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Retreatment Planning Committee |
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Membership: Open to all able and willing individuals. Usually appointed by nominating, but the meeting may also decide to ask selected committees to designate a representative to plan the retreat.
Term: One year, but may serve unlimited consecutive terms.
Meetings: Upon call of the committee clerk, usually beginning in June.
General Responsibilities:
The retreat planning committee plans the Meeting’s annual September retreat, usually to Powell House, Old Chatham, NY.
Specific Responsibilities:
The retreat planning committee:
1. Determines a date (usually the last weekend in September or first weekend in October), and a location (usually Powell House).
2. Reserves date and house(s), provides number of adults and children projected to attend
3. Sends deposit
4. Develops a theme for the retreat.
5. Plans worship sharing, sometimes in conjunction with Ministry and Worship.
6. Invites proposals and helps to develop workshops and activities for the weekend.
7. Assures an engaging program for youth, which may include hiring childcare or program helpers or leaders.
8. Provides guidance and encouragement to paid help and volunteers.
9. Clarifies and communicates community expectations for behavior of children and adults.
10. Plans and publishes the daily roster of activities from Friday evening to Sunday morning.
11. Using a room chart provided by the retreat center, assigns rooms. Keeps a record of campers and refers those for whom there is not room to area inns.
12. Appoints a registrar who:
a. Makes registration forms available to Meeting members and attenders.
b. Collects monies from registrants
c. Determines where there may be a need for financial assistance and refers friends to the appropriate person, as far in advance as possible
d. Works with Meeting treasurer to reconcile accounts.
e. Pays Powell House
13. Finds a butler(s), whose room and board rate is reduced in return for their services.
Clerk: Named by the Committee members.
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