Antioch, Fox Lake, Ingleside, Lake Villa, Lindenhurst, Round Lake
- 1,447 current girl members *
- 580 current adult volunteers *
VISTA Meeting Detail
VISTA 14 Meeting
Meeting Agenda:
Tuesday, December 5, 2006 - 7:00 p.m.
Peter J. Palombi Jr. High School, 133 McKinley Avenue, Lake Villa
Meeting Agenda – Dec. 5, 2006
7 – 8:30 pm
ü VISTA News
Þ VISTA Manger: e-mail etiquette, parent pick-up at events, Suggestion box, Basic’s pick-up
Þ Ambassador Updates (as needed)
Ø Girl/Adult Membership: Mtg dates needed for GMCP Team – Chelle
Ø Registration : #s update - Audrey
Ø PR – Wendy
Ø Internal Communication – Starr
Ø Financial Management – Jane
Ø Learning Opportunities – Robin
Ø Family Partnership - Paige
Ø Shed – Holly
Þ VISTA Event Registration
Ø UPDATES/Events to Come
v Wilmot Ski – Jan à Mary Russ
v Daddy – Daughter Dance – Feb à Deborah Hall
Þ Open VISTA Ambassador Positions: Multicultural & Community Sponsorship
Þ P.R.A.Y. :Religious Awards - Lynne
Þ Cookie Sales 2007 Review and Update – Jennifer
ü Council Updates
Þ Courtney’s Corner
ü Community Break out Sessions
Þ Registration Update
Þ Girl Membership Recruitment – any girls needing to be placed?
Þ Finance Update
Þ Open Community Partner positions
Þ Community Events
Ø Event Registration due tonight 12/5
Ø Events still in need of Committees?
Þ Cookie Sales 2007 Q & A/Review
Meeting Minutes:
Tuesday, December 5, 2006 - 7:00 p.m.
Peter J. Palombi Jr. High School, 133 McKinley Avenue, Lake Villa
December 5, 2006 – VISTA Meeting Minutes
VISTA MEETING (New Info) – Kathy M
Ø Email & Email etiquette
o Do not “reply all”, reply only to the sender. If they feel it is important enough for everyone to know, they can make the decision to forward it.
o All emails need to have “Girl Scouts” or “GS” in the subject line
o When sending to multiple people, please send them as “Blind Copies”
Ø Parent Drop off/Pick up points at community & VISTA events.
o Parents will NOT be allowed into an event to get their child(ren).
o Leaders need to designate a drop off point & pick-up point and time(s) with their parents prior to the event.
Ø Blue Book of documents is available for all leaders. Please take one for your troop.
Ø Suggestion Box. We are looking for comments, feedback, new event ideas, etc. Please include your name for any new event ideas, so you can be contacted if there are any questions.
RECRUITMENT – Chelle T
Ø There are 2 girls needing to be placed in Lake Villa/Lindenhurst community.
o 2nd grader @ Pleviak
o 3rd grader @ Thompson
Ø All Organizers, see Chelle to set up a date to meet and review Spring registration ideas, etc.
REGISTRATIONS – Audrey S
Ø We are currently at 75% of goal for girl recruitment. 1,235 girls registered. (1,656 goal)
Ø We are currently at 58% of our goal for adult recruitment. 508 adults registers (880 goal)
Ø We have 138 troops registered.
Ø Ecouncil is no longer available for data entry. There are new forms available to reset all user id’s and passwords that will be available for viewing of your troop information, and later for Spring registration. Please fill out this form and return it to your community registrar.
o Community Partners are: Antioch – Lisa Gogan, LakeVilla/Lindenhurst – Suzanne, RL/FL/Ing – Deborah Hall.
PR – Wendy T
Ø Contact her for troop events & Vista events.
INTERNAL COMMUNICATIONS – Starr
Ø Most Problems that were noted have been fixed
Ø She is looking for suggestions, ideas, etc to include under Leader Resources: i.e. Traditions, service opportunities, trip suggestions, new leader tips, fun items/games.
o Email the ideas to her
FINANCIAL MANAGEMENT – Jane B
VISTA SHED – Holly C
FAMILY INVOLVEMENT – Paige H
FALL PRODUCT – Mary R
VISTA EVENT REGISTRATIONS:
Due 12/5:
Ø A Safe Place Donations (Audrey S) – place them in the cafeteria
Ø Book Donations for pen pals in Ghana Admena Youth Foundation (Troop #1717)
Updates & Events to come:
Ø Wilmot Family Ski Trip (Mary R)
Ø Daddy / Daughter Oscar Dance (Deborah H)
Positions Available:
Ø Multicultural Ambassador
Ø Community Sponsorship Ambassador
LEARNING OPPORTUNITIES – Robin M
Ø Leader Investiture Ceremony
COOKIE SALES – Jennifer C & Lori T
Ø Lake Villa / Lindenhurst needs a site sale coordinator.
o Volunteers stepped forward.
Ø Training will be available for those who are new or want additional guidance.
Ø Your first point of contact is your Community Partner
o Antioch: Jennifer C; Lake Villa/Lindenhurst: Lori T; Round Lake/Fox Lake/Ingleside: Mary R
Ø Selling starts Jan. 5 – 29. (not sooner)
o If a troop is caught selling before the start date, all profits for the troop will be forfeited.
Ø Cookies are $4.00/box.
Ø Profits are:
o $0.75/box + incentives
o $0.85/box without incentives
Ø Every girl & parent involved must be registered (Parents who are motivator/coordinators, help at site sales, etc)
Ø Meet with your troop to discuss goals, what they want to do with their money, and whether they want to earn incentives or not.
Ø Meet with your parents. Discuss safety (no going in homes, no selling in the dark, no selling alone –buddy system), permission form.
Ø Final Cookie $ is due during Spring Break. Please plan ahead with your troop on turning in the $ in advance of vacations.
Ø Each troop/cookie coordinator will receive a brown bag which includes:
o Coordinator/Motivator Booklets
o Parent book/permission form for each girl registered
o Order cards for each girl registered
o T1 Form
o Site Sale Application
o Deposit Slips
o Financial Report “T4” Form
o Receipt Book
Ø Site Sale Applications are due by 1/8/07.
o On 1/20 any unassigned sites will be open to the VISTA to request.
o These requests must go through the Community Partner for the area.
Ø T1 forms
o Do a draft first on a separate sheet or Xerox copy.
o Extra boxes MUST be distributed evenly within the troop.
Ø Receipt Book
o Do a receipt ticket for each girls product picked up. Make sure the parent counts the boxes with you and signs the slip.
o Make a slip for each transfer or additional boxes picked up by girls to keep track of counts.
Ø T4 Forms
o Only deposit the “$ due to council”.
o Deposit all checks in the Council account; cash in the troop account.
Ø Deposit Tickets
o Throw out any old deposit tickets.
Ø T8
o This form must be copied out of the Cookie Coordinator book and filled out for each girl that doesn’t turn in her full amount of $ due.
o You need to make 3 attempts to collect the $ and document each attempt.
Courtney’s Corner – Courtney
NEXT VISTA MEETING IS ON 1/9/07
December 5, 2006 – Round Lake/Fox Lake/Ingleside Meeting Minutes
REGISTRATION UPDATE – Deborah H
Ø Troops: 45 + 3 new ones tonight
Ø Girls: 421 + 23
Ø Adults: 131 + 6
Ø We are at 64% of membership goal
Ø A sheet listing all Organizers & Individual troop information was distributed.
o Send any changes to Deborah Hall via her email noted on the listing.
FINANCE UPDATE – Wendy K
FALL PRODUCT SALES – Mary R & Jane B
LEARNING OPPORTUNITIES
COOKIE SALES – Mary R
Ø Contact Mary R to coordinate the pick-up of your Cookie Bags.
COMMUNITY EVENTS
Ø Event Registrations due 12/5:
o Leader/Daughter Holiday Party (Kathy M)
Ø Events still in need of Additional Committee members:
o M/D Bowl January – Audrey S
o Thinking Day – February – Troop #1747 Bronze Award Project
o Li’l Lock-In – March – Paige H
o Big Lock-In – March – Heather C
o Spring Workshops – TBD – Audrey S
o Leader Appreciation – April – Paige/Holly/Kathy
o D/D Bowl – May – Audrey
o Memorial Day Parade – Melynda K
o Camp Duncan – Aug – Mary M / Sandy S
Ø New Flyers / Events:
o Hot Chocolate @ Winchester house on 12/7/07 (Deborah H)
o Thinking Day on 2/22/07 @ Big Hollow (Holly C troop #1747 Bronze project)
o Big Lock In on 3/23-24/07 @ Rink Side Sports (Heather C)
Ø Upcoming Events (Flyers distributed previously):
o Leader/Daughter Holiday Party on 12/12/07 - Kathy M
o Wilmot Ski on 1/14/07 – Mary R
o Mother/Daughter Bowling on 1/20-21 & 1/27-28/07 – Audrey S
o Daddy / Daughter Dance on 2/17/07 – Deborah H
OPEN COMMUNITY PARTNER POSITIONS – Kathy M
Ø Girl/Adult Membership Partners needed for the following schools:
o Elementary / Middle Schools
§ EEC
§ Beach
§ Indian Hill
§ Village
o Junior High
§ Indian Hill
§ Taveirne
o High Schools
§ Grant
§ RLHS
Ø Multicultural
Ø Public Relations
Ø Community Sponsorship
Ø Learning Opportunities (Kristen is leaving us L )
MISC. ITEMS
Ø Next VISTA meeting is 1/9/07
December 5, 2006 - Antioch Meeting Minutes
J FALL PRODUCT ACTIVITY - Roxanne K.
« Any extra N/C available?
« Final Deposits & forms are due on 12/7
J COOKIE SITE SALES FEB. 24 THRU MARCH 25 – Linda S.
« Email site info later
« Keep confirmed copy of 2007 Cookie Program Site Application available at site sales
J REGISTRATIONS – Lisa G.
« Give her completed E-Council Access Forms to register troop members
« Register Adults for Cookie Program Activities
J COMMUNITY EVENTS
« No event registrations due tonight!
« EVENT FLYERS AVAILABLE FOR:
§ Feb. 11 – Friendships Around the World – contact Dorrie G.
« EVENTS STILL IN NEED OF COMMITTEE MEMBERS/PLANNING:
§ Jan. 21 – Family Sledding Day – contact Kris R.
§ Feb. - Family Ice Skating – contact Jackie L.
§ Feb. 22 (9 am – 6 pm) Cookie Product Delivery – contact Jennifer C.
§ March – Junior/Teen Jamboree – contact Pam C., Linda B., and Sabrina E.
Happy Holidays!!!
December 5, 2006 - Lake Villa/Lindenhurst Meeting Minutes
J Caroling for Cans - Barb O and Cindy R
« More families than usual to make boxes for - any extra donations are needed
« Vote taken to have donate $250 in gift certificates for turkeys for the boxes - vote approved by those present
J Adopt a Grandparent Ornaments/Cards - Starr H.
« Cards made by the girls were encouraged rather than ornaments.
« Donations were made to local nursing homes.
J Allendale Stockings – Ellen C. and Laura H.
« Collection was taken for stockings and stuffers. There was a huge outpour of stuffers. Thank you to all of the troops and individuals that donated - you made a huge difference in a child’s life - really.
« Register Adults for Cookie Program Activities
J Project Warm Hugs - Anna K.
« January 13th at State Bank of the Lakes
« Blankets to be donated to A Safe Place and Pads
J Polar Bear Camp - Linda R.
« January 2nd thur January 5t at Morrison Program Center
J 1st Grade Brownie "Teddy Bear Sleepover" - Colleen B.
« March 30th and 31st at Morrison Program Center
« Will be doing Brownie Try-Its - Limited Space