Touch group coordinator(s):
- Coordinate with churches to assign a retreat site many months in advance
- make sure to note any times MUUGs will not have access to certain rooms and convey this information to the Deans
- coordinate if/how we will get keys or access to the church building/rooms
- Select a Dean Team for the retreat (multiple structure options) and contact them far in advance (ideally 6-8 weeks)
- Be sure to keep in mind personalities, work, and leadership styles, and gender balance when assembling the team
- Email adult and young adult volunteer base to gather staff-assign positions
- send out dean materials to dean team and be available to answer any questions they have
- notify deans and staff of anything special/particular for that retreat e.g. August is Ministry Elections, March is covenant revision, etc)
- Contact potential youth leaders for touch group positions
- A week or two before the retreat check in with staff
- Cooks have menu plan? Shopping plan?
- Pass names of TG leaders onto the TG coordinator so they can assemble teams and have them start communicating
- When registrar passes on list of currently registered youth give pertinent information to staff
- dietary needs to cooks
- names to TG coordinator so Touch Groups can be formed
- Following a retreat (Sunday or Monday ideally) send out email link to Survey Monkey debrief for staff
- Sends thank you note (possible donation) to host church following retreat
- Take detailed minutes on the meeting be sure to include any proposals, “tabled” items, and “To-Do” items someone takes on.
- Following the meeting send Minutes out to the Ministry for any revisions
Touch group coordinator(s):
- Receive list of leaders from Co-re-cos and pair up leaders (YA/Adult and youth)
- Contact so they can coordinate (hopefully). Make sure to give them each other's contact info, schedule a conference call with all leaders before the retreat if time allows.
- Take registration list and make TGs spreading based on things like congregation, gender, age, number of retreats (note these probably cannot be finalized until Friday of retreat due to last minute registrations).
- Contact people like DREs and parents-let them know what MUUGs is and make sure they have reg form, answer questions.
- Get MUUGs dates for coming year to DRE list
- Communicate with the PCD Board and the Greater UUA
- Work to get next MUUGs date on individual church websites and “upcoming events”/bulletins
- Be aware of the vibe of meeting, and how people seem to be feeling: are people asleep? Angry? Initiate “energy breaks.” This can be just a break and time outside to walk/stretch, or a group game.
- Time keeper (i.e. if we say we will give 10 minutes to a conversation, keep us on track)
- Schedule the meetings (this will largely be already done once a year, each meeting is typically 3 weeks before a retreat- for the Winter meeting you will need to create a Doodle).
- Book a church location for the Meeting (be sure to know how we will get in)
- Assemble agenda—email Ministry asking for items to be added, check previous meeting Minutes for tabled items.
- Manage the meeting:
- Consensus process
- Keep the conversation Queue
- Focus and steer conversation as is helpful to the decision making process
- Update and proof read registration form with current dates/location send it out to list
- (optionally have it checked by corecos/Minstry at large first if changes were made)
- Send registration form to Administrator at Pacific Central District office. Post form on PCD MUUGs' list. Post registration form on DRE list.
- Answer emails from parents or refer questions to appropriate person in the Ministry.
- Send registration confirmation emails to parents.
- Upon request, grant scholarships.
- Upon request, furnish contact information to parents/guardians to facilitate carpools.
- Collect forms and registration money and bring to retreat.
- Give money to Treasurer
- Send roster and special dietary needs' list to appropriate staff
- Manage Funds
- Create and keep consistency in documentation
- Gather policies, notes, and resources from all past communications to make them easier to find, use and share.