MOUNTAIN MAGIC LEADER WEEKEND

MEETING MINUTES

June 17, 2010 - 7:00 – 9:00 PM

Attendees

Lianne Griffin, Marie Lott, Barb Osment, Colleen Gerrior, Mary Kottkamp, Marie Wright, Shannon Glapion, Gail Draper-Vaughn.

Miscellaneous Info

The meeting this month was held by conference call. If you were unable to participate, you can listen to the recorded call: Playback Number: (712) 775-7399, Access Code: 228885#

Business Agenda

1.          Review May/June/July timeline tasks

These tasks should be completed in JUNE:

•           Develop 1st draft registration flyers.

Lianne has first draft of weekend details updated with 2011 event info; currently incorporating final changes to event.  We will offer a “weekend event/no lodging” option for locals and others who wish to come to the event but stay overnight elsewhere.  We will also offer the Farmhouse as an option to a Service Unit who would like to combine a SU camporee with the event.  We can set this where the SU reserves the Farmhouse through Melinda Wyatt just like they would troop camping or through the committee. Disadvantage to doing this through the committee is that we would be responsible for checking that unit out also, but would be easier to track/control camper registrations if they came in together. We discussed whether there would be meal tickets for all meals or just some – would be a hassle to know which meals were or were not included?  Other events that provide meals don’t offer discounts if meals are not eaten, so we think maybe we should include meals in cost and they can choose to not eat them.  Shannon recommended that Lianne and Jeanne still have talk with Crossbridge SU key players (Liz Stewart and Evonne Blythers) to present the idea. Lianne to schedule meeting with them in next couple of weeks. **update – Lianne sent email to Liz and Evonne asking to meet next week for coffee if possible**

•           Continue establishing classes/trainers.

Lianne went back through the feedback forms from last year’s event and compiled a spreadsheet of all potential classes.  This draft was sent out to the committee just prior to the meeting.  Lianne will be working to confirm instructors over the next two weeks. Let Lianne know if you know of any other classes we may want to offer. 

•           Committee chairs present draft committee weekend timelines.

Defer – Need committee chairs to send to Lianne before next meeting!

•           Finalize high-level committee budgets

Defer – send Lianne your budget needs before next meeting; see attached budget.

 •           Finalize menu choices with camp staff

See sub-committee report below.

•           Confirm Badge & Sash participation for weekend

Lianne talked with Mary Forbes in the Badge and Sash. We requested that a "mobile" Badge & Sash store come for Saturday and advised that we expect ~150 participants.  Mary Forbes sent the following:

A scheduled shopping time would probably work best for everyone. 15 minute breaks do not offer very much time to shop. With 100-150 people I strongly suggest that you schedule at least 1 hour shopping slots then folks will have time to shop and not cut class. Considering we will have to travel to Misty Saturday morning and leave that afternoon I suggest that shopping time should be 10:00-3:00 with each group given the opportunity to rotate thru the store, that gives us time to travel.

Lianne suggested that we try to do this around the lunch hour and set up “wide game style” with ¼ of the folks rotating through the various stations.  We discussed possible stations could be Badge & Sash, SWAPS, Marketplace, and age-level round table discussions. Times would be assigned for Badge & Sash (by unit), but folks could rotate through the other 3 stations at will. We previously had 3 1.5-hour classes Saturday afternoon, plus a 3-hour class; this could be shortened to just the 2 1.5-hour classes and 3 hour class, and take back the other 1.5 hour class for rotations. (We had previously implemented 3 classes in the afternoon when we went to just 1 class on Sunday, but if we add classes back on Sunday, we could afford to give up that time slot.) We would also not offer the hour of Marketplace prior to dinner any longer.  We discussed that B&S might not have what folks needed, and thought that we could possibly facilitate pre-orders so the B&S would bring what folks specifically wanted in addition to generic handbooks, adult uniforms, gift items, etc.  Example, if a leader wanted 20 of a certain badge or some girl uniform parts, they would pre-order those items and the B&S would have that order ready for pickup.  Lianne will begin working on schedule to see how this would all lay out.

 2.         Discuss planning committee responsibilities/descriptions

See sub-committee reports below.

 3.         Sub-committee reports

Registration – Marie W – Marie has database from Lianne and is getting the information set up for 2011. Can’t do much until classes and schedule are finalized.

 Participant Check-In – Shannon – Participant check-in folks should arrive at weekend 45 minutes before campers arrive. Lianne questioned if this would be long enough to have everything all set up? Need tables, signs, etc. Shannon thought maybe an hour would be better.  Next month, she will have a list of all of the folders (colors) needed for check-in and will get volunteers committed to make purchases when they go on sale (there were issues last year with how many folders could be purchased at the one cent deal).  Shannon needs $15 in budget for folders and $2 per person for the patch.

 Camp/Unit Set-up – Laurie – need update

 Check-Out – Jeanne – need update

 Entertainment – Sheila & Cheryl– need update

 Decorations – Frances & Carol – need update

 Meals/Snacks – Mary K

Mary K was able to reach Melissa Garza about possible menus.  See attached menu options from camp

 Barb suggested that Mary K talk to Mary in the kitchen, not just Melissa, as she may be able to get some better options.  Mary the cook told Barb she might be able to offer some new choices, such as breakfast burritos, a French toast casserole, fajitas for dinner, etc. Mary K. will also confirm cost for 2011 – will it be $7 or $8 per meal?

 Workshops/ Trainers/Instructor Liaison – Lianne

See notes above regarding classes.

 Door Prizes – Gail DV

Gail is working on getting quality door prizes (vs. quantity). She is currently working with Wal-Mart and others for donations. No budget required.

Trainer Gifts – Karen M – need update

Photographer/Historian – Kippy – need update

First Aid Team – Marsha – need update

Publicity – Gail Q

Marie made preliminary “save the date” event flyer. It is posted on the website under the planning committee news. Please take a look - http://www.3leaves.org/mm2011/MtnMagic2011flyer.pdf and provide feedback/comments.

Colleen advised that Debbie Childress is having a SUD training this weekend. Colleen to reach out to Debbie and encourage her to recruit volunteers (see “help wanted” above) and to let them know about the weekend and get them to “sell” the event to their Service Units.

Colleen also advised that there will be a council-wide SU Team Workshop at the Mableton VSC on Saturday 8/7/10.  The event is open to the SUD and 4 members of her team (annual fund chair, TO, Registrar, Event Planner, etc.)  Check-in begins at 8:30 AM; the session runs from 9AM – 5PM and will include presentations about the new Journeys by GSUSA and all-day workshops for both “newbies” and experienced team members. They will be utilizing the camp as well as the VSC. The event will be limited to 250 people.  We can put an informational flyer in their packets; we can also set up a display table (manned or not).  The committee loved the idea!  The flyer will need to be finalized by mid-July.  At our next meeting, we will determine shift sign-ups for a display table, which will include scrapbooks from previous years and possibly a display board and something to feature the new theme. We will make the display board at our next meeting.

Website – Marie L

See “save the date” flyer above. Also, if anyone has anything to post on the web, please send to Marie.

Planning Committee Fall Retreat Chairman – Becky? – need update

We still need confirmation that Becky will again be our fall retreat chairperson. Do we have any

Possible dates identified yet? Also, there is now someone renting the apartment from Becky; will that adversely impact us coming for the retreat? Lianne to reach out to Becky and get input.

Guest Services - Melonie– need update

North Counties Advocate - ??? TBD

We still need a Northern Counties liaison.  Diane Helton was previously suggested. Lianne reached out to her, and Diane agreed to look over our registration packet from last year and provide input, but cannot be on the committee (she works on Thursday nights).  She also advised that a lot of the north county folks participate in an area-wide food collection service project in January and that this might conflict. (Not sure how many counties/areas that impacts.)  Lianne to send Colleen a “help wanted” email to go out to all of the North Counties Membership Specialists to be shared with volunteers. **update – Lianne sent Colleen the “help wanted” email for distribution to Membership Specialists:

            Anita Stewart               Murry/Whitfield

            Debbie Childress          Floyd/Gordon

            Colleen Gerrior             Cherokee/Bartow

            Dianne Wilson               Fannin/Gilmer/Pickens

Council Liaison – Colleen Gerrior

Colleen let us know about the SU Team Workshop on 8/7.  She will also coordinate background checks for any volunteer who have not been registered >1 year or new volunteers (volunteers pre-2001 may not have had background check, but if continuous volunteer since then, “grandfathered” in). Will need to do new registration checks on Oct. 1 for planning committee and for participants and trainers as they register.

Reminder - these tasks should be completed in JULY (before our next committee meeting):

·         Classes and trainers finalized.

·         Entertainment committee to finalize framework for weekend events.

·         Council requested class requisition forms submitted to council.

·         Publicity to provide save the date info to membership specialists for inclusion in area newsletters.

·         Committee chairs present draft committee weekend timelines.

·         Finalize high-level committee budgets

Our next meeting will be on 7/15/10 at 7PM at Moe’s in Loehmann’s Plaza (N. Druid Hills at Briarcliff Rd.)  **update – we may need to find a different location that has speakerphone capabilities in addition to face-to-face options to accommodate those that can’t be at the meeting in person; Lianne to investigate**  See you next month!!