Spear-point Pod Meeting Minutes

Date: March 13th 2008-03-13
Meeting Start Time: 7:30 pm
Minutes in real time by Jenny, then augmented by squish

In Attendance:
• Jenny - workshops
• Be Be - volunteers
• Uber – rangers/transportation
• Noam – moose lodge
• Squish – theme cabins
• Diana – registration/camp liaison

Agenda:

1. Time Limes

• Meal times: Decided as 10am, 2pm & 7pm on both Friday & Saturday

Still need to discuss Sunday Schedule – forward for Monday agenda

2. Site Spaces
Diana site report:
Rooms/buildings available are exactly same as last year. Possible addition of the RC building, small white building on right hand side on the way down the hill to the moose lodge, if need be, Ryan would have to clear out the one room.
Same # of cabins available, but one extra lodge (l#6). Lodge #1 still off limits, as it is a staff lodge.
Number of beds increased in all lodges to min 26, most up to 32, still waiting for exact #’s from Ryan.

3. Wash Hut is CLOSED
Diana reports that the Wash Hut, typically used by cabin clusters is CLOSED due to renovations, that we can’t imagine will be finished before we get there.
Everyone will have to use the showers in the Lodges (there are 2 in each)

One suggestion from Emoeric on-list was to create a Carcass Wash – best place is near the Hand Wash Station, at the small green bathroom building just up from the Dining Hall.
As this year we are only there Friday & Saturday for setup, we wonder if there is enough energy to create outdoor carcass wash, as well as whether the effort is worth it, esp. if being built on Friday, would be up for only one day. It’s all dependant on a callout for volunteers & creation of said station by early FRIDAY. To be discussed at meeting.

4. Theme cabins report
All looking really good! Wiki page updated very dynamically as requests come in. Will separate & clarify what cabins still have open beds in the next few days.
2 lodges still available
2 cabins still available

5. Rangers Station/Peer Support/First Aid
All: discussed needs & past concerns.
Decision: all 3 pods to be in the Medical Building – to be referred to as Ranger’s HQ for all & on site map
New this year: Rangers HQ will be NON-PUBLIC for whole event. Only used for Rangers Station/Peer Support/First Aid AND scheduled workshops. IE NO PUBLIC ACCESS OR HANG-OUT!

6. Healing Centre / Massage Area
Space previously known as the “Healing Centre” will be created in the Dining Hall, as the whole section by the windows can be sectioned off with the existing accordion walls & decorated with fabrics, etc.
Massage tables & other healing type activities/workshops can take place there.

Jenny suggests we ask AllisOn if we can use the terminology “Adoration Station” for this new area!?

7. Recompleasure Dome
Discussion about possible locations and other options brainstormed. Only possible location for hot tub is same place as last year or in staff parking lot next to dining hall. Depends on structure being built, size & requirements.
Hoping to connect with Blue at Monday meeting to outline new ideas for the hot tub / shower / chill space / healing centre locations to all flow together. Since confirmed, Blue will be in attendance on Monday.

8. Man Burn & Fire Show
Man Burn happening on the beach, Fire Show on the field.

9. Lemuria Pyramids placement
Uber suggests 6 pyramids to be placed on the field in geometric circle, big enough to fit fire show PLUS all participants within circle. This will form a natural container for the activities to take place on the field & be really cool!
One possibility is to build the Man in the circle before transporting to waterfront, perhaps also good to place the Disaster Area propane effect in the same area. To be discussed at Recomp Org meeting or decided on site with pods involved.

10. Event pamphlet
Squish in contact with Emoeric & Kevin S. to pass on all needed info for pre & onsite pamphlet / communications.
Discussed possible format & squish suggests budget for proper pamphlet (reasonable size, not 20 pages long!) to be printed, ie 3 per cabin, 5 per lodge.
Suggested new custom map be created so that we can label the buildings with our own given names.
Noam to check with moose lodge pod to come up with cool theme-related name for that space.

11. Boundaries & Community Respect
Diana asks about communicating important community boundary & respect info. She will either do presentations during mealtimes or at the Talent Show, TBA. At Friday meals & in event pamphlet, we will communicate importance of attendance by all at talent show.
To be included in event pamphlet.

12. Event Safety & Eviction Rules
Uber shows the event pamphlet for Myschevia, North Texas Burn, which contains guidelines for participant responsibilities & consequences for any action deemed inappropriate. Outline possible reasons for eviction.
To be included in event pamphlet.

13. Event flow
Want to create a tighter schedule this year & keep things moving smoothly for Saturday night:

• opening circle will be inside the dining hall 9:00 pm - prompt

This cuts down on disruptions, allows people who want to be a part of an opening ceremony to be focused & present & contained.

• fire performance starts at 9:30 pm on the field
• burn starts s@ 10:00 pm at the waterfront
• DJs & party starts in the Moose Lodge shortly after burn

Notes:

• Callout for : drums & instruments for African Dance workshop, Fire Performance & Burn
• squish suggests adding to the schedule: Big tree walk – time TBA, way to encourage folks to get up there!

Meeting adjourned @ 8:45pm