MOUNTAIN MAGIC LEADER WEEKEND - MEETING MINUTES
Jan. 12, 2012 7-11 PM- at Lianne's

cake

Attendees

Ann Barrow, Barb Osment, Cheryl Marko, Karen McFadden, Kippy Shea, Laurie Hackworth, Lianne Griffin, Marie Lott, Marie Wright, Marsha Sussman, Mary Kottkamp, Melonie Luxbacher, Rose Lowe

Timeline Review

Tonight’s meeting was set up as final planning committee details and to stuff the participant check-in packets. 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!!)

 

Action Items

  1. Marie W to send final meal counts to Amy for the cook.

  2. Marie L to transfer $2,000 from PayPal to our checking account. DONE.

  3. Marie L and Sheila to drop rechargers off at Kippy’s house or bring to camp (prefer drop off at Kippy’s house and she will return them to you at camp).

  4. Marie W. to print bed labels on business card stock and bring to camp (will be at camp around noon).

  5. Marie L to write the “can’t wait to see you” late-breaking email to be sent to attendees on Wednesday; Marie W to send email on Wednesday to all participants. (Let’s also include something about the forecasted weather at that point? Lianne to send verbiage to Marie W. Also need to remind folks that if they want an order at B&S, call them NLT Wednesday to place order and Mary Forbes will bring completed order to camp).

  6. Karen is working on the cleaning buckets (Jeanne has them?)

  7. Lianne to update the overall evaluation and send to Karen to print on colored paper (175).

  8. Kippy will pick up the bowls at Moe's N. Druid Hill to be donated.

  9. Lianne to follow up with the camp ranger re: TV/DVD for the exercise classes.

  10. Lianne to obtain “gifts” we are going to give to participants that bring their nametag holder from last year to reuse.

  11. Lianne to follow up with Ranger Pat and make sure all questions we had re: meals are confirmed.

Committee Reports

Unit Check-in/Camp Setup (Kippy) – Kippy needs to recharge the batteries for the solar lamps; several committee members have chargers (Jeanne and Barb have given one to Kippy; still need one from Sheila, Marie L).  Kippy is redoing the checkout posters with updated information from Marie L.

Entertainment (Sheila Mills) – Sheila shared song list that will used for the sing-along. Can anyone help lead any of the songs? Sheila will be calling folks to get them to commit to lead one (or more) songs. Kippy has copies made of the graces – there is a separate list of graces for each unit to choose from – these will be put into the check-in packets. Karen will make the overheads of all the songs. Marie L will post the songbook on the website.


Website (Marie Lott) – Marie has added attendee info on the website – there’s a “late breaking news” section.

Check-Out (Marie L, Shannon, Karen) – Marie L has spoken with Ranger Pat twice and he has done big events like ours in other areas.  Marie prepared a new kaper list which has been approved by the ranger. We want to have Kaper sign-up at check-in, and then the completed signed-up kaper chart will be posted on the refrigerator in each unit.  All of the checkout folders (that include instructor reimbursements and gifts, etc.) should be picked up by the unit hostesses (planning committee staff – noted below) on Sunday right at lunchtime or right after the closing ceremony.  Folks that are leaving early will check out in the DH. Karen is working on the cleaning buckets (Jeanne has them?).  Unit Hostesses for Express Checkout are:

Farmhouse – Jeanne, Kippy  CG – Diane, Rose  TR – Karen, Shannon  SCC – Marie (Lianne, Melonie, Ann, Cheryl) 
BGB – Frances, Laurie, Becky, Carol  EH – Marie W, Kathy, Sheila, Marsha, Mary K

 

Camper Recognitions/Door Prizes (Diane) – Diane has the whistles and will bring copies of the camper recognitions and certificates to camp (they are antique looking for 100th year). Door prizes will be collected at registration (everyone that wants to participate should turn in a wrapped “birthday gift” and if you bring a gift, you will get to take one home). Gifts should be <$10 and wrapped. (Note: this info was added to the packing list and was added to late breaking news on the website).

 

Admin (Lianne) – NON MEMBERS?  There are 30+ people that either have are not registered or that are out of council and can’t be verified.  Lianne to send emails to those that are not listed as registered giving them the opportunity to register or note themselves as Lifetime Members.  Lianne has ordered the ribbons for nametags.  The “in stock” ribbons that are 4”x 1 5/8” horizontal ended up being $.17 each since we ordered (combined types) over 200.  Still need “gift” we are going to give to folks that bring their nametag holder to reuse?

 

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); Kaper signup (Marie L/Karen).  Lianne needs to update the overall evaluation and send to Karen to print (175 copies) – Lianne gave Karen purple paper to print them on.

 

Decorations (Frances/Carol) – (via phone update) decorations committee is done!  Swap necklaces are complete, decorations are under control, and Carol has the screen print completed.

 

Meals (Kathy Stephan) – Kippy will pick up the bowls at Moe's N. Druid Hill to be donated.  Kathy has obtained the “100” candle for the top? It will be “presented” at the sing-along and then cut/served.  Meal questions have been confirmed by Ranger Pat/Cook Mary, but we are waiting on final email from Pat confirming everything.  Lianne to follow up with Ranger Pat.

 

Trainers/Classes (Mary) – Mary will be picking up all the council training materials at the council office on the 18th. 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). 

 

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. Rose brought a YUMMY snack for our meeting – a “trial” of one of the snacks she’s making in her class. It was DELICIOUS – THANK YOU, THANK YOU!!

 

Trainer Gifts (Karen) – there are now 48 total trainers (no male instructors this year); includes camp staff.  Karen needs a trefoil cookie cutter. (We ended up finding a local place in Roswell via the internet that has small, medium and large tin cookie cutters.  Laurie, Lianne, Karen and Marie all have purchased one or more – they are being shipped straight to Karen and she will bring them to camp). Rose brought recipe cards for the original shortbread cookie.

 

Guest Services (Melonie) – There are 52 1st time attendees this year, so Melonie and her committee are ready to meet and greet! Melonie is also bringing pocket-sized maps to review with the newbies at check-in.

 

Weekend Ops Coordinator (Laurie) –Lianne gave Laurie 2 coolers; Barb (confirm?) to bring 3rd cooler.  Laurie currently has 1 Diet Doctor Pepper, 1 Diet Pepsi, 1 Sprite, 2 Coke, 3 Diet Coke. Committee provided suggestions for the rest of the drinks, including bottled water – Laurie to purchase. We will use ice from the ice machines at camp, so no need to purchase that ahead of time.

 

Registration (Marie W) – There are 171 people registered, including all instructors & participants. 160 are staying on-site. We now have 5 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).

 

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.

 

Badge & Sash (Jeanne) – Raye Reed and Mary Forbes will be attending Friday only and have been assigned beds.  Participants may call and preorder items from B&S and they will be brought to camp – need to call by this coming Wednesday. This needs to be reiterated in materials for attendees.

 

We stuffed all the instructor packets and participant packets. Cheryl took everything home with her and will bring to camp. We didn’t need the large white envelopes we had for check-out since there will just be patches in most folders.

 

THANKS TO EVERYONE THAT WAS ABLE TO ATTEND! See you at camp next Friday!!