Each Board member will serve as the Board Liaison to one camp per year beginning in the second year of his/her three year term on the Board. S/he will be the liaison to the camp from which s/he was elected, e.g. if elected in Winter, s/he will be the Winter liaison in his/her second year of service.

Coordinate between Board and Dean
In general:  The Board Liaison will be a source of information to the Dean regarding Board policy and requirements.

• Obtain an updated Dean's Manual from the Registrar and give it to the Dean within 30 days of his/her appointment.
• Return the Dean's Manual to the Registrar immediately following the camp.
• Serve as an advisor to the Dean regarding administrative and financial matters. (When the Dean has questions, get answers for him/her.)
• Assist the Dean in obtaining staff.
• Clarify for the Dean any questions regarding staff/camper ratios.
• Ensure that the Dean, in consultation with the Board Rep, sends out an informational letter to all registered campers one month prior to the camp.
• Update the Deans (within two weeks following Board meetings) regarding any pertinent new or changed policies.
• Obtain a "Dean's report" from the Dean within one month after the end of camp.
• Convey the Dean's report to the Board at its next meeting.

Coordinate between Seabeck and Dean
In general:  The Board Rep will clarify issues of Seabeck and/or Naramata policy and practices to the Dean.

• Answer questions the Dean may have regarding activities on Seabeck and/or Naramata grounds.
• Answer questions the Director of Seabeck and/or the Conference Coordinator at Naramata may have regarding activities planned by the Dean (and camp staff).

Coordinate between Registrar, Dean, and Camp Staff

• Assist Deans in filling out a projected daily and weekly schedule for camp. Give schedule to the Registrar at least one week prior to camp.
• Assist the Registrar in dealing with non-compliance with Board policy (such as the late payment of fees by camp staff members).

Coordinate between the Speaker and Board

• Prior to camp, help the Speaker, as needed, to obtain information s/he needs from the Board and the Registrar.
• Help the Board and Registrar, as needed, to obtain information required of the Speaker.
• During camp, the Board Rep, in conjunction with the Small Group Leader, will assist the Speaker in resolving any questions or difficulties that may occur.
  

Preside with the Dean over Newcomers meeting.
Welcome newcomers; answer questions; encourage involvement; identify yourself as an available source of information and help.

Convene the First Night All-Camp Meeting.
In general: Act as host, welcoming campers and staff to Eliot.

• Welcome campers.
• Introduce members of the Board who are present.
• Briefly explain the purpose and function of the Board. (Read the Board's Mission Statement.)
• Briefly explain the purpose and function of the Board Rep, i.e., Board Rep is the link between the campers and the Board, the Speaker and the Board, the Camp Staff and the Board.
• Introduce the Dean (who will preside over the rest of the meeting).

Publicize and (in the absence of the Board President) Preside over the All-Camp Meeting.
In general: Act as host, inviting and encouraging attendance at the meeting.

• Schedule and publicize the all-camp meeting. Include the agenda in the publicity.
• Invite the Administrator of Seabeck and/or Naramata to attend and speak at the meeting.
• If the Board President is not at camp, preside over the meeting.
• Preside over the election of the new Board members.
• Present the "Golden Hand and Heart" Award. Obtain the award from Shelby Greiner (or current provider of the award) prior to camp.

Attend Daily Staff Meetings.

Attend the Youth Overnight meeting (which will be conducted by the Youth Director).
At this meeting parents, chaperones and youth will determine the parameters of the youth overnight.

Convene meetings, as required:

• To introduce new camp policy
• To resolve problems.

Be Available to Campers as a Public Relationship contact.
In general:  The Board Rep will be readily identifiable as the camp "Guardian" i.e. s/he who can be readily found and approached for information and/or assistance.

• Consistently wear an easily visible identification (hat, badge, clown nose, whatever).
• Be available to answer questions, (or to obtain answers for questions).
• Be available to act as mediator between parties who are having difficulties which they cannot resolve themselves.
• Set up and manage the Suggestions/Feedback box. Have forms available; relay complaints, suggestions, compliments to the Board; ensure that those who request it receive a prompt response.

In general:  The Board Rep will provide hard copy information to campers and solicit reports/evaluations from campers and Speakers.

Provide campers with hard copies of current useful information such as:

• Survival Guide
• "Meet the Board" descriptive. [Yet to be written]
• Summation of recent Board decisions and changes of policy.
• Minutes of Board Meetings.
• Communication forms.

Provide Speakers and Workshop Leaders with report/evaluation forms.

• Provide forms, just prior to the end of camp, to be filled out by the Speaker, Dean, and Staff Chiefs.
• Request that these completed forms be returned to you in person before camp ends or via mail immediately after camp.
• Convey these report/evaluations to the Board at the next meeting following camp.

Distribute and collect camper evaluation forms.

• Provide evaluations to be filled out by campers at the All-Camp Meeting as well as after the meeting through the end of camp.
• Explain the purpose and importance of these forms at the All-Camp meeting.
• Provide a confidential collection box, in a specified location, for the evaluation forms.
• Present compiled evaluation forms to the Recording Secretary.

Write a Board Rep report/evaluation.
Write, and present to the Board, a report/evaluation which presents the unique perspective of the Board Rep at camp.

In general:  The Board Rep will express appreciation and grateful acknowledgement of peoples' efforts towards creating a good camp.

Express appreciation

• Recognize the Deans and Speakers with a gift at the last meal of camp.
• Ensure that the Seabeck Staff is honored with words of gratitude and applause at the last meal of camp.
• Ensure that the Operations Manager has put out baskets for financial gratuity on the tables for the final four meals of camp.
• Personally thank the Seabeck Director and Naramata Conference Coordinator for his/her hospitality.
• Personally thank anyone who has extended his or herself to especially contribute in any way to the bounty of camp.

Be on the lookout and do research to bring in new leaders.
Be looking for, listening for and researching people who might serve well as Deans, Speakers, Workshop Leaders, Youth Leaders etc. for future Eliots. Take suggestions for such leaders to the Board.

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Board Rep Timeline

Pre-Camp
· Regular contact with the deans to check on progress and problems.
· If deans will not be present at board meetings prior to camp, obtain deans progress report.
· Obtain an updated Dean's Manual from the Administrator and give it to the Dean within 30 days of his/her appointment.
· Obtain an updated Board Manual from the Administrator to give to the newly elected Board member.
· Obtain the "Golden Hand and Heart" award from Shelby Greiner
· Insure that Administrator has current copy of "Survival Guide" to include in roster
· Bring Board materials including; recent board decisions and minutes

Beginning of Camp
· Preside over Newcomers meeting.
· Convene the First Night All-Camp Meeting.
· Set up and manage the Communications Can.

Early Camp
· Schedule and publicize the all-camp meeting.
· Invite the Director of Seabeck and/or Naramata Conference Coordinator to attend and speak at the meeting.
· Attend the Youth Overnight meeting

Daily Duties
· Attend Daily Staff Meetings.
· Be on the lookout and do research to bring in new leaders.

Camp Meeting
· If the Board President is not at camp, preside over the meeting.
· Preside over the election of new Board members.
· Provide evaluations to be filled out by campers at the All-Camp Meeting as well as after the meeting through the end of camp.
· Provide a confidential collection box, at a specified location, for the evaluation forms.
· Explain the purpose and importance of these forms at the All-Camp meeting.

End of Camp
· Provide forms, just prior to the end of camp, to be filled out by the Speaker, Dean, and Staff Chiefs.
· Present the "Golden Hand and Heart" Award.
· Recognize the Deans and Speakers with a gift at the last meal of camp.
· Ensure that the Seabeck and/or Naramata Staff is honored with words of gratitude and applause at the last meal of camp.
· Ensure that the Operations Manager has put out baskets for financial gratuity on the tables for the final four meals of camp.
· Personally thank the Seabeck Director and/or the Naramata Conference Coordinator for his/her hospitality.
· Personally thank anyone who has extended his or herself to especially contribute in any way to the bounty of camp.
· Collect all evaluations and Suggestion/Feedback comments at the end of camp, or instruct to mail to you ASAP.
· Return the Dean's Manual to the Registrar immediately following the camp.

Post Camp
· Send speaker, staff and camper evaluations and suggestions/feedback to the Recording Secretary.
· Obtain a "Dean's report" from the Dean within one month after the end of camp.
· Convey the Dean's report to the Board at its next meeting.
· Write, and present to the Board, a report/evaluation which presents the unique perspective of the Board Rep at camp.

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