Planning/Minutes/2012-03-20

Agenda:

• MK visit recap, site review (cf Russ' email)
• Jasper: Internet
• Martin: commerce recap
• Start building teams
• Addendum: MK notes

MK Visit

Today's visit by Mark, Jonty, Russ, Jasper, Adrian

Summary:

• Mailing list thread: Milton Keynes Status
• We have venue confirmation. More paperwork to come. Managed by the Milton Keynes Parks Trust (MKPT)
• Everyone's in a great mood now. Jonty is exhausted.
• Jonty will share photos
• Russ to email list and tweet to announce date
• Russ will also produce a map

Terrain

Location:

• Ordnance Survey Reference for one of the M1 bridges: SP 885 413
• TODO: geo coordinates, links to Google Earth, maps
• Details should be shared at Location

Notes:

• The camp site is surprisingly large
• M1 traffic louder than expected, but volume drops off quickly
• Excellent bridges underneath M1; need to find owners.
  • Surprisingly quiet underneath, but occasional bassy rumbles.
  • Gravel ground. Some of it would need to be cleared.
• Massive open unused fields on the other side of the M1; should identify owners, maybe we can use some of it
• Lake is a nature reserve: no swimming/boats
  • Nearby lake: details unclear
  • An "abnormal flood" may lead to the lake overflowing ("unlikely 80-year scenario"); the camp site is on a flood plane
  • More likely: ground will be damp/soggy
• Massive campfire site nearby
• As mentioned: nearby unused helipad
• MKPT is concerned about the lasting effects of events; need to plan carefully.

Parking, Caravans

• Will need to figure out parking. No more than 100 cars will be able to park easily.
• 2-3 parking sites
  • On at least one of these (for 30-40 cars) the council doesn't charge
  • There's a P&R near Pineham
• One potential space on the other side of the bridge; would require groundworks
• Can we make a caravan/camper area? probably won't have the space. Tbd.
• The camp site won't accommodate cars; that would damage the grass
• We definitely will charge an additional vehicle cost. Space is too limited.
  • Also note that MK is probably the most train-accessible area in the country.

Logistics

• Found a power box in field (Jasper has all the details)
  • Mailing list thread: Power On Site
  • Should ask Benny to figure out if we can set it up to reduce dependency on generators
• Jasper trying to estimate tent density
  • Mailing list thread: Tent Density
• Contact for "environmental health": Gillian Clark
• Contact for toilets: Site Plant Services
• Are we still planning to build a bridge? Probably too expensive, and building ourselves too risky
  • Jasper to research cost

Licensing

• Contact: Ed Fisher
• It was pointed out to us: unlikely we'll get a late license
  • For amplified music, alcohol sales after ~11:30
  • We'll have to enforce this (Russ/the company is liable)
  • Rule: if we can hear your music on the camp site after 11:00pm you need to turn it off
• Russ will apply early and get a first opinion

MK BMX Club (?)

• BMX track will be used on Sunday
• Paul will get in touch! There's a website (Is it this one? mkbmx.com)
• For now just early contact
• What are their parking requirements?
• Should also visit them on a Sunday to check them out and meet the team

Barrel Bikers

• They run an event at the same site
• Paul will get in touch! There's a website (Is it this one? barrelbikers.co.uk)
• For now just early contact

Internet

Jasper.

• Still ongoing search for best uplink
• We may be able to run fiber from local residential area (we traced the route; feasible)
• Possibly link via church; need to contact (likely infeasible)
• Etc. See

Commerce

• Martind's research summary at Commerce
• No urgent decisions needed

Teams

Let's start making a list of teams we need, and fill them. But also want to open it up slowly.

• Suggestion: let's pick three top priorities now and form new teams around them; then repeat
• Our general approach to this is by iteration: deal with problems as they come, and shape teams accordingly
  • We will try hard not to be too rigid
• Note that we're building this on a trust system; we'll have to get to know you before we let you take on large responsibilities

Expectations of each team:

• Stay in touch. Document your plans on the wiki, participate in mailing list discussions.
• Certain teams *need* to be present at our physical planning meetings (via a representative.)
• More details tbd.

Existing teams:

• Internet (Jasper)
• Site Planning (Russ)
  • Camp layout, maps, etc

New teams:

• Power (ask Benny to coordinate; or Mark)
• Sanitation (Martin/crypt)
  • Toilets etc
• Fencing (open slot, looking for volunteers)
  • Need to remove an existing fence, possibly build new fences.

Next Steps

• Russ: announce date
• Russ: make & publish a map of the site
• Jonty: post site photos
• Jonty: chase sponsorship contacts
• Russ: contact Brown for logo
• Paul: contact Barrel Bikers and MK BMX Club
• Russ: apply for license
• Jasper: research cost of building a bridge
• Benny:
  • Interested in starting the "Power" team?
  • Research power box in field (once you're back in the country. Speak to Jasper for details)
• Martin/crypt to kick off toilet rental search
• Open slot: fencing team coordinator. Someone needs to announce that on list (possibly Mark/Jonty/Russ since they have the details.)

Addendum: MK Notes

(Written by Mark/Jonty/Russ on the train. This is just included for reference.)

Visit again:

• on a Sunday (BMXers access/parking requirements) - possibly email too
• when there's south wind (possible sewage smells)
• Rain (under mway, river capacity, sogginess), ideally sustained

Range finder for arch dimensions
Can we put stuff under bridges? Is it Highways Agency?
Vehicle - landrover/tractor
Metal flooring
Fencing costs and minimum area
Car park email, recce other park
Off licence requirements, fencing
Bridge near car park costs, etc

Council - masts, location limits (road?)
Prices for everything
Add to list:
Minibuses
Barrels
Firewood

Email list/twitter keep date free

Site map, size per person
Gennie location

Barbed wire fence - what to do, add to list of time requirements

Organise trip to Bletchley (separate from camp)

Set up villages
East field might be laid out - fences, power, non-security fences

Ditch pump for entrance ditch

Jasper to contact the church - unlikely to work
Don't warn neighbours

Power box in field - reactivate
Ask them about roadside cabinet