LSSP Online Meeting Minutes
5 February 2004
10:30 p.m. EST/9:30 p.m. CST

I.  	The meeting was called to order by Chair Cathy at 9:32 p.m.

II.	Chair Cathy called roll.
	a.	Present
•	Chair Cathy Collier
•	Secretary Dori Schneer
•	Andrea Cuda
•	Chassidy Dupont
•	Megan Niehaus
•	Trustee Abbie Alsene
•	Duncan McCluskey
b.	Absent
•	Ava Myers
•	Joanna Sanford
•	Vice President Ryan Toth
III.	Chair Cathy asked for a motion to approve the minutes from the last meeting on January 25th. Dori moved to accept the minutes as read; Chassidy seconds the motion. At 9:37, motion passes: 4-0-0.
IV.	Chair Cathy went on with general updates.
	a.	She has been able to get in touch with the hotel representative. The hotel price was discussed and they will be mailing out the contract soon. The rooms will cost $69.95 per night and it will cost $25 per day per room for the meeting rooms.  The tax is 14.58%. Andrea asked if it was necessary to have the meeting rooms for all 5 days. After some discussion on the matter, it was decided that both meeting rooms would be rented for all 5 days. 
	b.    Cathy mentioned that she had forwarded the responses to everyone from the sites that explains what each site needs and/or would like in their libraries.
	c.     Chair Cathy ran through the costs that will be involved. The hotel with tax will cost $8,014.87 and the room fee will cost $250. Fellowship Day will cost around $400 and transportation (which may not be an expense) will cost $560. Cathy suggested that the committee set the registration cost at $115 per person. She also mentioned that this would not include meals and supplies. She said that most of that will be donated, and maybe the transportation cost which would be padding in case not all food and supplies are donated. 

	Ava entered the chat room at 10:02. 
	Secretary Dori left the chat room at 10:10.
	
	The costs were discussed and the committee decided that the registration cost will be set at $115 and participants will be charged an additional cost for t-shirts.
	
Abbie left the chat room at 10:17 and entered at 10:20.

Chair Cathy asked for the approval of the registration form. 

Andrea suggested that the money be sent to her since she is the one that is in charge of the committee’s financial issues. She said that it would be a lot simpler if she was in charge of it since she will be the one responsible with cutting checks out to the various vendors. Andrea added that she has spoken with CKI Director Casey Keller earlier and received permission to forward donation checks to the CKI office so they can be the ones that will deal with the IRS and other paperwork. There was some confusion within the committee in understanding the difference between a 501©(3) organization and a 501 ©(4) organization. Andrea explained to everyone that CKI is a 501©(3) and that means that someone can do a write-off if they donate to CKI. Andrea summed everything up that should occur. First, she will set up a back account under the name of “LSSP 2004” at a national bank. Secondly, Andrea would be in charge of dealing with the account. Thirdly, have registration checks made out to the name of the account (LSSP 2004). Lastly, donation checks will be sent to int’l and then they will process and wire the money directly into the account. 

Megan moved to accept the registration form. Andrea seconded the motion. At 11:10, motion passes: 4-0-0.

V.	Chair Cathy asked if anyone had any new information regarding book donations.  Joanna told the committee that all books should me mailed to:   209 S. Kings Highway, St. Charles, MO, 63301 – Attn: Evening Admissions/Joanna Sanford. Also, do not place the name, Circle K, on them. 
VI.	T-shirts were discussed and ideas were thrown around. The after some brainstorming, Chassidy motioned to have the cki logo, date, etc. on the front of the shirt and have a larger picture on the back. Megan seconded the motion and at 11:30, motion passes: 4-0-0. 

Following this, Megan moved to have the block design with the quote on the LSSP official website on the back of the t-shirt. Ava seconds the motion and, at 11:32, motion passes: 4-0-0.

After further discussion, Megan motions for red shirts with black and white ink. Chassidy seconds the motion, and at 11:56, motion passes: 3-0-1. 

After discussion, the committee sets the t-shirt price at $8. 

VII.	Subcommittee reports then commenced. Cathy relayed some notes that Joanna had to say. Joanna first mentioned that as long as the sites are central to the Metro Link station, we should be alright. If not, then we could possibly look into the hotel for transportation help or someone that Joanna knows personally. Also, she is going to “beg” Kiwanis clubs to donate food for our program. Also, she wanted the committee to reconsider the park that was chosen earlier for Fellowship Day (Creve Couer Park). She suggested either Forest Park or the Zoo. 
	a.   Andrea reported that she is working with a CKI staff member with getting weekly passes donated or discounted. She also reported that she is working with Joanna to overcome the miscommunication between our committee and businesses. She then announced that the finance committee is trying a new route in getting donations. They are going to be applying for a number of grants offered by the foundations of companies that are located in the St. Louis area. Andrea contacted Casey Keller so she could obtain the necessary financial paperwork of CKI for the grant applications. She explained that some of the foundations have one of their quarterly meetings coming up and in about 6-8 weeks we will know if we were granted any money.
	b.  Megan reported that convention presentations, etc. are in the works and that she is trying to get in touch with some of the governors, but they are not being very helpful. At this point, there are about 5 conventions that are unaccounted for. Also, the brochures will be updated following this meeting and she will be sending out another article to the district editors to include in their next district publications. 
	c.  Secretary Dori was not present to make her report. However, Cathy said that mainly all transportation and meals are being handled by the finance committee. 
	d.  Chassidy reported that Creve Coeur does not have that much and is going to mainly be used for Summer Programs. The second option, Queeny Park, looks pretty good. It has a pool, BBQ pits, museum, playground, etc. A park representative told Chassidy that it would cost around $400 for the big pavilion. Since it usually is not rented out during the week, she is trying to see if she can get it at a discount. Also, she said that if we are using the Metro system, then we can consider Forrest Park. (www.stlouis.missouri.org/citigov/parks/forestpark) Not all of the park’s facilities are free and the largest available pavilion is only for 60 people. However, the cost is only $30. Megan motioned to table the discussion until the next scheduled meeting. Abbie assigned Chassidy to look into group rates for the next meeting. Ava suggested getting the city to donate the park to us, since are providing a huge community service to the city. Chair Cathy told Chassidy to check about the group rates and reminded her the she can also delegate responsibilities. 
	e.  Cathy reported that she put up the minutes and the agenda on the site. She also said that she will be updating the site with the information about the project, registration costs, and will post the registration form on there, too. She will also be sending out another newsletter to the governors, soon. 
VIII.	Chair Cathy said she will email everyone their assignments. 	
X.	The next meeting was set for Thursday, February 12th, 2004 at 9:30 p.m. CST/10:30 p.m. EST.
XI.	Chair Cathy asked if there was any other business to be discussed. No one had anything else to say. 
XI.	Megan moved to adjourn the meeting at 12:46 a.m.  This was seconded by 
Andrea, and the motion carried by a 4-0-0 vote at 12:47 a.m.

			
	
							Respectfully Submitted,
  
								Andrea Cuda