Shehaqua Family Guidebook - User contributions [en]

Shehaqua Council Circle Policies

2021-11-05T01:11:21Z

Sunkwon Bush: /* Call for Nominations and Election Process */

== About the Shehaqua Council ==
The Shehaqua Family Council is a governing body representing the larger Shehaqua Family community. The responsibilities of the Shehaqua Family Council Circle include establishing and reviewing policies; approving the yearly budget; making large financial decisions; reviewing and responding to reports and proposals from the Family Camp Circle and all other circles; electing a Council Chairperson, Administrator and Scribe (See Council Positions); and managing the yearly election of Council members.

The current members of the Council are listed on our website: http://www.shehaquafamily.org/about/council

== Council Policies ==
=== Composition of Council ===
The Shehaqua Family Council should have between 7 and 9 members at all times.
If the total number of Council members drops below 7, then the empty seat(s) should be filled up to 7 seats by the candidate(s) that achieved the highest votes during the last election.
There should always be at least one person on the Council representing each one of these three demographic groups:
* Families with young children (up to 12 years of age)
* Families with older children (13+ years of age)
* Young adults (including couples without kids)

Only one per person per family per generation can serve on the Council at the same time. (For example, a father and daughter is fine; a married couple is not.) The Council may vote in special circumstances to waive this rule if neither prospective councilmember has formal financial responsibilities.

If there is a situation where the only person who would represent one of these three demographic groups is a candidate who didn’t get enough votes to be elected by the number of votes alone, the Council can decide that this person should be given the seat based on this demographic distribution requirement.

=== Council Duties ===
The Shehaqua Family Council is responsible for finding an Operations Director. The new Operations Director automatically becomes a member of the Council and fills the seat of the old Operations Director. If the new Operations Director already is a member of the Council, the old Operations Director can stay on the Council until the next election.

The Council presently meets bi-monthly via Zoom call and for a one day summit meeting in person in spring. The Council facilitator can schedule additional meetings if needed.
The Council elects a facilitator, administrator and scribe each year using the sociocracy process of election.

If a Council member misses two meetings in a row, or fails to respond to emails that require a reply twice in a row, the facilitator will get in touch with them and give them an opportunity to recommit to the Council. If that member continues to miss meetings or fail to respond to emails, they will no longer be considered a Council member.

The quorum for decisions during council meetings is 5.

=== Duration of Council Term ===
Council member terms last for two years. They are staggered, so that about half of the Council seats open up for election every year. Council members are allowed to run for re-election when their term is up, and there is no term limit.

=== Council Positions ===
'''Chairperson''' - Facilitates every Council meeting by running through the agenda, ensuring that all councilmembers are able to contribute to meetings, keeps time.

'''Administrator''' - Works with the Chairperson and the Family Camp Circle Liaison to create the agenda and minutes Google Document for the next meeting. Sends emails and creates the Google Calendar and Zoom invitation for each meeting. Manages the Google Drive that stores the minutes.

'''Scribe''' - Records the minutes of each council meeting in the shared Google Document that serves as the minutes.

'''Family Camp Circle Liaison''' - Reviews and reports on the most recent discussion topics and status of the Family Camp Circle's monthly meetings. Ideally this person is a member of both the Family Camp Circle and the Council. If they are not, they will serve as a point of contact with the Family Camp Circle Facilitator or Administrator in order to keep track of what the Family Camp circle is focused on and identify any issues to bring up.

'''Financial Circle Liaison''' - Reports on the financial health of the organization and any upcoming budgetary issues that need to be resolved as a Council. Ideally this person is a member of the Financial Circle or the Bookkeeper. If this person is neither, they are responsible for being a point-of-contact with the bookkeeper. The current bookkeeper is Michael Stewart.

== Council Elections ==

=== Call for Nominations and Election Process ===
The Council should find an Election Committee in Fall or earlier. The task of the committee is to coordinate the election and reach out to potential candidates.

The call for nominations for Council candidates should be announced to the community no later than December 1 to give the the Shehaqua Family community time to make nominations. Nominations can be submitted by anyone to the election coordinator(s) by January 1. Council members up for reelection should be interviewed to find out if they are willing to run for another term or not.

The nomination should be announced via newsletter and Facebook. The call for nominations should include an email address (for example, election@shehaquafamily.org) where people can nominate themselves or others. The webmaster can assist to ensure that the right people will receive emails sent to this email address. The announcements from previous years can be found in our newsletter archive on shehaquafamily.org.

Nominees who agree to run will need to fill in an application form online: https://docs.google.com/forms/d/e/1FAIpQLSchSk0njAb5z_FpyBur3BJPTKc4wxGcCwDLVv94Bn9hP900HA/viewform
This form needs to be updated every year. Nominees will need to submit a bio and a picture. The election committee needs to edit the bios and prepare the pictures so that they can be used in the next newsletter with the call for election. All the nominees should be introduced, and the election process should be clearly explained. See newsletters from previous years in our archives for useful language.

If the Election Committee requires the help of the webmaster to set up an online voting system, it is important that the webmaster will be informed early on (beginning of January) so that (s)he has plenty of time to prepare this.

The Council elections should take place every year in the beginning of the year, between the beginning of January and the end of February. The newly elected Council members should be informed by March 1. Their turn starts with the first Council meeting/call following March 1.

[https://www.shehaquafamily.org/wiki/images/8/83/Council_Processes.pdf View Council Decision Making and Election Process PDF»]

[[File:Council Processes.pdf|thumb|Council Election and Decision Making Processes]]

=== Criteria for Council Candidates ===
Must have attended at least two Shehaqua Family programs in the last three years, have demonstrated responsibility at Shehaqua Family programs (for example helped with a volunteer assignment at camp or as a member of a circle), must be 17 years old or older, and have a sincere desire to serve the Shehaqua Family.

Only one per person per family per generation can serve on the Council at the same time. (For example, a father and daughter is fine; a married couple is not.)

=== Criteria for Voters ===
Must have attended at least two Shehaqua Family programs in the last three years, have demonstrated responsibility at Shehaqua Family programs (for example, helped with a volunteer assignment at camp or served as a member of a circle), must be 17 years old or older.

Shehaqua Council Circle Policies

2021-11-05T01:09:40Z

Sunkwon Bush: /* Call for Nominations and Election Process */

== About the Shehaqua Council ==
The Shehaqua Family Council is a governing body representing the larger Shehaqua Family community. The responsibilities of the Shehaqua Family Council Circle include establishing and reviewing policies; approving the yearly budget; making large financial decisions; reviewing and responding to reports and proposals from the Family Camp Circle and all other circles; electing a Council Chairperson, Administrator and Scribe (See Council Positions); and managing the yearly election of Council members.

The current members of the Council are listed on our website: http://www.shehaquafamily.org/about/council

== Council Policies ==
=== Composition of Council ===
The Shehaqua Family Council should have between 7 and 9 members at all times.
If the total number of Council members drops below 7, then the empty seat(s) should be filled up to 7 seats by the candidate(s) that achieved the highest votes during the last election.
There should always be at least one person on the Council representing each one of these three demographic groups:
* Families with young children (up to 12 years of age)
* Families with older children (13+ years of age)
* Young adults (including couples without kids)

Only one per person per family per generation can serve on the Council at the same time. (For example, a father and daughter is fine; a married couple is not.) The Council may vote in special circumstances to waive this rule if neither prospective councilmember has formal financial responsibilities.

If there is a situation where the only person who would represent one of these three demographic groups is a candidate who didn’t get enough votes to be elected by the number of votes alone, the Council can decide that this person should be given the seat based on this demographic distribution requirement.

=== Council Duties ===
The Shehaqua Family Council is responsible for finding an Operations Director. The new Operations Director automatically becomes a member of the Council and fills the seat of the old Operations Director. If the new Operations Director already is a member of the Council, the old Operations Director can stay on the Council until the next election.

The Council presently meets bi-monthly via Zoom call and for a one day summit meeting in person in spring. The Council facilitator can schedule additional meetings if needed.
The Council elects a facilitator, administrator and scribe each year using the sociocracy process of election.

If a Council member misses two meetings in a row, or fails to respond to emails that require a reply twice in a row, the facilitator will get in touch with them and give them an opportunity to recommit to the Council. If that member continues to miss meetings or fail to respond to emails, they will no longer be considered a Council member.

The quorum for decisions during council meetings is 5.

=== Duration of Council Term ===
Council member terms last for two years. They are staggered, so that about half of the Council seats open up for election every year. Council members are allowed to run for re-election when their term is up, and there is no term limit.

=== Council Positions ===
'''Chairperson''' - Facilitates every Council meeting by running through the agenda, ensuring that all councilmembers are able to contribute to meetings, keeps time.

'''Administrator''' - Works with the Chairperson and the Family Camp Circle Liaison to create the agenda and minutes Google Document for the next meeting. Sends emails and creates the Google Calendar and Zoom invitation for each meeting. Manages the Google Drive that stores the minutes.

'''Scribe''' - Records the minutes of each council meeting in the shared Google Document that serves as the minutes.

'''Family Camp Circle Liaison''' - Reviews and reports on the most recent discussion topics and status of the Family Camp Circle's monthly meetings. Ideally this person is a member of both the Family Camp Circle and the Council. If they are not, they will serve as a point of contact with the Family Camp Circle Facilitator or Administrator in order to keep track of what the Family Camp circle is focused on and identify any issues to bring up.

'''Financial Circle Liaison''' - Reports on the financial health of the organization and any upcoming budgetary issues that need to be resolved as a Council. Ideally this person is a member of the Financial Circle or the Bookkeeper. If this person is neither, they are responsible for being a point-of-contact with the bookkeeper. The current bookkeeper is Michael Stewart.

== Council Elections ==

=== Call for Nominations and Election Process ===
The Council should find an Election Committee in Fall or earlier. The task of the committee is to coordinate the election and reach out to potential candidates.

The call for nominations for Council candidates should be announced to the community no later than December 1 to give the the Shehaqua Family community time to make nominations. Nominations can be submitted by anyone to the election coordinator(s) by January 1. Council members up for reelection should be interviewed to find out if they are willing to run for another term or not.

The nomination should be announced via newsletter and Facebook. The call for nominations should include an email address (for example, election@shehaquafamily.org) where people can nominate themselves or others. The webmaster can assist to ensure that the right people will receive emails sent to this email address. The announcements from previous years can be found in our newsletter archive on shehaquafamily.org.

Nominees who agree to run will need to fill in an application form online: https://docs.google.com/forms/d/e/1FAIpQLSchSk0njAb5z_FpyBur3BJPTKc4wxGcCwDLVv94Bn9hP900HA/viewform
This form needs to be updated every year. Nominees will need to submit a bio and a picture. The election committee needs to edit the bios and prepare the pictures so that they can be used in the next newsletter with the call for election. All the nominees should be introduced, and the election process should be clearly explained. See newsletters from previous years in our archives for useful language.

If the Election Committee requires the help of the webmaster to set up an online voting system, it is important that the webmaster will be informed early on (beginning of January) so that (s)he has plenty of time to prepare this.

The Council elections should take place every year in the beginning of the year, between the beginning of January and the end of February. The newly elected Council members should be informed by March 1. Their turn starts with the first Council meeting/call following March 1.

[[File:Council Processes.pdf|thumb|Council Election and Decision Making Processes]]

=== Criteria for Council Candidates ===
Must have attended at least two Shehaqua Family programs in the last three years, have demonstrated responsibility at Shehaqua Family programs (for example helped with a volunteer assignment at camp or as a member of a circle), must be 17 years old or older, and have a sincere desire to serve the Shehaqua Family.

Only one per person per family per generation can serve on the Council at the same time. (For example, a father and daughter is fine; a married couple is not.)

=== Criteria for Voters ===
Must have attended at least two Shehaqua Family programs in the last three years, have demonstrated responsibility at Shehaqua Family programs (for example, helped with a volunteer assignment at camp or served as a member of a circle), must be 17 years old or older.

File:Council Processes.pdf

2021-11-05T01:09:19Z

Sunkwon Bush:

The Council follows the Sociocratic process of decisionmaking. For more information, visit https://thesociocracygroup.com/ to learn more about how this process works for other types of organizations.

Shehaqua Council Circle Policies

2021-10-07T02:25:30Z

Sunkwon Bush:

== About the Shehaqua Council ==
The Shehaqua Family Council is a governing body representing the larger Shehaqua Family community. The responsibilities of the Shehaqua Family Council Circle include establishing and reviewing policies; approving the yearly budget; making large financial decisions; reviewing and responding to reports and proposals from the Family Camp Circle and all other circles; electing a Council Chairperson, Administrator and Scribe (See Council Positions); and managing the yearly election of Council members.

The current members of the Council are listed on our website: http://www.shehaquafamily.org/about/council

== Council Policies ==
=== Composition of Council ===
The Shehaqua Family Council should have between 7 and 9 members at all times.
If the total number of Council members drops below 7, then the empty seat(s) should be filled up to 7 seats by the candidate(s) that achieved the highest votes during the last election.
There should always be at least one person on the Council representing each one of these three demographic groups:
* Families with young children (up to 12 years of age)
* Families with older children (13+ years of age)
* Young adults (including couples without kids)

Only one per person per family per generation can serve on the Council at the same time. (For example, a father and daughter is fine; a married couple is not.) The Council may vote in special circumstances to waive this rule if neither prospective councilmember has formal financial responsibilities.

If there is a situation where the only person who would represent one of these three demographic groups is a candidate who didn’t get enough votes to be elected by the number of votes alone, the Council can decide that this person should be given the seat based on this demographic distribution requirement.

=== Council Duties ===
The Shehaqua Family Council is responsible for finding an Operations Director. The new Operations Director automatically becomes a member of the Council and fills the seat of the old Operations Director. If the new Operations Director already is a member of the Council, the old Operations Director can stay on the Council until the next election.

The Council presently meets bi-monthly via Zoom call and for a one day summit meeting in person in spring. The Council facilitator can schedule additional meetings if needed.
The Council elects a facilitator, administrator and scribe each year using the sociocracy process of election.

If a Council member misses two meetings in a row, or fails to respond to emails that require a reply twice in a row, the facilitator will get in touch with them and give them an opportunity to recommit to the Council. If that member continues to miss meetings or fail to respond to emails, they will no longer be considered a Council member.

The quorum for decisions during council meetings is 5.

=== Duration of Council Term ===
Council member terms last for two years. They are staggered, so that about half of the Council seats open up for election every year. Council members are allowed to run for re-election when their term is up, and there is no term limit.

=== Council Positions ===
'''Chairperson''' - Facilitates every Council meeting by running through the agenda, ensuring that all councilmembers are able to contribute to meetings, keeps time.

'''Administrator''' - Works with the Chairperson and the Family Camp Circle Liaison to create the agenda and minutes Google Document for the next meeting. Sends emails and creates the Google Calendar and Zoom invitation for each meeting. Manages the Google Drive that stores the minutes.

'''Scribe''' - Records the minutes of each council meeting in the shared Google Document that serves as the minutes.

'''Family Camp Circle Liaison''' - Reviews and reports on the most recent discussion topics and status of the Family Camp Circle's monthly meetings. Ideally this person is a member of both the Family Camp Circle and the Council. If they are not, they will serve as a point of contact with the Family Camp Circle Facilitator or Administrator in order to keep track of what the Family Camp circle is focused on and identify any issues to bring up.

'''Financial Circle Liaison''' - Reports on the financial health of the organization and any upcoming budgetary issues that need to be resolved as a Council. Ideally this person is a member of the Financial Circle or the Bookkeeper. If this person is neither, they are responsible for being a point-of-contact with the bookkeeper. The current bookkeeper is Michael Stewart.

== Council Elections ==

=== Call for Nominations and Election Process ===
The Council should find an Election Committee in Fall or earlier. The task of the committee is to coordinate the election and reach out to potential candidates.

The call for nominations for Council candidates should be announced to the community no later than December 1 to give the the Shehaqua Family community time to make nominations. Nominations can be submitted by anyone to the election coordinator(s) by January 1. Council members up for reelection should be interviewed to find out if they are willing to run for another term or not.

The nomination should be announced via newsletter and Facebook. The call for nominations should include an email address (for example, election@shehaquafamily.org) where people can nominate themselves or others. The webmaster can assist to ensure that the right people will receive emails sent to this email address. The announcements from previous years can be found in our newsletter archive on shehaquafamily.org.

Nominees who agree to run will need to fill in an application form online: https://docs.google.com/forms/d/e/1FAIpQLSchSk0njAb5z_FpyBur3BJPTKc4wxGcCwDLVv94Bn9hP900HA/viewform
This form needs to be updated every year. Nominees will need to submit a bio and a picture. The election committee needs to edit the bios and prepare the pictures so that they can be used in the next newsletter with the call for election. All the nominees should be introduced, and the election process should be clearly explained. See newsletters from previous years in our archives for useful language.

If the Election Committee requires the help of the webmaster to set up an online voting system, it is important that the webmaster will be informed early on (beginning of January) so that (s)he has plenty of time to prepare this.

The Council elections should take place every year in the beginning of the year, between the beginning of January and the end of February. The newly elected Council members should be informed by March 1. Their turn starts with the first Council meeting/call following March 1.

=== Criteria for Council Candidates ===
Must have attended at least two Shehaqua Family programs in the last three years, have demonstrated responsibility at Shehaqua Family programs (for example helped with a volunteer assignment at camp or as a member of a circle), must be 17 years old or older, and have a sincere desire to serve the Shehaqua Family.

Only one per person per family per generation can serve on the Council at the same time. (For example, a father and daughter is fine; a married couple is not.)

=== Criteria for Voters ===
Must have attended at least two Shehaqua Family programs in the last three years, have demonstrated responsibility at Shehaqua Family programs (for example, helped with a volunteer assignment at camp or served as a member of a circle), must be 17 years old or older.

Shehaqua Council Circle Policies

2021-10-07T02:24:00Z

Sunkwon Bush:

== About the Shehaqua Council ==
The Shehaqua Family Council is a governing body representing the larger Shehaqua Family community. The responsibilities of the Shehaqua Family Council Circle include establishing and reviewing policies; approving the yearly budget; making large financial decisions; reviewing and responding to reports and proposals from the Family Camp Circle and all other circles; electing a Council Chairperson, Administrator and Scribe (See Council Positions); and managing the yearly election of Council members.

The current members of the Council are listed on our website: http://www.shehaquafamily.org/about/council

== Council Policies ==
=== Composition of Council ===
The Shehaqua Family Council should have between 7 and 9 members at all times.
If the total number of Council members drops below 7, then the empty seat(s) should be filled up to 7 seats by the candidate(s) that achieved the highest votes during the last election.
There should always be at least one person on the Council representing each one of these three demographic groups:
* Families with young children (up to 12 years of age)
* Families with older children (13+ years of age)
* Young adults (including couples without kids)

Only one per person per family per generation can serve on the Council at the same time. (For example, a father and daughter is fine; a married couple is not.)

If there is a situation where the only person who would represent one of these three demographic groups is a candidate who didn’t get enough votes to be elected by the number of votes alone, the Council can decide that this person should be given the seat based on this demographic distribution requirement.

=== Council Duties ===
The Shehaqua Family Council is responsible for finding an Operations Director. The new Operations Director automatically becomes a member of the Council and fills the seat of the old Operations Director. If the new Operations Director already is a member of the Council, the old Operations Director can stay on the Council until the next election.

The Council presently meets bi-monthly via Zoom call and for a one day summit meeting in person in spring. The Council facilitator can schedule additional meetings if needed.
The Council elects a facilitator, administrator and scribe each year using the sociocracy process of election.

If a Council member misses two meetings in a row, or fails to respond to emails that require a reply twice in a row, the facilitator will get in touch with them and give them an opportunity to recommit to the Council. If that member continues to miss meetings or fail to respond to emails, they will no longer be considered a Council member.

The quorum for decisions during council meetings is 5.

=== Duration of Council Term ===
Council member terms last for two years. They are staggered, so that about half of the Council seats open up for election every year. Council members are allowed to run for re-election when their term is up, and there is no term limit.

=== Council Positions ===
'''Chairperson''' - Facilitates every Council meeting by running through the agenda, ensuring that all councilmembers are able to contribute to meetings, keeps time.

'''Administrator''' - Works with the Chairperson and the Family Camp Circle Liaison to create the agenda and minutes Google Document for the next meeting. Sends emails and creates the Google Calendar and Zoom invitation for each meeting. Manages the Google Drive that stores the minutes.

'''Scribe''' - Records the minutes of each council meeting in the shared Google Document that serves as the minutes.

'''Family Camp Circle Liaison''' - Reviews and reports on the most recent discussion topics and status of the Family Camp Circle's monthly meetings. Ideally this person is a member of both the Family Camp Circle and the Council. If they are not, they will serve as a point of contact with the Family Camp Circle Facilitator or Administrator in order to keep track of what the Family Camp circle is focused on and identify any issues to bring up.

'''Financial Circle Liaison''' - Reports on the financial health of the organization and any upcoming budgetary issues that need to be resolved as a Council. Ideally this person is a member of the Financial Circle or the Bookkeeper. If this person is neither, they are responsible for being a point-of-contact with the bookkeeper. The current bookkeeper is Michael Stewart.

== Council Elections ==

=== Call for Nominations and Election Process ===
The Council should find an Election Committee in Fall or earlier. The task of the committee is to coordinate the election and reach out to potential candidates.

The call for nominations for Council candidates should be announced to the community no later than December 1 to give the the Shehaqua Family community time to make nominations. Nominations can be submitted by anyone to the election coordinator(s) by January 1. Council members up for reelection should be interviewed to find out if they are willing to run for another term or not.

The nomination should be announced via newsletter and Facebook. The call for nominations should include an email address (for example, election@shehaquafamily.org) where people can nominate themselves or others. The webmaster can assist to ensure that the right people will receive emails sent to this email address. The announcements from previous years can be found in our newsletter archive on shehaquafamily.org.

Nominees who agree to run will need to fill in an application form online: https://docs.google.com/forms/d/e/1FAIpQLSchSk0njAb5z_FpyBur3BJPTKc4wxGcCwDLVv94Bn9hP900HA/viewform
This form needs to be updated every year. Nominees will need to submit a bio and a picture. The election committee needs to edit the bios and prepare the pictures so that they can be used in the next newsletter with the call for election. All the nominees should be introduced, and the election process should be clearly explained. See newsletters from previous years in our archives for useful language.

If the Election Committee requires the help of the webmaster to set up an online voting system, it is important that the webmaster will be informed early on (beginning of January) so that (s)he has plenty of time to prepare this.

The Council elections should take place every year in the beginning of the year, between the beginning of January and the end of February. The newly elected Council members should be informed by March 1. Their turn starts with the first Council meeting/call following March 1.

=== Criteria for Council Candidates ===
Must have attended at least two Shehaqua Family programs in the last three years, have demonstrated responsibility at Shehaqua Family programs (for example helped with a volunteer assignment at camp or as a member of a circle), must be 17 years old or older, and have a sincere desire to serve the Shehaqua Family.

Only one per person per family per generation can serve on the Council at the same time. (For example, a father and daughter is fine; a married couple is not.)

=== Criteria for Voters ===
Must have attended at least two Shehaqua Family programs in the last three years, have demonstrated responsibility at Shehaqua Family programs (for example, helped with a volunteer assignment at camp or served as a member of a circle), must be 17 years old or older.

Family Camp Circle

2021-10-07T02:21:41Z

Sunkwon Bush: /* Family Camp Circle Responsibilities */

__NOTOC__
=== Shehaqua Family Camp Circle Description ===
While all of our programs have a family focus, the family camp is our summer program.

=== Vision Statement ===
''Make Family Camp the most enriching, fulfilling and deepening experience possible for everyone who attends.''

=== Expectations of Each Circle Member ===
*Attend a once per month conference call, approx. 1 hour
*Be willing to take on a specified role if needed for one year, and otherwise actively contribute to fulfilling the Family Camp Circle responsibilities

=== Family Camp Circle Responsibilities ===
*Find and confirm directors, co-directors, and assistant directors for next year
*Assign a member of the Family Camp Circle as advisor/liaison for each program
*Form pool of volunteers for future years
*Facilitate training/mentoring of new directors
*Clearly communicate to directors what their job is. Offer advice and help, if needed.
*Check in with the directors periodically to make sure the camp preparations are on track (key assignments, etc.).
*Manage feedback to improve future programs (ask program directors for report about their program
*Update survey
*Decide the dates for each program. Make sure that secretary of Pocono Family Ministry sends in form to apply for dates in January
*Develop director focused portions of the Wiki Guidebook
*Check out the [[Monthly To-Do List for Family Camp Circle|monthly to do list for the Family Camp Circle]]

=== Family Camp Circle Roles ===
*Administrator
**Schedule meetings, send out meeting reminders, sends out a mid-meeting reminder about action steps.
*Facilitator
**Develops the agenda & asks for input before the meeting, facilitates each meeting, make sure each action step has a clear time goal and person or persons doing it.
*Council Representative
**Participates in bi-monthly [[Shehaqua Council Circle Policies|Shehaqua Council]] meetings and reports Family Camp Circle updates to the Council.
*Scribe
**Primary note taker during each meeting.

Family Camp Circle

2021-10-07T02:09:35Z

Sunkwon Bush:

__NOTOC__
=== Shehaqua Family Camp Circle Description ===
While all of our programs have a family focus, the family camp is our summer program.

=== Vision Statement ===
''Make Family Camp the most enriching, fulfilling and deepening experience possible for everyone who attends.''

=== Expectations of Each Circle Member ===
*Attend a once per month conference call, approx. 1 hour
*Be willing to take on a specified role if needed for one year, and otherwise actively contribute to fulfilling the Family Camp Circle responsibilities

=== Family Camp Circle Responsibilities ===
*Find and confirm directors, co-directors, and assistant directors for next year
*Assign a member of the Family Camp Circle as advisor/liaison for each program
*Form pool for future years
*Facilitate training/mentoring of new directors
*Clearly communicate to directors what their job is. Offer advice and help, if needed.
*Check in with the directors periodically to make sure the camp preparations are on track (key assignments, etc.).
*Manage feedback to improve future programs (ask program directors for report about their program
*Update survey
*Decide the dates for each program. Make sure that secretary of Pocono Family Ministry sends in form to apply for dates in January
*Develop director focused portions of the Wiki Guidebook
*Check out the [[Monthly To-Do List for Family Camp Circle|monthly to do list for the Family Camp Circle]]

=== Family Camp Circle Roles ===
*Administrator
**Schedule meetings, send out meeting reminders, sends out a mid-meeting reminder about action steps.
*Facilitator
**Develops the agenda & asks for input before the meeting, facilitates each meeting, make sure each action step has a clear time goal and person or persons doing it.
*Council Representative
**Participates in bi-monthly [[Shehaqua Council Circle Policies|Shehaqua Council]] meetings and reports Family Camp Circle updates to the Council.
*Scribe
**Primary note taker during each meeting.

Shehaqua Council Circle Policies

2021-10-07T02:05:21Z

Sunkwon Bush: /* Council Policies */

== About the Shehaqua Council ==
The Shehaqua Family Council is a governing body representing the larger Shehaqua Family community. The responsibilities of the Shehaqua Family Council Circle include establishing and reviewing policies; approving the yearly budget; making large financial decisions; reviewing and responding to reports and proposals from the Operations Team and all other circles; electing a Council Facilitator; and managing the yearly election of Council members.

The current members of the Council are listed on our website: http://www.shehaquafamily.org/about/council

== Council Policies ==
=== Composition of Council ===
The Shehaqua Family Council should have between 7 and 9 members at all times.
If the total number of Council members drops below 7, then the empty seat(s) should be filled up to 7 seats by the candidate(s) that achieved the highest votes during the last election.
There should always be at least one person on the Council representing each one of these three demographic groups:
* Families with young children (up to 12 years of age)
* Families with older children (13+ years of age)
* Young adults (including couples without kids)

Only one per person per family per generation can serve on the Council at the same time. (For example, a father and daughter is fine; a married couple is not.)

If there is a situation where the only person who would represent one of these three demographic groups is a candidate who didn’t get enough votes to be elected by the number of votes alone, the Council can decide that this person should be given the seat based on this demographic distribution requirement.

=== Council Duties ===
The Shehaqua Family Council is responsible for finding an Operations Director. The new Operations Director automatically becomes a member of the Council and fills the seat of the old Operations Director. If the new Operations Director already is a member of the Council, the old Operations Director can stay on the Council until the next election.

The Council presently meets bi-monthly via Zoom call and for a one day summit meeting in person in spring. The Council facilitator can schedule additional meetings if needed.
The Council elects a facilitator, administrator and scribe each year using the sociocracy process of election.

If a Council member misses two meetings in a row, or fails to respond to emails that require a reply twice in a row, the facilitator will get in touch with them and give them an opportunity to recommit to the Council. If that member continues to miss meetings or fail to respond to emails, they will no longer be considered a Council member.

The quorum for decisions during council meetings is 5.

=== Duration of Council Term ===
Council member terms last for two years. They are staggered, so that about half of the Council seats open up for election every year. Council members are allowed to run for re-election when their term is up, and there is no term limit.

=== Council Positions ===
'''Chairperson''' - Facilitates every Council meeting by running through the agenda, ensuring that all councilmembers are able to contribute to meetings, keeps time.

'''Administrator''' - Works with the Chairperson and the Family Camp Circle Liaison to create the agenda and minutes Google Document for the next meeting. Sends emails and creates the Google Calendar and Zoom invitation for each meeting. Manages the Google Drive that stores the minutes.

'''Scribe''' - Records the minutes of each council meeting in the shared Google Document that serves as the minutes.

'''Family Camp Circle Liaison''' - Reviews and reports on the most recent discussion topics and status of the Family Camp Circle's monthly meetings. Ideally this person is a member of both the Family Camp Circle and the Council. If they are not, they will serve as a point of contact with the Family Camp Circle Facilitator or Administrator in order to keep track of what the Family Camp circle is focused on and identify any issues to bring up.

'''Financial Circle Liaison''' - Reports on the financial health of the organization and any upcoming budgetary issues that need to be resolved as a Council. Ideally this person is a member of the Financial Circle or the Bookkeeper. If this person is neither, they are responsible for being a point-of-contact with the bookkeeper. The current bookkeeper is Michael Stewart.

== Council Elections ==

=== Call for Nominations and Election Process ===
The Council should find an Election Committee in Fall or earlier. The task of the committee is to coordinate the election and reach out to potential candidates.

The call for nominations for Council candidates should be announced to the community no later than December 1 to give the the Shehaqua Family community time to make nominations. Nominations can be submitted by anyone to the election coordinator(s) by January 1. Council members up for reelection should be interviewed to find out if they are willing to run for another term or not.

The nomination should be announced via newsletter and Facebook. The call for nominations should include an email address (for example, election@shehaquafamily.org) where people can nominate themselves or others. The webmaster can assist to ensure that the right people will receive emails sent to this email address. The announcements from previous years can be found in our newsletter archive on shehaquafamily.org.

Nominees who agree to run will need to fill in an application form online: https://docs.google.com/forms/d/e/1FAIpQLSchSk0njAb5z_FpyBur3BJPTKc4wxGcCwDLVv94Bn9hP900HA/viewform
This form needs to be updated every year. Nominees will need to submit a bio and a picture. The election committee needs to edit the bios and prepare the pictures so that they can be used in the next newsletter with the call for election. All the nominees should be introduced, and the election process should be clearly explained. See newsletters from previous years in our archives for useful language.

If the Election Committee requires the help of the webmaster to set up an online voting system, it is important that the webmaster will be informed early on (beginning of January) so that (s)he has plenty of time to prepare this.

The Council elections should take place every year in the beginning of the year, between the beginning of January and the end of February. The newly elected Council members should be informed by March 1. Their turn starts with the first Council meeting/call following March 1.

=== Criteria for Council Candidates ===
Must have attended at least two Shehaqua Family programs in the last three years, have demonstrated responsibility at Shehaqua Family programs (for example helped with a volunteer assignment at camp or as a member of a circle), must be 17 years old or older, and have a sincere desire to serve the Shehaqua Family.

Only one per person per family per generation can serve on the Council at the same time. (For example, a father and daughter is fine; a married couple is not.)

=== Criteria for Voters ===
Must have attended at least two Shehaqua Family programs in the last three years, have demonstrated responsibility at Shehaqua Family programs (for example, helped with a volunteer assignment at camp or served as a member of a circle), must be 17 years old or older.

Adoption Policy

2019-01-03T02:43:19Z

Sunkwon Bush: /* Proportion of Adopted Children at Camp */

Bringing other kids along with your family

We recognize that, at times, circumstances do not allow for some Mom's and Dad's to attend camp with their children. To accommodate this reality while keeping the overall tone of our workshops family centered, we allow children to be "adopted" by another 2-parent family who will be in attendance the entire week of camp.

# Only families with both parents attending for the entire workshop may bring other kids with them.
# No family may bring more than two kids with them who are not members of their immediate family.
# Each child who comes with another family must pay a slightly higher fee. See the fees page of the program for the amount.
# The family bringing along these kids must assume complete responsibility for these kids during the time of the workshop, as if they really were their own kids. This would include, if necessary, taking disciplinary action toward the adopted child. As part of disciplinary action, the camp management may require the child to sleep in the parents' cabin instead of in the lodge.
# Only your own kids may come as your children. Others are to be adopted and the "adopted kid" price paid. We are not overly legalistic about this. If you have a niece, nephew, or other relative living with your family full time, they may attend with your family.
# The camp directors have the authority to determine the total number of kids and families in this category that their workshop or camp can accommodate. This is at their sole discretion.

There are also practical reasons for these policies. We have had numerous experiences where a child without their parent was injured at Camp. Without a sponsoring or adoptive family to accompany this child to the hospital, there are major disruptions in the camp. We have also found that discipline problems are usually easily solved with a parent on site.

It is the parents' responsibility to find a family willing to look after your kids, not the Camp leadership's. Please work this out as soon as possible so it does not become a problem for the Camp leadership. To view a list of families attending, log in and go to the "See all families attending" form at the bottom of the page.

Children can only be adopted by families with both parents attending. We reserve the right to refund the payment and send the adopted children (the children going to camp without their parents) home if one of the parents of the adopting family (the family that takes care of the adopted children) does not come to camp. If one of the parents of the adopting family registers and finds out he or she cannot attend camp, he or she must notify both the family of the adopted child and the registrar as soon as possible. This is a courtesy to the family of the adopted child, because they will need to find another adopting family.

== Maximum Proportion of Adopted Children at Camp ==

The general policy of camp is to have no more than 10% of all attendees be adopted children. The purpose of this is to make sure that camp staff are not overburdened by potential issues that may occur due to adopted children's behavior in their parents' absence. The camp director can choose to cap adopted attendees at this level or to exceed this ratio, at their own discretion.

Program Policies

2019-01-03T02:42:26Z

Sunkwon Bush:

Program directors are expected to familiarize themselves with these policies before directing any Shehaqua Family program.

New policies can be added and existing policies can be changed by the Shehaqua Family Council.

== Special Education Tracks ==

The Education Circle may propose special education tracks for a program, but the program director has the final say whether to accept a special track.

=== Paying Presenters for Special Education Tracks at Shehaqua Family Programs ===
We can offer professional speakers free camp. Participants will have to pay a fee in addition to the regular camp fee to be able to attend professional presentations by a paid speaker. The speaker's payments will be funded exclusively from this surcharge. Any exceptions to this rule would need to be discussed with the Council and require a 2-month advance notice to the Council.

== Meals and Lodging for Guests/Unregistered Visitors ==
=== Meal Fees for Drop-in Guests for Family Camp in Summer ===
The meal fee for visitors at our programs is $7 per meal (breakfast, lunch, or dinner).

=== Lodging Fee for Guests/Unregistered Visitors ===
The price for non-registered overnight guests at programs that take place at Camp Shehaqua (Hickory Run State Park) is $14 per night.

=== Meal Fees for Drop-in Guests for Spring Gathering and Fall Festival ===
The $7 per meal fee does not apply for the Spring Gathering and Fall Festival. Instead we have these "day pass" fees in effect, which include meal and activities:
* $25 early bird from after lunch till end of day / $30 late fee
* $30 / $35 if lunch is included
* At camp we cannot accept credit card payments, only cash or checks

=== Free Meal for Visiting Presenter ===
A free meal can be offered to any speaker and their spouse and children under 21 if they visit for the sole reason of giving a presentation and are not otherwise compensated. Whoever invites the presenters and offers the free meal will need to inform the registrar about this arrangement. The meal expense will be charged to the director's discretionary budget. (Read more about the director's discretionary budget further down on this page.)

== Promotion of other Organizations and Events ==
To avoid the impression of partiality and to keep Shehaqua Family independent, we do not allow public promotion or printed advertising of another organization or organization's events (Unification-Church-related or not) at Shehaqua Family programs.

# After obtaining permission from the program camp director and program education director, individuals may hold a small optional event to talk about a program during free time in an otherwise unused space.
# Individuals may privately and discreetly give a leaflet to another participant, but may NOT leave leaflets and flyers around the camp. Any leaflets and ads found in Camp will promptly be removed and the distributor will be asked to cease all distribution activities.

Events, presentations, flyers, and announcements to a general assembly of event participants may NOT promote or criticize any group or splinter group of the Unification Movement, or any other organization.

It is recommended that the program directors consult with advisers prior to giving permission for an event. It is also recommended that the program directors only allow events scheduled prior to the beginning of a program to allow adequate review of the event.

== Safety and Order ==
=== Enforcing the Code of Conduct ===
* The Program Director is responsible for understanding the [[Code_of_Conduct|Shehaqua Family Code of Conduct]], and for enforcing it.
* The program director is responsible for reading the document [[Consequences for Code of Conduct Offenses]] and applying the appropriate consequences outlined in the document.
* The program director is required to read the Google document with ongoing incident reports before the program and update it after the program. To protect the identity of previous offenders, the link to this Google document with ongoing incident reports is not public. The program director should request the link from the appropriate program circle. The incident report might identify people who cannot be given leadership assignments for a year or two, as part of their consequence. The program director therefore has to read the report before group leader assignments are made and communicate with the education director about any restrictions.

=== Shehaqua Family Camp Noise Ordinance ===
Shehaqua Family Camp Noise Ordinance: No loud, electronically amplified music after 9PM, except for scheduled events approved by the program director.

=== Hawk Falls are Off Limits During Hikes ===

== Sick Policy ==
# Anyone sick (suffering from a cold, flu, diarrhea, or any other infectious illness) is not allowed to work in the kitchen. The camp director needs to get a substitute or, in case the cook is sick, make arrangements for assistants or helpers to take over cooking. If needed, the nurse can make the assessment of who is too sick to work in the kitchen. (http://www.shehaquafamily.org/wiki/index.php?title=File:2015_PA_Food_Safety_.jpg)
# Anyone sick should report to the nurse. The nurse can determine who needs to sleep in the infirmary to be secluded from others.
# Sick people should not help themselves for food from the serving tables, but can ask others to bring them food.

== Celebrating Birthdays at Our Programs ==
* If a birthday is being celebrated in public, it has to be inclusive and celebrated at a time everyone is present. Everybody whose birthday happens during one of our programs should be treated the same. Not just one person's birthday is to be celebrated.

* If family members and/or friends want to celebrate a birthday for one person only, they should do it in a building other than the main building and coordinate with the camp director.

* Birthday cakes or other material expenses will not be covered by camp, and the cook will not bake birthday cakes. If the cook agrees, families and friends can purchase the materials from their own funds and can bake in the kitchen during a time when no meals are prepared.

== Program Director’s Authority to Extend Early Bird Fees ==
Sometimes it's hard for a program director to fill all important staff positions before the early bird deadline. If the fees go up, it might become harder to recruit people. The program director therefore has the authority to extend the deadline on the early bird discount (usually May 31) to fill some important staff positions. But the decision to grant an individual an extension has to be approved by 3 people (for example: camp director, education director, and registrar, education circle facilitator, family camp circle facilitator, etc).
This applies to the following staff positions: Camp directors and co-directors (in this case the power to extend the early bird fee given to the Family Camp Circle), education directors/co-directors, cooks and assistant cooks, experienced general affairs person, and special speakers.

== Program Director’s Discretionary Budget ==
Program directors get a budget for discretionary expenses ($50 per day for Family Camp; please check with accountant for weekend programs). The discretionary budget is rarely used, since most camp expenses such as food and materials for activities are already included in the budget. But unexpected expenses occasionally can come up, such as the dinner fee for a visitor who helps camp in some way, the last-minute purchase of a piece of equipment needed, or payment for a last-minute assistant cook for a small camp. What the budget is NOT meant for is for taking out the staff for ice cream, for example, or other expenses that will unfairly favor some people over others. Before a camp director decides to use the discretionary budget he or she should consult with two other members on the staff, such as the education director, registrar, or general affair director to make sure they agree that the expense meets the discretionary budget requirements. The discretionary budget is public money and therefore should be used conservatively—no need to spend it unless it's really needed.

== Program Director’s Authority Regarding Logistics Director Appointments ==
The Operations Team is responsible for finding a logistics director. If the program director has a substitute person, they can propose it to the Operations Team for approval. This is to ensure that an experienced person is in the role of logistics director.

== Selling Items at Shehaqua Family Programs ==
We do not allow camp participants to sell items (books, etc) at camp, unless it is done at the camp store table in the corner of the dining hall, and with the consent of the camp store keeper. We ask that 10% of all sales be donated to the Shehaqua Family.

== Deadline for initiating a program at the PA State Park facility ==
In order to apply for a program at the PA State Park there needs to be by January 31 a camp director who understands he/she needs to find a cook and a logistics team.

== Recommendation to use paper products for serving meals ==
For environmental purposes is it recommended to use paper products, not styrofoam products, for serving meals, even if the cost is slightly higher.

Adoption Policy

2019-01-03T02:39:27Z

Sunkwon Bush: Added section on suggested cap on adopted children.

Bringing other kids along with your family

We recognize that, at times, circumstances do not allow for some Mom's and Dad's to attend camp with their children. To accommodate this reality while keeping the overall tone of our workshops family centered, we allow children to be "adopted" by another 2-parent family who will be in attendance the entire week of camp.

# Only families with both parents attending for the entire workshop may bring other kids with them.
# No family may bring more than two kids with them who are not members of their immediate family.
# Each child who comes with another family must pay a slightly higher fee. See the fees page of the program for the amount.
# The family bringing along these kids must assume complete responsibility for these kids during the time of the workshop, as if they really were their own kids. This would include, if necessary, taking disciplinary action toward the adopted child. As part of disciplinary action, the camp management may require the child to sleep in the parents' cabin instead of in the lodge.
# Only your own kids may come as your children. Others are to be adopted and the "adopted kid" price paid. We are not overly legalistic about this. If you have a niece, nephew, or other relative living with your family full time, they may attend with your family.
# The camp directors have the authority to determine the total number of kids and families in this category that their workshop or camp can accommodate. This is at their sole discretion.

There are also practical reasons for these policies. We have had numerous experiences where a child without their parent was injured at Camp. Without a sponsoring or adoptive family to accompany this child to the hospital, there are major disruptions in the camp. We have also found that discipline problems are usually easily solved with a parent on site.

It is the parents' responsibility to find a family willing to look after your kids, not the Camp leadership's. Please work this out as soon as possible so it does not become a problem for the Camp leadership. To view a list of families attending, log in and go to the "See all families attending" form at the bottom of the page.

Children can only be adopted by families with both parents attending. We reserve the right to refund the payment and send the adopted children (the children going to camp without their parents) home if one of the parents of the adopting family (the family that takes care of the adopted children) does not come to camp. If one of the parents of the adopting family registers and finds out he or she cannot attend camp, he or she must notify both the family of the adopted child and the registrar as soon as possible. This is a courtesy to the family of the adopted child, because they will need to find another adopting family.

== Proportion of Adopted Children at Camp ==

The general policy of camp is to have no more than 10% of all attendees be adopted children. The purpose of this is to make sure that camp staff are not overburdened by potential issues that may occur due to adopted children's behavior in their parents' absence. The camp director can choose to cap adopted attendees at this level or to exceed this ratio, at their own discretion.

Program Policies

2019-01-03T02:36:43Z

Sunkwon Bush: Added policy clarification around Program Director's authority to appoint Logistics Directors.

Program directors are expected to familiarize themselves with these policies before directing any Shehaqua Family program.

New policies can be added and existing policies can be changed by the Shehaqua Family Council.

== Special Education Tracks ==

The Education Circle may propose special education tracks for a program, but the program director has the final say whether to accept a special track.

=== Paying Presenters for Special Education Tracks at Shehaqua Family Programs ===
We can offer professional speakers free camp. Participants will have to pay a fee in addition to the regular camp fee to be able to attend professional presentations by a paid speaker. The speaker's payments will be funded exclusively from this surcharge. Any exceptions to this rule would need to be discussed with the Council and require a 2-month advance notice to the Council.

== Meals and Lodging for Guests/Unregistered Visitors ==
=== Meal Fees for Drop-in Guests for Family Camp in Summer ===
The meal fee for visitors at our programs is $7 per meal (breakfast, lunch, or dinner).

=== Lodging Fee for Guests/Unregistered Visitors ===
The price for non-registered overnight guests at programs that take place at Camp Shehaqua (Hickory Run State Park) is $14 per night.

=== Meal Fees for Drop-in Guests for Spring Gathering and Fall Festival ===
The $7 per meal fee does not apply for the Spring Gathering and Fall Festival. Instead we have these "day pass" fees in effect, which include meal and activities:
* $25 early bird from after lunch till end of day / $30 late fee
* $30 / $35 if lunch is included
* At camp we cannot accept credit card payments, only cash or checks

=== Free Meal for Visiting Presenter ===
A free meal can be offered to any speaker and their spouse and children under 21 if they visit for the sole reason of giving a presentation and are not otherwise compensated. Whoever invites the presenters and offers the free meal will need to inform the registrar about this arrangement. The meal expense will be charged to the director's discretionary budget. (Read more about the director's discretionary budget further down on this page.)

== Promotion of other Organizations and Events ==
To avoid the impression of partiality and to keep Shehaqua Family independent, we do not allow public promotion or printed advertising of another organization or organization's events (Unification-Church-related or not) at Shehaqua Family programs.

# After obtaining permission from the program camp director and program education director, individuals may hold a small optional event to talk about a program during free time in an otherwise unused space.
# Individuals may privately and discreetly give a leaflet to another participant, but may NOT leave leaflets and flyers around the camp. Any leaflets and ads found in Camp will promptly be removed and the distributor will be asked to cease all distribution activities.

Events, presentations, flyers, and announcements to a general assembly of event participants may NOT promote or criticize any group or splinter group of the Unification Movement, or any other organization.

It is recommended that the program directors consult with advisers prior to giving permission for an event. It is also recommended that the program directors only allow events scheduled prior to the beginning of a program to allow adequate review of the event.

== Safety and Order ==
=== Enforcing the Code of Conduct ===
* The Program Director is responsible for understanding the [[Code_of_Conduct|Shehaqua Family Code of Conduct]], and for enforcing it.
* The program director is responsible for reading the document [[Consequences for Code of Conduct Offenses]] and applying the appropriate consequences outlined in the document.
* The program director is required to read the Google document with ongoing incident reports before the program and update it after the program. To protect the identity of previous offenders, the link to this Google document with ongoing incident reports is not public. The program director should request the link from the appropriate program circle. The incident report might identify people who cannot be given leadership assignments for a year or two, as part of their consequence. The program director therefore has to read the report before group leader assignments are made and communicate with the education director about any restrictions.

=== Shehaqua Family Camp Noise Ordinance ===
Shehaqua Family Camp Noise Ordinance: No loud, electronically amplified music after 9PM, except for scheduled events approved by the program director.

=== Hawk Falls are Off Limits During Hikes ===

== Sick Policy ==
# Anyone sick (suffering from a cold, flu, diarrhea, or any other infectious illness) is not allowed to work in the kitchen. The camp director needs to get a substitute or, in case the cook is sick, make arrangements for assistants or helpers to take over cooking. If needed, the nurse can make the assessment of who is too sick to work in the kitchen. (http://www.shehaquafamily.org/wiki/index.php?title=File:2015_PA_Food_Safety_.jpg)
# Anyone sick should report to the nurse. The nurse can determine who needs to sleep in the infirmary to be secluded from others.
# Sick people should not help themselves for food from the serving tables, but can ask others to bring them food.

== Celebrating Birthdays at Our Programs ==
* If a birthday is being celebrated in public, it has to be inclusive and celebrated at a time everyone is present. Everybody whose birthday happens during one of our programs should be treated the same. Not just one person's birthday is to be celebrated.

* If family members and/or friends want to celebrate a birthday for one person only, they should do it in a building other than the main building and coordinate with the camp director.

* Birthday cakes or other material expenses will not be covered by camp, and the cook will not bake birthday cakes. If the cook agrees, families and friends can purchase the materials from their own funds and can bake in the kitchen during a time when no meals are prepared.

== Program Director’s Authority to Extend Early Bird Fees ==
Sometimes it's hard for a program director to fill all important staff positions before the early bird deadline. If the fees go up, it might become harder to recruit people. The program director therefore has the authority to extend the deadline on the early bird discount (usually May 31) to fill some important staff positions. But the decision to grant an individual an extension has to be approved by 3 people (for example: camp director, education director, and registrar, education circle facilitator, family camp circle facilitator, etc).
This applies to the following staff positions: Camp directors and co-directors (in this case the power to extend the early bird fee given to the Family Camp Circle), education directors/co-directors, cooks and assistant cooks, experienced general affairs person, and special speakers.

== Program Director’s Discretionary Budget ==
Program directors get a budget for discretionary expenses ($50 per day for Family Camp; please check with accountant for weekend programs). The discretionary budget is rarely used, since most camp expenses such as food and materials for activities are already included in the budget. But unexpected expenses occasionally can come up, such as the dinner fee for a visitor who helps camp in some way, the last-minute purchase of a piece of equipment needed, or payment for a last-minute assistant cook for a small camp. What the budget is NOT meant for is for taking out the staff for ice cream, for example, or other expenses that will unfairly favor some people over others. Before a camp director decides to use the discretionary budget he or she should consult with two other members on the staff, such as the education director, registrar, or general affair director to make sure they agree that the expense meets the discretionary budget requirements. The discretionary budget is public money and therefore should be used conservatively—no need to spend it unless it's really needed.

== Program Director’s Authority Over Logistics Director Appointments ==
The Operations Team is responsible for finding a logistics director. If the program director has a substitute person, they can propose it to the Operations Team for approval. This is to ensure that an experienced person is in the role of logistics director.

== Selling Items at Shehaqua Family Programs ==
We do not allow camp participants to sell items (books, etc) at camp, unless it is done at the camp store table in the corner of the dining hall, and with the consent of the camp store keeper. We ask that 10% of all sales be donated to the Shehaqua Family.

== Deadline for initiating a program at the PA State Park facility ==
In order to apply for a program at the PA State Park there needs to be by January 31 a camp director who understands he/she needs to find a cook and a logistics team.

== Recommendation to use paper products for serving meals ==
For environmental purposes is it recommended to use paper products, not styrofoam products, for serving meals, even if the cost is slightly higher.

Family Camp Budget Summary

2017-07-05T00:41:38Z

Sunkwon Bush: Created page with "'''Activities (e.g. family fun night, dodgeball):''' $2 per (active) participant It's highly encouraged for the family fun night planner to buy their materials in advance to b..."

'''Activities (e.g. family fun night, dodgeball):'''
$2 per (active) participant
It's highly encouraged for the family fun night planner to buy their materials in advance to be reimbursed so that General Affairs doesn't have to run around the night before.

'''Crafts:'''
$1 per Twinkle/Star
$2 per Moon/Sun/Comet
$3 per Supernova+
This is a rough estimate but the craft director rarely ever has to spend this much, due to the plentiful existing craft supplies.

'''Education:'''
$5 per student (for educational materials, prizes, snacks, etc.)
In the past, Twinkles didn't need a budget but this will depend on the teacher.

'''Food:'''
[Add info here]

'''Service Project:'''
(Determined based on needs of the project; budget approved by Council)

'''General Affairs:'''
As-needed with trust that General Affairs will be frugal
Some years this cost is low when it's just to resupply camp. Other years, stuff breaks and we need to fix it. General Affairs has full discretion as long as they are good stewards.

'''Move-in/Move-Out:'''
$10/person (Max 10)
Move-in director can compensate volunteers with roughly $10 per person. This is generally used to treat a big group of helpers to ice cream, pizza, etc rather than cash. However, if it was a very small crew that worked particularly hard, we've often given out cash as an extra thank-you.

'''Director's Discretionary Budget:'''
$250
This money is both optional and flexible. It's generally used to help fill in for things like getting situational discounts to help get educators to camp, to pay for unusual activities or to provide more funds to a specific area that needs it.
Family Fun night and Dodgeball are covered by the Activities budget and therefore don't use this money

Family Camp

2017-07-05T00:37:15Z

Sunkwon Bush:

[[Hotels near Camp Shehaqua]]

[[Description of Evening Activities by Sally Sayre]]

[[Family Fun Night at Shehaqua]]

[[How to Organize Talent Night]]

[[Orientation Checklist]]

[[Family Camp Budget Summary]]