Monthly To-Do List for Weekend Program Circle

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Monthly Responsibilities and Checklist for Weekend Program Circle

This list is not complete, and just meant as a tool. There will be other issues that need to be discussed and tasks that need to be accomplished by the Weekend Program Circle.

January

  • Identify potential Spring Gathering directors and cook. Contact them to check if they are interested and available. If no Spring Gathering director can be identified by the end of January, the Spring Gathering cannot be held. We only apply for the use of Camp Shehaqua from Hickory Run State Park if we have a director— and preferably a cook, as well—by the end of January.
  • Decide dates for Spring Gathering and Harvest Festival. Make sure that someone adds the dates to the application for Camp Shehaqua at Hickory Run State Park
  • Submit a budget for the two weekend programs to the Financial Circle, so the Council can approve the budget in February. For the Spring Gathering, this means discuss with the director whether any activities are planned that would cost more money than in the past. (From our guidebook: "Each circle puts together an itemized budget request for their estimated yearly expenses by February 1 and sends it to the Financial Circle.")
  • Discuss progress of search for Harvest Festival director and cook
  • Discuss result from action steps of last meeting

February

  • Encourage camp directors to start recruiting key staff positions, such as cook, move in/move out coordinator, general affairs, etc. Support where needed.
  • Clarify when registration can open.
  • Coordinate with newsletter editor to announce Spring Gathering. Save the date announcement usually goes out in early March, and registration opens in March or April
  • Coordinate with registrar and webmaster about registration
  • Discuss progress of search for Harvest Festival director and cook
  • Decide on a date to go over Shehaqua policies with Spring Gathering director (use Guidebook/Wiki).
  • Policies that program directors need to read and understand:
  • Discuss results from action steps of last meeting
  • In 2017, the PA State Park rangers added this requirement: “The camp must be under the immediate direction of a trained camp director, a person of mature judgement and at least 25 years of age.” An adult 25 or older must be present to meet and discuss issues with the Park Ranger. If the program director is under 25, discuss who can assist as c0-director to fulfill this requirement.

March

  • Coordinate with newsletter editor to announce Spring Gathering. Save the date announcement usually goes out in early March, and registration opens in March or early April. The earlier program directors know who signs up the easier it will be for them to plan the activities and assign volunteer roles. Registration should open at least one month before the program starts. (Registration opened April 6 in 2014, April 4 in 2015, March 6 in 2016, and March 11 in 2017.)
  • Coordinate with registrar and webmaster about registration
  • Check with weekend director about cook and move in/move out staff. Support where needed.
  • Discuss progress of search for Harvest Festival director and cook
  • Go over Shehaqua policies with Spring Gathering director (use Guidebook/Wiki), if it didn’t happen in the last month
  • Discuss results from action steps of last meeting

April

  • Coordinate with newsletter editor to remind people of early bird deadline (usually end of April)
  • Work with social media coordinator to create a Facebook Event page
  • Check with weekend director about cook and move in/move out staff. Support where needed.
  • Discuss progress of search for Harvest Festival director and cook
  • Discuss results from action steps of last meeting

May

  • Start search for a Harvest Festival director and cook
  • Discuss results from action steps of last meeting

June

  • Coordinate with newsletter editor to announce Harvest Festival. Usually we send out a deadline reminder for Family Camp at the end of June, and the announcement for the Harvest Festival should be included in this newsletter, to avoid having to send out another newsletter in July when things get too busy with Family Camp matters.
  • Coordinate with registrar and webmaster about registration, should be at the end of June, see above.
  • Discuss results from action steps of last meeting

July

  • If no Harvest Festival director and cook have been found at this point, consult with the Operations Team about canceling the event
  • Discuss results from action steps of last meeting
  • Coordinate with newsletter editor and social media coordinator to announce Harvest Festival. In 2017 registration opened July 9th.
  • Coordinate with registrar and webmaster about registration
  • Work with social media coordinator to create a Facebook Event page
  • Open Registration
  • Go over Shehaqua policies with Harvest Festival director (use Guidebook/Wiki), if it didn’t happen in the last month

August

  • Discuss with newsletter editor and social media coordinator about announcing early bird deadline (in 2017 it was August 27)
  • Discuss results from action steps of last meeting

September

  • Discuss results from action steps of last meeting
  • Last minute support for Harvest Festival

October

  • Discuss results from action steps of last meeting
  • Evaluate Harvest Festival and suggest adjustments to policies and procedures to the Council or Operations Team.
  • Start search for Spring Gathering and Harvest Festival directors for next year. Contact them to check if they are interested and available.

November

  • Discuss results from action steps of last meeting
  • Discuss progress of search for potential Spring Gathering and Harvest Festival directors for next year. Contact them to check if they are interested and available.

December

  • Discuss results from action steps of last meeting
  • Discuss progress of search for potential Spring Gathering and Harvest Festival directors for next year. Contact them to check if they are interested and available.
  • Identify potential Spring Gathering directors and cook. Contact them early to check if they are interested and available.
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