Ash Easton
x
2013 Excom Meet-Up Minutes Action Lists
May 2013
Whole Excom
· Decide on 2014 Theme – PRIORITY!
· Discuss 2014 design with Shelley (AKL design school and/or community submissions).
· Excom will review applications for Temple and Man lead according to listed criteria and make final decision.
· Once Hippie has made family tree representation of how an Ops Team would work, Excom to brainstorm details.
· Continue discussion on Centre Camp – opening community submissions to build/dress? MPW to create Valhalla-esque structure?
· If site move happens, coordinate purchase of a second container.
· Ongoing discussion of fleet vehicle/s: construction, gate, site manager.
· Purchase more waratahs and a puller
· Facilitate continuation of Community Art Project Grant.
· Ongoing discussion of composting toilets
· Need to source Kitchen equipment: Can we use Paul’s? If not, we need to source a new fridge and fix/buy cooking elements. Build a pizza oven? Create lean-to off container for kitchen area?
· Site Manager Hand-Over needs to be proceduralised to involve signing in/out, briefing/debriefing, and checking in with Paul and Security to foster channels of communication.
· If site move happens, we need to establish relationship with local Police (possibly through Paul) and local iwi (through Damian)
· Need to discuss Artery – who will run? How to increase presence - new (or improved) structure, better signage, more staff?
· Decide who will coordinate process of gathering updated, accurate information from each dept manager – Temple, Man, Depot etc - and relay to Media Subcom, Greeters and Support Services. This is following up on Emz’ idea of improving information on key structures.
· SIGN UP YOUR FRIENDS AS VOLUNTEERS!
· Attempt to change rules to allow for an Internal Email List
Ash
· Research First Aid Course cost.
· Create Vehicle ID Laminates for Mobile Art
· Work with Poppy to create more distinction between Depot and MPW roles/responsibilities
· Create Meal Tickets for kitchen and dispense to each manager.
· Design and budget for Meeting Room as separate extension of Depot.
· Create Site Manager Laminates
Bex
· Coordinate creation and implementation of new crew, Support Services/Rangers (also to choose a name). This will involve writing job lists and procedures, budget creation and resource management, working with the Volunteer Coordinator to form an initial crew of around 10 volunteers, and onsite management.
· Assist Kathy in creating all feedback surveys, ensuring tone and implications of question phrasing are as neutral as possible.
· Assist Kathy in collecting job descriptions, procedures, task lists and inventories from each dept manager.
Bruce
· Work with Mark & Andrea on crafting a one year contract for holding Kiwiburn at Hunterville with a view to trialling the site for 2-3 years. Work with Chanelle, Emz and others to write and submit Resource Consent in a timely manner.
Emz
· Write criteria/expectations for Temple Crew Lead by end of April. Role will require proven experience with Burn Building.
· Oversee H&S of Pallabyrinth burn.
· Create pre-registration paperwork for Art Cars/Mobile Art (sober driving, speed limits, safe driving etc) as part of H&S requirements. Work with Anne to either insert this into existing registration framework or determine need for new page specifically for Mobile Art. Communicate pre-event with Depot who will provide vehicle ID Laminates.
· Create and coordinate Town Planning Team. This team will coordinate things such as service roads, traffic safety and fire safety, helping us to be better prepared pro-actively rather than retro-actively. This team will also coordinate Burn Perimeters, to be marked out physically and also staffed by Support Services (Bex) and MPW (Poppy).
· Create and facilitate streamlined communication processes for Registration, Town Planner, Placement, H&S and Clean-Up.
· Talk to H&S Expert and lawyer up (remind Bruce to approach Cate) so that she is not liable after signing off on H&S plans! Also ask advice from Rewi.
Hana
· Link Kathy/Excom to Gate Survey for reference in creating new Volunteer Feedback Surveys.
· If site move happens, consider Gate Placement: closer to road or closer to town? Do we need a D-Lot/Turn-Around Zone? Communicate with Town Planner about this.
· Consider operating Gate earlier pre-event
Hippie
· Create family tree of how an Operations Team, a governing body over all Event Ops working under and separate to the Excom, would work. This team will consist of Kathy and 2-3 others, for example a construction manager, an infrastructure manager, etc.
· If no site move, contact security firm who made a bid last year.
Karl
· Write criteria/expectations for Man Crew Lead by end of April. Role will require proven experience with Burn Building.
· Clean-Up Manager! Manage crew, act as site manager post-event, and create and implement systems for grading A&TC’s clean-up efforts, communication before they leave site, and procedures for non-compliance (ie punishment by placement).
Kathy
· Analyse different ticket pricing scenarios - general consensus was that tickets (excluding the lower tier) could rise by around $20 this year, and that we would like to cut off lower tier ticket sales at 200.
· Facilitate communication between Kiwiburn’s and Burning Man’s insurance firms re BM’s liability.
·
Within next few months, create prototype
feedback surveys for Volunteers, A&TCs, and Management Peer Reviews. Work
with Excom on this, in particular use Hana and Poppy’s existing surveys as
reference material, and Bex will help ensure phrasing of final edit is neutral.
Volunteers - evaluate both crew-specific and general environments.
A&TC - evaluate Grant, Planning and Placement processes. Consult Anne on
this!
· Create line item in budget for Innovation Grant (up to $2000)
· Contact Damian to see if he is interesting in being on-site Tool Library Manager
· Continue to collect job descriptions, procedures, task lists and inventories from each dept manager. Bex to assist with this!
· Research golf cart purchase (trademe) and/or hire
· Finalise Afterburn Report – contact dept managers for budget analysis.
Kiwi
· Stay gold pony boy
Lumos
· Research bicycle power options for Centre Camp (costs, effectiveness etc).
· Coordinate criteria and application process for Innovation Grant.
Poppy
· Re-write Survival Guide and send to Media Subcommittee within the next few weeks (by mid-May).
· Coordinate Pallabyrinth burn once weather conditions are amenable and Craig is available to supervise. To liaise with Farmer Phill, Paul Chaffe, Mangakino Fire Crew and Emz (for H&S); and rally a crew as the structure may need to be broken down prior to burning.
· Re-write/revise website content, specifically Job Listings and Centre Camp info. Work with Media Subcom on all changes.
· Coordinate creation of Morale Management position (inc budget and resource management) and contact companies for no-obligation donations (eg 42 Below, Jager etc)
· Investigate different marquee hire/purchase options for Centre Camp
· Research First Aid Course cost.
· Research vehicle hire costs for pre-event through to clean-up.
· Work with Ash to create more distinction between Depot and MPW roles/responsibilities
· Write job description for Kitchen Lead/Crew for formal application process involving satisfying key criteria and creating mock-up menu with pricing.
Media Sub-Committee
· EFP to invite applications for Temple and Crew Leads on around May 1st, once Emz and Karl have respectively written criteria for each role. Applications to be open for around 2 weeks.
· In the weeks leading up to the event, use EFP, forums and FB to ensure participants understand there is no early entry - it is a work site until gates open.
· Increased focus on dissemination of information on key ideals (eg Temple) via Media Releases, EFP, Website, Facebook, Survival Guide, Stickers/Shwag. A specific liaison from the Excom will be delegated to collate info and work with the Media SubCom on this.
Town Planner
· Theme Camp Boulevard this year was awesome, giving the festival a busy/bustling vibe! Future town plans need to incorporate this idea, keeping the city tight (no Surf Shack scenario ie theme camps a million miles away) with sound/theme camps more central and quieter camping further out (not too close to the river if we move to Hunterville).
· Work more closely with A&TC Coordinator (consulting, info sharing etc)
Anne
A&TC Coordinator
· Obtain A&TC arrival dates in advance and pass onto Depot for early entry sign-in.
· Review the website A&TC registration pages to see if we should add any new data fields which could help us capture the new info we need, and/or revise the letter that goes out to all A&TC’s .
· Work with Kathy to create A&TC feedback surveys evaluating Grant, Planning and Placement processes.
· Consider creating a streamlined process which facilitates conversations and resource sharing between theme/sound camps once Town Plan is completed.
Volunteer Coordinator
· Collate data from all feedback surveys and send back to Excom/relevant managers.
· Provide arrival dates of volunteers to Kitchen/Liaison (Ash?) in advance
Art Grant Committee
· Improve process for interfacing with applicants, as unofficial feedback indicates we are perceived as being quite unprofessional. In several months we will have official feedback data to assist in this process.
Job Availabilities
Pre-Event
· Entry-level Accountant for year-round volunteering.
· Site Move Assistant for immediate work facilitating a move to Hunterville
· Town Planner (ideas: Brad? Ben? Hana’s friend? Rewi, who is a professional planner? )
Event
· On-site Volunteer Coordinator.
· On-site Ops Team
· Placement (ideally two or three volunteers would share this role)
· On-site Tool Library Manager
· Kitchen Manager & Assistants (approx. 11 days pre-event and 3-4 days post-event
Kathy G
--Kathy
--
You received this message because you are subscribed to the Google Groups "kiwiburnExComLIVE" group.
To unsubscribe from this group and stop receiving emails from it, send an email to kiwiburnexcoml...@googlegroups.com.
For more options, visit https://groups.google.com/groups/opt_out.
