Week 9 Monday Meeting Minutes
Mary Zhang
Announcements:
· Write-ups are due in 3 Saturdays
o New Section/Template: explain the why’s behind what you did in order to preserve the thought process.
§ Truth we applied/Rational behind our decisions.
Spring Retreat Debrief:
· Costco:
o Last-minute. David Chiu’s idea to go shopping on Sunday instead of getting a Cash Card – already at Costco, why don’t we just go shopping.
o Can’t get fresh produce. Got most of the snacks. Missed a few things that Smart and Finals had.
o Left around 12:30 and finished shopping at 2:45. Decision to go shopping beforehand is a good idea, because it relieves the pressure on Friday. But, with more people, it might have been faster.
· Thursday Loading:
o It was efficient, people brought their stuff on time.
o There was room for EVERYTHING!
· Friday:
· Getting to the Camp:
o Earliest Car: Carissa’s at 10am and went to smart and finals.
§ Got skewers at Smart and finals, but next year we should get better skewers because people had to get really close to the fire.
§ Jeremy was a little late to leave because Jeremy went to Target to get snacks for the car.
o There was almost NO traffic!
o Chick-fil-A: People missed the 10 exit- did not use the GPS!
o Brandon’s Car left at 2:15. There was traffic in the beginning. Got to Chipotle around 5:30. Called them ahead of time. Chipotle was gracious and didn’t cancel our order: forgot to get napkins and utensils.
§ It was cancelled last year because they didn’t call in to let them know that they were going to be late in picking up their order.
· At the Camp:
o Should have gone over the schedule with Keith (manager) first for clarification.
o One girl went hiking by herself and got lost – make specific announcements about hiking.
o Started facilities check at 3:45, relabeling the booklets at 4:11. The date on the front said April instead of May. Didn’t start registration until 5:25.
§ People who got there at 4:35 just hung out.
§ It would be more efficient to have registration at the pine lodge, because it was inconvenient for the guys to register and then go back to the car to get their stuff. Some people went straight to the bonfire, because they didn’t notice the registration table.
· Bonfire:
o Lit the fire around 7:15
o There was a napkin that should act as the fuse, but because of the rain, the fire was small. Tommy used pages of Lily’s notebook paper to light the fire.
o It was dying down around the time when we wanted people to leave.
o Many people converged around the campfire.
o Bought 3 bags of marshmallows, only used 1.5.
o Most people showed up around the bonfire around 8:30pm.
o Hotdogs were nice to have, but the skewer were very short.
o Kim was by herself during registration. Future Events: remember to be on your duties.
§ If you don’t have reception – let Jeremy know! Service went in and out. Difficult to communicate.
§ There was duties switched last minute.
§ Instead of saying: “We need two people; text if you are coming”
§ Think of better ways to communicate – have 1 person to walk around and communicate between all the A-Team people.
§ Have 1 planner at each area: delegate when you see something that needs to get done, because planners have a bigger picture of what is happening.
· Parking in the back:
o It worked out really well. Free up the front. Park in a way that didn’t block other GOC cars.
o Good system to have Walkies: switch channels for specific duties.
· Session:
o Pushed session back half an hour because Chris knew that session would end late, so he wanted to give people more time to fellowship.
o Started at 9:02pm. Session times should be decided before rides are sent out, so that drivers can estimate time and plan accordingly.
o Need to email the schedule to Chris Gee.
o The rest of A Team didn’t know that the session were pushed up.
o We should set aside a time to debrief at retreat!
o SAD Team game was 9:00-9:18, CTW: 9:25, Sermon 9:46, Discussion: 10:28, Closing Prayer 10:40. 1 person was left out of the discussion groups – we assumed he was a discussion group leader: Albert Wong. Eric Lan specifically sent out an email to request Albert in Michael Teng’s group.
o Send Sound Team the most updated roster, because they are going to project it onto the slides.
o Had to convert numbers of the door on the booklets – the campsite didn’t give us the room numbers.
· Setting Snacks + Clean-up:
o Mouse was found in the girl’s room – eric went!
o Clean-up at 2:00, the only trouble makers were Jesse and his crew, but they helped clean and move snacks back to the ice cream parlor.
· Registration afterwards:
o it was outside the staffer’s cabin – it was loud.
o That table can be moved under Oak Lodge.
o It was helpful to pass out the waivers ahead of time, they should have pens.
o Any documents that needs to be done need to be given to the earliest car.
o One cabin in evergreen that had 3 lizards.
o Past 2: gave the girls the decision about whether they want to stay or leave.
o We didn’t know that Birch was empty.
o Alder 18, 19 didn’t exist.
o Mouse Issue: Have to use something to plug the mouse hole. Ask them to move or stay! If it’s a rat, move the people!! If it’s a mouse, ask them for their preference.
o There were only 2 guys in Cedar Oaks, Chris Wong was creeped out! Only one Staffer guy was not in the staffer. We can just say: if there is an empty bed, you can just take it!
o Have a planner at the registration table – if not, A teamers have the authority to move people into cabins. Find a bunk and take it, we are very flexible.
Saturday:
Set-up:
· We didn’t know that we had to be there 15minutes there before to help the camp staff set-up. Talked to Keith and told them that we would be there 15 minutes early to help set up. But, there was miscommunication on Saturday lunch about when it started and we didn’t show, so the staff assumed we weren’t going to help with set-up, so on subsequent meals we showed up, but the staff had already set up.
Meals:
· It was hard to organize everyone for meals. We need a standardized system and establish it. There was an inconsistence of systems. It was much more orderly when we lined people up outside of the dining hall and allowed people in a few at a time.
· First breakfast: the staff wants to make announcements and pray for our meals.
· The camp staff might want to serve by praying for us before meals, but it might be possible with a group our size. We want to communicate this with the staff!
· Some people asked for boxes for people who woke up late.
· Fix: put a note on the booklet that if you are going to be late, you risk not getting food.
· Most people aren’t being selfish- I want to sleep in and others can get me food, but most people are probably like: “my friend was not feeling so well/tired, so I want to get them some food.”
· At the same time, we want to motivate people to come to breakfast on time.
· We can communicate that if your friend is sick come to someone on A team and we can help them.
· This is our ministry – to serve GOC; we are servants, not task-masters. People are sinful and they don’t want to follow what we asked them to do. Our response can be very angry – but its not our ministry. WE are sinful – we see a sense of entitlement, a holding onto schedules more tightly than a mindset to serve. Love believes all things, endures all things. We should strive to give people the benefit of the doubt instead of casting judgment on them. We shouldn’t tightly hold onto our ownership. We need to pray for wisdom to make the right decision. We want them to grow in their holiness and understanding.
Session:
· Breakfast started late and session started 20 late, the skit ran 35 instead of 30. And, we were 30minutes behind.
· Worship at 10:10, discussion started at 11:23, we cut out worship song and closing prayer. Chris made these decisions.
· We started late because Music Team needed more time to practice.
· Next year: discuss the idea of starting session later.
· Have a back-up plan if session started really late. Demarcate priority: what can we cut and what cannot be cut at all.
· Lets not ask Chris to cut discussion groups, because of the purpose of retreat.
Game:
· Game started: 12:18.
· Some people wore their attire, while others didn’t prepare beforehand.
· The purpose of the game is for class bonding and to relax. It makes retreat fun. Make the game during free time and have it be optional.
· Men bond over doing things.
· Have it later in free time, but people will still think it is free time, so some people will opt to talk. We want EVERYONE to be at the games.
· It is a lower priority than discussion groups.
· The drawbacks: the time, the jails.
· The game idea was good!
Lunch/Freetime/Dinner:
· Good!
· There were a few injuries. It was helpful to have medics! It was good to not just have Frances. The EMTs would be most effectives.
· People were prompt to dinner!
· People outside didn’t know that the staff were cleaning up. Have an A teamer on duty outside to tell them to clean-up.
Session:
· Started with SAD Team game. Worship at 7:20. Q&A at 7:43, Break at 8:45. Reconvened at 9:03 and ended at 10:06. The sharings were really efficient. It was good that MTeng planned songs in between.
· Class Time: Juniors were still a little tight.
Clean-up:
· Promptly at 2. Junior class ended around 2:30.
· Reminder from announcements that you are driving was good!
Sunday:
Breakfast/Session
· Most things were timely. The ministry team plugs were efficient.
· Focus was not represented – but they didn’t need it this year. Email all the leaders and tell them exactly who is going up or ask Chris to call the exact people who need to come up.
Pictures:
· On average, each group took 5 minutes.
· Follow-up with David and Elliot to upload the photos.
· Lunch: hard to head over. As A Team, be aware and help guide and mobilize people to lunch.
Clean-up:
· Next year, don’t bring Hotdogs!
Finance:
· 17,500 for the entire retreat
· We weren’t charged for the deluxe rooms.
· They did charge for additional people. Last year was just a flat price.
· Just have 1 price instead of having a early-bird price? We want to give people incentives to sign up early. Good Friday threw us off!
· We did lose a little bit of money.
Packing List:
· Add shower flip flops.
· Extension Cords for all the phones!
· More copies of hiking trail map.
Evaluation Form:
· Need ladders
· Or hanging loose ladders.
· Mouse issue: check for rodent holes. Girls: 4 Guys: 4
· Meeting rooms: 5
· Dining Hall: 5
· Food: 5 for quality, 5 for quantity: refills were slightly slow. Ask for labels for food in case of allergies. Food Service: 4.
· Staff: 5
· There were heater issues in cedar oaks and douglas fir.
· Bathrooms: 3 – not well stocked. We ran out of everything! It would be helpful to split up the girls.
Keep Camp Maranatha:
· Yes! They said they will keep the prices the same if we recommit. Will ask Chris.
Survivors:
· Announcing it this Friday, will need to email the Williamsons and have clipboards this Friday.
Welcome Week Events:
· SAD team involved, but they also have Fall BBQ.
· Murder Mystery Event: skit and someone dies. Stationed as witnesses. It is similar to FFF. Done over dinner.
· Pros: exciting, new, even if there are no new comers, can happen at any time of the day, it will be in a room – gospel presentation.
· Cons: large group size, murder.
· Target: non-believers.
· Need: gospel presentation.
Praises:
· Safety, logistics went smoothly – the ministry didn’t notice our mistakes, Good conversations with people, sermons were very good, discussion group was very helpful – establish accountability with people that we haven’t always talked to, learned a lot, reminded of Christ, People wanted to serve and actively engaged in the event and were appreciative of us, humility in reminding us that it will be done even if we are not there, people had fun, booklets – initially 3 people short, but we had left over booklets, other believers felt very welcomed, Pepperdine friends were included, planners!
Jeremy Birch
- Field was smaller than anticipated
- Ran out of caution tape
- Because of these two things, had to redo/relocate the jails, and had to cut the noodles in half (because the noodles the original length reaches too long)
- People stretched chains of people in the jail all the way into the next territory
- Safe zone: miscommunication about these rules because David and CLam hadn't been at the meeting (SAD team and clean-up)
- Should have brought Bagel to the field to help with giving instructions.
- Refs were ok in each zone, not too much info to keep track of. But it would have been good to have an additional ref who could be overseeing the whole game rather than stuck at the cone zones.
- Some opine that the space was actually too small for all the different partitions that we made (makes it way too easy to defend, like for the freshmen). Maybe we could just have two teams? But that kind of dimishes the purpose and fun of playing with the class. Maybe just adjust it to be less requiring of spatial organization.
- Some opine that we should buy cones and use them for boundaries. We used up so much caution tape. Since we (both A-Team and GOC) use them quite often. And eaiser to set up.
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