Date:  September 13, 2008

Location:  LCCC Cheyenne

Time:  8:15am – 11:40am

Attendance:  Tyler, Shannon, JJ, Lisa, Crystal, Matthew K., Toby, Dan, Brian, Eric Schilt and Eric Green

Not available:  Brandi, Alicia

New Business

Board Members –

            Eric S. moved to accept the nominations of Crystal Woehlecke, Brian Thoman, and Matthew Kukowski to the W.I.L.L. Board of Directors.  Lisa seconded.  Motion passed. 

            Shannon and Tyler will leave the board as their 2^nd term has expired.  Brandi and Alicia will not renew their terms as they have been unable to attend and participate in the duties of a board member.  The board could accept 2 more members according to the bylaws should there be others interested.

Directors

Toby will remain the camp director after having a successful first year of his term.

Eric S. moved to accept the recommendation from the camp director to employ Dan Cannon and Eric Green as Associate Directors for this year. (Understanding there is a chance Eric may not be able to attend both full sessions due to a new job)  This did not seem to be a problem with anyone.  Shannon seconded. Motion passed.

Board Duties/Job Descriptions

Discussion took place on the duties of Board members, especially officers.    The changes included shifting most Treasurer responsibilities to the Executive Secretary and updating the document in other areas. 

Lisa moved to approve the discussed changes to the Board Duties/Job Description document.  Seconded by JJ.  Motion passed. Lisa kept track of the changes and will provide an updated copy of Board Job Descriptions to everyone on the board ASAP.

Executive Secretary

The board agreed to hire Tyler Reed as the Executive Secretary and asked that he compile a list of responsibilities of that position to be included in an appendix to the bylaws.  Tyler acted in this position for the past year after Lesley Pearson stepped down.  He was paid $500 for last year’s wage.  The Camp Board also owed Tyler $200 for reimbursement of a gift purchased and that was also issued at this meeting.

Camp Report – Toby, Dan, Eric G.

-          There were 137 members attending camp this year.  A very small 1^st session.  That number is slightly down from last year, but no concerns were brought up.

-          Staff numbers were sufficient, but there were not extra staff to allow for overlapping and mentoring between counselors to happen.  It was a fresh staff with few returning counselors which was seen as a very positive thing by directors. 

-          Nurse Position was filled this yea with Tara Chapman for both sessions.  Overall having a nurse was very helpful for director and counselors although there are some kinks to be worked out.  The board and Director should meet to create a job description.  The nurse suggested having more camp duties to help fill the time to make the position worth the wage.  A private location is needed for the first aid care to allow for more professional interaction with campers.  Having a child under sole supervision of the nurse did not seem to work well.  Overall the nurse would return with these changes made.  Shannon recommended that Directors plan in the future to make a specific orientation time/efforts for any new staff ie  cooks, nurse, office help.  This may help in making them feel more of a “part” of camp and not feel like an outsider as many of our helpers have been together for a long time and have a way of forgetting others may not feel as included or welcome as we do.

-          Cooks were short on help.  This is a problem that needs to be addressed by the board.  The search for cooks needs to start in March and the board needs to assure at least 3 cooks are present each session in order for it to work efficiently. 

o   A list of possibilities was discussed

§  Martha – will return most likely

§  Christy Green

§  Brian Thoman’s mom

§  Lisa’s mom (if Martha asked her)

§  Blackmore’s may know people

1^st Annual Directors Training Report Follow Up

-          The following recommendation came out of the1st Directors Training held in Feb. 2008

o   Aims & Purposes

§  Directors feel this document should be more specific in telling them what to do to address each purpose.  The Board has been split on this issue.  No action has been taken

o   Workshop Review Process

§  Process was well received and utilized by some counselors to put final touches on logistics of their workshop idea.

§  Will take heat off of Directors should there be any workshop topics the board feels uncomfortable using at camp

§  Andrea Driskell is working on rolling all the old workshops into the computerized template to create an organized resource for Directors.

·         Tyler has created a way to have files such as these accessible through the website via password.

-          Counselor Applications

o   The Board needs to create some type of qualifications

o   It is time to look into background checks and make sure we are not in any type of violation by not using this as part of the selection process.

Misc. Topics and Future Board To-Do List

-          Create Appendixes to Bylaws

o   Appendix A

§  Staff information like terms (include Director Change in terms from Sept 2006 minutes to allow 3 consecutive terms served, wages are in Dec. 5 2007 minutes, etc.)

§  Tyler will gather info and JJ can site minutes where the action was approved as needed.  Tyler will get the document to the Board to consider.

o   Appendix B

§  Calendar of happenings

§  Sponsor List (JJ will work with Crystal to dig up old sponsors then Treasure will keep document updated)

§  All forms (applications, workshop template)

§  Aims/Purpose

§  Mission Statement Document (JJ will retype to modern text)

-  Board Packets (perhaps paper copy and CD format passed out each year?)

o   Need to be updated with current info

o   Include

§  ByLaws w/ Appendixes

§  Statement of Liability to Report (Shannon will look into)

§  Nonprofit Status requirements (Matthew will look into)

-          Sponsors

o   The board needs to take an active role in building our sponsors back up.  The board needs to make sure they are getting proper recognition (plaques, certificates, pictures, etc)

o   Talk to Foundation to make sure Leadership Camp is an option for people to direct donations to.

o   Create a Sponsor letter to be mailed out (Tyler will send one he made to Crystal as a starting point)

o   Perhaps use post card reminders each year for return sponsors

-          WVATA Donation

o   WVATA Ag Teachers Association passed a motion to contribute $100 to the Board to go toward Courts Gift.  Shannon will try to pursue getting the check by contacting Grace Jorgensen the Worland Ag Teacher who is an officer in WVATA.

-          Board Terms

o   This will be a future issue for the board to consider

-          Change signatures on bank accounts.  Remember you must take a signed copy of the minutes which state the certain people were approved to add their names.

New Officers

            - Discussion took place acknowledging that the Bylaws state any person may hold 2 offices in case we decided to combine Treas/Sec.

            Matthew moved to accept the nominated slate of officers President Lisa, VP Eric Schilt, Secretary JJ, Treasurer Crystal.  Brian seconded.  Motion passed.

Shannon moved to adjourn.  Matthew seconded.  Motion passed.

Download Minutes: 2008-09-13.doc

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