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CTO: 8:01pm
Batcave in attendance: Guapo, Viv, MamaBear, Miera, MakeItSo LLC in attendance: The Intern AGENDA ITEMS Afterburn report meeting with leads - talk about dates during the BC meeting on the 21st - poll leads for date that works best for them CAMPS BUSINESS CITY Update from final work weekend - Land prep is done - Most roads marked, ran out of pink flags - Intern has flagging supplies - Theme camp boundary markers placed Still need to figure out signage? - Exo has last year’s signs, won’t be on site until Thursday - If he doesn't want/can't make them, we can figure it out on site ART META - Effigy is almost fully constructed on site Art - Waiting on placement signage order, waiting for signing 2 art grant contracts Production - extend procession to about 20 min and incorporate sound camps - Procession needs helpers! MEDIA Plan to continue posting about open volunteer shifts PARTICIPANTS Ice - $8/bag for 16# bag - different vendor, it’s what they have available - will need to refill diesel tank twice a day (get more diesel cans) - Intern looking at setting up Venmo option Shifts looking good SAFETY Echelon - Signal Drift will add shorter shifts! COMMUNITY VOICE None LLC UPDATES Radios, generators, carts, supplies all ordered and confirmed - good to go! VFD will be present Saturday with 2 trucks Fire equipment request from Flipside has been placed, Intern will pick up BWB - Intern explained situation, they will not be reaching out to leads any longer ACTION ITEM REVIEW Viv to post about ice change up Intern to look into Venmo option for ice Intern to redo afterburner reports and send to leads prior to burn NEXT WEEK'S AGENDA No meeting next week or the following week - next meeting will be Oct 21 TABLED AGENDA ITEMS (POST EVENT DISCUSSIONS) Discuss everyone tag in Discord post-research Discuss a Safety Extravaganza Coordinator lead position just for organizing Safety Extravaganza Discuss adding GET INVOLVED page on website (BWB, Street Medics, etc) CLOSED MEETING TOPICS None Meeting closed: 8:44pm
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CTO: 8:04pm
Batcave in attendance: Guapo, Viv, MamaBear, MakeItSo, Miera, Snookums LLC in attendance: The Intern AGENDA ITEMS None CAMPS BUSINESS CITY Update from City Meeting - Flags will arrive tomorrow at warehouse - Signage - not purchasing new signage, use what we have, LLC will contact Exo - All hand weekend this weekend - call already posted - Land Prep is pretty much done - City planning needs help with flagging/marking ART - META - Effigy and temple are done and ready to be transported and constructed on site next weekend! - Art - Waiting on LLC for grant amounts and approvals to send contracts, will need to make a late budget request for art placement materials - Production lead - still up in the air - extend procession and incorporate sound camps as back up plan MEDIA - Tickets sales will cut off midnight Wednesday before burn - Re-entry: It states no re-entry on the ticketing page of the website. PARTICIPANTS - Parking will help with Gate/Greeter lanes - Badge SOP - VHQ will print and distribute badges, photos sent to VC - VHQ - sign in for every shift - Early entry request cut off Sept 30 SAFETY Safety Extravaganza recap - 30ish participants - 3 people CPR certified On-site safety meetings moved to 10am COMMUNITY VOICE Tribal Cities - Schedule grid view removed, can do everything in list view LLC UPDATES - Landowner will be mowing this week, Intern will confirm - Signs will be brought to land this weekend - Art grant info will be sent tomorrow afternoon latest - VFD was a no-show but LEO is helping facilitate - Athens Fire Marshal will put Intern in touch with VFD ACTION ITEM REVIEW Intern reach out to Exo about signs Intern to reach out to Clutch about ice NEXT WEEK'S AGENDA Nothing yet TABLED AGENDA ITEMS (POST EVENT DISCUSSIONS) - Discuss everyone tag in Discord post-research - Discuss a Safety Extravaganza Coordinator lead position just for organizing Safety Extravaganza - Discuss adding GET INVOLVED page on website (BWB, Street Medics, etc) CLOSED MEETING TOPICS None Meeting closed: 9:18pm Batcave Meeting Sept 9, 2025
CTO: 8:02pm Batcave in attendance: Guapo, Viv, MamaBear, Miera, MakeItSo, MamaBear, Snookums LLC in attendance: The Intern AGENDA ITEMS Discuss art grants
CAMPS BUSINESS CITY
ART
MEDIA
PARTICIPANTS
SAFETY
COMMUNITY VOICE
LLC UPDATES
ACTION ITEM REVIEW
NEXT WEEK’S AGENDA
TABLED AGENDA ITEMS (POST EVENT DISCUSSIONS)
CLOSED MEETING TOPICS None Meeting closed: 9:00pm CTO: 8:01pm
Batcave in attendance: Guapo, Viv, Snookums, Miera, MakeItSo, LLC in attendance: The Intern AGENDA ITEMS Second round of tickets!
Discuss art grants
CAMPS BUSINESS CITY Update from City Meeting
ART META
Production lead isn’t communicating effectively and Intern would like to look for another person MEDIA Nips submitted the SG to LLC for approval - will give Viv go/no-go this week Deadline for wristband art is as soon as possible PARTICIPANTS Ice lead needs to approve shifts - was at Burnt Soup Greeters shifts almost filled, ice shifts filled Want to plan parking layout
SAFETY MEATS has a couple emails that have not been responded to
COMMUNITY VOICE Tribal Cities
LLC UPDATES BWB boost/collabs will not happen until after this year’s burn
ACTION ITEM REVIEW Viv to reach out to Chaos Kitten about art grants Guapo to clarify signage responsibilities Viv to remind LLC about SG MakeItSo will reach out to Havok about parking layout planning Meira to reach out to MEAT lead about emails/approvals Miera to reach out to Sanc lead about shirts NEXT WEEK'S AGENDA Discuss art grants TABLED AGENDA ITEMS (POST EVENT DISCUSSIONS) Discuss everyone tag in Discord post-research Discuss a Safety Extravaganza Coordinator lead position just for organizing Safety Extravaganza Discuss adding GET INVOLVED page on website (BWB, Street Medics, etc) CLOSED MEETING TOPICS None Meeting closed: 8:48pm CTO: 8:04pm
Batcave in attendance: Guapo, Viv, Snookums, MakeItSo, Miera LLC in attendance: The Intern, Savage AGENDA ITEMS Review BC applicant preferred experience items - Unanimously approved Discuss @ everyone tag in Discord - Create new tag for urgent messages - Use @role tag for tagging channel members - Suppress @ everyone and @ here - Tabled until next week so everyone can research Art CAMPS help - Viv will take META, Art Lead and DMV - The Intern will take Procession and Production CAMPS BUSINESS CITY - Land Prep work weekend #1 update - big tree cut down about 1/2 cleared around - need to cut trunk down to 6” above ground for stump grinder - getting work lights so volunteers can work in evening - hole near the pond supposed to get filled - hill blocking a road may need to level ART - META - Build weekend #1 is this weekend, everything set go - Art grant applications close Thursday MEDIA - Nips submitted the SG to LLC for approval Monday - Nips agreed to create wristband PARTICIPANTS - Parking lights - in discussion with LLC - Need greeter lead and ice lead to approve shifts in Tribal Cities SAFETY - S* lead may not be able to commit - two community members have offered to purchase ticket to see if that will help. Will have solid answer by end of this week. - Guardian shifts - Viv to post about Guardian shifts - Safety Extravaganza - prelim schedule created - need feedback from leads COMMUNITY VOICE - Financial transparency requested - solution suggested: having 3 year CPA audit after event with formal financial statements - How to record hours volunteered for VIP/Discount tickets - clarification coming LLC UPDATES Volunteer shift coverage - at 11% - we need 50% to have the burn - possibly because of new volunteer process roadblocks - solution: training sessions? - media post about shifts needing coverage Cart rental - waiting on credit approval/deposit Lights ordered with tripods Ice and Radio still in process BWB wants to promote - put QR code to link to BWB FB page at greeters as an art project - BWB can post in General and Theme Camp channels in Discord - Miera will reach out VFD will meet with LLC during safety extravaganza ACTION ITEM REVIEW - Viv to post about Guardian shifts - Miera to reach out to MEAT lead, Intern to reach out to Fire Lead about Safety Extravaganza - Viv to post about needed shift coverage - Snookums to share in other burn FB groups - LLC to send the post verbiage - Miera to reach out to BWB about art piece - Viv to post Thursdays from 7pm - 8pm training on Tribal Cities - Viv to create meeting room for training NEXT WEEK'S AGENDA Discuss a Safety Extravaganza Coordinator lead position just for organizing Safety Extravaganza Discuss @ everyone tag in Discord CLOSED MEETING TOPICS none Meeting closed: 9:52p CTO: 8:01pm
Batcave in attendance: Guapo, Viv, Miera, Snookums, Chaos Kitten LLC in attendance: Savage AGENDA ITEMS Discuss a permanent lead/AF position just for organizing Safety Extravaganza
Discuss reinstating BC applicant experience needs
CITY
CLOSED MEETING TOPICS Vote on MIS for Participants AF
CTO: 7:57pm
Batcave in attendance: Guapo, Viv, Snookums, Miera, MamaBear LLC in attendance: The Intern AGENDA ITEMS Volunteer Registration site!! - debugging and testing in progress - Google SSO fix biggest issue - Backlog issues and minor bugs will be in progress after release - Snookums will make the call on release - if it’s still too buggy, we move to spreadsheet. If can fix by Sunday, will migrate info to site. If not by then, we stick with spreadsheet. Tomorrow morning, volunteer registration is live either way. Vote on M* for Tech Lead -unanimously approved CV Tickets Policy - Leads asking for clarification - Generally under the lead’s discretion - ask LLC CAMPS BUSINESS CITY - signage may change hands - up to City leads - city put a call out for new street names ART - META - lumber has been ordered and blueprints are mostly done - Art lead has art placement, art grant app, and art grant committee app open MEDIA - Nips wrapping things up and will have SG ready for LLC review before Sept PARTICIPANTS - No update SAFETY - Submitted budget for Safety Extravaganza - Meeting with Renegade to figure out what they need for mock ICS incident - Bringing info back from BMORG perimeter, etc COMMUNITY OUTREACH - Call to open up Batcave meetings (questions/comments in chat) to community - Any matters involving sensitive information can be handled after the open meeting in a closed session - Approved unanimously to start next week - Viv to post about it LLC UPDATES - AED has been rented - Gators still to be rented - Portos still to be rented - Additional 25KW generator ordered to run safety nook/volunteer HQ - Second round of tickets to be released on the 29th now - VIP tickets now come with a $25 discount on ticket for following year ACTION ITEM REVIEW - Viv post about open Batcave Meetings - Viv to update second round tickets date and post to social media/push art tickets - let people know that VIP includes $25 discount for following year - Snookums to make go/no-go call on volunteer reg site - Miera to reach out about volunteer spreadsheet status NEXT WEEK’S AGENDA Nothing as of now but I’m sure something will be added within the week! Meeting closed: 8:45pm CTO: 8:02pm
Batcave in attendance: Guapo, Viv, Hades, Miera, Snookums, MamaBear LLC in attendance: Intern AGENDA ITEMS Hades to report on volunteer app status -- Raptor was very very ill so it’s delayed -- they’ll let us know asap -- deadline is August 8th; if not ready, moving back to spreadsheet M* interview for tech lead role -- M* had to reschedule -- Viv will reach out and let folks know Vote on Wasabi for Zoning Lead -- approved unanimously Vote on Murph for Greeter Lead -- approved unanimously Cart types needed -- CITY - 1 site ops (four seater with back area for gas cans, water, tools, etc), 1 city planning/zoning (four seater) -- ART - 0 -- MEDIA - 0 -- PARTICIPANTS - 1 for parking (two seater is fine, four seater preferred) -- SAFETY - 1 gate (two seater), 3 ranger (2 four seaters, at least one off-road, and then one whatever for guardian), 1 MEAT (off-road, can hold a backboard), 1 fire (four seater with back area for gas cans, etc), 1 sanctuary (four seater preferred) - Viv to send above list to LLC CAMPS BUSINESS CITY Update from Sunday’s Meeting: -- work weekends will be aug 22-24, sept 5-7, sept 19-21, and sept 26-28 -- theme camp registration form will be live weds aug 6 -- Havok reached out to leads for infrastructure space needs ART - New art lead is up to speed - META informed of recon info MEDIA - Sent Nips info from recon for Survival Guide PARTICIPANTS - Waiting to hear back from Raptor about budget/app SAFETY Safety extravaganza will be Sept 20-21 -- will make food request budget -- will verify headcount COMMUNITY OUTREACH no updates LLC UPDATES - Budgets approved across the board - Miera is reaching out to see if META tools can be retrieved - Setting up meeting with Renegade and safety leads for Safety Extravaganza - Intern is responsible for murder tree ACTION ITEM REVIEW - Viv to reach out to M* about rescheduling interview - Viv to send cart list to LLC email - MamaBear to verify headcount and submit food budget to LLC - MamaBear to send ICS emergency plan rough draft to LLC NEXT WEEK'S AGENDA - Update on volunteer software - M* tech lead role update/voting Meeting closed: 8:51pm CTO: 8:03pm
Batcave in attendance: Viv, Guapo, Hades, Miera, Reality, Snookums, Mama Bear LLC in attendance: Intern AGENDA ITEMS Hades report on volunteer app progress
City - A, R, Ha, E (+1), G* Art - 0 Media - 0 Participants - M* Safety - P, M, G, P (+1), C, Q (maybe) Batcave - Guapo, Viv, Reality, Hades, Mama Bear, Snookums, Miera Review apps for Tech Lead role M* - set up interview for next week CAMPS BUSINESS CITY
Nobody to reach out to Llama Land - LLC will handle Budgets are due end of this week (exceptions for people needing to wait for land recon) Submit initial budget request and then can add after recon weekend Cart type to LLC after recon META tools - likely a lost cause, giving up LLC received emails regarding * - will be banned from all Mys events Grievance policy with COC and Tiers review
ACTION ITEM REVIEW: Viv to send names of recon weekend attendees to LLC Viv to reach out to M* to schedule interview for tech lead role Snookums to reach out to art lead Viv to reach out to L* for greeter lead Guapo to reach out to M* for greeter lead Mama Bear to email LLC about Safety Extravaganza LLC contact R* to meet about fire stuff NEXT WEEK’S AGENDA Interview M* for tech lead Volunteer app update Cart types needed per CAMPS Meeting closed: 8:44pm CTO: 8:02pm
Batcave in attendance: Reality, Guapo, Viv, Hades, Snookums, Miera, Mama Bear LLC in attendance: The Intern, Savage AGENDA ITEMS Review cart request reasons - Participants - Hades sent in email to LLC for parking - Mama Bear - Fire, MEAT, Sanctuary, 2 Rangers, Gate - City - Site Ops Number of people per camp attending recon weekend City - 5 Art - 1 Media - 0 Participants - 1 Safety - 5 Batcave - 7 Vote on Tech Lead role review tech skills list and job description approved unanimously CAMPS BUSINESS CITY Scope of Land Prep work - land owners mow their own grass - not as much tree fall - will have things like building benches and fixing up campsites for land owners - will hammer out details at Recon weekend Equipment maintenance - generators, chainsaws ART Build weekend dates approval - Viv sent approval request to LLC via email on 7/16 - weekends approved META Tools: - operate as if we WON’T be getting them back - Snookums reach out to ** once more Art Grants - Get with P* to see if they’d be willing to share info - Get Reality and Chaos Kitten access to art drive, groups, discord MEDIA No new business PARTICIPANTS VACANCY - Greeter Lead SAFETY Safety Extravaganza: LLC budget/specifics - Mid-Sept approved (either Sept 13/14 or Sept 20/21) - one day thing - no camping - combine with work weekend LLC UPDATES - Recon weekend dates approved - Four work weekends approved - Safety Extravaganza - pick a weekend - Grievance Policy, CoC, and Tiers will be voted on next week - Renting radios and repeaters - Approved discounted (-$25) tickets for participants who have volunteered 12 or more hours (in addition to VIP tix) - Waiting on emails from ** and ** for decision regarding ** - Aug 1st deadline for volunteer sign up app release ACTION ITEM REVIEW Viv - update permissions on Google Drive for Reality and Chaos Kitten Viv - send info to Chaos Kitten Everyone - reach out to leads minimum cart requirements and type (number of people to transport [2, 4 or 6], lay-down area, ATV or golf cart Viv - send recon weekend number to LLC via email Viv - post about tech lead position, greeter lead vacancy, Batcave vacancies LLC - update leadership application to include Tech Lead NEXT WEEK'S AGENDA Hades to report on volunteer app progress CAMPS business Meeting closed: 8:51pm |
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