LSSP Committee Meeting Minutes
October 29, 2003

I.	Call to Order – 10:35pm
a.	Chat Room Rules – 10:42pm
II.	Roll Call – 10:46pm
a.	Present:
i.	Cathy Collier (chair)
ii.	Secretary Dori
iii.	Andrea Cuda
iv.	Chassidy DuPont
v.	Ava Meyers
vi.	Megan Neihaus
b.	Absent:
i.	Joanna Sanford
ii.	International Trustee Katie Triggs
iii.	International Trustee/Service Chair Abbie Alsene
iv.	International Vice President Ryan Toth
v.	International President Dan Conrod
vi.	CKI Director Casey Keller
vii.	CKI Analyst Gloria Bidgood

-	Chassidy leaves the room at 10:37pm
-	Chassidy re-enters the room at 10:39pm

III.	Approval of Minutes From Last Meeting – 10:39pm
a.	Dori moves to accept
b.	Andrea seconds
c.	Motion passes

-	Ryan enters room at 10:41pm

IV.	Update – 10:42pm
a.	Contact Information
i.	Cathy asks for anyone who has not sent her their contact information to do so through IM while we are in the chat
b.	Website
i.	Cathy created a website for LSSP 2001
ii.	Address: www.geocities.com/LSSP2004
iii.	Any suggestions to add or change about the website are welcome
c.	Promotion: KFC
i.	International President Dan Conrod promoted LSSP while at KFC this past weekend

V.	Project Ideas – 10:50pm
a.	Cathy asks Dori and Chassidy for any updates they may have about projects they were to be researching
b.	Dori states she has emailed a few boys and girls clubs about will follow up with a phone call next week
i.	Also wants to possibly send out official letters on CKI letterhead to these places and others as well
c.	Cathy asks for Dori to contact Casey about using the official letterhead of CKI
d.	Ava explains last year they were not allowed to use the letterhead and had to create their own
i.	Suggests to prepare for “no” and create our own right now
e.	Cathy suggests using the logo from the LSSP site but shrunken down to put on the letterhead
f.	Ryan recommends asking the international staff about possibly using the international convention logo
g.	Cathy asks for anymore updates about the playground/library project
i.	None are given
h.	Cathy asks Andrea for her report about the day camp and/or ARC
i.	Andrea has contacted many recreational centers about holding a day camp there
i.	Adams Park Community Center showed most the interest
1.	Have a lot of facilities we need
•	Gym, fitness center, computer lab, cafeteria, vistas
2.	Funded by 2 grants so it would not cost us much
3.	This place helps children with after school activities on a regular basis
4.	We would have a lot of children participants from this particular site

-	Abbie enters room at 11:03pm

j.	Cathy asks Chassidy about her update on the Kingsley House
k.	Chassidy states that it is very similar to the day camp idea
l.	Dori questions specific job assignments for Circle K’ers and length of days for the camp
m.	Andrea explains 2 options
i.	Kids would be put in groups with a couple of Circle K’ers per group and rotate in groups. Then we would be all together for a few large group activities. And Circle K’ers could also run the actual activities
ii.	Buddy system. Circle K’ers assigned to 2-3 children and stay with them through every activity
iii.	Length of time: full day 2-3 hours then lunch then 2-3 more hours then dismissal

n.	Dori states concerns
i.	Not enough children
ii.	Not enough activities for a week long day camp
iii.	Not enough for Circle K’ers to do
o.	Cathy agrees and suggests that we can consider putting the camp and library project together
p.	Chassidy likes the idea of various projects and states she has previous experience in this area
q.	Dori asks for the phone number of community center to contact them about having a library project along with the day camp
r.	Andrea gives number 314-633-7902: director’s name is Ida
s.	Cathy states by next meeting we should have a basic outline of how many people it will involve and what people will be doing

VI.	Next Meeting Date/Time – 11:25pm
a.	November 12 at 10:30 EST and 9:30 CST

-	Megan leaves room at 11:26pm
-	Ryan leaves room at 11:27pm
-	Megan re-enters room at 11:27pm

VII.	Goal Setting – 11:30pm
a.	Cathy suggests making an attendance goal
i.	How many participants at LSSP
b.	Andrea suggests 115 members including members of the committee
i.	There were 96 participants last year and the event is becoming more popular and it is possible to reach 115
ii.	Everyone agrees with this goal
1.	Attendance Goal: 115 participants including committee members
c.	Cathy suggests that we have a communication goal
i.	She suggests that one must respond back to a person no more than 3 days after initially being contacted
ii.	Everyone agrees to this goal
1.	Communication Goal: One must respond back to a person no more than 3 days after initially being contacted
d.	Cathy suggests a third goal
i.	To provide meaningful service projects that will be well organized so that there is little confusion about the project and little time waiting on supplies and instruction
e.	Ava suggests making the communication goal a committee agreement
i.	Megan agree with Ava’s suggestions
f.	All agree that our communication goal will become an agreement
g.	Chassidy suggests to have a goal that says we should provide good food for participants
h.	Megan explains that the food is usually donated and therefore we accept what we are given
i.	Andrea suggests that we should have people write what they can not eat on their registration form so we know ahead of time
j.	Cathy makes a suggestion that we should agree to try and provide the best food possible and accommodate those with special dietary needs
k.	Everyone agrees to this suggestion
l.	Cathy’s goal is brought back up and all agree
i.	Goal states: We shall provide meaningful service projects that will be well organized so that there is little confusion about the project and little time waiting on supplies and instruction
m.	Chassidy suggests that we should try to get one floor for everyone participating in LSSP at the hotel so that we can minimize the noise level or have better communication with the hotel
n.	Cathy explains that we need to find a hotel that we can reserve meeting rooms for us to be able to hang out in
i.	Logistics will be working with this
o.	Andrea suggests agreement to utilize the fact that we are holding such a large service event and we should spread awareness as much as possible about Circle K and Kiwanis to local communities, nationally and internationally 
p.	Cathy suggests agreeing that if someone has to miss a meeting that they give at least 2 days advance notice
i.	Everyone agrees to this
q.	Ava moves that we each go back to the drawing board and reformulate SMART goals for the next meeting
i.	Megan seconds
ii.	Motion fails
1.	1 Aye
2.	2 abstentions
3.	2 No votes
r.	Dori suggests creating a committee agreement – not goals
i.	Andrea agrees
s.	Cathy asks for everyone with ideas to please email them to her and she will include them in one email over the reflector and then anyone with comments from there to email her with them
t.	Abbie suggests creating a “code of ethics”
u.	Cathy asks for everyone to email her ideas (goals and agreements) and she will then compile a list to be discussed and then voted on at the next meeting

VIII.	Subcommittees/Chair Assignments – 12:12am
a.	Fundraising/Sponsorship/Budget
i.	Andrea Cuda – Chair
ii.	Megan Neihaus
iii.	Joanna Sanford
b.	Internal/External Marketing
i.	Megan Neihaus – Chair
ii.	Andrea Cuda
iii.	Ava Meyers

-	Katie enters the room at 12:15am

c.	Logistics
i.	Dori Schneer – Chair
ii.	Chassidy DuPont
iii.	Joanna Sanford
d.	Fellowship Day
i.	Chassidy DuPont – Chair
ii.	Dori Schneer
iii.	Ava Meyers

IX.	Assignments – 12:25am
a.	Cathy states that she will email out assignments that should be completed by next meeting over the reflector

X.	Other Business – 12:26am

XI.	Adjournment – 12:28am
a.	Dori moves to adjourn
b.	Chassidy seconds
c.	Motion passes