2011-07-13 Planning Meeting

When/Where: 6:30 pm in Rm 209, Aldersgate UMC Why: Discuss the current plan, flesh out details, and make sure we've got all the elements covered (program for Webelos/Scouts/Venturers, staffing, logistics, registration, Health & Safety, etc.). Goal is to be able to distribute the Camporee Plan by the August Roundtable. What: Discuss actions to be done, status of progress, refine the schedule, and assign actions. Who: During the meeting, it became clear we need the following people:

1. Using the activity field south of the parking lot for camping. That gives distance from Hgwy 66 and allows registration (in "white building") to be directly between parking and the camp area, with proximity to all program areas. Need Camp Snyder concurrence and approval.
2. Have Webelos camp in "Gilwell Field", the open field immediately south of the dining hall. This provides separation from the Scout camp area, and proximity to the Webelos activity area (in/around Cub World).Need Camp Snyder concurrence and approval.
3. Have campfire by the aquatics area. In keeping with the Camp Hollywood theme, have the program follow a "Drive In Movie" venue; units sit in groups, skits are patrol/unit "tryouts" for movie roles, MC is "director/producer", etc. Need Camp Snyder concurrence and approval re location. Need OA support.
4. Need help with parking/traffic (Friday night, Sunday morning).Need OA support.
5. Need to know if cracker-barrel Friday night can be supported...and if OA wants to host an OA Fellowship Friday night.Need OA support.
6. Host Jamboree On The Air (JOTA) near Troop 993's Challenge area, co-located with the main First Aid station. Sounds like Crew 80 could become the M.A.S.H. 4077th for the weekend. Location enables Crew 80 an easier "lift" for providing electricity to the adult staff (for evening needs); Crew 80 Power & Light will have business.
7. Arrange for a water truck and station at end of parking lot (near registration). This consolidates logistics.
8. Arrange for Porta Johns. And request the staff bathhouse (by Carol’s Cottage) be available for staff.
9. Arrange for dumpster.
10. Need to start a resources/equipment list like: projector, screen, sound system, etc. Tony W. will start a page. Thanks, Tony M. (aka Bear With Gun) for suggestion.
11. Confirm status of staffing for COPE elements and readiness of COPE course (is there solution for poison ivy and tick issues)
12. Tony W. get with Dom to define a budget.
13. Troop 131 define patch design ASAP. Perhaps something based on a Hollywood director's clapboard.
14. Someone (perhaps Troop 131 or 993) design a large "HOLLYWOOD" sign, similar to the one on the hill overlooking the actual Hollywood. A pair of poles supporting mesh fencing, using styrofoam cups or similar waterproof, white, bulky material to spell out the letters would work. The sign would support the theme as well as provide a visual queue as far away as Hgwy 66.Need Camp Snyder concurrence and approval.
15. Program package is due by August Roundtable. Registration will open immediately upon publication of the package.
16. Have units reserve time slots for C.O.P.E. elements (I mean "Filming Studios"). First come/first served.
17. Are units interested in a concurrent geocache activity (e.g., to get map and compass requirements filled)? If so, will need to get the program troops on it.
18. Ensure commissioners are able to help with parking control (need to keep youth away from angry adults when they can't bring trailers on-site).Doug! HELP!!
19. Need to define trailer parking logistics. Where is best place of the parking lot to rope off' a section?
20. Need to confirm Camp Snyder is okay with layout of activities (e.g., pavillion, parking lot, camping areas, Webelos program area). Will need input from Webelos program planners.Dom?
21. Need volunteer to shadow Judi during registration. Suggestions anyone?
22. Tony W. to contact Joe and Linda to discuss Webelos program (particularly if BB gun support is desired because Crew 1150 will support). Need Camp Snyder concurrence and approval to use range if Webelos program is interested.

Please check the attached map to see if all areas are marked (link to JPG under "PublicFile"). I plan to hold committee meetings an hour before each of the next three Roundtables. Hope everyone can make those meetings! Please contact Tony Waisanen at scouting@waisanen.us if there are questions, concerns, or comments. And definitely call/contact/see me if you have cool ideas that would make this camporee the best yet. ---Tony P.S. My son and I checked out the Camp Snyder C.O.P.E. course Sunday. Click here to see the photos. Compare those photos to the pictures taken June 18th by clicking here.