Wednesday, September 7, 2011

September 2011 Jamboree Committee Meeting Recap

Matt Becker, John Campbell, John Clawson, Dennis Draper, Mike Eisenhauer, Ben Ernst, Larry Grantham

The Pony Express Council’s National Jamboree Committee met for the seventh time on Tuesday, September 6th, 2011 to discuss plans for the upcoming 2013 National Scout Jamboree; scheduled to be held from July 15th-July 24th, 2013 in West Virginia.

For our September meeting we decided to again adjust our agenda slightly to accommodate for the smaller attendance to make the meeting more productive. The subcommittees did not have a break out session, but yet we went around the table to discuss the progress being made on each front.

In regards to promotions, the second promotional video has been posted on the Internet. This video focuses on introducing the troop leadership, explaining what the summit has to offer, and how to sign up to attend. The video is about 5 minutes in length and is available via the council website, YouTube, or the Pony Express Council Jamboree Blog. Many thanks go out to all those that helped put the video together, your time and efforts are greatly appreciated.

Also new web banners and the jamboree logo have been added to the Pony Express Council’s homepage. Thanks go out to Mike Eisenhauer for his help in creating easy access to the jamboree information page!

Other promotional items that were talked about during the meeting were the possibility of creating another video for staff recruitment, and sending out a mass email to the entire council encouraging scouts to get signed up to attend. These items have not been approved yet and were just products of a brain-storming session so only time will tell if they will happen.

Our trip details committee is still working on finalizing the itinerary for the troop’s trip to Washington D.C.; we will be working with World Strides to get times and places set as well as travel arrangements.

During the finance committee portion we talked about the finalized budget for the Jamboree. We discussed costs per boy ($2500), costs for the contingent, payment due dates, and how much money has been collected thus far. The biggest concern at the moment is that the Pony Express Council has to make its first initial payment to the National Council in March of 2012. In order to keep our reservation as 1 Troop and 1 Venturing Patrol a payment of $8,500 needs to be made before the end of the month of March.

In the area of recruitment we are in the process of setting up Roundtable visits to each of the districts to promote the 2013 National Jamboree to the leaders so they can pass along information to their scouts to get sign up to attend.

The first shakedown has been scheduled for October 20-21st, 2012 at Camp Geiger. Plans for the weekend are being put together and new information will be released as it becomes available.

Other items of interest that were discussed at the meeting consisted of new information released by National since the last committee meeting.

Online Registration is now LIVE! –
Participants and Staff can now register through the Summit Bechtel Reserve Website.

Welcome Letter for Received Interest Forms –
A draft of the letter was reviewed by those in attendance; corrections and additions will be made before they are sent out in the next couple of weeks. -
The new national web blog for the Summit Bechtel Reserve and 2013 National Jamboree. If you have a moment go check it out at the above web address.

New Online Application Instructions
Application instructions now include pictures to make the registration process a little easier. Remember if a scout is under the age of 18 a parent needs to login and create a summit account as well to approve their scout’s application.

Out of Council Scouts may attend with another council –
The application process is the same, but both council’s need to notify the National Council’s Jamboree Department to make the scout’s switch between councils.

Webinar on September 14th, 2011 at 9 AM and 3 PM –
A special webinar session will be provided to the council Jamboree Staff Advisors and Jamboree Committee Chairmen. The Webinar will be used to explain the registration process, outline a timeline for promotional and informational materials to be released, and provide a forum for questions to be answered.

The committee collected leader interest forms for the Venturing Patrol Advisors and have set an interview date for September 18th at 5:30 PM to select the adult leadership for the patrol. As a committee the decision was to go with 2 leaders (1 Male & 1 Female) to have a coed group go from the Pony Express Council. The leadership will be in place for our next committee meeting and we look forward to having them on board.

Staff Applications are still being accepted. If anyone is interest in being on staff please head on over the Jamboree Staff Page to see if you’re qualified. The initial online application does require a $150 Deposit.

The next meeting has been set for Tuesday, October 4th, 2011 at 7 PM. The group will be meeting again in the Herzog Lodge to discuss progress and any new information. The agenda will be emailed out at a later date and posted on the Jamboree Blog.

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