Meeting Minutes

Elijah - OK with moving him to Scoutcraft
Thomas Pilcher - Fishing
Zettler - better option for staying at shooting sports than health officer
- If John REALLY wanted to come back, we could make that work but was kinda buns his last year (it's ok that I'm typing that lol, he told me as much himself, so ¯\_(ツ)_/¯ )
Need to keep searching for other health officer options
Charis - TP
- phone call?
Tommy Dafforn - Archery
Matt for Shooting Sports
Joe Artman - Trading Post all summer, except Eco-Con to cover for Quin week 3
- Sophia to cover TP week 3
Benny should be PB in the AM / exploration MB in the afternoon
Christian doing Welding/metalworking / HSB in the afternoon
Antonia/Akaash all outpost, all week
Steve McNeil - no offer

03/28/2024

Staff Hiring/Job Offers/Check-list Updates

Staff Hiring:

Health Officer
- Matt Reynolds- EMT cert needed)/ Archery (experience and connections with Lumenok
- Dakota Brown- Worked as HO at Cub Scout Day Camp; Working to retest on certifications
William Losselyoung- FS Associate
Aidan Sodt- FS Associate
Next Steps for job offers? See action items below
- Contract template- Done
- Payroll Paperwork- Done

Program:

Supplies (woodwork, leatherwork, model design and building)
Comms Pre Reqs- Jamie has notes

To-Do List Check-ins:

Jamie
- Program Hub almost done
- Shared accounts page for camp office portal
- Drafting email to follow job acceptances, linking to program materials (think a different one from Mike/Collin for the important dates/paperwork/etc.)
- Training brainstorming
Mike
Collin

Action Items:

Job offers
- Job Descriptions- Collin to complete Monday
- Process:
  - Collin to offer via email w/ initial paperwork attached (Offer to print and send physical copies if needed)
    - Scout shop discount letter
    - Form filling issues from 2023- include link to Chrome Adobe extension for editing docs
  - Mike to get paperwork uploaded and accessible via Staff Flagpole page
- Target for sending out job offers- Monday April 1st
- See photo below and 02/25/2024 meeting notes for staffing decisions
- After acceptances-
  - Mike email outlining important dates and logistics
  - Jamie email outlining program updates and resources/expectations
- Get Staff Flagpole site complete
  - Mike to upload paperwork
  - Jamie to finish Program Hub and Mental Health Resources (add coming soon)
  - Training Hub
    - Mike to link relevant trainings/ required trainings
  - Collin to upload Code of Conduct
  - Suggestion Box- Mike to build simple text-box google form to embed
Leaders Guide Updates:
- Comms MB Pre Reqs- list 5 and 7 for now; Jamie to work on potential options for 7 at camp
Program Supplies:
- Model Design and Building- Jamie and Collin to research kit options to meet all requirements
- Woodworking- Jamie to glance at req.
- Leatherwork- Collin to "figure out"
- Jamie to list Tortuga needs
- Collin as Shooting Sports costs/needs
Spotify- ISR Branded Camp Playlists
- Jack Unger to start building after getting job offer
- Creating Spotify account using shared email
- Mike to create shared email account
- Jamie to work with Jack about ad situation/logistics of having non-premium accounts playing at areas without ads/appropriate ads
Back-burner Action Items
- Mike to compile required BSA staff training
- Time estimate for training vs work projects for staff week
- Jamie to start planning additional trainings; staff tiers; mentorship program
- Senior Staff pins- Jamie to price out options

03/14/2024

Trading Post Meeting

Attending: Heather, Collin, Mike, Jamie, Celeste

Merchandise Ideas:

Storage:

Mouse proof storage is a challenge with every type of storage container
Would especially be a challenge for a trail mix bar - how to ensure this stays sanitary?
Ripping out some of the counter space/storage area inside, but not enough

Misc

Make one of those multi-direction signs (think cartoony)
Find source for wooden spools
Buy set of 3 bluetooth speakers (1 inside, 1 outside back, 1 outside front)
Make a wooden chess board (folding?) so that giant chess pieces lay flat

Ordering

Celeste to take lead on sending Heather the ideas of ideas we for sure want to order (e.g. sticker design)
Need to move sooner rather than later for making decisions

Building Prep

Would like to paint the interior
Barn wood for decor inside?
Need to pull the weeds ahead of time
Add a couple of bigger rocks from pile by the chapel
Heather wants to start cleaning/going through everything at beginning of May
Need to make sure we allocate time during staff week for trading post staff to inventory/setup

02/25/2024

Hiring Decisions & Job Postings

Hiring Decisions:

For people that are being offered jobs consistent with their interviews, do emails
- Directors
  - Chelsea - STEM
  - Connor - Aquatics
  - Sam - Brownsea
  - Jace - Scoutcraft
- Assistants
  - Dan Stewart - Brownsea
  - Isaac Miller - Scoutcraft
  - Sara - Scoutcraft
  - Twardowski - Pool
  - Hunter - Pool
  - Bucky - Lakefront
  - Quin - Eco-Con
  - Akaash - Outpost
  - Julian - STEM
  - Ozzy - Climbing
For people that are being offered different jobs than expected, do a group call with all 3 of leadership team
- Elijah - Fishing
- Eli Pasta - Climbing
- Sophia - Trading Post
- Exception: Mike to call Phillip solo this week and propose Climbing Director
Interviews to schedule
- Aidan
- Josh
- William
- Charis
Not fun calls to schedule
- Marneka
  - Mike to do solo ?
  - Explain structure change and tighter budget
  - Cook position for 2nd shift could be an option, but we don't have a lot of flexibility on job description requirements for time on feet, limited breaks, etc

Job Postings:

02/20/2024

Hiring Decisions & Job Postings

Hiring Decisions:

Connor Wagner- Aquatics Dir
Eli Pastaman- Climbing Instructor
Jack Unger- Lakefront Dir
Joey Twardowski- Pool Manager
Phillip- Climbing Dir

Job Postings:

Health Officer- This Week
Rifle Instructor- This Week
Fishing Instructor- Next Week
Trading Post Associate- TBD
Hiring Announcements/Spotlights

Misc.:

Jamie and Celeste meeting RE: Crew & Trading Post
Meeting with Heather on Tuesday 27th (TBD) RE: Trading Post

Action Items:

Mike to send following offers- Connor Wagner, Pastaman, Jack Unger, Joey Twardowski
Mike to touch base with Phillip RE: Climbing Dir.
Jamie to touch base with Antonia RE: Climbing Dir.
Jamie to post following job Ads- Health Officer (to post Friday); Rifle Instructor (to post Sunday)
Jamie to start gathering/collecting photos from hired staff- Leadership, Shooting Sports, and Eco Con.

02/13/2024

February Interview Dates & Brownsea Island Status

Interview Dates for the rest of Feb.:

18th- Sunday
20th- Tuesday
25th- Sunday
27th- Tuesday

Brownsea Island Planning:

Gathered documentation and have complete list of Tenderfoot, 2nd Class, and 1st Class requirements to do at camp.
- See here- https://drive.google.com/drive/folders/1Wcgy8m8MlpGDB24okzJSv8NinCfH8uzP?usp=drive_link
Have a schedule page created and ready to input specifics for each day

Action Items:

Interviews

Jamie to update available date settings
Mike to update applicant tracker information
Mike to email "interview sign-up" info to new applicants
Mike to email Mac Funk directly about arranging a remote interview if he's still interested
Time tbd- Mike to send second "interview sign-up" info email to new applicants who have not yet signed up for interview

Brownsea/ Getting Leader's Guide Published

Jamie to finish scheduling which requirements will be completed on which days
Mike to cross reference chosen requirements to be covered with First Aid MB requirements and document what requirements are left to be covered during the program.
- Jamie to do the same for Nature MB^

1/28/2024

Communication & Planning

Standards

Communication
- Platform:
  - Email: Proposals; how-to's/instructions on new tools & system; non-immediate topics to review and then discuss when meeting next
  - Slack: More immediate discussions/ collaboration/ quick huddles, one-off questions & correspondence
  - Text: Avoid long-winded topics and discussions, more immediate quick questions & nothing needed for future reference (save link sharing for Slack and email)
- Best practices:
  - React/respond to acknowledge all communications; Read receipts for emails, use best judgement on necessity
  - Staying on track in meetings/focused on topic at hand - make note of side topics to be discussed later- "Let's pause for a second" to keep focused
  - More consideration with presentation of ideas/proposals, both for presenter and audience.
  - Meeting agendas for each meeting- all three take time ahead of meetings to review and add things to meeting agendas
  - Meeting notes for each meeting- rotation on note taker
Follow-through:
- Google Tasks- individually making task-tracking and meeting deadlines a priority; Group tasks to track larger projects and sub tasks/assignees.
Initiative:
- Roles and Responsibilities- each individually to outline season responsibilities- August to July (Planning stages through camp execution)
  - Collin to create back-dater/timeline- misc. responsibilities list to divide up

Action Items & Upcoming Deadlines:

- Jan 29th- All needed leader's guide edits complete
  - Mike to get MB disc. from Lisa/Black Pug
- Jan 30th- Collin talk to Ben
- Jan 30th- Discuss LG input
- Feb. 1- Leader's guide published with: complete daily schedule and MB offerings/descriptions/pre-reqs. NOT NEEDED: Full MB schedule
- Feb 13th- Noon Lunch for MB Schedule Draft discussion- Mexican take-out at office
- Feb 16th- Full MB Schedule Published & Social Media notification post
- Feb 16th- Roles and Responsibilities lists & meeting
- Trading Post pre-planning & presentations meetings- Discuss date post-Feb 1
- Crew 6686- Discuss date post- Feb 1 Jamie to plan
- Horsemanship & Music MBs- answers & post
  - Week of Feb 19th- Present information to Ben
    - Jamie to follow-up with Barb and Kayla on Horsemanship MB
    - Collin to follow-up Eric Hipple about Music MB
  - March 1st- Publish additions and social media communication
- Staff Week Training Guest Speaker day- June 5th/6th
  - Mid-March- Mike & Jamie to create list of topics per area to give to Collin & Ben to find guests
  - Model Design & Building- Collin to touch base with Sean Powers

DD/MM/YYYY

[Subject summary here]

[TOPIC]:

[Notes here]

Action Items:

[Responsible party- To-Do list item- Deadline]

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