REPORT of the LSSP Ad Hoc Committee 
To the Circle K International Board of Trustees 

Board Meeting Date:  28 June 2004

Names of Committee Members:
Cathy Collier, Chair
Megan Niehaus, Secretary
Robert Boylan
Josh Bullock
Andrea Cuda
Chassidy DuPont
Christine Evans
Ava Myers
Norma Vithayanonth

Committee Directives:

2	Email minutes of each board meeting to the email reflector.

Member Responsible:  Megan Niehaus 
Expected Completion Date:  Continuous
Status:  In Progress

Progress:  Minutes are up to date as of 6/10/04 excluding the 3/24/04 meeting.

2	Research the idea to build a children’s library.  Try to contact places in St. Louis to see if they have a space where we can do this and would want us to.  

Member Responsible:  Chassidy DuPont/Cathy Collier
Expected Completion Date:  12/23/03
Status:  Complete (12/21/03)

2	Promote LSSP at every opportunity, especially conferences.

Member Responsible:  All
Expected Completion Date:  Continuous
Status:  Complete

Progress:  LSSP has been promoted at Kiwanis Family Conference, Y’all Conference, most District Conventions, and many spring training conferences.  It has also been promoted via email reflectors, newsletters, and sending emails to last year’s attendees.

2	Write and send letters requesting donations, both financial and in kind.

Member Responsible:  Andrea Cuda/Finance Subcommittee
Expected Completion Date:  12/15/03  
Status:  Complete (1/23/04) 

2	Determine which committee members and trustees will be attending what conventions and make arrangements for them or the governor of each district to present about LSSP at each convention.

Member Responsible:  Megan Niehaus
Expected Completion Date:  3/31/04
Status:  Complete (3/31/04)

2	Create brochures and PowerPoint presentations for promotion at district conventions.

Member Responsible:  Megan Niehaus/Marketing Committee
Expected Completion Date:  2/14/04
Status:  Complete (2/18/04)

2	Follow up donation request letters with phone calls and contact Kiwanis clubs about donating books and meals.

Member Responsible:  Joanna Sanford, Andrea Cuda
Expected Completion Date:  3/31/04
Status:  In Progress

Progress:  Joanna called many businesses to which the letters were sent.  She reported that several would be sending donations.  Joanna was also in touch with Kiwanis clubs to get meals donated.  The Kiwanis clubs in the St. Louis area cannot donate books because of a similar book drive they are holding on their own.  Since Joanna’s resignation, she has not given Andrea the information she found out.  Andrea has been trying to pick up where Joanna left off and has found many places to donate things.  The committee is still collecting donations.

2	Create a budget.

Member Responsible:  Andrea Cuda/Finance Committee/Cathy Collier
Expected Completion Date:  1/31/04  
Status:  Complete (2/3/04); Updated (6/1/04)

2	Submit articles to district publications to promote LSSP.

Member Responsible:  Megan Niehaus/Marketing Committee
Expected Completion Date:  Monthly
Status:  In Progress

Progress:  Articles have been submitted for January through May.

2	Confirm transportation to and from the project sites and Fellowship Day location.

Member Responsible:  Andrea Cuda
Expected Completion Date:  2/04
Status:  Complete (2/04) 

2	Confirm meals.

Member Responsible:  Andrea Cuda
Expected Completion Date:  4/15/04
Status:  In Progress

Progress:  Several project sites have agreed to provide lunch to the volunteers on their sites.  Other food will be covered in the registration fee and/or donations.  Several food suppliers and grocery stores have donated gift certificates.

2	Research Fellowship Day location and activities.

Member Responsible:  Chassidy DuPont/Fellowship Day Committee
Expected Completion Date:  2/29/04
Status:  Complete (2/26/04)

2	Keep website up to date.  Include project site descriptions, registration forms, pictures, minutes, agendas, and newsletters.

Member Responsible:  Cathy Collier
Expected Completion Date:  Continuous
Status:  In Progress

Progress:  The website is up to date on all accounts as of 6/10/04 with the exception of having the YWCA listed instead of Lydia’s House.  The change would confuse people and cause trouble.  Since it does not change the project they will be doing, it will not be updated.

2	Confirm hotel accommodations.

Member Responsible:  Cathy Collier
Expected Completion Date:  1/31/04  
Status:  Complete (1/22/04)

2	Communicate regularly with governors and administrators to promote the project.

Member Responsible:  Cathy Collier
Expected Completion Date:  Continuous
Status:  In Progress

Progress:  Monthly online newsletters have been sent to governors and administrators since January.  They are also sent emails with other important information whenever it is necessary.

2	Maintain communication with project hosts.

Member Responsible:  Cathy Collier, Robert Boylan, Christine Evans, Josh Bullock, Norma Vithayanonth, Megan Niehaus
Expected Completion Date:  Continuous
Status:  In Progress

Progress:  Project hosts have been contacted fairly regularly with updates on decisions from the committee and regarding other questions and concerns.  

2	Publish registration form and information.

Member Responsible:  Cathy Collier
Expected Completion Date:  2/10/04
Status:  Complete (2/12/04)

2	Set up bank account.

Member Responsible:  Andrea Cuda
Expected Completion Date:  3/15/04
Status:  Complete (3/31/04)

2	Process registration forms and checks and send confirmation emails.

Member Responsible:  Cathy Collier
Expected Completion Date:  6/10/04
Status:  Complete (6/10/04)

2	Design sites.

Member Responsible:  Christine Evans, Megan Niehaus, Josh Bullock, Norma Vithayanonth
Expected Completion Date:  6/21/04
Status:  In progress

Progress:  All sites have been contacted, and information has been gathered as to what they want the libraries to look like, what colors to use, how many shelves to build, etc.  The site leaders are designing each library from these stipulations.

2	Plan meals.

Member Responsible:  Andrea Cuda
Expected Completion Date:  6/21/04
Status:  In progress

Progress:  Meals have been scheduled; donations are still being sought.

2	Plan Fellowship Day activities.

Member Responsible:  Chassidy DuPont
Expected Completion Date:  5/31/04
Status:  Complete (6/7/04)

2	Plan Service Learning activities.

Member Responsible:  Everyone
Expected Completion Date:  5/31/04
Status:  Complete (5/31/04)

2	Plan Arrival Day activities.

Member Responsible:  Everyone
Expected Completion Date:  5/31/04
Status:  5/31/04

2	Promote CKI and LSSP through external sources.

Member Responsible:  Megan Niehaus, et al.
Expected Completion Date:  6/28/04
Status:  In progress

Progress:  Media sources have been contacted with press releases and will be contacted again closer to the event.

2	Print t-shirts and get pins made.

Member Responsible:  Cathy Collier (t-shirts), Duncan McClusky (pins)
Expected Completion Date:  6/21/04
Status:  In progress

Progress:  Pins are made and ready to be brought with Duncan.  T-shirts are ordered and will be proofed within the next week.

2	Prepare evaluation forms.

Member Responsible:  Ava Myers
Expected Completion Date:  6/14/04
Status:  In progress

Progress:  Ava submitted a draft of the evaluation form for review on 6/7/04 and is currently editing it according to the changes the committee suggested.

2	Get everything ready to pass down.

Member Responsible:  Everyone
Expected Completion Date:  6/28/04
Status:  In progress

Progress:  Committee members have been asked and reminded to get things together that next year’s committee may find useful.  They will be bringing their materials with them to the project, and it will be given to Trustee Abbie Alsene.

2	Prepare a local area attractions display board with maps for attendees to use to decide where to go in the evenings.

Member Responsible:  Duncan McClusky, et al.
Expected Completion Date:  6/25/04
Status:  In progress
Progress:  Duncan has ordered maps and researched nearby restaurants and other things.  He continues to do so and will bring his information to the project to put on the display board.  Cathy has also researched a few places, and members of the Mo-Ark district have been asked to help with this.

2	Create a “friends list” of attendees’ names and contact information to be distributed after the event.

Member Responsible:  Cathy Collier
Expected Completion Date:  7/15/04
Status:  In progress

Progress:  Cathy is working on getting a list of attendees’ names and email addresses for them to initial that their information is correct and that it is okay for their email address to be given to the other attendees.  Those who do not wish to be included will be removed from the list and any that are incorrect will be corrected.  The list will be emailed after the project to all who attend.

2	Gather supplies and compile a list of other needed things.

Member Responsible:  Everyone
Expected Completion Date:  6/22/04
Status:  In progress

Progress:  The committee has been asked to bring certain items from home to keep the expenses lower.  Site leaders have also been asked to make lists of things they will need on their sites so that those things can be procured when some of the committee arrives early.

Respectfully Submitted,

Cathy Collier
LSSP Ad Hoc Committee Chair