MOUNTAIN MAGIC LEADER WEEKEND - MEETING MINUTES
Nov. 19, 2011 8-10 PM- at Becky's Retreat
MOUNTAIN MAGIC LEADER WEEKEND - MEETING MINUTES
Nov. 19, 2011 8-10 PM- at Becky's Retreat
Attendees
Lianne Griffin, Marie Wright, Carol Townley, Laurie Hackworth, Becky Harris, Sheila Mills, Diane Loupe, Rose Lowe, Ann Barrow, Cheryl Marko and Kippy Shea.
Action Item: Bebe – need to know who the camp director is at Misty Mountain now (not Melissa Garza??) Who should we be final confirming meals with, etc.? Please advise.
Timeline Review
OCT – “Early Bird Registration” continues through 10/31 (“Early Bird registration” ends 10/31 for “discount” – must be postmarked by 10/31; website to be updated at midnight to reflect new pricing). Entertainment committee to provide details of supplies needed for participant confirmation letters/packing list. Register campers as forms come in and deposit checks max every 2 weeks; email confirmations sent w/in 2 wks of registration. Council staff to verify all participants/instructors are registered GS (exception: professional instructors); Council staff to re-verify all Planning Committee volunteers are registered GS. Hold fall planning committee retreat. Finalize patch design and get price quote from Snappy Logos.
NOV – “Regular Registration” 11/1 – 11/30 includes + $10 fee. Registration Cutoff 11/30 – must be postmarked in Nov. Register campers as forms come in; email confirmations sent w/in 2 wks of registration. Final council class list provided to Katie Bower. Council staff to continue to verify all participants are registered GS. Draft email confirmation packets ready. First email to class instructors with preliminary class numbers by 11/15.
DEC – Order patches 1st 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).
Committee Reports
Website (Marie Lott) – website has been updated to reflect full classes and that the weekend accommodations are full; waitlist options have been posted to the website.
Admin (Lianne) – Lianne to bring charm/bracelets to next meeting!! Marie W, Diane, Ann, Rose – Misty; Ann – bracelet (with balls). If you are missing any charms/bracelet, let Lianne know. Bring your bracelet to next meeting!! We will discuss/finalize ribbons for nametags at the weekend retreat. Considering the following ribbons: first time attendee, instructor, # years attended (milestones - 5+, 10+ years), Lifetime Member.
Entertainment (Sheila Mills) – Sheila looking for “classic” favorite songs for the sing-along. Let Sheila know if you have suggestions. Sheila will make a “song book” (we will make copies for everyone, if possible). Scouts Own on Sunday will be right after breakfast; Becky will be leading. Closing ceremony after lunch Sunday. Sheila is working on the Opening Ceremony introductions.
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.
Trainers/Classes (Mary) – Need to send the final council class names/counts to Katie Bower (Marie W. to send to Katie and cc: Sheila Mills).
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 will turn it around by the December meeting.
Historian (Rose Lowe) – Rose is going to make a traditional 12x12 album. Currently investigating a purple album cover or a custom album cover.
Registration (Marie W) – We have (negative 3) beds available (there are
currently 4 people on the waiting list, some with partial payment due, some
with full payment, but only 1 bed left – it will be first come, first
served, and the other 3 will go on a waitlist). There is 1 additional person
that has paid for offsite lodging but that wants to be on the waitlist for a
bed. 14 classes (excluding camp helper and massages) are now full.
There are 18 people that have requested financial aid, for a total of
$613 (budget is $487.50 – 15 people at half scholarships). Committee agreed
to go over budget in this category to ensure that everyone that wanted to
attend could attend. Marie has made deposits of $755, $1430, and $1227.50.
Marie has sent a list of all registered participants to Bebe Joyner to do
a membership check (make sure they are current on their GS registration).
Unit Check-in/Camp Setup (Kippy) – in Nov., we will be buying new batteries for the solar lamps; we will also purchase one new set of lamps. Laurie advised that they are rechargeable batteries and may be able to be recharged.
Participant Check-In (Cheryl) – check-in stations will be as follows: health forms (Marsha); instructor check-in (TBD); participant check-in (2 people); Registration issues (Marie W); payment (Barb); newbies (Melonie); ribbons (Lianne); door prizes (Diane)
Decorations (Frances/Carol) – Juliette Gordon Low banner order has been placed; being sent to council for design approval. Carol to ensure that we have enough cord for swap necklaces. Frances has tablecloths for the snack table. Working on table decorations.
Trainer Gifts (Karen) – considering small plates like we made at the retreat or some nice hand lotion, TBD.
Camper Recognitions/Door Prizes (Diane) – Diane has the whistles and is working on the camper recognitions and certificates (they will be antique looking for 100th 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.
Check-Out (Marie L, Shannon, Karen) – The committee is working on a write-up for committee members that will be doing express checkout in units; the committee members will be planned and met with in advance of the weekend so everyone knows how check-out will work.
Guest Services (Melonie) – no update.
Badge & Sash (Jeanne) – no update. Raye Reed and Mary Forbes will be attending Friday only and have been assigned beds. Raye offered to bring a sleeping bag and sleep in the dining hall lower level to free up beds for others (we can’t do this?) Action Item: Bebe – is it possible for Raye and Mary to sleep in the staff housing or are there other accommodations on site for council folks? If not, do we have the option of them sleeping in the dining hall lower level? (we were thinking no because of fire marshal rules…)
Our next planning committee meeting will be held on Thursday 12/15/11 at Lianne’s house. It will be a holiday party. Bring a dish to share. Have a great month everyone!