MOUNTAIN MAGIC LEADER WEEKEND - MEETING MINUTES
September 22, 2011 - 7:00 – 9:00 PM @ Moe's
MOUNTAIN MAGIC LEADER WEEKEND - MEETING MINUTES
September 22, 2011 - 7:00 – 9:00 PM @ Moe's
Attendees
Lianne Griffin, Kippy Shea, Melonie Luxbacher, Marie Wright, Mary Kottkamp, Cheryl Marko, Laurie Hackworth, Barb Osment, Marsha Sussman, Jeanne Andres, Kathy Stephan, Sheila Mills, Karen McFadden.
Timeline Review
SEP – “Preferred registration” (including
online registration, if available) for staff/volunteers will be available
9/8 – 9/14
9/23 – 9/30. “Early bird registration” for all will begin 10/1. Prior
attendees will receive email notification that registration packets are
available and registration has begun on 10/1
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. First email to class instructors with preliminary class numbers on 10/31.
Committee Reports
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). This will not be ready in time for this year’s registration. Paper registration will be ready to start tomorrow.
Entertainment (Sheila Mills) – committee has been established and having regular meetings. Saturday night sing-along with visit from JGL (Carla Lindemann in costume). There will be song books available for folks to take back and online. Will have more graces to choose from and will be laminated/on the table. Cabins will be assigned meal and will choose the grace to lead (it will be lead in middle of meal to ensure most participants are present and out of line). Cabin will have grace/clean-up at same meal. Considering Girl Scout Jeopardy Friday night.
Meals (Kathy Stephan) – Kathy emailed menu choices for the meeting. The committee voted on choices and had some questions for Kathy to take back. See attached.
Publicity (Barb Osment) – Having trouble getting our event linked on the website – no response. Following up with Beth Messer. Barb has roster of cluster meetings to advertise our event. N. Fulton (9/27) and Gwinnett (early Oct.) having big open houses (super clusters) and Barb is attending. Mary K. will do Decatur. Sheila can help with Daisy Ridge 10/1. Covington is 10/8. Dalton 6:00PM 10/27 – can anyone help with that? If you want a shirt embroidered, bring a shirt to the next meeting and Barb will turn it around by the next meeting.
Historian (Rose Lowe) – no updates.
Website (Marie Lott) – Marie needs the minutes and other materials to be posted to the website (Sorry Marie – I promise it’s coming ASAP!)
Registration (Marie W) –We will need to move forward with manual registration for now – online registration is still not ready.
Unit Checkin/Camp Setup (Kippy) – Kippy has all the signs/materials from Laurie. No updates.
Trainer Gifts (Karen) – will be checking out possibilities at National Convention.
Camper Recognitions/Door Prizes (Diane) – no update
Guest Services (Melonie) – no update.
Badge & Sash (Jeanne) – Mary Forbes and Raye Reed will be coming and would like to do Moonlight Madness (store open until midnight Friday night). Still will be open Saturday for drop-in.
Possible retreat weekends; Kippy and Cheryl to coordinate meals/kapers: 10/22 – 10, 3 11/19 – 11, 4
Our next meeting will be on 10/27/11 at 7PM via conference call/webinar (if I can get it set up – no longer have access to AT&T service). Have a great month everyone!