MOUNTAIN MAGIC LEADER WEEKEND - MEETING MINUTES
June 6, 2011 (rescheduled from May 26) - 7:00 – 9:00 PM via telecon
MOUNTAIN MAGIC LEADER WEEKEND - MEETING MINUTES
Attendees
Lianne Griffin, Cheryl Marko, Jeanne Andres, Kippy Shea, Laurie Hackworth, Marie Wright, Marsha Sussman, Mary Kottkamp, Barb Osment, Marie Lott, and Kathy Stephan
The May 26th planning meeting was postponed to June 6th.
Agenda
1. Final review of 2012 committees/duties
2. Final review of 2102 event timeline
3. Re-Review Lessons
4. Committee Reports
We reviewed our “tasks” for April and May – how are you coming on your items??
a. APR - Establish committee chairs and begin to recruit volunteers for committees. Plan preliminary timeline. Provide save the date (Jan. 20-22, 2012) info to membership manager (Bebe Joyner) for inclusion in area newsletters. 4/1 – submit Troop Camping form to council to reserve units. (Lianne submitted 6/6/11).
b. MAY - Finalize timeline. Finalize committees. Re-review lessons learned and distribute to appropriate committee for handling. Begin sub-committee meetings/planning & hold kick-off meetings. Council staff to verify all planning committee volunteers are registered GS. NOTE: a lapse in service of one year or more will require a new background check. Establish technology committee to determine if we will offer online registration for 2012.
Determine preliminary high-level committee budgets.
Confirm menu options with camp director (1st week); Finalize meal costs w/ Misty Mountain staff. (Menu will be finalized at June Planning committee meeting from menu choices.)
Invite trainers from previous year to participate again this year; begin to secure classes and trainers; define class descriptions, supplies, and class cost needed from trainers.
2012 Committees – We reviewed the committees for 2012 and made additional (final) changes. Committee chairs have been identified and confirmed, except for those noted in yellow. See attached doc. (Names highlighted in yellow have not yet been confirmed). We will NOT have a dedicated council staff person assigned to our committee; Bebe Joyner has agreed to be our point person and can be reached via text if needed during meetings.
2012 Timeline – Reviewed 2012 timeline; final draft is attached. (Please let Lianne know if you see any changes that need to be made!!)
Meals (Kathy Stephan) – Kathy sent Melissa the Juliette Low Centennial cookbook and they were going to see if they could use a possible dessert from the cookbook. Still working on Saturday dinner option - Consider baked potatoes instead of mashed potatoes to satisfy dietary restrictions with the fried chicken and beans.
Website (Marie Lott) – the website has been set up – www.3leaves.org/mm2012. Minutes and other materials are posted.
Registration (Marie W) – Marie W provided the database to the developers and has started working on cleaning up reports, etc. in the database.
Unit Checkin/Camp Setup (Kippy) – Kippy needs to get materials from Laurie (bring to next meeting).
Trainers/Classes (Mary) - Mary will send out a preliminary class list prior to our meeting this month with suggestions, wants and needs on the evaluations that I have...this will be a start. She will also inquire with Tenequa what classes we can have offered.
Admin (Lianne) – We established a technology sub-committee to evaluate/implement online registration. This will need to be incorporated with our website and include a database (may not use current database). Include Marie L and Marie W in discussions. Lianne to check with Bebe and see if we can get wired or wireless internet connectivity for the weekend (we can provide our own wireless router if we can connect it to something). People who don’t pay online via PayPal at time of online registration will be entered into classes on “standby” status until check is received by Marie – then she can move them to paid and fully register them for the class.
Camper Recognitions/Door Prizes (Diane) – sample copy for the doorprizes:
HOW TO GUARANTEE YOU'LL GET A DOOR PRIZE
The Girl Scouts are having a birthday, and you can get a gift. To celebrate the 100th birthday of Girl Scouting, we're having a gift swap in lieu of door prizes. Here's how it works. You bring a wrapped gift to camp, you get to take one home. If you bring two wrapped gifts, you get to take two home, etc. What a GREAT way of recycling those knickknacks and gifts that you don't want, but somebody else would. All gifts should be new, cost less than $10, and be appropriate for all ages. If you'd like to bring extra gifts, we won't turn them down.
Our next meeting will be on 6/23/11 at 7PM at Moe’s – Kippy has reserved the room. Have a great month everyone!