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RECOMPRESSION MEETING MINUTES - Tuesday February 10th, 2004 |
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Tuesday February 10th, 2004 - Recompression meeting @ Delyse's Attendees: Mike (cabana boy), Loki, squishelle, Delyse Agenda 1. do we want Elphinstone? any other options? do we have time & energy? 2. decide on a date 3. proposal of a poll - squishelle 4. organizational discussion / callout. List what needs to be done on all levels. Prepare a call out to the entire community. 5. pricing of event / subsidy? 6. budget (rough estimate) 7. request budget to be approved at next Town Hall meeting - Diana 8. are kids allowed? - Lori ~~~~~~~~~~~~~~~~ 1. elphinstone? Got the go-ahead from Camp Elphinstone, and general feeling from last Town Hall is that we should go ahead with it there. Support has been positive on list as well, so we move ahead with planning. Once callout for participation is done, if there is not enuf response, then we can decide how to proceed from there, ie postpone event, or look for city venue. 2. decision on date It was voted on by those present that the April 3rd weekend was the best date with all known factors taken into account. - March 25th: too soon and not worth considering unless there was some special reason to consider it - none put forward (plus Mike Sullivan, our major burn builder, is away 'til end of March) - April 2nd: disadvantages: "Fools and Faeries" party on at the same time on the coast, and SaffronLee added that The Orange Party now although if they are not confirmed they might be able to consider another date?) - April 9th Easter weekend: advantages: longer weekend, extra nite but disadvantages: costs more money, family obligations will cut out other people (some key players already identified), Playacruizers fundraiser is happening the following weekend (they are a major Seattle group who come to our events) & as added by SaffronLee, long weekend = longer border & ferry waits. Squishelle to contact Elphinstone to make booking arrangements and to confirm. *****Update: Steve replied today that there was a little planning error at the camp, and a work weekend was planned for the 2nd and 3rd of April, BUT it may not be too late to stop the brochure printing, so he will get back to me asap to advise.We will know by early next week***** 3. proposal of a poll - squishelle Due to the preceeding discussion, it was deemed unnecessary and too time consuming to do a poll on dates. Other issues can be fielded though the lists. 4. organizational discussion / callout Here is the 1st draft of things that have been identified so far from our discussions. This is expected to change and have additions at subsequent meetings. Repeat - this is a work in progress. RECOMPRESSION!!! SIGN UP NOW!!! PARTICIPATE!!! LETS MAKE THIS HAPPEN!! WE NEED YOU!!! The following are ways in which you can get involved, we need volunteers to make the weekend happen. Join the list and identify what you can or would like to do. We are thinking of meeting every Wednesday until Recompression to organize and socialize. We will meet at Cafe deux Soleil (2096 Commercial Drive) at 7pm next Wednesday February 18th, and see how that venue works out. Bring your ideas, suggestions, enthusiasm, muscle and general support. You do not have to be organizing to come hang out with us on a Wednesday - we may just need cheering on! The following is the list of pods / tasks / areas to get involved in. Some people have already identified their desire to take lead roles, as indicated, but please respond with your area of interest, and be added to the team. Some pods / tasks still need leaders, so now's the time to participate! Post to the Recompression list to indicate what pod you'd like to join. Squishelle will keep updates on at http://recompression.com Elphinstone Organization Registration pod: Delyse & Michael - set up paypal into their account. - collect data from registration forms on spread sheet - coordinate collection of payment in person and paypal Information distribution pod: Squishelle - liaison with Elphinstone - make sure Recompression web page and registration form are up to date - create ride share forum (do it yourself system this year) - create & send mailouts to all lists - coordinate creation & distribution of flyers Sound & Music pod: Matt, (& Erik More?) - arrange for sound system for party - call out for DJ's and do line-up Main Dance Moose Hall Decoration/ Party pod: Delyse & Michael - coordinate clearing of the Moose Hall the day before the party - make sure fire is started as soon as we arrive and kept going - facilitate heating of Moose Hall - possible suggestion to use orange tarps to bring ceiling down - coordinate a plan for layout of Moose Hall - emodome, other installations, Dj table & sound system, Visuals, etc - potential renting of porta potties, if bathrooms not available (squishelle asking camp) - maintain supply of water to Moose Hall. The EmoDome can be put up in the main hall, but we need at least 6 robust committed people to put it up on saturday (3-4 hours) and take it down on Sunday (2 hours). Please identify if you want to help with this! We discussed not using the smaller building next to the Moose Hall, but instead create a chill space in the dining hall. What happens there is yet to be determined. Maybe just a ghetto blaster with some tunes. Then there will be the Healing room (first aid building) set up strictly for those who need total peace and quiet and / or support in their journey sat nite, ie sanctuary. Chill space pod: Mike - coordinate decoration of chill space in dining hall Spiritual Space pod: Susanne and Squishelle - coordinate decoration of spiritual / healing space, including altar, and safe sanctuary for Saturday nite Fire Safety / Performance pod: Lori and Natalie - coordinate fire performances - do callout for performers - coordinate fire safety workshops The Burn Event: Mike Sullivan and Loki - coordinate some kind of burn. Mike Sullivan returns from travels at the end of March, so it will depend on time & energy. Workshop pod: NEED LEAD VOLUNTEER - encourage participation and ideas for workshops - develop schedule and placement for workshops Art installations/performances/theme camps pod: NEED LEAD VOLUNTEER - coordinator & contact person for any placement or scheduling of art installations, performances, theme camps (outside of cabins) Theme Cabins pod: Delyse & Michael - cheerleading & facilitation of cabins for theme ‘camps’ and participation in the Friday nite cabin crawl. The idea here is that the cabins nearest to the main hall will be best placed for the cabin crawl on Friday night. Any group of people who would like to offer a theme/experience within their cabin for the Friday night crawl to contact the coordinator so that we can get an idea of how many cabins to reserve for the theme cabins. Friday Night Activities pod: NEED LEAD VOLUNTEER - activities in main hall Friday night could include: acoustic jam session, charades, skits / improv, board games??? - coordinate with Theme Cabin pod Greeting / arrival process pod: NEED LEAD VOLUNTEER - develop systems for arrival process & check-in - implement cabin sign up sheets - wristbands Leave no Trace pod: NEED LEAD VOLUNTEER - general site maintenance - LNT signs, directions needed, tiki torches, cigarette containers... - coordinate clean up, make sure things get done, and that we leave no trace! Security/First Aid pod: Loki - contact Rangers - organize walkie talkies - coordinate with camp's on-site First Aid person - identify first aid participants & post at Healing Centre 5. pricing of event / subsidy? Going on last year's prices of $28 / day, what we did last year was decrease the 3 day price to $80 & increase the Saturday nite only option by $7. Squishelle obtaining info from Elphinstone. - discussed possibility of increasing the full weekend package to $90 this year, so that ticket sales would pay for some of the costs and less money would be taken from the BMV community fund eg, 100 tickets will raise $600 towards the costs, 150 people will raise $900 towards costs. - discussed adapting Sat nite only package ($35) to not include dinner Saturday but instead include breakfast, as most people coming for party only could be expected to arrive after dinner. Need to talk this out further, as perhaps most people (ie seattlites, victoria peeps) would come midday, ie after lunch, and would prefer to have dinner... Last year, so many of us were sleeping at breakfast time that there was no shortage regardless. - discussed possibility of allocating $200 towards a subsidy fund, ideally to assist those in need who may not be able to come otherwise, those coming from further away with additional costs incurred due to driving/ferries. Distribution & criteria to be decided at the next meeting - One of many ideas could be --> first come first served, limit of $25 per person = 1st 8 people to ask for a subsidy get $25 off the $90 package. But we will talk about it some more and look at other options! 6. budget (rough estimate) POTENTIAL BUDGET (worse case scenario) $400 - Sound system (to be determined) $250 - Workshops (less than $100 claimed last year) $100 - Wood & Burn materials (squishy to ask camp if they have or can obtain & how much) $ 75 - Porta potties (squishy checking with camp) $200 - Subsidy fund (pending approval) $ 30 - on site supplies (signage, tiki fuel, etc) $ 50 - Promotional (flyers, photocopying) $1105 - TOTAL 7. request budget to be approved at next Town Hall meeting - Diana Diana asked for a rough budget estimate so that it can be voted on at the next community meeting. A town hall meeting has been added to the Burner Potluck happening at the Butchershop floor on Wednesday February 25th to discuss theses issues. 7-10pm, 195 east 26th avenue (just West of Main St.) 8. are kids allowed? - Lori - Agreed kids should be allowed, same as last year. The sentiment was that the parents would take full responsibility for their care and that they would expect no change in participants' behaviour due to kids being around, just like at BM. - Squishelle to verify what the age limit is at Elphinstone before they charge the daily fee of $28. 9. General Time table for weekend ...FRIDAY... - arrival morning onwards, set up cabins, settle in. - friday evening meal. - after dinner Jam session, acoustic, chill get together in the main hall. - theme cabin - cabin crawl. ...SATURDAY... - workshops - decorate Moose Hall / set up for party night - fire procession and performance and THE BURN! - party until dawn! ...SUNDAY... - breakfast - clean up - lunch and last goodbyes... |
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