Susan Fenker. Bear Lake Camp Board July 14, Bear Lake Camp Board September 22, 2009

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1 Bear Lake Camp Board July 14, 2009 The Board of Directors for Bear Lake Camp met informally on July 14, 2009 at Bear Lake Camp and shared a meal together. Those present were Jerry Blanchard, Ned Byrer, Darren Guiff,, Brian Reed, and James Wigent. Also present were Monty Harlan and Tim Tomcik. Dawn Guiff was a guest. Ned presented a financial report. Monty shared how the summer was progressing. To date 398 resident campers have attended plus 31 for the Day Camp. One week of camp remains with 64 campers registered. Monty also shared briefly about the time at Camp Otyokwah. The meeting was closed with a time of prayer. Bear Lake Camp Board September 22, 2009 The Board of Directors for Bear Lake Camp met on Tuesday, September 22, 2009 at 6:30 p.m. at Bear Lake Camp. Those present were Jerry Blanchard, Ned Byrer, Bill Cupp,, and James Wigent. Also in attendance were Monty Harlan, Tim Tomcik, and Dawn Guiff. The meeting was opened with prayer led by. Minutes and Financial Report Minutes from the previous meeting were presented and approved. The financial report was also presented and approved. The balance showed current assets of $77, It was also shared that two donations in the amounts of $ and $ need to be designated as to how they will be used. It was suggested that $ be placed in the Operating Fund and $ be designated toward the gym project. Camp Board Ned Byrer and Darren Guiff will continue to serve on the Board through Jerry Blanchard, Bill Cupp, and Brian Reed have terms through and James Wigent have terms through Ned Byrer was elected as Board Chairman and was elected as Board Secretary. Dawn Guiff was appointed as Treasurer, but does not serve as a Board member. Staff Reports Summer 2009: A statistical report for the summer of 2009 was presented. It showed a summer total of 498 campers, 153 first time campers, 22 salvations reported. There were 19 full-time summer staff and 19 Service Crew members and 12 guest staff during the summer. 33 Kids to Camp scholarships were given. Fall Retreats/Rentals: There were 2 rental camps at the end of the summer. There were 5 retreats or rentals in August and September. There are 5 scheduled for October and November. Community Ministry: This ministry continues to grow. The youth ministry has started strong with several new youth attending. The ministry is quickly pushing the limits of available space, especially when sharing buildings with weekend retreats. Old Business: Gym: Monty presented a site plan that included the gymnasium at the current site of the pavilion, which will be moved closer to the waterfront. He also shared a PowerPoint presentation on how the gym would improve the summer camp, retreat ministry, and Community ministry. The presentation also included pictures of a gym at another camp that is very similar to the plan being presented. 1

2 The board approved moving forward with the gym project as presented and making it the main focus point of the Fundraising banquet. The $5,000 donation received will be used to kick start our Embrace the Vision campaign. Additionally we discussed adding additional funds from our savings account towards the campaign. Monty and the finance committee will determine what that might be and poll the other board members for approval. The board is excited about moving forward with this project and confirms the vision presented. Kids to Camp: As reported earlier 33 kids were given scholarships to attend camp this past summer. Monty has been in dialogue with another camp that ministers to inner-city kids and has gained some good insights. Ned reported that Friends of Bethany now has their office at Trier Ridge and will be a good resource for more kids. Work needs to be done on forming the K2C committee. New Business: Fundraising Banquet will be Sunday, October 25 from 4-6 p.m. The goal is to fill 16 tables. There are currently 7 table hosts. All Board members are expected to attend and encouraged to invite others to attend. Fundraising Campaign Embrace the Vision will kick-off during the Fall Banquet. The major focus of the campaign will be for funds for the gym but will also include 200/10, Kids to Camp, and other areas of giving. $200,000 will be the goal to complete the gym. Approximately $167,000 will be needed to begin the project which will allow a completed shell to be erected. The gym interior will be completed as donations of money, time, labor, and materials are available. Next Meeting: The next Board meeting will be Tuesday, November 17, 2009 at 6:30 p.m. The meeting was closed with prayer. Bear Lake Camp Board November 17, 2009 The Board of Directors for Bear Lake Camp, Inc. met on Tuesday, November 17, 2009 at 6:30 p.m. at Bear Lake Camp. Those present were Ned Byrer, Bill Cupp,, and Darren Guiff. Also present were Dawn Guiff, Monty Harlan, and Tim Tomcik. Absent were Jerry Blanchard, Brian Reed, and James Wigent. The meeting was opened with prayer led by Darren Guiff. Minutes & Financial Report: The Minutes of the September 22, 2009 meeting were approved as written. Dawn Guiff presented a year-to-date financial report showing current cash assets at $94, There was discussion on improving our financial details and also grant and fundraising possibilities Budget: The 2010 budget was presented and discussed. The proposed budget showed a projected income of $276,850 and projected expenses of $285,818. A motion was made (Ned Byrer) and seconded (Darren Guiff) to accept the proposed 2010 budget. Motion carried. Staff Report: Summer Camp: The dates have been set for the 2010 camping season. The theme will be Captivated, and theme verse is Hebrews 12:2. The camp fees will remain at $ per camper. Retreat/Rentals: BLC hosted 13 retreat groups this fall; that compares to 7 retreats in the fall of Community Ministry: The Community Ministry has designated $15, to be given to the Embrace the Vision Campaign. Half has already been given. 2

3 Old Business: Gym: Monty met with an architect from Design Collaborative to enhance plans for the Ministry Activity Center. This is the same firm that designed the Dining Hall. Plans will cost $ Sue is working on a grant from the Lutheran Foundation that will help with the cost of the new building. Kids to Camp Program: There was more discussion on reworking the K2C Committee. Sue is working on a grant from For Kids Only Dare to Dream Foundation that would provide scholarship monies for at-risk kids to attend camp. Fundraising Banquet Evaluation Everyone agreed that the actual banquet went well and provided some new contacts. However, the banquet had fewer in attendance and provided less immediate donations than past banquets. New Business: Pension Plan Document: Ned presented an Eligibility and Participation Schedule required by the IRS. The schedule affirms that the General Conference Pension Plan is the approved employer retirement plan. The signed schedule will be kept on file. Board Members: There was also discussion on the desire to add more Board members. Next Meeting: The next Board of Directors meeting will be Tuesday, January 19, 2010 at 6:30 p.m. at Bear Lake Camp. The meeting was adjourned with prayer led by Bill Cupp. Bear Lake Camp Board January 19, 2010 The Board of Directors of Bear Lake Camp, Inc. met on Tuesday, February 19, 2010 at 6:30 p.m. at Bear Lake Camp. Those present were Ned Byrer, Jerry Blanchard, Bill Cupp, Darren Guiff,, Brian Reed, and James Wigent. Also present were Monty Harlan, Tim Tomcik, and Dawn Guiff. The meeting was opened with Board members sharing why they wanted to be a part of the Board and a time of prayer. Minutes and Financial Report: The minutes from the previous meeting were presented and approved. The financial report was presented and approved showing current assets of $104, There was discussion on the need to promote giving to the Operational budget. Donations have increased but most of those have been designated for the Ministry Activity Center and the Operational budget is depleted. It was noted that $8, of undesignated monies that had been placed in the Camp Improvement fund could be transferred to the Operating Fund. Darren Guiff also stated that undesignated money from the Richard Guiff estate yet to be given could be placed in the Operating Fund. Several ideas were shared on how we could promote operational budget donations. Staff Report: Summer 2010 brochures have been mailed to campers. Packets to churches will soon be distributed. The Retreat and Rental Ministry is a little slower than normal for this time of year, but some have been scheduled for March. The Community Ministry remains strong; an offering taken for Haiti Earthquake relief raised $ on Sunday. Old Business: Gym: Drawings from Designed Collaborative were shared. A quote of $171, from D-T Construction Services was presented. This quote includes the 3

4 foundation, the shell of the structure, insulation, gutters and downspouts, and basic electrical. The next step will be to get state approved drawings. Lutheran Foundation Grant: work is being done to apply for a grant from the Lutheran Foundation to help with building expenses. The goal is to have all quotes and sustainability goals ready for a May application. Kids to Camp Program: The Kids to Camp committee met on January 15. The committee members are Ned and Joyce Byrer, Sandi Davis, Matt Tosten, Jerry Blanchard, and Monty Harlan. They plan to approach more businesses for donations. For Kids Only Dare to Dream Foundation Grant: Application has been made to this foundation for $8, in scholarship monies. PeyBack Foundation Grant: Application will be made by February 1, 2010 to this foundation for $6, in scholarship monies. New Business: Camp Maranatha: Monty reported on a recent meeting with Board of Directors for Camp Maranatha and discussed ways we might be able to assist them with camp this summer as they are in a time of transition. Next Meeting: The next Board of Directors meeting will be Tuesday, March 16, 2010 at 6:30 p.m. at Bear Lake Camp. The meeting was adjourned with prayer led by Darren Guiff. Bear Lake Camp Board March 16, 2010 The Board of Directors and Officers of Bear Lake Camp, Inc. met on Tuesday, March 16, 2010 at 6:30 p.m. at Bear Lake Camp. Those present were Jerry Blanchard, Ned Byrer, Bill Cupp,, Darren Guiff, Dawn Guiff, James Wigent, Monty Harlan, and Tim Tomcik. Also present was prospective Board Member, Dan Smith. The meeting was opened with prayer led by Monty Harlan. Minutes & Financial Reports: The minutes from the previous meeting were presented and approved. The current financial report was presented showing a current balance of $106, Monty shared that letters had been sent to several former camp staff inviting them to financially support the camp. There had been little response to date. Other ideas were suggested for improving our donor base. One suggestion was that we provide for online giving. Staff Report: Summer 2010: The majority of the summer staff positions are filled. There is still a need of a male counselor and 2 female counselors and 3 nurses. Registrations are coming in. Retreat & Rental Ministry: Retreats are slightly behind where we were last year at this time. The two big rental camps for summer have already been contracted. Community Ministry: The youth and some adults recently attended Acquire the Fire. The ministry has donated $15, to the Ministry Activity Center. Old Business: Ministry Activity Center: There was much discussion on moving forward with the building and beginning construction in the fall as funds are available. The Lutheran Foundation grant, if approved, would be a matching grant that would include monies that have already been donated. 4

5 Kids to Camp Program: The committee has met and has been actively contacting businesses and organizations for scholarship donations. Contact has also been made with agencies requesting scholarships. The Church of God Foundation has awarded a grant of $2, for scholarships. Grants have also been submitted to For Kids Only and PeyBack Foundation. New Business: Refinancing Cottage & Office: Our current mortgage matures on 4/4/2010 with the current principal balance of $35, It was moved and seconded to refinance with a 3 year balloon mortgage at 6.54%. Motion carried. The mortgage payment will remain close to what we are currently paying and the mortgage should be paid off in approximately 8 years. Camp Workday has been set for April 17 from 9am 3pm with a rain date of April 24. Dan Smith, was present as a candidate for Board Member. Dan shared his passion for the ministry of Bear Lake Camp and the impact he has seen on his own children and many others. Board members need to contact Monty with their approval or disapproval of Dan being a Board member. Next Meeting: The next Board meeting will be Tuesday, May 11, 2010 at 6:30 p.m. at Bear Lake Camp. The meeting was closed with a time of prayer. Bear Lake Camp Board May 11, 2010 The Board of Directors and Officers of Bear Lake Camp, Inc. met on Tuesday, May 11, 2010 at 6:30 p.m. at Bear Lake Camp. Those present were Jerry Blanchard, Ned Byrer, Bill Cupp,, Darren Guiff, Dawn Guiff, Dan Smith, James Wigent, Monty Harlan, and Tim Tomcik. The meeting was opened with prayer led by Darren Guiff. Minutes and Financial Report: The minutes from the previous meeting were presented and approved. The current financial report was presented by Dawn Guiff showing a current cash balance of $115, It was suggested that a list of proposed projects and how much they will cost be completed for the Camp Improvement Fund. We recently received $ in memorial gifts honoring Dorothy Wicks and Dot Cox. Staff Report: Summer 2010: 20 Summer Staff have been hired: 14 college students, graduates, 2 high school seniors. New program expenses include the GagaBall pit, a giant slip-n-slide, and 6 new 3-man canoes which were purchased by Ari Church and the Senior Day Away group. Camp Maranatha s summer staff will be joining us for Staff Training at a cost of $ per person. Monty will be on a camp panel on WBCL on May 14. The camp worship band and staff will participate in the Albion parade on June people helped with the work day in April. We have an immediate need for a stackable washer and dryer. Old Business: Gymnasium: Someone has volunteered to do Soil Samples at cost. Lutheran Foundation: Monty appointed a Task Force: Dawn Guiff, Tim Tomcik,, and Dan Smith, to work on completing the grant. Their next meeting will be June 1. Grant application questions were distributed to all Board members for their consideration and input. They need to return their answers to Monty before June 1. 5

6 Kids to Camp: 72 scholarships are being granted; there was discussion on funding. We are still waiting on word concerning the For Kids Only Grant. The PeyBack grant request was denied. $ has been granted from the COG Foundation. Next Meeting: The next meeting will be Tuesday, July 13 at 6:00 p.m. We will eat dinner at camp. The meeting was closed with a time of prayer. BEAR LAKE CAMP Balance Sheet As of December 31, 2009 ASSETS Current Assets Checking/Savings Operating-BLC 15, Savings-BLC 89, Total Checking/Savings 105, Total Current Assets 105, TOTAL ASSETS 105, LIABILITIES & EQUITY Liabilities Current Liabilities Other Current Liabilities Payroll Liabilities 1, Scholarship Funds- Kids to Camp 1, Scholarship Funds - General Total Other Current Liabilities 3, Total Current Liabilities 3, Total Liabilities 3, Equity Opening Bal Equity 36, Retained Earnings 39, Net Income 26, Total Equity 101, TOTAL LIABILITIES & EQUITY 105,

7 Income Camp Operations Donations BEAR LAKE CAMP Profit & Loss January through December , Kids to Camp Scholarships 8, Operations 19, Scholarship Fund 1, Total Donations 76, Reg. Fees 104, Reg. Fees (aviation) 3, Rental Income 66, Camp Operations - Other Total Camp Operations 250, Capital Improvements Camp Improvement Donations 8, Camp Improvements - Gym 50, Total Capital Improvements 58, Other Income Interest Total Other Income Total Income 309, Expense Bank Charge Camp Impr. Facilities Improvements 4, Grounds Improvements New Equipment 1, Grounds Improvements - Other Total Grounds Improvements 1, Program Improvements Camp Impr. Other Camp Improvement - Other Total Camp Impr. 6, Camp Utilities Electric 10, Garbage Phone 1, Propane 7, Sewer Total Camp Utilities 6, , Other Camp Operations Camp Insurance Drainage Tax Main. & Supplies Memberships Mortgage Office 7 15, , , , Total Other Camp Operations 32, Payroll Taxes 6, Salary & Benefits Health Insurance 12,142.00

8 Other Camp Operations Camp Insurance Drainage Tax Main. & Supplies Memberships Mortgage Office 15, , , , Total Other Camp Operations 32, Payroll Taxes 6, Salary & Benefits Health Insurance 12, Housing Allowance 22, Intern Staff 3, Part-time Staff 0.00 Pension 10, Staff Salary 102, Total Salary & Benefits 150, Scholarship Funds for , Scholarship Funds Used 8, Summer Camp Food 17, Program Expense - Aviation Program Expenses 5, Store 3, Summer Staff 22, Total Summer Camp 50, Summer Program Transfer Transfer Total Expense , Net Income 26, Savings-BLC 89, Total Checking/Savings 105, Total Current Assets 105, TOTAL ASSETS 105, LIABILITIES & EQUITY Liabilities Current Liabilities Other Current Liabilities Payroll Liabilities 1, Scholarship Funds- Kids to Camp 1, Scholarship Funds - General Total Other Current Liabilities 3, Total Current Liabilities 3, Total Liabilities 3, Equity Opening Bal Equity 36, Retained Earnings 39, Net Income 26, Total Equity 8 101, TOTAL LIABILITIES & EQUITY 105,318.83

9 Bear Lake Camp Projected Budget for the Year 2010 Revenue: Rental of Camp 60,000 Camper Fees $225) 112,500 Aviation Camper Fees (12@$400) 4,800 Primary Camp Fees $50) 1, Donations 45,000 Donations & Designated Operating Support 37,000 Grant Funds Scholarship Fund $225) 11,250 Camp Store 5,000 Interest 50 Total Revenue 276,850 Expenses: Salary & Benefits Director & Manager Salary 84,180 Housing Allowance 10,000 Health Insurance 12,720 Health Insurance Reimbursement 2,400 Pension 11,302 Disability Insurance 0 Director's & Manager's Expense Reimbursement 3,500 Director's Home Mortgage 0 Salary - Other Employees Other Staff & Interns 22,000 Housing Allowance 10,000 Payroll Taxes 5,872 Camp Utilities Electricity 10,000 Garbage 850 Telephone 800 Propane 7,500 Sewer 6,750 Other Camp Operations Camp Housing/Office Mortgage 5,720 Drainage Assessments 525 Insurance 15,000 Maintenance & Supplies 4,500 9

10 Memberships 950 Office Supplies & Administration 7,000 Summer Camp Food 16,000 Camp Store 5,000 Program 8,000 Staff 24,000 Scholarships (used to pay campers fees) 11,250 Total Expenses 285,818 Net Camp Operating Expenses (Income) 8,968 10