August Meeting Minutes

Date: 8/21/2010
Time: 1:00
Location: Burchetts

Attendees:
Burchetts
Cherrys (Cathy)
Muellers (Allison)
Pedrozas
Penns

Meeting Recap:

Episcopal Retreat Center Update

• Food - Wriggles doing all meals except Saturday morning
• Couple encouraged to bring their own sodas as the center only has coffee, tea, and juices
• Times for meals as follows:
• - Saturday breakfast (8:00-8:30 - "light continental" - Cherrys have offered to pick up bagels - we'll probably want to discuss if this will be sufficient or if a run to Costco would be warranted)
• - Saturday lunch (1:00 - soup, salad, and rolls - usual Sunday lunch)
• - Saturday dinner (7:15 - enchiladas & rice)
• - Sunday breakfast ( 7:30-8:30 - scrambled eggs, bacon, sausage, potatoes, rolls)
• - Sunday lunch (1:00 - sandwich wraps - usual Saturday lunch)
• Couples can show up @8:00am on Saturday - weekend will probably conclude around 5:00pm on Sunday
• Talks to start @9:00am
• Plan is to go to mass at Cathedral on Saturday @6:00pm unless we can get a priest
• Plan is NOT to show up and setup on Friday night
• Plan is to have host couple on Saturday morning from ~7:30am to ~9:00am
• Need to make attempt to contact registered couples early to encourage them to pay and get confirmed
• - Currently, we have 3 confirmed for Sep and 4 unconfirmed
• Presenting teams need to look at proposed 2 day schedule to determine any anticipated issues (to be sent out shortly)
  

September meeting - Muellers coordinating

• Possibility of going to dinner at Wriggles week of Sep 20th
• Muellers to look into logistics of hosting the spaghetti dinner at Newman Center as a way to get some community publicity
  

2011 Weekend Dates

• Dropping the February weekend due to decreasing demand - moving Jan weekend later to have less of a gap
• Jan 28-30
• Mar 18-20
• Apr 29-May 1
• Jun 24-26
• Aug 12-14
• Sep 9-11
• Nov 11-13
  

Hotel Issues

• Despite continuing issues with La Quinta, plan is to schedule to do weekends there (so we know we have a place) and look for new possible venues
• - Depending on how Sep & Nov 2010 weekends go, retreat center may be a possibility
• La Quinta in Midvale has been advertising low rates - Veola to look into
• Marriage Encounter uses a hotel that may be a possibility
• Entire community can help find other options for venues
• - Email community to avoid duplicate work so we're not going to the same place multiple times
  

Meeting Coordination

• Pedroza's intention was to ask each community team to coordinate a meeting so as to spread the responsibility for putting together a meeting.
• - It wasn't expected that coordinating the meeting meant hosting a meeting at your house.
• - Pedrozas can always come up with enough business to discuss to fill a meeting, but coordinating couple can certainly do an enrichment or other activity.
• Pedrozas picked a Saturday roughly every 5 weeks as a ballpark date so the approximate dates could get on everyone's calendars.
• - It wasn't expected that all meetings be held on Saturday. There will never be a day/time that works for everyone.
• Pedrozas are rethinking the meeting scheduling process and will send something out soon.
  

Hosting Issues

• Pedrozas would like to encourage couples to sign up to host in advance. Signing up in advance benefits everyone and allows for better planning. I'm sure no one would dispute the value of having a host couple.
• - A goal, not a requirement, for hosting would be to bring another couple (possibly a couple that you've made a connection with during one of your presenting weekends). For non-presenting couples, this could be anyone that you think may have an interest in EE.
• Signing up to host includes coordinating getting the supplies from the Bells and financial packet from the Burchetts. This doesn't mean that you have to go get the supplies and financial packet yourself, but you need to coordinate getting them since you're the one who needs them first :-)
  

Calling engaged couples week before weekend

• The practice of having the presenting teams call the engaged couples the week before the weekends has been well received and is proving valuable.
• Frank has setup 2 reminder emails that will be sent out 10 days before the weekend.
• - One email will go to the confirmed engaged couples for the weekend. Note that any couples that are confirmed after the 10 days will not receive this reminder email.
• - Another email will go the the presenting teams as a reminder to them to call the engaged couples once the weekend list is sent out by Allison, which usually occurs 7 days before the weekend.