BATCAVE MEETING MINUTES

  Myschievia - The North Texas Burn
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24.09.23 - Batcave Agenda

9/30/2024

0 Comments

 
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    

0 Comments

24.09.09 - Batcave Agenda

9/30/2024

0 Comments

 
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    

0 Comments

24.08.26 - Batcave Agenda

9/30/2024

0 Comments

 
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!  
    

​
0 Comments

24.08.12 - Agenda

9/30/2024

0 Comments

 


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    

0 Comments

24.07.29 - Batcave Agenda

9/30/2024

0 Comments

 
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    

0 Comments

24.07.15 - Batcave Agenda

8/12/2024

0 Comments

 
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
0 Comments

24.07.01 - Batcave Agenda

8/12/2024

0 Comments

 
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:
  • None

Facilitator
  • No updates at this time
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Myschievia 2024 SUMMER - - TOWN HALL - 06/08/2024

8/12/2024

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24.05.20 - Batcave Agenda

6/4/2024

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Meeting Focus - Summer Town Hall


LLC 
TI and KB provided the following updates.  
  • LLC calendar has been updated with all members’ availability. 
  • TI received a form from The Burning Man org regarding affiliation as an official regional burn.  Requirements will be discussed at future meetings.  
  • LLC voted and approved Sanctuary to use purple for their shirt color.  Actual will change the color of their shirt. 
  • The new Fire Spinning Policy is under review. LLC will report back once legal has approved the policy. 
  • Pending final approval of the new Grievance policy. 
  • Discussion of art grants for food is in progress. 
  • Ticketing system was tested and is in good operating order. 

Action Items: 
  • None

CITY  
IC provided the following updates:
    Land Ops
Mapping
    Planning
    Quartermaster 
  • a candidate has been identified and is interested in moving forward in the process. The candidate will next need to complete an application.
Radio
Site Ops

    Theme Camps 
  • Higheena recently submitted an application for this role. 
Zone Guide

ART
ME provided the following updates
Batcave Art Advocate Notes 5/20/24
Art Projects 
  • ME is developing a new policy, but may need to meet with LLC regarding questions. 
  • TI: per LLC, Legal is still assessing food grants
  • Question raised regarding partial funding of art grants, TI will discuss with LLC.  
    • KB stated that partial funding might be waived for requests that fall under a certain threshold. 
  • Art grant applications require government names.
DMV
  • ME is working on a more detailed policy and deleting references to FAST.
META
  • No effigy or temple submissions received to date
Procession
Pyro
Sound
  • ME: per sound marshall, they are pending inventory of decimal-meters. CH reported four in inventory. 
  • ME stated that she has several shirts that belong in inventory as well. Will provide a count to CH
Action Items
  • ME will provide an inventory of shirts to CH.
  • LLC to provide any Art Grant clarifications/determinations to ME.

MEDIA
TP confirmed there were no updates or pending requests related to Media.
    Social Media
    Survival Guide - in progress
    Website

Action Items
  • None


PARTICIPANTS
LL provided the following updates.  Lead Agreements reminders were sent to the relevant leads. 
    Earth Guardian
  • Question regarding the Earth Guardian “check off” requirement in the lead agreement.  LL will clarify the language before it is signed by the Lead. 
    Events
    Greeter
    Ice
    Parking
    Volunteer Coordinator
  • Playa Soft updates:  Last year’s data is being used to set up this new system. 
  • LL will develop a tutorial video to assist with onboarding leads. 

Action Items
  • None

SAFETY    
MM confirmed that there are no safety related updates.
    AAA
    Fire
    Gates
    Medical
    Perimeter
    Rangers
    Sanctuary
    Emergency Ops

Discussion: Community Feedback related to improving Volunteer Appreciation /Recognition: 
  • TI : improved Volunteer Appreciation was discussed at the Burn After-Meeting
  • MM: volunteered to poll the community regarding attitudes and preferences.  
  • Suggested recognition awards include sincere verbal or written recognition, patches, hoodies, or special events on-site or following the burn. 
  • LL reported that the Volunteer HQ is a good location from which to distribute recognition awards, if provided on-site.
  • Discussion of modeling sustainable leadership starting with Batcave members.
  • ME: suggested sending a reminder for participant feedback during the burn. Participants can provide feedback during the event on notecards to be displayed at volunteer HQ.

Action Items: 
  • MM to poll the community, including a general request for comments regarding volunteer recognition and experience. 
        
Facilitator    
  • CH reported that inventory was very successful and much progress was made with organization!
  • We are pending a location for Summer Town Hall. 
    • TP will reach out to MIS about whether he can host. 

Action Items: 
  • TP/MIS to clarify whether we need to identify a location for Town Hall. ​
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24.04.29 - Batcave Agenda

5/1/2024

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Innuendo (IN)
Fropsi (FR)
Make it So (MIS)
Tripod (TP)
Chattahoochie (CH)
Chronicle (CL)
MotherMushroom (MM)
Context (CX)
Wildflower (WF)
Intimacy (IC)
Minnie (ME)
  
Meeting Start: 20:02
 
Meeting Focus -
          Discussion: date for Summer Town Hall - June 8th?
  • CH: June 08 was proposed in Discord.  Finding a location will be the next action item
  • CX:  Confirmed this would be two weeks post-Flipside, which should work well for most interested parties.
  • Vote completed, 08 June 2024 was approved for Town Hall.
          Action Item:
  • MIS: Announce Summer Town Hall date after location is confirmed.
 
 
LLC  
CX represented the LLC during this meeting and reported no new updates from LLC.
IN spoke to TI prior to the meeting and reported they are pending confirmation for inventory dates.
 
CITY
IC and IN provided the updates below
            Land Ops
Mapping
            Planning
            Quartermaster
Radio
Site Ops
            Theme Camps
Zone Guide
  • IN: waiting to hear back from Hap on proposed dates
  • IC: awaiting email from CH to schedule follow up discussion from last week’s meeting
  • IN: no updates at this time regarding Quartermaster role.
 
ART
FR and ME provided the following updates
Grants & Projects
DMV
Fire Art & Safety
META
Procession
Pyro
Sound
  • FR: We are interviewing Art Grant Leads on Wednesday.  Goal is to have the Job Descriptions reviewed and updated before the next meeting on 06 May.
  • ME: Gravy said he would be willing to lead procession if no one else is located, however he would like to wait to confirm no one else is interested. Pyro has no leads.
  • CH: propose sending a call to the community for volunteers - MIS confirmed this will be included in their updates.
  • ME:  wants to get with CH to discuss the effigy and temple agreement form.  Will reach out tomorrow to discuss.
Action Item:
  • ME: set up a meeting with CH to discuss the effigy and temple agreement
 
MEDIA
Make It So provided the updates below.
          Social Media
            Survival Guide
            Website
  • MIS: will be updating vacant positions
  • MIS: Pending meeting minutes from last week.  CL submitted for a vote today and will provide MIS once approved.
Action item:
  • None
 
PARTICIPANTS
Participant Facilitator/Advocate were not in attendance at today’s meeting.
ZZ provided the notes below in advance of the meeting
Earth Guardian
            Events
            Greeter
            Ice
            Parking
  • Volunteer Coordinator – I’ll call in close to 9pm.  For the rest of May I have rehearsals M-W from 7:30 -9pm
  • UPDATE Playa Soft - should have the link today and start the setup after meeting
  • UPDATE Leads and Asses meetup - Here.
Action Item:
  • CH: confirm time and LLC availability for Playa Soft demo on Friday 03 May 2024
 
SAFETY
WF and ME provided the updates below.
            AAA
            Fire
            Gates
            Medical
            Perimeter
            Rangers
            Sanctuary
  • WF: ShadowCat is the perimeter lead.
  • ME: We need additional volunteers for the inner perimeter during the burn.
  • WF: Proposed a meeting with ShadowCat, ME and Handy regarding inner perimeter volunteers
  • MM: requested timeline for ticket cap for safety resourcing.
  • CX: in the past, there have been a little over 900 participants.  Suggestion is to plan for this number in a preliminary capacity.
  • ME: requested LLC to confirm the projected ticket cap prior to Summer Town Hall.
Action Item:
  • ME: Set up a meeting with ShadowCat to discuss Inner Perimeter Volunteer needs
  • CX: Identify a ticket cap prior to Summer Town Hall.
 
Facilitator
Summer Town Hall Presentation can be found here
Initial Job Descriptions by 05/06
Comments on Leadership Code of Conduct by 05/06
Last of the weekly meetings 05/06 hopefully
Add any new dates to timeline can be found here
Action Items:
  • CH: identify/confirm a location for Summer Town Hall          
  • All: Update the powerpoint presentation with relevant information for Summer Town Hall at the link above.
  • All: Review and Approve Lead Job Descriptions by the next meeting 06 May 2024. (add comment once reviewed, since many cannot see the footers in Google Drive)
  • All: Review the Leadership Code of Conduct by the next meeting 06 May 2024 (add comment once reviewed and feel free to provide suggestions)
 
 
 
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