planning
   Quartermaster
Radio
Site Ops
   Theme Camps
Zone Guide

ART
Grants & Projects
DMV
META
Procession
Pyro
Sound

MEDIA
   Social Media
   Survival Guide
   Website

PARTICIPANTS
   Earth Guardian
   Events
   Greeter
   Ice
   Parking
   Volunteer Coordinator

Could we please move the meeting to either 5:30 or 9:00 pm? I have dress rehearsals for my show in November on Mondays and Wednesdays from 7:30-9pm. Please and thank you.
Number of Volunteer Signed up report - https://docs.google.com/spreadsheets/d/1g4XNt7r1IQwJMhnGp6UGx87Qk62bSzIhMXE2SwfvmgU/edit?usp=sharing
Email Campaign - Safety Extravaganza Report
https://docs.google.com/spreadsheets/d/1I3q2owobTGMW-A9wAErm0UeeEfQwv6k2Ohggb9yxGEo/edit?usp=sharing
Next Volunteer email newsletter to be sent out 08/15
- Needing content
In the process of creating a Critical Volunteer (CV) Report within Playasoft, needing a list of CV shifts to update the Database.

SAFETY

   Fire
   Gates
   Medical

Grit needs CPR training materials ASAP - there is a process for Grit to register as an instructor to be able to provide CPR training that requires her to prove that she has the materials

   Perimeter
   Rangers
   Sanctuary
   Emergency Ops

Facilitator

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24.07.29 - Batcave Agenda

9/30/2024

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LLC

CITY
   Land Ops
Mapping
   Planning
   Quartermaster
Radio
Site Ops
   Theme Camps
Zone Guide

ART
7/29/2024 Batcave Art Advocate Notes
Grants & Projects
DMV
META
Procession
Pyro
Sound

MEDIA
   Social Media
   Survival Guide
   Website

PARTICIPANTS
   Earth Guardian
   Events
   Greeter - interview this week!
   Ice
   Parking
   Volunteer Coordinator

Request meetings be moved to start at 5:30p or 9pm
MysVolDB - 122 user signed up
Users by Shift - https://docs.google.com/spreadsheets/d/1g4XNt7r1IQwJMhnGp6UGx87Qk62bSzIhMXE2SwfvmgU/edit?usp=sharing
https://mailchimp.com/pricing/marketing/

SAFETY

Safety Extravaganza Updates:

Location: Hampton-Illinois Library
2951 S. Hampton Road
Dallas, TX 75224

9-9:30 - Coffee and Donuts
9:30-11:30 CPR VIDEO TRAINING
11:30-noon - snack break
12-2 CPR certification for 6 volunteers
12-2 Sanctuary and Rangers training
2-2:30 - snack break
2:30- 3:30 incident command drill
3:30-3:45 clean up and get out

**Media post was requested for this in Discord media post requests - please post ASAP**

Fire
- No updates reported at this time
Rangers
- Online training this Saturday at 12pm in “General” Discord meeting channel and at Safety Extravaganza
MEAT
- CPR for one 6-person class will be held at Safety Extravaganza
- Video portion requirement may be completed before in-person training
Gate
- Questions regarding passwords for Playasoft:
  1. lost password function appears not to be working
  2. setting up tablets and hotspot for using Quickit for check-in? maybe check during work weekends
  3. April would like to know who is in charge of making sure the tablets are set up and good to go, and that the hot spot is working? I will be available for this on several work weekends. Tripod has also said he is available for troubleshooting.
  4. Gate Ass Lead has resigned
Sanctuary
- Discussed the importance of budgeting in volunteer appreciating past a sticker.
  1. Consider new/different ideas for volunteer loot and appreciation
- Discussed putting people who are being vocal about how shit we are on a year of taking time off from volunteering
Emergency Operations
- IAP/Emergency Ops procedures planning
  1. Incident Command
    1. This should be outlined in training materials and covered during training who would take on which ICS roles and responsibilities
  2. Leads & Ass for each Safety dept should have ICS 100 and 200 - Leads will inform trainees
- Further planning/updating docs will be discussed further in next Safety Leads meeting

The next Safety Leads meeting will be July 31st at 7pm & every 2 weeks

Facilitator

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BATCAVE MEETING MINUTES

24.09.23 - Batcave Agenda

24.09.09 - Batcave Agenda

24.08.26 - Batcave Agenda

24.08.12 - Agenda

24.07.29 - Batcave Agenda

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