MM 2008 Minutes June 28 2007

MOUNTAIN MAGIC LEADER WEEKEND

MEETING MINUTES

Nov. 15, 2007, 7:00 – 9:00 PM

Welcome and Introductions – Jeanne, Marsha, Karen, Lianne, Cris, Barb, Frances, Laurie, Gail, Kathy, and Shannon in attendance.

· Registration/Admin – The registration packets are finalized. There are separate packets for participants, instructors, and the planning committee. Registrations are already coming in. The team helped correct the registration packets that had been printed with the incorrect information (Creative Cards 3hours and Echo Hill, not Farmhouse) and stuff the SASE from last year’s participants. They are ready to be mailed. Since registration was extended to 1/7, we decided to change our 1/3 planning committee meeting to 1/10; we will stuff confirmation packets at the meeting on 1/10. We decided to keep our regularly scheduled meeting on 1/17 to stuff the check-in packets. Jeanne will make sure we have a room reserved at the VSC for both of those meetings. Shannon fixed Kathy Stephan’s bracelet; still need 8” charm bracelet for Gail***** Lianne will have draft confirmation letter ready for proof at next meeting. Need to include that participants should bring extra cash for camp store (ask Jill next month?), door prize donations, sodas, swap supplies, drawing, etc. NO BADGE & DASH anymore. Include silkscreen info – see decorations below.

· Check-In – Shannon has everything ready for stuffing on 1/17. Shannon is working on getting volunteers to man the check-in stations. She will make posters for check-in station names – health history (Dr. Feelgood), Packet Pickup (Crash Pad), Money (Bread Line), and Problem Resolution (Shrink? Need a better name….suggestions?)

· Set-up – ask Becky if she is still making the life-size unicorn for the camp entry? We would still like to have the 4x8 plywood Misty Unicorn for the entry at Misty Mountain. Need to confirm if Becky is making this or at least getting the unicorn cut out.

· Participant Check-Out – Will we have swaps in check-out packets? Tea bags 2 years ago, pixie sticks last year; survivor check out? M&M emergency “pick-me-upper”? Kathy to come up with a plan & share at next meeting. Patch design – Kim is finalizing design, Shannon will get with Fred to get them on order after Thanksgiving.

· Unit Check-Out- need laminated kaper chart to put in clean-up buckets w/ dry erase pen to sign up. Jeanne to get official kaper listing and email to Karen McF.

· Entertainment – Kippy has list of Graces (from Marsha) – still need to work on those. The movie has been selected and is on the registration form. Kippy and Jeanne are still working on the soul train line activities and 70’s games for entertainment.

· Decorations – Frances and Carol are working on the yellow submarine backdrop for photo op area and the airbrush backdrop. There will be portholes to peek through. Carol is also working on the silkscreen (need to tell folks in confirmation packet to bring sweatshirt/t-shirt/totebag (item to silkscreen) – will be black paint). We finished some of the swap necklaces at Becky’s; Frances will bring to next meeting if not completed and we’ll all help (Frances has not been feeling well – she has been hospitalized for pain in right abdomen, undiagnosed at this time). Frances working on “committee headgear” – bandanas? Flower crowns? Put our names on it?

· Meals/Snacks – Barb has not been able to get with Jill yet. New camp director (Candace?) will get with Barb next week to discuss meals. Jill and new camp director will be at next month’s meeting, too. Barb will get the sodas for the weekend – look for 4/$5 or cheaper in next couple of months. Barb to plan 5 meals, 2 meals that can travel (Sat dinner for bus riders and Sun lunch). Will there be breakfast on the bus? Jeanne advised probably bagels. Barb agreed to help with that and will get with Jeanne on that.

· Door Prizes – Becky is getting prizes from Kroger store manager friend; committee liked the idea of wrapping the door prizes and agreed to save comic strips to wrap door prizes. Cris brought a bag of prizes to give to Karen.

· Trainer Gifts – there are 42 trainers this year; Cris talked about suggestions for trainer gifts – mood rings? Pet rock? Clackers? Plants? She has some great ideas and will come back with finalized idea next meeting. $3 budget per person.

· Camper Recognitions – Diane Loupe advised she is coming up with bead necklaces with prize tag on it; she is working on prizes now. Report from Diane: “I got the groove. The Lava Lamp award for being flexible, the Mary Quant award for the most fashionable camper, the Mama Cass award for enthusiastic singing…that’s my goove, big mama. Oh yeah, I got the groove, baby. Peace, love, and flower power, sister.” Yes, we agreed Diane has the groove! J Committee asked Diane to have awards finalized for our next meeting. Love what she’s got so far.

· Photographer/Historian – Lianne finished scrapbooks for last 2 years, but forgot to bring to the meeting. Gail will help out with the photos, but doesn’t want to do the scrapbooks. We will use a couple of committee member digital cameras and let the camp helpers take pictures like they did last year – that worked out well.

· First Aid Team – Marsha needs list of what to add to first aid (Tylenol, Advil, antacid, Immodium, Neosporin?, Pepto Bismol, sanitary supplies?) Other suggestions, contact Marsha.

· Publicity – registration forms are now in the pickup room. They have also been emailed to SUDS and to trainers. Jeanne will ask Bebe to distribute other areas also, not just Metro III. Registration forms were emailed to all last year participants. Those who provided SASE last year will get hard copies in the mail. (envelopes were stuffed tonight and will be mailed tomorrow).

· Website – Marie will get the online registration up by this weekend and will also get the online payments working this weekend. The committee asked when the photos from last year will be posted to the website. Can we add these?

Other – Jeanne has white GS t-shirts for the planning committee which will be tie-dyed. Jeanne had everyone specify shirt sizes. We guessed for those not present (confirm with Jeanne if you’re worried about what we picked!) J

Our next meeting is 12/13 Thursday at VSC. We will be making the Cigar box purses – bring your $8. Lianne will send out confirmation email that week reminding folks what to bring. We’ll have a quick business meeting first, then get down to the fun stuff.