MOUNTAIN MAGIC LEADER WEEKEND

MEETING MINUTES

October 23, 2008 - 7:00 – 9:00 PM

  

Attendees: Lianne, Gail Q., Karen McF., Melonie, Gail D-V, Laura Jo, Barb, Shannon, Marie, Marsha, Carol, and Kippy.

COMMITTEE REPORTS:

Registration/Admin – Registration forms are ready and were distributed to the planning committee earlier today. The team had some minor changes; Lianne to update and distribute by Friday. Instead of making hard copies to distribute to SUDs, we will transmit via email distribution lists. SUDs can print out or post to their SU websites for folks to download themselves. Marie recommended we make a zillion copies of the Save-the-Date flyer for distribution to troops once we have the updated registration info on it. Our current Save-the-Date flyer can be quickly updated with "registration packets now online!" and this year's class listings. Marie to update next week.

Website – website is www.3leaves.org/mm2009. Need to change council references from Northwest Georgia to Greater Atlanta. Marie will post the registration form and full class listing on our website as soon as we have the NEW final version. She will also enable online fee payments (should be complete by Tues. PM).

Decorations – No updates to report.

Participant Check-In – Shannon looked at Sam’s (Avery box 50 for $22.86), Office Max, etc. for new nametags. They were cheapest at Sam’s. She can get 150 for under $75. Shannon to get 150 nametags.

Unit Set-up – Laurie still needs to get with Gail Draper-Vaughn re: the plastic yard signs (realtor sign size) – they are $15 for printing on each side and comes with the metal frame. Gail DV brought fliers with info on the sign company.

Participant Check-Out – Kathy is ordering magnifying glasses as check-out gift. Oriental Trading has 5.25" 4x magnification $4.99/10. We decided on the larger ones (has clear handle, we’ll add MM2009 and date). We already have envelopes for checkout. Kathy will be ordering the magnifying glasses when she gets back from Indiana. Marie to make a ½ sheet flyer to put in checkout packets to have participants upload their photos to our online photo album.

Unit Check-Out – Kathy to bring one more bucket; Marsha to bring non-latex gloves to Shannon to complete the cleaning buckets.

Entertainment – The entertainment committee has decided to have a mystery theatre for Saturday evening entertainment. What does that mean? Participants are encouraged to form small groups by Service Unit or any other group to perform a 3-5 minute skit on their favorite mystery. The audience will have the opportunity to guess what mystery is being portrayed and then of course at the end vote on their favorite skit. Costumes are strongly encouraged. They may also incorporate music in a CD format. If you could imagine this could range from Scooby Doo to Sherlock Holmes, Nancy Drew, etc.

Puzzles, Games, & Activities Chair – Nothing new to report this week.

Meals/Snacks – the new Camp Director has arrived! Barb to get with her re: meal choices and will present to committee next meeting.

Workshops/Trainers – Sheila discovered some "Very Interesting" info while talking to Dee Komro, TUA of Outdoors Council classes. The UP Side of the conversation is that Dee is going to teach "Fun In the Outdoors", a 3 hour council class that participants will get credit for. Sheila filled out the requested classes forms and sent them to Mary Kottkamp. (Are we missing Peer Proofing?) All classes that we can have at MM2009 are filled with Council Trainers. Now, the DOWN side. - We are unable to do the Beginning Backpacking, Campfire Gourmet and Deluxe Box Ovens. She said that if you have folks that would like to put something together, that's not a problem, but no one would be able to get Council Credit. Her reasons are:

Backpacking: now has an 8 hour training trip attached to the 3 hour class

Campfire Gourmet: Is a 4.5 hr class and based on her personal experience and also talking with other trainers who have taught this class in January, it is too cold to stay out that long and please encourage leaders to take this thru the council. It is offered a lot during the Spring.

Deluxe Box Ovens - it is too much stuff to bring, the weather usually isn't nice, and as TUA, she said to call Peggy Foden or Mary Scanavino, if they can't do it, it can't be done.

Door Prizes – Karen needs folks to save the funny papers to wrap the door prizes. If anyone has additional door prizes, bring them too.

Trainer Gifts – Gail Draper-Vaughn will get enough gifts for all the trainers plus 6 extras for camp staff (Ranger LaMott, Gloria Driggers, 2 kitchen, Candace replacement, Jill Allison?).

Photography/Historian – Marie got it set up so that photos can be posted from prior years' events. Committee members can get the details on uploading photos here (in our password protected area).

First Aid Team - Next meeting, Jeanne will bring the walkie-talkie codes for review.

Camper Recognitions – Nothing new to report.

Publicity – Jeanne has provided Stephanie Bergh (she manages the council website) the information to add our weekend to the website like Marie had suggested. She has also sent information to all of the service units in the north counties. Jeanne will distribute information; we just need to let her know what we want and who we want it to go to and she will make it happen. This year may be a little different because of the new areas so again, so she will be more than happy to distribute the information. It is a little easier if it is an electronic document but she can work with either.

Planning Committee Fall Retreat Chairman – Jeanne has reserved the van for the retreat at Becky's house. Jeanne doesn’t know what time we need to be to Becky's but she couldn't imagine leaving the office prior to 5:30pm on that Friday. So if we leave at 5:30pm from the office Jeanne will also make a stop at the Taco Bell off of Howell Mill Road at 6:00pm to pick up anyone that would rather meet there (this is where Jeanne picked up Frances and Carol last year). Lianne will get directions again. We need a list of who plans to ride; if we need to adjust the schedule, there is no problem with that – we just need to let Jeanne know. Kathy won’t be able to attend as she has a conflict. Lianne to send out email to confirm who will be coming, when, who’ll ride in the van, etc. The group was good with Lianne working with Becky to come up with a menu for the weekend. We have budgeted $15 for the 4 meals (we’ll do dinner on our own Friday; we’ll cook Sat. B/L/D and Sun. B at Becky’s house).

Planning Committee Shirts:

Barb has an embroidery sewing machine, but she’s having computer-to-embroidery-machine glitches right now. She is trying to download the artwork for our "staff" shirts – we liked the idea of golf type shirts. Committee liked the idea of royal blue, dark purple or dark teal/turquoise as options. Folks would buy their own shirts with choice of long or short sleeves. Barb to get pricing for next meeting.

Our next regular committee meeting will be Thursday Nov 20th at 7:00 PM at the VSC – Junior Room.