Yearly To-Do List of Operations Team

Operations Team Monthly To-Do List

January

• Decide whether to have a t-shirt design competition, or find another way to get a T-shirt design. If you decide on a competition, you will have to start to organize it soon.
• Decide if there will be a Spring Gathering and Harvest Festival
• Remind PFM secretary to apply for program dates with PA Bureau of State Parks.
• Discuss and submit the Operations Team budget to the Financial Circle
• Determine if we still have enough songbooks for another year. If not, make a plan to reprint songbooks (Claude is willing to help)

February

• Update on t-shirt design competition or commission
• Discuss and submit the Operations Team budget to the Financial Circle. Logistics Circle (part of Operations Team) also needs to submit a budget.
• If needed, discuss who will serve as registrar for the following programs:
  • Spring Gathering
  • Family Camp
  • Fall Festival

March

Discuss registration for Spring Gathering. Who will be registrar? Discuss registration for Family Camp. Who will be registrar? Discuss which documents in the Guidebook/Wikki need to be updated. Are all volunteer positions updated? Are the move-in and move-out documents available and updated?

April

Discuss and decide on the logistics director for the summer programs

May

Discuss printing of t-shirt. Designs need to be adjusted for silk screen printing. Contact Claude or printer for details Ordering of mugs, pick color Who is responsible to order the candles for Candlelight Prayer? Discuss newsletter announcing early bird deadline

June

Discuss how the Food Retail Certification will get to Week 1 and who will be responsible to bring it back from Week 2 (it is valid until July 31 of the following year and therefore will need to be brought back to Week 1 of the following year) Discuss transportation of t-shirts and mugs to camp Move in and move out logistics Newsletter Ordering of porta-potties for camp. Discuss who will do it. Make sure General Affair director of Week 1 knows what needs to be replaced in the medical supplies for camp (use list from previous year if the Week 2 nurse left a list with missing items)

July

Discuss last minute issues for camp

August

If there is a Summit planned for October, discuss program and promotion Discuss logistics for Harvest Festival. Registration? Newsletter? Early bird deadline should be at least two weeks before the start of the program, so there is time to cancel the band without a penalty (if not enough people sign up) Discuss names of people who volunteered for circles on reflection forms. Contact the people you want to join the FCC.

September

Have elections to determine who should be facilitator, administrator and scribe for one year. If there is a Summit planned for October, discuss program and promotion

October

If you didn’t have elections in September to determine who should be facilitator, administrator and scribe for one year, do it now.

November

Discuss which documents in the Guidebook/Wiki need to be updated. Are all volunteer positions updated?

December

Remind PFM secretary to apply for program dates with PA Bureau of State Parks. Park rangers send an application form to all previous camp-renters in December. Should have reached us by now. Application need to arrive at their office end of February at the latest, sent by postal mail. Decide whether to have a t-shirt design competition, or find another way to get a T-shirt design. If you decide on a competition, you will have to start to organize it soon so people have enough time to work on their ideas.