Board Information

White Oak Christian Camp Minutes
December 5, 2011

The regular Board Meeting of White Oak Camp was held at Timber Lake Christian Church on December 5, 2011.
After prayer by Chris McPeak, President, a 6:15 dinner was served by Mary Rosado and Lori Garrett.

The 7:00 p.m. meeting was opened with prayer for camp and Bev Robertson, by Chris McPeak, President. Those
in attendance were: Lori Garrett, Mary and David Rosado, Andy Morgan, Allen Todd, Eric Norbury, Christina
Bruce, April Berendzen, Kyle Arnold, Doug Delp, William Stoldt, Brian Sevits, Andrew Karnes, Trent Schake,
ChrisMcPeak, Levi Iman, Norma Hayden, Raymond Iman, Doris Iman, and Patti Koffarnus.

Minutes of the last meeting, September 26, 2011 were passed to attendees. Minutes were approved.

The financial report was reviewed. Financial report was approved.

Candidates for secretary for 2012 were discussed, with William Stoldt being nominated. William was approved,
and will begin as secretary at next board meeting, with Patti Koffarnus, 2011 secretary taking notes for this
meeting.

Ed and Sarah Lewis were approved to serve as camp cooks for 2012.

Camp dates listed in agenda were approved:
* See the camp dates tab on the upper left*

Camp deans were approved:
YOW Trent Schake, Allen Todd
Acorn day Mike Miller, Christina Bruce
Camp kick-off Eric Norbury
Seedling camp Lydia/Suzie
Timber week AllenTodd, Andy Morgan
Wildwood Trent Schake, Kendall Noe
Sapling week Mary Rosado, Andy Karnes

There was a discussion regarding Camp policy manual, updated by Mary Rosado. Job description of “Board President” will be reworded, as some duties are done by board secretary. Policy manual is intended to
be “flexible.” There was a question regarding adult worker application…titles do not match job descriptions.
“Adult worker” form will be added. “Type of work applying for” will be left off the form. These changes were
approved.

There was further discussion regarding policy manual job description of “dean”—“selected by camp
preachers…approval of camp board” (#34). This policy has changed.

There was discussion regarding necessity of redoing worker applications for camp weeks, since old files not
available at this time. Mary Rosado will update worker application forms and have workers re-submit.
A committee was formed to update the manual, and includes: Brian Sevits, Mary Rosado, Patti Koffarnus, Bill
Stoldt, Christina Bruce.

Discussion was made of need for available “full” sets of camp keys for Executive board members, with an extra
set of keys to be kept at Timber Lake Christian Church for emergencies. Andy Morgan will have keys made.

William Stoldt presented a proposal from Cheryl Botkins and other parents from Timber Lake Christian Church,
regarding air conditioning for cabins (and mess hall). Cheryl contacted 30 camper families. Half of these are
willing to donate to a fund for air conditioners for cabins (to be collected in March in April), and for necessary
wiring. Verbal commitments are approximately $1500. Three electricians were consulted regarding wiring.
Gerald Botkins will donate time. Estimates are that AC units would cost approximately $100 each. James
McInrtyre believes that the main box should work for this purpose.

Norma Hayden presented parent opposition to AC plans.

Brian addressed questions regarding energy use…a fan running ten hours would use approximately 2.5 kilowatt
hours. (Fans usually run 24/7.) An 8,000 BTU AC running 10 hours would use approximately 2/5-3 kilowatt
hours.

The AC plan was approved, provided that mess hall is included and that outside funds are provided by volunteers.
(Two voters opposed.)

A committee was formed for AC rules of use with these members: Cheryl Botkins, Andy Morgan, Bill Stoldt,
Norma Hayden. This committee will report back to Executive board.

Discussion was made regarding need for increase in camp fees. Brian Sevits, treasurer, pointed out that camp
needs donations between now and May to avoid “going in the hole.” There are some existing scholarship funds.
There is a need to raise camp fees unless we generate several thousand dollars. Existing “early bird” discount
causes us to lose money. It costs approximately $140 per camper (without church gifts) to pay for our costs. We
would need $105 per camper with additional church funds to average $105 per camper.

Camp has been running near maximum capacity, so we can’t put more campers in cabins. All money for the new
cabins was donated or given at camp kickoff. Church support is used to pay camp expenses, because tuition
doesn’t cover costs.

Last year, camp brought in $18,000. Costs were $23.000.

There was further discussion regarding canteen costs, faculty canteen cards, sponsorship.

It was approved that camp fees will be raised for 2012:
Regular week of camp: $120
Early bird discount: $100
Acorn: $30 (day camp)
Seedling: (overnight) $40
Cook helper receives camp week free

Discussion on camp t-shirt and canteen pricing tabled for this meeting.

Camp management was discussed with need for committee for building/grounds oversight (volunteers). This
committee would oversee work done, camp workday, volunteers, needs of volunteers who work, and work lists,
finances with treasurer input (meet before and after camp). This committee would address problems like toilets/
AC/fans/electrical problems. It was approved to form a camp management committee with these members:
Bill Stoldt (chair, and Exec committee member)
Raymond Iman
Andy Morgan

Mary Rosado will merge Maintenance and Building/Grounds job descriptions in the policy manual.

Discussion of camp promotions will be tabled until next meeting. A list will be obtained from SRCC youth minister
regarding their promotional needs, and photos will be obtained for use by April Berendzen.

Discussion regarding Oz was tabled.

Under “other,” Norma mentioned having an e-mail form for scholarships, and asking if people want to sponsor a
child. It was approved that applications for scholarships to camp go through the church boards, who will send a
letter or certificate to apply for scholarships “as funds allow.”

A letter was read by Chris McPeak from Bev Robertson to the board, returning ownership of her mobile home to
the camp board. Bev is now a resident of The Bluffs, in Columbia, MO.

A second letter from Tim Robertson, was read, regarding his clearing his parents’ mobile home. Insurance will
end 12/31/2011. Title to the mobile home, as well as death certificate of donor, Gail Robertson, will be put in
safety deposit box. It is planned to turn the electricity off in January, and blow out the water lines after the family
has cleared the home of their possessions. Insurance will be added.

Next Board meeting will be February 27, 2012 at Blue Ridge Christian Church at 6:15 with a meal to be served.

At 9:15 p.m. the meeting was closed with prayer by Allen Todd.

Submitted by Patti Koffarnus, 2011 WOC Secretary