MOUNTAIN MAGIC LEADER WEEKEND - MEETING MINUTES
Dec. 15, 2011 7-11 PM- at Lianne's

Attendees: Barb Osment, Cheryl Marko, Diane Loupe, Karen McFadden, Kippy Shea, Laurie Hackworth, Lianne Griffin, Marie Lott, Marie Wright, Mary Kottkamp, Melonie Luxbacher, Rose Lowe, Sheila Mills

Timeline Review:

• DEC – Order patches 1^st of Dec. Second email to class instructors with preliminary “final” class counts on 12/15. Register campers as forms come in; email confirmations sent w/in 2 wks of registration. Council staff to continue to verify all participants are registered GS. Email participant confirmation packets sent NLT 12/15 – participants must request class changes, corrections, etc. NLT 12/30. FINAL class counts provided to instructors on 12/30 (class reimbursement max budget will be based on this number).

• JAN - Provide Camp Director # of vegetarian meals needed & food allergies & final meal counts. Door prize donations finalized; trainer gifts purchased, all committee work finalized. Broadcast reminder email to all participants (ensure you have your class supplies, packing list, etc.) on 1/5/12. Have first-timer conference call (recorded) on 1/5/12 to answer last minute questions. Participant check-in stuffing on Thursday 1/12/12.
  SUCCESSFUL EVENT HELD!! Pick theme for 2013 based on votes at event. Develop verbiage to be sent in final email to participants.

Setup folks need to arrive at camp by noon; all others should plan to plan to arrive by 2 PM if at all possible (remember, check-in starts at 4 PM!!)

We will have a special Community Service project this year – personal hygiene kits for the benefit of Stand Up for Kids; Lianne to update packing list, add special flyer re: the community service project for inclusion in reminder confirmation email (2nd confirmation email will be sent 12/30).

Committee Reports

• Unit Check-in/Camp Setup (Kippy) – Kippy needs to recharge the batteries for the solar lamps; several committee members have chargers (Karen, Sheila, Barb?, Marie L) and will bring the chargers to the next meeting for Kippy (she will return the chargers at the weekend). Marie W. to print bed labels on business card stock and bring to meeting on 1/12/12 (there may be changes that will have to be made for last-minute changes).

• Entertainment (Sheila Mills) – Kippy to make song booklets in min. 12 font (150 copies). We will be printing the songs for the sing-along on transparencies. Karen and Melonie will each bring one overhead projector; Marie W will bring 2 screens. Songbooks are in progress, 80% complete.
  Scouts Own on Sunday will be right after breakfast; Becky will be leading. Closing ceremony will be held after lunch Sunday. Sheila has the Opening Ceremony introductions completed and will share at the stuffing party. She also has the jeopardy game completed.

• Website (Marie Lott) – website has been updated to reflect that the weekend accommodations are full; waitlist options have been posted to the website. Everything went very smoothly with online payments, etc.

• Check-Out (Marie L, Shannon, Karen) – Cabins have now been assigned; the check-out committee is refining the checkout procedures. A call is in to the camp ranger regarding kapers for the weekend. Simplified kapers will be launched, and the new process will be documented. Marie L will get with the unit leads regarding new procedures. Sunday, checkout packets will be assembled that include patch and instructor gifts/reimbursements. Karen is working on the cleaning buckets (Jeanne has them?). Leads noted in bold below.

Farmhouse - Shannon (needs help from Barb/Kippy)

CG –Diane, Rose

TR –Karen, Jeanne

SCC –Marie (Lianne, Melonie, Ann, Cheryl)

BGB – Frances, Laurie, Becky, Carol

EH – Marie W, Kathy, Sheila, Marsha, Mary K

• Publicity (Barb Osment) – Reminder - If you want a shirt (or other clothing item) embroidered, send the item to Barb ASAP. (Ann gave Lianne a vest to be embroidered @ Becky’s; Lianne to give to Barb). Barb is having issues with the hardware for the embroidery machine. As backup, can always get them embroidered where she had them done last time.

• Camper Recognitions/Door Prizes (Diane) – Diane has the whistles and brought copies of the camper recognitions and certificates (they are antique looking for 100^th year). Door prizes will be collected at registration (everyone that wants to participate should turn in a wrapped gift and if you bring a gift, you will get to take one home). Gifts should be <$10 and wrapped. (Note: this info needs to be added to the packing list and we also need a blurb for the 2^nd confirmation email and website – Lianne to provide.)

• Admin (Lianne) – Lianne brought charm/bracelets to the meeting!! The following were distributed: Marie W, Diane, Ann, Rose – Misty; Ann – bracelet (with balls) – sent via Cheryl Marko. If you are missing any other charms/bracelet, let Lianne know. We discussed ribbons for nametags. The “in stock” ribbons that are 4”x 1 5/8” horizontal are $.25 for 1, or $.20 each for 100. Everyone liked the following ribbons: first time attendee (37 colors avail), instructor (white), # years attended (milestones - 5+ (teal), 10+ (black) years), Life Member (tbd). Lianne to order by Jan. 1 (1 week turnaround for in-stock ribbons).

• Participant Check-In (Cheryl) – check-in stations will be as follows: health forms (Marsha); instructor check-in (Kathy); participant check-in (Ann/Cheryl); Registration issues (Marie W); payment (Lianne/Barb); newbies (Melonie); ribbons (Rose); door prizes (Diane); snack table/freebie table (Laurie). Lianne to update the check-in packet welcome letter and overall evaluation and send to Cheryl and Karen respectively to print (175 copies).

• Decorations (Frances/Carol) – Juliette Gordon Low banner order has been placed and paid for.

• Meals (Kathy Stephan) – Kathy still needs to get the bowls that Moe's is going to donate; her local Publix donated some small plates for the snack table. As far as she knows, the meals are good to go. Action Item: need Kathy to confirm that the cake on Saturday night will be a large sheet cake (not precut); can we get a “100” candle for the top? It will be “presented” at the sing-along and then cut/served. HFH donated napkins. (Kathy is the lunch coordinator for the Greene Co HFH home build) and they had more than they could ever use for this build. Kathy got cocktail size napkins. She will bring extra-large bowls in case we have snacks come in that is better served in a bowl like fruit than in a bag or box. Lianne will be bringing a microwave. The snack table should be good to go except for getting the bowls. No additional updates?

• Trainers/Classes (Mary) – Marie W has sent the final council class names/counts to Katie Bower – there are 8 council classes. (Marie to send copies of the list to Sheila and Mary). Katie has started packing the boxes (we don’t need the Ceremonies box, but we do need Outdoors & S’mores, Songs & Games, Hunger 101 boxes). Mary K to pick up all council class materials and bring to camp.

• Historian (Rose Lowe) – Rose is going to make a traditional 12x12 album. Rose has selected a purple album cover. Kippy and Lianne to bring cameras (3 total) with batteries and backup battery chargers.

• Trainer Gifts (Karen) – there are 51 total trainers (no male instructors this year); includes camp staff.

• Guest Services (Melonie) – There are 52 1^st time attendees this year, so Melonie and her committee are ready to meet and greet!

• Weekend Ops Coordinator (Laurie) – Becky will be handling the sodas this year. Lianne to bring 2 coolers; Barb (confirm?) to bring 3^rd cooler. If anyone sees sodas on sale (<$3.50/12 pack), text Laurie @ 404-786-9782 (per Marie W, Publix has them on sale now for buy 3 for $12, get one free so $3/12 pack).

• Registration (Marie W) – There are 171 people registered, including all instructors & participants. 160 are staying on-site. We have 10 people in cots (Echo Hill), 3 people Friday only/3people Sat only, 144 all weekend regular. We have 7 instructors and 2 participants that are training only (no overnight accommodations).
  There are 18 people that have requested financial aid, for a total of $615.50 (budget is $487.50). Committee agreed to go over budget in this category to ensure that everyone that wanted to attend could attend.

• Badge & Sash (Jeanne) – no update. Raye Reed and Mary Forbes will be attending Friday only and have been assigned beds. Can preorder items from B&S and they will be brought to camp. This needs to be reiterated in materials for attendees.