Winter Breakout Follow-up/Planning Meeting
Opened in Prayer
The meeting opened with the discussion of do we have the Winter Breakout next year. We all agreed that we did need to have it. We did learn that the Mid-Maryland Association has decided that they willnot financially support or promote the Winter Breakout in their Association. We are more thanwelcomed to invite the mid-Maryland churches, two churches did attend this past year.
We are also restructuring who will handle things from an administrative role. With all the work that goes into the administrative end of the Winter Breakout, it has been decided that Sherrie will take a less active role so that she will be able to keep up with the Associational work. Please see the list below as to who will handle the administrative duties:
Will mail out all published promotional material to MBA churches only. Blue Ridge will be responsible to send out their churches. (The MBA has always paid for any postage involved for the retreat through the MBA’s budget for postage and will continue to do so.)
One thing that was a concern from everyone was that there was not an invitation on Saturday night. We were all thankful that Out World gave an invitation on Friday night.
discussed when we go over the schedule in future meetings.
Discussion was held on Winter Break Out 2009
Phil presented an idea for the Theme and asked if anyone else had thought of something. Phil’s suggestion was “Get Real”. After he shared why he came up with this we agreed as a group to go with this theme. Phil has two scriptures that he suggested we use with it, but that has not been finalized. He also shared what the logo would be.o
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Phil also shared that Carl Kerby highly recommended a speaker for 2009. This was Mark Cahill who is an Evangelist. Phil has contacted Mr. Cahill to see what his rates are and if he was available. We all agreed for Phil to move forward in securing Mr. Cahill and will present this information at the next meeting.
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We then discussed if anyone had any suggestions on Bands. Phil was wondering if we wanted to bring back Out World, but we decided to wait a year or two. Lewis Bassford suggest a band that played at Burtonsville call House of Echo. Lewis sent out the link to those in attendance. Phil has contacted them and will present the information at the next meeting.
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Phil also shared for our special an Illusionist that would work real well with this theme. Moreinformation at the next meeting.
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We will be having a logistics meeting in January with Skycroft to make sure that we are all in agreement with what Skycroft needs from us and what we need from Skycroft.
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Discussion was also held on which tournaments to hold and we will be adding Ping Pong to thelist for next year.
Jeff Robar and Lewis Bassford from Burtonsville Baptist Church have stepped up and taken ownership of the Tournaments and the Games during the General Session for next year. Some discussion was held on the budget for this area and was decided between $400 to $500. They did ask if we had the flags for Football and First Baptist Church of Rockville does have them.
Next meeting dates at First Baptist Church of Damascus at 7:15
Retreat February 13-15January 13November 11October 14September 9June 10May 13o
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April 8Location to be determined upon Phil’s discussion with Skycroft.
Date of next retreat February 13-15, 2009The lack of games during the General Session. This year we were running behind each session and the few games that Phil had prepared were eliminated. It was suggested that we switch the morning devotions to being a church time so that the churches could also make sure their students were in attendance and then have the mixed group time at night. It was also suggested that we move the time to after breakfast. This will be further It was also felt that the 4th tract time was not as well attended by the students and that we may consider only having 3 tract times which would give us some room to play with the schedule. This will also be discussed later when we go over the schedule. We need to adjust the schedule mainly because we don’t give the student enough time to get to places. Discussion was held on the electronics rule. There were so many violations of this rule this year. As a group we need to agree on how to handle this. In the hotel rooms there are clock radios. But there were IPod’s that were brought, cell phones that were being used inappropriately to call 911 asking for help, prank calling, portable DVD players and movies, etc. This will be discussed and agreed upon in future meetings.Location of 2009 Winter Breakout- The last few years there has been concern about the 240 number that we are required to commit to when we sign the Skycroft Contract for exclusive use of the camp. After much discussion, Phil will be talking with Doug at Skycroft to see if we can lower that number to 200 if not 220 which seems to be the numbers that we have been hitting in the past few years. Phil will report back to us at the next meeting on how this discussion went. Discussion was held on how the Winter Breakout 2008 went.Send out via e-mail all notices of upcoming meetings to all the churches involved, and team members. MBA Responsibilities
Planning Team ResponsibilitiesAll registration, deposits, (which include all follow-up on incomplete, missing registration data, additions or changes) – Becky Runyen We will be setting the registration up so that it will all be handled through the web-site for this upcoming year – we will have a close date that after this time, you will then need to contact Becky directly for any changes.
All contracts will need to be reviewed by Kevin McGrath before they are signed and any deposits paid. All speakers, bands, and special guest will need to sign a contract stating exactly what we expect from them and what they expect from us.
All expenditures, invoices/agreements, etc, must be submitted to Becky and Phil for payment approval then they will submit to MBA Office for payment from MBA office.
T-Shirt ordering – all orders will be placed on line when registration is done. There will be a cutoff date when Becky will download the information and the information will be sent to the printer. Phil will handle the logo artwork for the printer.
Communication/PromotionPrepare/post accounts payable expenditures as received
Prepare and Post deposits as receivedMBA office responsibilitiesAll information questions will be sent to Becky and Phil this year, (NOT SHERRIE). So please end all requests/questions, e-mails, phone calls, contract communications with retreat venue to them. You can send 1 email to info@winterbreakout.com and both Becky and Phil will receive it.
Phil GravesRon BlankenshipBurtonsville Baptist Church – Becky Runyen, Katie Runyen, Kyle Eely, Lewis Bassford, Jeff RobarViers Mill Baptist Church - Howertine Farell-DuncallSeven Locks Baptist Church – Laura SynderFirst Baptist Church of Rockville – Jim and Kelly Sellevaag, RhondaColumbia Baptist Fellowship – Neville Johnson
