MOUNTAIN MAGIC LEADER WEEKEND MEETING MINUTES June 19, 2008 - 7:00 – 9:00 PM

Attendees: Lianne, Barb, Kippy, Carol, Frances, Kathy S., Shannon, Marie, Karen McF., Diane

Committee chairs – please review the committee descriptions (draft attached) and bring changes to next meeting (or submit to Lianne via email).  Also need the committee chairs to document activities/tasks on your committee so these can be handed off to future chairpersons.

Lianne to send budget from last year to committee ; next meeting, committee chairs to bring budgets wanted for 2009 so we can finalize our budget/camp fees for this season.  Now is the time to request changes to the budget!  We currently have over $1000 in the bank, plus we have some in our ProPay account, so we have some flexibility, especially for “one time” expenses (example, “permanent” directional signs).

Lianne asked that the committee chairs OWN their committee actions and try to work committee business outside of our monthly team meetings. We would like committee chairs to “report out” at the monthly meetings, bringing options and recommendations to the meetings going forward. 

Website – not yet set up, but it will be up this month. URL will be www.3leaves.org/mm2009. 

Decorations – Curtains will be black with thumbprints/handprints. Frances wants to put participant thumbprints on nametags instead of clipart?  She has already obtained crime scene tape and magnifying glasses. A CSI Lab will be set up. Will put outline of Misty on the ground (like in the murder scenes).

Camper Recognitions – Diane can get flashlights with magnifying glasses and get them with “Mountain Magic” imprinted on it. We could also use this as a welcome gift for all campers. Team liked the idea. Diane to get pricing/minimums for next meeting.

First Aid Team – team would like Marsha to create emergency procedures worksheet (in Planning SU & Cluster Events packets) and present at next committee meeting.

Photography/Historian – Need to investigate the cost of a card reader for cameras to download photos taken throughout the weekend?  Need committee members to bring pictures from previous years’ events (on CD or flash drive) to next meeting.

Barb has an embroidery sewing machine. She will look into the possibility of doing embroidery for “staff” shirts – we liked the idea of golf type shirts.

Lianne to send poll out for weekend retreat.

Our next regular committee meeting will be Thursday June 19 at 7:00 PM at the VSC.