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). This will take time, so start this process early.

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

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?
Remind PFM secretary to apply for a new Food Retail Certification. Without it, the food inspector could shut down the camp.

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

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). Double-check with PFM secretary that PFM has applied for a new Food Retail Certification. Discuss how the new certification will get to Week 2 (or Week 1, if it ends in August).
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).

If there is a Shehaqua 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 different circles.

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

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

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

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.