Planning Meeting 11/14/09 @ 4 pm & MINUTES!

[SpyGyrl007]

Please join in planning and developing this event! This meeting is to discuss items/issues/concerns from the 2009 Fall Burn.

The agenda as it currently stands (always open to additional suggestions) is as follows:

1. Brief review of the burn by each department head

2. Sound Problems

a. Discussion of Current Theme Camp Sound Registration Procedures
b. Sound Patrol (how do we give Sound Patrol "enforcement authority"? The enforcement issue may be something we have to take to the board, since they deal with evictions and such.)

3. Clean Up Problems

a. Creation of a Moop Map

4. Ticket Cap Increase

a. Additional Parking
b. Additional Trash Roll Offs
c. Additional Port-a-Potties
d. Additional Insurance Considerations

5. Future Fall Burn Needs

a. Additional Wood Purchase (we need to consider buying additional wood because it's just so much colder. We also may want to think about asking the Vets if they'd like to sell us firewood by the bundle to individuals, rather than dipping into community money to pay for it)

6. Location Search Status Update

a. Request a Status from Magorn and the Land Search Committee

7. Discuss a vote to reimburse Scott for additional pony burn expenses.

8. Discuss a vote to increase the pony budget for upcoming burns.

9. Work Weekend.

Jill proposes: rounding up volunteers for a pre-burn work weekend in early or mid May. Two chores that may need doing:

a. finishing up the permanent burn pad, and

b. inventory metal sheets and cinder blocks stashed next to the PDF shed, and toss out/recycle the material we can no longer use. We'll need to get permission from the Vets before we do anything, and then Jill will round up volunteers to get the chores done.

10. Misting Station.

Jill proposes: we spend about $100 to develop a misting station. Not knowing where this idea would come from in the budget, and it isn't truly a necessity, but it could make things a lot more pleasant, not to mention averting heatstroke on those 95 degree days. (I'd pay for this myself, but I'm too damn poor) We can put it right over the trench near the sink so we don't have to worry about drainage. I'm thinking simple and sweet- just misting hose on top of several poles with hooks at the top to hold the hose in place. I believe we already have hose splitters in place, so we can run one to the sink and one to the misting station. I've never dealt with this before, but it looks easy enough. Any info from anyone who has had experience would be most appreciated.

Jill did some research and found this: http://www.walmart.com/catalog/product. ... ductDetail

Three hoses hooked together should work really well and produce a nice oasis where people can go for a few minutes just to cool down. $75 for hoses, $25 for poles and hooks.



Ananas & Matt are opening their home for this meeting!
Date: November 14, 2009
Time: 4:00 PM Promptly
Location: 4742 Bates Drive, Ellicott City, MD 21043

If you can’t make it in person, please join us virtually via conference call! Conference Dial-in Number: (712) 775-7000 at Access Code: 794580#

****There will be a potluck after the meeting, so if you’d like to participate, entrees, side dishes, desserts and beverages (all kinds) are more than welcome.****

The more of us that take care of the details, the less work each of us has to do individually, and the more fun for all. Feel even more connected to your community as you give back a little time! (Playa del Fuego is 100% volunteer run, driven, hacked.)

Hugs & Dust,
SpyGyrl007

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[Joanna]

Thanks again for handling this!

Traditionally, the first item on the post-burn agenda is a brief review of the burn by each department head.

[heidi]

a. Possibility of Theme Camp Sound Registration
a. Creation of a Moop Map

FYI:
-Theme Camps register already and "Sound" is part of their registration.
-I create the map for Theme Camps and could create a Moop Map too.

[AndyWing]

Doing a MOOP map would probably require a variance to stay later
in order to gather data, just like DPW does in the desert.

[illusiongrl]

The committee also needs to vote on increasing the pony funds for this past burn. Scott was granted $700, but his total receipts were $1001.59. I'm only empowered to write a check in the amount the committee approves, so in order to reimburse him the additional $301.59 I'll need a vote. Personally, I'm all for it as it was a truly epic pony, but I am not a majority of one!

[Melody Shatto]

I agree Maya, he should totally be reimbursed for the balance since it was indeed a most spectacular pony for sure

[SpyGyrl007]

New topics have been added to the agenda per Jill. Take a look!

SpyGyrl

[Joanna]

I've posted my post-burn review in the Greeters forum if anyone would like to review it before the meeting: posting.php?mode=post&f=9

[Melody Shatto]

"Volunteer Afterburn Report"

Thanks to each and every volunteer that showed up and did their shifts, we all rock.

From talking to other co-ordinators, it did seem that most people did indeed show up for their shifts. I did hear of just a few shifts that had no shows. Again, tho', when doing the posters pre-burn it was many of the same names over and over again that had signed up, so not really sure if the volunteers actually increased in numbers this burn. We did have a number of people signing up on site, at least while I was doing my shifts at the Part. Station but maybe push more for more sound patrol and clean up sign up for spring since those two seemed to be the hot spots post burn this fall.

We did not run out of any badges this burn, will count what is left over in advance of ordering for the spring burn. There are still about 75 to 100 guessimate buttons left over from this burn....ideas on what to do with the extras?

I am going to use the same poster board over again for spring burn also to help cut budget and reduce paper waste, they held up pretty well even condidering the wind all weekend and I would like to reuse for a few burns if possible, I thought about just white-ing out and using the same grid lines for the some of them. Also did see there is still some posters from past burns in shed, am planning on bringing that all home with me in the spring to see what may be in good shape yet and reused in the future.

Super huge thanks to everyone/anyone that helped save the part station from blowing down on Friday night in those blasted winds, I was sleeping very soundly and heard the next day that we almost lost the beast from the east. I was not aware that we had to rebar inside the legs in addition to staking them..still learning this shade structure of a beast that she is...big thanks to all that helped to set it up and tear it down with me, it needs a lot of hands and bodies to put up/tear down. Labeled all the parts to help in setting up in the spring.

I will be looking for a more reliable clock over the winter too to replace the doozy that doesn't work even with a new battery. Am also thinking a new part. station sign is in order for spring, the old one is getting kind of poopy, any volunteers out there interested in making a new fancy dancy pretty sign

Thanks to everyone that came to the volunteer appreciation party, the whole 12 to 15 of you. Everyone else, you missed some banging homemade salsa and bean dip I just wish more peeps would come to the party since it is the volunteer appreciation time anyways!!!!

Lost and Found: From what I could tell, it seemed that most people did find their stuff that checked at part. station, I still brought one huge bin home and did go thru it and was able to reunite a few people with their lost items. Seemed that almost all of what I brought home was mostly non-descript clothing from this past spring burn so some of it I just put back for the costume camps and I did donate the rest of it to our local homeless/disaster collection bin. So, for spring we will not have this issue of 3 bins of lost and found before the burn even starts....while going thru the bin at home, I came across the nastiest body oder stinking gross tee shirt and just chucked that, I honestly thought I was going to throw up when I pulled that out....please, guys, if something is that nasty, please do not put it in the bin, that was just terrible! Would like to only have one bin for lost and found from this point on if at all possible..def. keep on reminding people to check the lost and found before they leave, I think that helped alot this past fall burn.

After cleaning out the lost and found and other basic things from the part. station stuff, I did have two or three empty bins left that I don't think I need for anything now that I have it pretty much all organized, so if any other co-ordinators need bins for any of their stuff, they are in the shed on the shelf back on the right hand side.

I think that is about it, can't think of anything else, but, again a big huge sooper dooper thanks and appreciation to all the volunteers, board members, co-ordinators, etc. for all the hard work we all do to make PDF happen

[Bink]

I'm not going to make, stuck at work. Fire perimeter report below

Fire Perimeter Report:
It went fairly well. I only managed to recruit a few people on site, but the rangers filled in (Thank you rangers!). I'm hoping in the spring that we will have more volunteers that aren't rangers, there just wasn't much time to get things organized.

I did not see any major issues. A conclave member lost his staff twice, but it only got a few feet away from him and didn't come near the crowd. There was one woman who was dancing rather close to the fire and did not look very steady on her feet so a few of us followed her around for while. Sometime after the effigy fell some other participants distracted her and moved her away from the fire.

Budget: I haven't turned in the receipts yet, but I think I went a few cents over the $50 to make the sashes.

Survival Guide:
I'm looking for any feedback from gate on if and when they ran out so I can get an idea how many copies to print next time. The survival guide was under budget. I will send Maya my receipts this week.