Attendees

Lianne Griffin, Marie Lott, Marie Wright, Barb Osment, Frances Parks, and Kippy Shea.

We have sad news to report. Rick Townley, Carol’s husband, passed away on 10/26/11. Our condolences go out to Carol and her family.

Timeline Review

·         SEP – “Preferred registration” (including online registration, if available) for staff/volunteers will be available beginning 9/8 (9/8 – 9/14 “preferred registration”). “Early bird registration” for all will begin 9/15. Prior attendees will receive email notification that registration packets are available and registration has begun on 9/15. Publicity committee representative attend cluster meetings to promote event and answer questions. Register campers as forms come in and deposit checks max every 2 weeks; email confirmations sent w/in 2 wks of registration. Create preliminary patch designs.

·         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.

Committee Reports

• Website (Marie Lott) – Marie needs the minutes and other materials to be posted to the website (Sorry Marie – I promise you will have them soon!)  Many people have been registering via PayPal; we have ~$2900 in our PayPal account. Yay!

• Admin (Lianne) – We cannot get wired or wireless internet connectivity for the weekend We will discuss/finalize ribbons for nametags at the weekend retreat.  Considering the following ribbons:  first time attendee, instructor, planning committee, # years attended (5 years, etc.), SU Team Member, Day-Only Attendee. Others?

• Entertainment (Sheila Mills) – outline for weekend festivities is complete; will be finishing planning at the weekend retreat.

• Meals (Kathy Stephan) – no update.

• Trainers/Classes (Mary) – complete.

• Publicity (Barb Osment) – We attended Cluster Open Houses to promote the event – great exposure. If you want a shirt embroidered, bring a shirt to Becky’s and Lianne will deliver to Barb. Barb will turn it around by the December meeting.

• Historian (Rose Lowe) – no update.

• Registration (Marie W) – Approximately 123 participants have registered at this time!  Marie has entered 69 people into the database (registration forms received), and we have 13 additional people that have paid via PayPal but we have not received their forms yet.  Marie has 21 additional forms at home that have not yet been entered into the database; there are still 10 instructors that have not registered. Marie has sent email and Lianne personally called them and either left a message or spoke to them, reminding them that the price goes up on Monday and that everyone must register, including instructors.  We are still missing Mary Kottkamp’s registration form (only person on the planning committee not registered at this time).
  Marie to send a list of all registered people thus far to Bebe Joyner to do a membership check (make sure they are current on their GS registration).
  At this point, a Sushi class has just one spot left, and several of the massages and camp helpers are full.  There are only a few classes with minimal participants so far.

• 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.

• Decorations (Frances) – Juliette Gordon Low banner will be made ($130) with two “face” openings.

• Trainer Gifts (Karen) – no update.

• Camper Recognitions/Door Prizes (Diane) – no update.

• Guest Services (Melonie) – no update.

• Badge & Sash (Jeanne) – no update.

The weekend retreat will be at Becky’s house 11/18 – 11/20. Kippy is coordinating agenda and meals. If you are planning to attend and have NOT gotten with Kippy, please do so ASAP.

We will not have a “regular” November planning committee meeting – weekend retreat at Becky’s instead!  Have a great month everyone!