Attendees: Lianne, Shannon, Gail D-V, Melonie, Marsha, Sheila, Kippy, Kathy,
Laurie, Barb and Colleen.
Karen McFadden collected the door prizes that were brought in – thanks Sheila,
Gail, and Melonie! Continue to bring yours (wrapped in “funny papers” preferred)
to the next meeting.
Sheila – has puzzles, games, etc. for the game table. She has a BINGO “get
acquainted” game. She has supplies so leaders could make pre-meeting get
acquainted games to take back to their troops (self-guided make-n-takes). Sheila
is working on graces – anyone have ideas for “fishy” tunes? Suggestion: Google
for GS fish graces (or cruise, boat, mermaid, etc.)
Shannon has secured all the folders for the check-in committee! Thanks to
everyone who helped get them purchased (with the limits imposed by the various
stores!) Shannon will (hopefully!) not be at the next meeting. (her baby is due
in 10 days) Update: Jaylen Christopher Richard Wright, Born Aug 30, 2009
3:13pm by C-Section, 7lbs 7oz & 21" long, Northside hospital. CONGRATULATIONS,
SHANNON!!
Marsha – has nothing new to report.
Barb – has emailed Melissa re: menus; she’s on vacation until Monday. Committee
made decision to charge $8 per meal this year. Barb hired out the unicorns on
the shirt - $20 setup fee (for the entire run) + $12. We found out Barb paid the
$12 each last year, so everyone that got a shirt owes Barb $12. If you want a
shirt this year (or a 2nd shirt), purchase a royal purple polo-type shirt (long
or short sleeved) yourself and provide it to Barb at the next meeting with $12
for the embroidery. She’ll be able to do the white names for us for free, but
her sewing machine couldn’t download the unicorn pattern for us after all.
Gail is doing the trainer gifts and will need final instructor count when
available. Committee members suggested that we NOT get trainer gifts (if we are
trainers also) to try to cut down on expenses.
Melonie has purchased 4 royal blue aprons for the Hostesses (now to be called
“Guest Services” – your personal concierge for the weekend!) and has given them
to Barb to be embroidered (when we do the shirts).
Lianne reported that financially, we are not in as good a shape as we have been
in previous years. This is at least in part due to the large number of
scholarships granted last year, “subsidized” cost of the weekend (we calculated
per person cost at $59 but only charged $55 due to the economy), and a bit
smaller turnout than in previous years. In past years, we have started the new
year with approximately $1000-$1200 in the bank; this year, we have only ~$400
in the bank. There were some late instructor reimbursement forms this year, and
we have paid some money towards this year’s expenses, but we’re still down a
good bit and will need registrations to start coming in before we can make too
many more expenditures. We will discuss budget/weekend cost at the end of the
meeting (see below).
We discussed the option of the committee going to camp Thursday night. Since
this will cost extra ($100), we discussed splitting the cost between the
committee members who are attending or not doing Thursday. Committee voted to
NOT spend Thursday night at camp this year; will reconsider for next year. We
can arrive as early as we’d like on Friday morning and thought that would be a
more “fiscally responsible” decision for now.
Weekend Retreat @ Becky’s house – we’ll discuss that in detail next month.
Weekend retreat will be 11/12 – 11/14 – mark your calendars!! Lisa Wust will
drive the van. Would be nice if Becky can come for that meeting, but we can also
possibly do a conference call. Meeting will be in Junior room, and there is a
plug for a speaker phone in there. Coleen will get speaker phone and we can dial
Becky in or have her call if she can’t make it.
Laurie reported that 2 adjustments were needed to registration:
• Trainers will be required to sign up for session A or B orientation class
Friday (will need flag on packet if they don’t sign up for one so they can be
handled individually) – class should take 15 mins.
• Should there be a separate instructor check-in?
• Offer a first-timer orientation class – 15 mins.? Should be scheduled between
early and late trainer orientation.
• Put a place to note on the registration form if this is their 1st time to
Misty Mountain/1st time at Mtn. Magic so we can recognize them?
Sub-committee decided to nix the mints (no food in cabins); will also hold off
on additional signs for this year do cut back on budget. See attached document
for her committee’s full report.
Kathy reported that participant check-out has enough envelopes. This year, we
will not purchase gifts for checkout. (In the past we have had the tea bags,
“Pixie” sticks, and the magnifying glass as a “gift” from the committee.) Sheila
has Sizzix/fish die cuts – we can include in packets. This would be great for
Scrapbookers!
Kippy reported on classes.
• Amy can’t do letterboxing this year
• Altoid tins – can’t get in touch with instructor
• Dianne hasn’t turned in Balloon class form – Kippy working with her.
• Adding riflery/archery
• Haven’t heard from Lori Laliberty-Carey
• Adding Simple Harmony for Leaders – Pat Callaway
• Sue Ottosen teaching but we don’t know what
• Outdoors & S’Mores is replacing Cabin Camping (Marie Wright has sent info)
• Lianne working on Bellydancer!
• Jennifer Johnston, our massage therapist, will be back this year!
Sheila is handling the council classes – she’ll complete the requested class
forms and submit to council (copy Lianne).
Diane wasn’t there, but provided a committee report for discussion. The
committee liked the suggested awards with a few suggested changes:
• Pearl in the Oyster – came out of her shell
• Beach is Back – delete this one (sounds mean)
We discussed the budget and came up with the following: The biggest expense for
the weekend is the food – 5 meals @ $8 each, plus $2 for hot chocolate/tea is
$42 of the $64 weekend cost. We agreed that this year, the planning committee
will pay $20 towards the cost of our food (instead of free as in years past). We
agreed on the following prices for 2010 (see the full
budget for details):
Weekend guests: $65
Friday night only: $45
Saturday night only: $50
Saturday day only (no overnight): $30
There will be a $10 discount for instructors and a $10 “late fee” added to the
above if registering after 11/25.
We did a final review of the Committee Roster,
Committee Descriptions, and
Timeline.
Our next meeting will be September 17th at 7PM at the VSC in the Junior Room.