Camp Ten Trees Board Meeting Notes, 07/20/17

Camp Ten Trees Board Meeting Notes, 07/20/17 Board Attendees: Becca, Gabe, Danny, JD, Jillian, Paid Staff Attendees: Erin, Poni, Mongoose Guests: Audra, Shakespeare, Scops (online), Roz, Sarah, Adrianne/Paco

Board Committees  Holding on this, not enough people on the board to fill out committees

Board Recruitment  JD put out a FB post to recruit  Finance, HR, Lawyer, Youth Programming, with social justice background

HR Needs  Employee management  Payment  Contracts  Board liaison  PTO  Employee contracts  Employee handbook

Budget  Holding on this until we have one.

Auction  Yes on auction this year o Poni confirming date and space and auctioneer  In need of a Development Person  In need of Sponsorships, beginning in September  Tapping parents/donors for some leadership

Fall Camp  Board voted to cancel fall camp to allow time for staff/board

Community Outreach Update  Pride Updates: Lots of them through June, including: Capital City Pride, Trans Pride, Family Pride, etc.! About to table at Latinx Pride, Snohomo Pride, Emerald City Black Pride  Made stickers for giveaways.  Queer Dance Party: $875 net, after various expenses o Positive experience overall, both during the event and in the (relatively short planning time) it was a good opportunity for teambuilding o 21+ event, some data about who attended – more than half were not direct camp volunteers, the rest would were volunteers, former camp volunteers, and former campers  Kitten & Lou supporting camp through Camp-Tacular raffle proceeds: earned $4528 for camp.  Fundraising at PrideFest: $455  Preserve and Gather Café cookie earned $158  Some other fundraiser stuff that is TBD  Seattle Bouldering Project donated $1050  Drag King Show: $415  Pride season donations: $7506  Muckleshoot gave us $5000  Auction 2018 tentatively venue/auctioneer booked o Block 41 (in Belltown) o May 19th  Tabling Microsoft GiveFest on July 27th  Annual Picnic in the Park, Sunday, July 23rd o At Carkeek Park, all people are welcome  Work groups at coming along, volunteers doing all the things in camp prep  $250 Costco giftcard donated at a Pride event

Media Coordinator  Working on Newsletters and Email Blasts o Amazon Wishlist stuff getting started coming in  Media collection/Pride o Footage gotten during Pride month o Getting lots of camper stories that will be released through the countdown to camp  Working on volunteer recruitment  Camp Ten Trees Film and filmmaking – filming a camp documentary  Working on a Chat Widget on the website o Camp customer service option o Fewer emails! o Also efficiency in answering questions  Facebook (to CTT Page) visits have been greatly increased o “Unpaid” visits are very high  Instagram o Still pretty small yet, but increases expected closer to camp  Volunteer app DiveIn highlighting CTT at our launch.

Admin Management  Managing Camper Data o Half of campers are paid o Working through CampDoc o Reformatting spreadsheets through CampDoc o 130 for youth week o 119 for youth of week o 5 campers overlapping, not including LEADs o About 100 campers still in need of camperships o Still trying to get Quickbooks to work o Camper registration  Managing the “info” email o Prioritizing camper/parent emails o Auction wrap-up still happening, and stopped o Managing volunteer reimbursement for travel] o Troubleshooting camper information

Camp Director  89 volunteers total, with 3 recent withdrawals  Gaps in staff: medical, lifeguards, essentials, community activities, etc.  In need of training site still Aug. 10-12, have an opportunity to meet during the days at a UU church  Need assistance for camper check-in and check-out  Bus reservations needed to be changed to fit all the campers  Need luggage bus driver and/or luggage bus  Lunch at the check-in site: MLK Community Center  Amazon Wishlist, currently about 17 donations  JD gave tablets for check-in/camper incident reports  Ink Knife Press gave us a deal on ethically-sourced shirts o Paul still offered a donation of shirts  Fruitcake volunteers procuring donations, using Puget Sound Food Hub  Trying to go as local and sustainable as possible o Camper family donating ethically raised beef  Adjusting to fit the higher number of campers  2 service animals on-site

Communication about Camp Director change:  Follow-up, as created by Otter going out to the Camp Ten Trees Forever FB group – posted by paid staff ASAP  Official email to go out to camp community – before Sunday by Cam/Poni, with Fall Camp Cancellation

Parent Communication  Mongoose and Poni working on a letter out to families with campers attending camp.  Setting up a conference call to address parent concerns, if possible

Board Application: Sphinx