JANUARY 7th – 9th, 2005

MEETING MINUTES

November 11, 2004

7:00 – 8:30 PM

Welcome and Introductions – In attendance were Lianne Griffin, Kippy Shea, Terry Otto, Laurie Hackworth, Evonne Blythers, and Mary Bryant.

Where we are Today… We are currently on schedule!  Stuffing party on 10/25 was a success, and Terry gave to all SUDs at November neighborhood meetings.  Registration forms/Health History Forms were distributed at November SU meetings and staff registrations are already coming in.  Reminder that Staff “Early Bird” discount expires 11/15!

Review Project Timeline – reviewed timeline (attached).

Core Team/Committee Reports

• Registration/Admin – Registration fliers complete and distributed. Lianne building 2005 database and will start registering campers as registration forms come in.  Planning committee stressed that eating locations on way to camp be included in confirmation letter (not many eating places once you leave I-75).
• Check-in – Kippy reported that her committee has established check-in stations as follows:  Step 1 – Head shots (turn in health history forms here); if forgot HHF, go Backstage to complete.  Step 2 – Pick up script (get check-in folder and swap necklace).  Step 3 – Dressing Rooms (cabin check-in). Step 4 – go see the Director (turn in class $$/resolve problems).  Marsha got Kippy colored paper for the kaper charts.  Group discussed camp rules (must be included in check-in packets). Includes information for smokers (need clarification on where campers may smoke and that they are responsible for cleaning up after themselves); also, no alcohol or pets.  The Check-In committee will meet at Kippy’s house on 12/29 7:00PM for packet stuffing.  Gail confirmed via email that her troop will make the swap necklaces.
• Check-out – no report.
• Entertainment – Terry advised that there will be sign-up on Friday and Saturday for the talent show/karaoke on Saturday night.  Also, show movie Friday and Saturday evenings? Lianne can provide DVD and projector screen like last year.  Diana Snyder suggested (via email) that the committee make a CD to play during meals, etc. with everyone’s favorite “star” song on it.  She can make the CD (her ex has Limewire or whatever it is where you can download music).  Have the committee email their favorite song? Or, can we have a place on the website where participants and planning committee can post their favorite songs? Ask Marie Lott.  Include in confirmation email to participants.  Also looking at having a “Walk of Stars” as you walk towards the dining hall.  Also, can we use stars for bunk signs? Kippy liked idea.
• Decorations – Reviewed artwork submitted by Diana Snyder – looks great!!  Diana has started negotiations for patch this year and asked committee to pick patch design. Committee thought that a combination of 3 artworks would be best – use DCNR 2005 lights as center, with the marquis looking lights around outside edge and say “You’re a Star with DCNR 2005” in center.
• Meals/Snacks –Menus have been finalized (same as last year); Terry to email menu to Marie to post to website.  Gail will coordinate snack table at weekend. We’ll use the same verbiage as last year for the snack note (i.e., bring snack to share and consider healthy alternative snacks). Lianne confirmed that the committee could purchase plates, napkins and tablecloth for table.
• Workshops/Trainers

Workshops – most classes/instructors have been finalized – hooray!  Still need instructor for Nighttime Fun and Conversational Spanish. 

• Door Prizes/Gifts – Gail has secured some door prizes.
• First Aid Team – no change.
• Publicity – Terry attended upcoming Neighborhood meetings (10/26, 11/1, 11/2, and 11/4) to distribute fliers and promote event with SUDs.  Additionally, Gail made copies and shared with leaders at her SU meeting on 11/11 (she has 17 troops in her SU).  “Outsiders” are welcome, but we are not “officially” advertising outside of DCNR with registration fliers.  Lianne to send Terry our “Save the Date” fliers to share with the Program Specialists in the other areas; we’ll also make registration forms available on our website for download by “outsiders.” 
• Website – be sure to check  www.3leaves.org/dcnr2005 often for updates! Kippy will email health history form to Marie to post on web. Also, Terry to email menu to Marie and Marie to post menu for weekend on web so those with special dietary needs can plan accordingly.

ACTION ITEMS:

• Lianne to email Bebe to ask for GS Folders again (Bebe was checking but hasn’t responded).

Closing – Our next get-together will be our regular Planning Committee meeting on the 2^nd Thursday of each month, 7-8:30 PM at the VSC (12/9).

UPCOMING MEETINGS:

12/9 – 7:00-8:30 PM Regular team meeting VSC, Senior Room

12/26 – 2:00 PM – camper confirmation letter stuffing at Lianne’s house

12/29 – 7:00 PM – check-in packet stuffing at Kippy’s house