Shehaqua Family Guidebook - User contributions [en]

Administrative Discounts

2024-05-31T20:10:21Z

Ntallakson:

Shehaqua Family volunteer spirit: The Shehaqua Family programs were built based on many people volunteering their time and energy. Everyone who attends camp is expected to contribute, which helps everyone have a sense of ownership as well as help keep participant fees low.

However, there are a few positions which require an extraordinary amount of time and effort, without which our programs would not be able to run. For these positions, we offer administrative discounts for the person and where appropriate, their family (to encourage families to attend together), and for our head cook we offer a small honorarium for the amount of work involved.

*Families are defined as parents with children 20 years and younger.
*'''Discounts are for the early-bird fees only.''' '''All staff members''' (camp director included) who are entitled to administrative discounts '''must register one week before the early bird deadline of a program''' (including both weekend programs and summer programs). The director needs to inform the registrar by the same time (one week before early bird deadline) who gets administrative discounts. For example, for family camp (early bird deadline May 31), this means all staff members who get discounts need to register by May 24. If the volunteer or a family member registers or pays after that time, they must pay the difference between the early-bird fee and the fee in place at the time of payment.
*For positions of the head cook and assistant cook (8–10 hours/day), we provide more than a discount since people in these positions are not able to participate in a large portion of the program.
*Move-in and move-out helpers need to come before the program starts and/or stay after the program ends, and they will get a benefit after they have done their work.
*Cannot combine discounts for family members that serve in different discount roles.
*There are no stackable combinations of discounts. Before calculating half-off for example add up the "ala cart" rates of each charged-for family member, as if no family max or spouse discount existed, then give half-off whatever that adds up to.

{| class="wikitable"
|-
! Position !! Hours of work/ Description of Work !! Discount
|-
| Camp Director || ~40-50 hours before and during the program/Family Camp program. Click [[Camp_Director|here]] for role description. || Director free, family free. (only 1 director, no additional co-directors)
|-
| Co-Camp Director || Same as Camp Director, but shared by 2 people. || Co-Camp Director free, family 1/2 off. (for up to 2 directors; for more than 2 people, benefits for 2 are split up)
|-
| Education Director || ~30 hours before and during the program/Family Camp program. Click [[Education_Director|here]] for role description. || Education Director free, family 1/2 off.
|-
| Co-Education Director || Same as Education Director, but shared by 2 people || Co-Education Director 1/2 off, family 1/4 off.
|-
| Registrar || 160 hours/year || Registrar and family free
|-
| Webmaster || 60-70 hours/year || Webmaster and family free
|-
| Logistics Director (move-in and move-out for spring and fall, 1 of the 2 for summer sessions if there are multiple sessions)|| 15 hours per program in spring and fall, 20 hours per move-in and move-out in summer. Click [[Logistics Director|here]] for role description. || Director free, family 1/2 off.
|-
| Logistics Assistant || Same as Logistics Director || 1/2 off for move-in and move-out, 1/4 off for one of them. <br/>
|-
| Lifeguard|| 1-2 hours/day/Family Camp program, plus time for getting certified. || Free (2 lifeguards). Red Cross Lifeguard certification paid, if needed
|}

{| class="wikitable"
|-
! Position !! Hours of work/ Description of Work !! Benefit
|-
| Food Supply Manager &dagger; || Planning the menu, determining the amounts to be purchased, and ordering from the delivery company and/or shop for the food. || Paid $15 per meal.
|-
| Head Cook &dagger; || Click [[Head_Cook|here]] for role description. 8-10 hrs/day || Paid $55 per meal, Cook and family free.
|-
| Assistant Cook|| Not applicable for programs of less than 80 people. Limit: 1 assistant cook. 8-10 hrs/day|| Paid $40 per meal, Assistant Cook free, family 1/2 off. If this position is held by 2 people the discount and compensation can be split in half.
|}
&dagger; The tasks of the food supply manager and of the head cook can be done by the same person, and the benefits can be compounded.

Administrative Discounts

2024-05-31T20:00:08Z

Ntallakson:

Shehaqua Family volunteer spirit: The Shehaqua Family programs were built based on many people volunteering their time and energy. Everyone who attends camp is expected to contribute, which helps everyone have a sense of ownership as well as help keep participant fees low.

However, there are a few positions which require an extraordinary amount of time and effort, without which our programs would not be able to run. For these positions, we offer administrative discounts for the person and where appropriate, their family (to encourage families to attend together), and for our head cook we offer a small honorarium for the amount of work involved.

*Families are defined as parents with children 20 years and younger.
*'''Discounts are for the early-bird fees only.''' '''All staff members''' (camp director included) who are entitled to administrative discounts '''must register one week before the early bird deadline of a program''' (including both weekend programs and summer programs). The director needs to inform the registrar by the same time (one week before early bird deadline) who gets administrative discounts. For example, for family camp (early bird deadline May 31), this means all staff members who get discounts need to register by May 24. If the volunteer or a family member registers or pays after that time, they must pay the difference between the early-bird fee and the fee in place at the time of payment.
*For positions of the head cook and assistant cook (8–10 hours/day), we provide more than a discount since people in these positions are not able to participate in a large portion of the program.
*Move-in and move-out helpers need to come before the program starts and/or stay after the program ends, and they will get a benefit after they have done their work.
*Cannot combine discounts for family members that serve in different discount roles.

{| class="wikitable"
|-
! Position !! Hours of work/ Description of Work !! Discount
|-
| Camp Director || ~40-50 hours before and during the program/Family Camp program. Click [[Camp_Director|here]] for role description. || Director free, family free. (only 1 director, no additional co-directors)
|-
| Co-Camp Director || Same as Camp Director, but shared by 2 people. || Co-Camp Director free, family 1/2 off. (for up to 2 directors; for more than 2 people, benefits for 2 are split up)
|-
| Education Director || ~30 hours before and during the program/Family Camp program. Click [[Education_Director|here]] for role description. || Education Director free, family 1/2 off.
|-
| Co-Education Director || Same as Education Director, but shared by 2 people || Co-Education Director 1/2 off, family 1/4 off.
|-
| Registrar || 160 hours/year || Registrar and family free
|-
| Webmaster || 60-70 hours/year || Webmaster and family free
|-
| Logistics Director (move-in/out)|| 15 hours per program in spring and fall, 20 hours per move-in and move-out in summer. Click [[Logistics Director|here]] for role description. || Director free, family 1/2 off.
|-
| Logistics Assistant || Same as Logistics Director || 1/2 off for move-in and move-out, 1/4 off for one of them. <br/>
|-
| Lifeguard|| 1-2 hours/day/Family Camp program, plus time for getting certified. || Free (2 lifeguards). Red Cross Lifeguard certification paid, if needed
|}

{| class="wikitable"
|-
! Position !! Hours of work/ Description of Work !! Benefit
|-
| Food Supply Manager &dagger; || Planning the menu, determining the amounts to be purchased, and ordering from the delivery company and/or shop for the food. || Paid $15 per meal.
|-
| Head Cook &dagger; || Click [[Head_Cook|here]] for role description. 8-10 hrs/day || Paid $55 per meal, Cook and family free.
|-
| Assistant Cook|| Not applicable for programs of less than 80 people. Limit: 1 assistant cook. 8-10 hrs/day|| Paid $40 per meal, Assistant Cook free, family 1/2 off. If this position is held by 2 people the discount and compensation can be split in half.
|}
&dagger; The tasks of the food supply manager and of the head cook can be done by the same person, and the benefits can be compounded.

Family Camp Budget Summary

2024-05-31T19:54:18Z

Ntallakson:

'''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:'''
*$2 per Twinkle/Star
*$4 per Moon/Sun/Comet
*$6 per Supernova+

This is a rough estimate, but the craft director rarely ever has to spend this much, as there are always left-over craft supplies from past years.

'''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:'''
$3.80 per person per meal - includes non-food items used during meals (paper plates, napkins, etc)

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

'''General Affairs:'''
As needed, with the understanding that General Affairs will be frugal.
Some years, when the only expenses occur from resupplying camp, this cost is low. Other years, pieces of equipment break and need to be repaired or replaced. General Affairs has some room for discretion as long as they are good stewards. As of 06/2022 limits were set regarding General Affairs purchasing ability specifically related to "capital improvements" which would include equipment purchasing and the cost repair certain areas of camp. This does not include items categorized as "supplies" needed for everyday function such as cleaning supplies. The allotted amount is $1000 per year. Also in place is a rule that if the amount spent goes over the budget the overage would be charged to the following year's allotment. No staff member, including General Affairs or Directors should ever be making spending decisions for capital improvements over the budget on their own. Large one-time purchases should ideally be pre-approved by the PFM Board. Please consult the Treasurer if you have questions.

'''Move-In/Move-Out:'''
Maximum $150 for move-in and $150 for move-out. This budget should be used to treat a big group of helpers to ice cream, pizza, etc, not for cash compensations. However, if it is a very small crew that works particularly hard or if someone has no time to stay for the treat, we' can offer 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 Budget Summary

2024-05-31T19:34:41Z

Ntallakson:

'''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:'''
*$2 per Twinkle/Star
*$4 per Moon/Sun/Comet
*$6 per Supernova+

This is a rough estimate, but the craft director rarely ever has to spend this much, as there are always left-over craft supplies from past years.

'''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:'''
$3.80 per person per meal - includes non-food items used during meals (paper plates, napkins, etc)

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

'''General Affairs:'''
As needed, with the understanding that General Affairs will be frugal.
Some years, when the only expenses occur from resupplying camp, this cost is low. Other years, pieces of equipments break and need to be repaired or replaced. General Affairs has full discretion as long as they are good stewards.

'''Move-In/Move-Out:'''
Maximum $150 for move-in and $150 for move-out. This budget should be used to treat a big group of helpers to ice cream, pizza, etc, not for cash compensations. However, if it is a very small crew that works particularly hard or if someone has no time to stay for the treat, we' can offer 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.