Leadership Meeting Minutes

*Anything confidential will not be posted on the blog.

Leadership Meeting Minutes

May 4^th, 2012

6:00 pm – 8:00 pm

Present: Kathleen Lao, Margaret Toy-Goodwin, Pam Toy, Joanne Ulrich, Jane Abrams, Brittany Abrams, Sue Selfridge, Robert Baldeo, Sue Merola, Kelly DiNoia, Scott Sivco

ACS Staff: David A. Lewis, Melissa Firmes

Review and Feedback Regarding Activities Meeting Minutes:

Overall schedule looks good.

Agreement that the start time at 9:00 am is worth a try

Lots of discussion regarding holding Relay for Life at camp and incorporating our memorial/celebration of life into this activity. Conclusion that the committee was supportive of this change as long as we shape it and make it our OWN, as well as keep the elements that have always made memorial special.

Discussion regarding the idea of “Camp Spirit” being a daily rotating activity (akin to Nature, Sports etc.). Still in early stages of development. Kathleen Lao showed interest in leading this activity and talked about “drum circles”. Pam Toy will also be weighing in on the development of this area. No decision made yet. *also look into “Gifts of Life”.

*Request for a contact to be made to Whales Tales. (Melissa has reached out to Phyllis to make this contact).

Request to also look into a Laser Light Show in addition to the Drive – In Movie.

ACS team to also provide make-up and hair stylists from Look Good Feel Better to join us before Disney Ball.

Application Updates Information

64 Camper Applications / 32 boys & 32 Girls!?!

20 Visiting Volunteer Applications (10 male / 10 female)

68 Volunteer Applications (17 male / 51 female)

Outreach

Dave is reaching out to Shelter Island Fire Department

We will place an advertisement for “housing” in the Shelter Island Reporter. Pam will also be working her connections through the churches.

Pam is also contacting area hospitals to see if we can host a “Day of Camp” at other hospitals.

Yearbook

Pictures Found. We need the program to start working on the yearbook.

Automating searches and better use of Ultracamp

Tom Nemeth will be helping us to design automated tools that will help medical and leadership team conduct searches faster and get better information.

Brainstorm for Metrics:

Allergies

Physical Limitations

Food/Diet

 Night Time Issues

Bed Wetting

Birthdays

Fears about COSTUMES

*Also to bring back to medical committee the need for a doctor’s note to d/c any medications that are listed on physical forms but not dropped off with camper during registration/drop off.

*EPI Pens – need training and awareness

Training & Education

Dave will be certified as a CPR/1^st Aid Instructor before Camp Training weekend. All staff who attend training weekend will receive CPR/1^st Aid certification.

We will also be conducting a HIPPA/Confidentiality training at camp training weekend. Confidentiality will be emphasized for all camp staff.

Crisis Team

Discussion regarding who the crisis team/ vs. leadership team will be at camp and how often they will meet (aside from reacting to crisis).

Leadership team will be a large group, including all of the activity directors, head counselors and medical team. This group will meet at Lunch on Sunday, Monday, Wednesday &Thursday.

Crisis Team will include: Dave, Melissa, Medical Director, Second in command from Medical who will be identified and named by Medical Director, Head Counselors, plus two other key people who will be chosen for their expertise.

BUS

Returning Camper protocol needs a solid plan. We discussed issues with arrival and departure. We need to have a system and well trained staff on these buses to ensure everything goes smoothly.

Storage

We will be moving out of the Hauppauge Storage and hopefully getting a POD that we can load/pack and bring out to camp. Then we can store everything away on the POD and just have it dropped back in the lot and we will not have to UNLOAD at the end of the week. We will look into the feasibility of this.

We will be selling old supplies/t-shirts as a fundraiser for camp. We also need to make room in storage.

CAMP STORE FUNDRAISER: Saturday May 12^th 7am – 2 pm. Location to be announced shortly.

Next Leadership Meeting June 8^th, 2012 Standard Camp Time