Michigan District of Circle K International

District Board MeetingMinutes

Saturday, August 22nd 2015

Summer Board

Ann Arbor, MI

  1. Call to Order- 2:16pm
  2. Roll Call
  3. Governor Steven McCarty- here
  4. Secretary Kathleen Hurley- here
  5. Treasurer Alysia Rollins- here
  6. Bulletin Editor Sam Chupa- here
  7. Club Building Chair Caroline Grachek - here
  8. Kiwanis Family Relations Chair Nathan Wright - here
  9. Technology Chair James Edwards- here
  10. Service Chair Jared Feldman- here
  11. Events Chair Tiffany Newman- here
  12. Laws and Regulations Chair Michael- here
  13. Adrian College Representative Dana Dowd- here
  14. Central Michigan University Representative Amanda Dembski- here
  15. Concordia University Representative Jordan Wesson- not here
  16. Eastern Michigan University Representative Tori Byers- here
  17. Ferris State University Representative Kylie White - here
  18. Grand Valley State University Representative Jordan Phelps - here
  19. Hillsdale College Representative Hannah Nichols- not here
  20. Michigan State University Representative- Rohan Goel- here
  21. Northwood University Representative Justine Arvizu- here
  22. Oakland University Representative Nathan Wright- here
  23. University of Michigan –Ann Arbor Representative Nicole Potchen- here
  24. Wayne State University Representative Raghav Madan- here
  25. Administrator Lori Stillwell- here
  26. Assistant Administrator Caitlyn Kienitz- here
  27. International Trustee- Emily Bagwell- not here
  28. Guests
  29. Angela Scarponi (EMU VP)
  30. Libby McEnvoy (EMU Secretary)
  31. Ashley Viers (EMU Treasurer)
  32. Lisa Hicks- Clayton (Kiwanis Lt. Governor Div. 4)
  33. Approval of Agenda
  34. So moved: Amanda
  35. Second: Kylie
  36. Motion passes: Agenda is approved
  37. Approval of Minutes
  38. District Convention
  39. Friday, Saturday, and Sunday
  40. Motion to approve: Amanda
  41. Second: Justine
  42. Motion passes: Minutes Approved
  43. Updates
  44. District Board
  45. Updates on what we’ve been working on
  46. Steven: Attended Leadership Academy, you should go to LA next year, working with committees, new website, new clubs, getting ready for the upcoming year, speaking at Kiwanis Clubs (Woodhaven, Downriver West, Monroe, Detroit #1, Divisionals, working on the professional development program, planning the table for KCON, send out governor request forms, planning the board meeting, video submissions for a CK club video (one more week, 30 sec clip).
  47. Kathleen: I’ve been working on getting in all of the MRFs for the district, I also attended ICON, I have been taking minutes at our phone calls and sending them out and updating them in the google drive as well. I updated the Circle K information for the Kiwanis Directory. I also sent in a Fall Rally video and I’m working on getting ready to promote that to my club
  48. Alysia: talking to Lori, working on the budget, went to ICON
  49. Sam: finished the first bulletin! Please let her know about what you liked or didn’t like or what else needs to be added, club editors sent in their examples, next bulletin around the first day of school, make sure to fill out google form by Sept 5th, want to add a section with question or a game type of thing (if you have suggestions please pass them along)
  50. Caroline: visited Western and talked to their administrators, visited with Lisa about starting a club at Madonna, talking with clubs in contact, 4 others (UMD, HFCC, Kellogg, and North Central Michigan, MCC) in process, also finished the handbook! Went to ICON too
  51. Jared: looking into projects for Fall Rally, service chair survey filled out with success, going to contact service chairs once school starts, make sure to post on the facebook group!
  52. Nathan: working on professional development program, task force call tomorrow, unveiling program at KCON next weekend, working on Interclub Program (need details for each though), getting pics for Road Rally
  53. James: working on website, updating it all of the time, upcoming events are up, still working on the calendars though, also creating a Kiwanis calendar
  54. Tiffany: planning on fall rally, had a two hour committee meeting this week, have the schedule down, still working on the food (camp is slow to respond), creating on promotional video (up by tonight or tomorrow), planning on games and fundraisers right now, warm fuzzies are being planned, social planning panel members needed
  55. Michael- went to ICON, governing documents chair for international, went through the bylaws and made a list of recommendations, still need to work on the policy code, need to talk to Madonna about their bylaws for chartering
  56. Administrators
  57. Lori- went to LA, KAH packaging this Friday: need lots of lots of people
  58. Caitlyn- went to ICON, busy with not CK stuff
  59. Club Updates
  60. Adrian College

●At the moment we don't have plans but we will be working on them in the next couple of weeks.

●Having a meeting pretty soon, planning a bowl event

●Trying to get numbers up, that’s the goal for this year

●New board of sophomores!

  1. Central Michigan University

●August 25th 10-5 in finch field house: kids against hunger for leadership safari. Free tshirt and lunch provided. This Tuesday

●August 29th 4-7 card swiping for main stage/ club fair (wear cki shirts and possibility to get a lot of free goodies and food)

●September 14th 8pm powers 136: first meeting!!!

●DCON planning is up and on a roll! Can’t wait to see you all there!!

  1. Concordia University

●N/A at the moment

  1. Eastern Michigan University

●Ypsilanti Kiwanis Rubber Duck Race- TOMORROW!!!! Several Shifts!!

●Sun 8/23 11a-1p

●Sun 8/23 1p-3p

●Sun 8/23 3p-5p

●Sun 8/23 5p-8p (River Crew/Duck Catching/Clean Up)

●CKIx was extremely successful, 5 members in attendance and all hope to attend CKIx2016

●Received 3 club awards, Outstanding Club Achievement, Growth Enhances Membership and Outstanding Single Service Project: 30th Birthday Celebration

●Successful Honors College tabling event in early Aug. Many students who gave emails were in key club!

●Successful Ypsilanti Kiwanis/EMU CKI Summer Potluck last weekend

●Service and socials have been mostly planed for fall term, see link for sign up and info:

●We are looking forward to our large freshmen tabling event on Labor Day.

●1st meeting is Monday 14th at 730p in room 352 of the EMU Student Center (900 Oakwood St, Ypsilanti). We would love to have visitors in October!!!

●Members are very excited for the new year, predict a high number of returning members

●Will be having multiple Eliminate project fundraisers, be on the look out for updates

●E Board members are settling into positions well, all have positive attitudes

●Like us on Facebook!! Facebook.com/EMUCirclek

  1. Ferris State University
  • We haven't had any events over the summer. We cancelled our "Carnivale Eliminate". The club's first general meeting will be September 3rd at 8PM in room 217 in the University Center; any other members are welcome to come. Prep work on the Haunted House will begin at the end of September.
  • Have gotten in touch with a couple key clubbers that are coming to Ferris
  • Grand Valley State University

●February 6th: LovePit- a district event where we will have lots of service for people to attend, food, and games to help you meet and interact with other CKI members.

●March (exact date TBD): Murder Mystery Party Interclub: We will team up with a local fraternity on campus and host a Murder Mystery party! It will be themed and give you plenty of opportunities to not only interact with CKI members but GVSU students as well.

●November 10th: GVSU Inductions for CKI members. We will be inducting all of our new lovely members into the CKI family! So come get to know them and enjoy some great food at the same time.

●Our club is very excited for the upcoming year. We are having our Eboard retreat on the 29th where we will discuss many different aspects of the year.

●We will be volunteering on campus helping Freshman move in during Welcome Week, on the 26th. Along with attending the Susan G Komen race for the cure on September 19th.

●We will have our first GA meeting on Tuesday, September 15th at 9 pm.

●Been in contacting with GVSU service learning center and plan a day of service in honor of Shelby, Shine on Shelby Day October 24th

  1. Hillsdale College

●We don't know yet.

  1. Michigan State University

●March 26 - MSU Gala: fun/fancy event where we will be fundraising for multiple organizations.

●October - Interclub: We are planning on going to Uncle Johns and then carving pumpkins!

●We are really trying to push ourselves to find more opportunities for our members and for the district so please be on the lookout for some future events!

●Rohan is service chair looking for more service opportunities

●Having an e board meeting next week and going to attend upcoming Kiwanis Meeting

  1. Northwood University

●August, 29th: Kids Against Hunger - packaging 10,000 meals during Welcome Weekend to encourage new students to join CKI.

●September, 19th: MudPit Volleyball - self-explanatory. Teams of 6, $5 per person, all proceeds go to the ELIMINATE Project! Interclub for Sept!

●First Meeting: Sept 16th at 8pm

●Still selling crewnecks for $35

●Also buying from UCLA CK stuff, so we can save on shipping

●Northwood Circle K loves interclubs, so be sure to post about them in the Facebook page! CKI <3

  1. Oakland University

●Snowpia: Nov. 7th

●First Meeting: Sept 8th at 6pm Tuesday room 139 in the OU Center

  1. University of Michigan – Ann Arbor

●Sept, 16: Mass Meeting 7pm in the Union

●Sept, 21: Mass Meeting 7 pm in Union

●Oct, 30: Trick-or-Can (Collecting food donations from Ann Arbor residents during Halloween)

●Nov, 14-15th: Circle K Service Day (24 hours of continuous community service)

●Nov, 19: Inductions Ceremony

●Jan, 22: Circle K Formal (Formal dance, proceeds to be donated to charity)

●We're currently working on getting everything planned and set up for the first few general meetings of the year and the mass meetings. We've been trying to get ready for our big PR push for the Fall semester and strategizing ways to get PNMs involved. Circle K Service Day planning has been coming along well, we've been meeting with our our collaborations throughout the summer and committee members have been setting up service projects. We've contacted almost 130 community partners so far for CKSD.

  1. Wayne State University

●Rally Night - Sept 24th

●Mass Meeting at 4:30pm Sept 8th in 289 Student Center

●Every first and third Tuesday after that

●Haunted House Social - October 23rd

  1. Clubs in formation
  2. Monroe County Community College –working on chartering paperwork
  3. North Central Michigan University- na
  4. University of Michigan- Dearborn – Service Day on October 3rd
  5. Madonna- working on membership, met with Admin, first event: Halloween social and movie night (Contact Info for Lisa: )
  1. District Events
  2. Fall Rally
  3. Registration is not up quite yet: need to decide on Paypal or Venmo
  4. Decided on trying Venmo
  5. Registration Deadline: Friday Sept 25th at 11:59 pm
  6. Registration Incentive: if you register by certain deadline you get certain points for your team (Sept 5th – 5 coins, after that 3 coins, a week before nothing)
  7. What is included

●$55 for Friday Dinner, All Saturday, Sunday Bfast, Fire, Dinner

  1. Sample Agenda

●Friday: Check in- 6pm, Dinner 7-8pm, Opening 8- 9:30,

●Saturday: Breakfast 8-8:45,Call to Order 8:40, Travel time 8:40-9, Service 9-11:30, Travel 11:30-12, Small scale service 12-1, Lunch 1-2, Workshop 2-2:40, Workshop 2:50-3:30,Minigames 3:30-4:30, Free time 4:30-5:30, Dinner 5:30-6:30, Talent show 6:40-7:40, Eliminate fundraiser 7:50- 8:50, Fire 9,

● Sunday: Breakfast 8-9am, Closing Session 9-10, Packing Time 10-10:30, District Board Meeting 10:30-12

  1. Snowpia- Oakland
  2. Nov. 7th
  3. Still looking for Venue, in contact with OU, or back at the Marriot in Troy, theme is Alice in Wonderland! Logo and design in underway, James and Beth are co-chairs, KAH that day in the area too, 9-6:30pm, $10 for sure
  4. Lovepit- GVSU
  5. Feb. 6th
  6. DCON Updates- Amanda/CMU
  7. Date: March 18-20, 2016
  8. Trying to keep it under $200
  9. Sample Agenda- working on it, swapping some things
  10. Keynote Speaker: Sue Petrisin!
  11. Guests: Rocky hypnotist
  12. Theme: 90s throwback! 
  13. Workshop and service ideas

●Leadership, service

●KAH, Shoe Packing

  1. Potluck for Friday!
  1. Operating Procedure
  2. Reimbursement Process
  3. New Operating Procedure:
  4. No items exceeding $100 shall be reimburse under "Miscellaneous expenses" without prior board approval
  5. Any reimbursements must be made using line items and monies allocated for the time period that the expense was incurred. Reimbursements must be claimed during the current time period. Reimbursements cannot be made using monies allocated for the prior or following time periods.
  1. Form is on the way, receipts taken in person, electronically, or pictures as well.
  1. Approval of Budget
  2. Discussion
  3. Kiwanis Family PicnicOver budget
  4. DOTC needed to be changed to ICON Dinner
  5. Justine, move to amend DOTC to ICON Dinner
  6. Seconded Kylie
  7. Motion passes
  8. Motion to approve budget at is:
  9. So moved: Amanda
  10. Seconded: Kylie
  11. Motion passes: Budget Approved
  12. District Goals Updates- Kathleen
  13. Membership
  14. Goal of 550
  15. Currently at: 475
  16. Service Hours
  17. 17,500
  18. Currently at: 3,929.75
  19. Kiwanis Family Relations Events
  20. 190
  21. Currently at: 35
  22. Interclubs
  23. 115
  24. Currently at: 27
  25. ELIMINATE fundraising
  26. $5,000 Goal
  27. Every Club Participates and hosts a fundraiser/event
  28. Club Building
  29. Charter 4 clubs
  30. U of M Dearborn, Madonna University, Northern Central Michigan College, Kellogg Community College, and Monroe County Community College are all underway!
  31. District Events
  32. 75% attendance
  33. MRF Time (Kathleen)
  34. MRFs are super super important! All of the goals that we just discussed are met and tracked through the MRFs. There have been a couple of months where I know clubs have had an interclub, but they didn’t report it on the MRF. We aren’t going to make any progress on our goals if we aren’t filling them out properly. So please have your secretary talk to me about the MRFs if they are struggling or work with the on the Sept and Oct one until they get the hang of it. This is really important so we can know how our district is coming along and we use these reports to send to international as well
  35. Differences between Interclub and K-fam Event

●Interclub: where any club is represented by two or more members. There is has to be two people from each club to have it count

●K-fam Event: where any branch is represented by two or more members of each branch. Ex. At your meeting, if only one Kiwianian comes it doesn’t count, but if two or more do then it does count!

  1. Please reach out to me if you have any problems with MRF site or anything at all!
  1. Strategic Planning
  2. Steven wanted to show what he’s been working on, going to send out for feedback, more long range planning, increasing service hours but membership is dwindling, so focusing on a more long term plan
  3. Send it out
  4. Professional Development Program
  5. Launching at Kiwanis DCON, meeting with a guy from U of M Health System, need Circle K and Kiwanis to sign up, personal and professional growth program, possibly in the future for internship or job opportunities, heavily mentor base, help our membership grow but help us promote our organization
  6. Pair them and then guide them, check in every now and then but no overbearing.
  7. Inter-Club Planning (Nathan and dates)
  8. Need details for interclubs, send to Nathan!
  9. Sept 19th Northwood Mudpit Volleyball
  10. Oct. MSU Cider Mill
  11. Oct. 23rdWayne Haunted House
  12. Nov. Central- TBD
  13. Nov. 14-15th U of M Service Day
  14. Jan. Eastern – TBD
  15. Feb. OU- TBD
  16. March- GVSU- Murder Myster Dinner- TBD
  17. Need to Sign Up: Adrian, Hillsdale, Ferris, Concordia, UMD
  18. ELIMINATE ideas for Steven
  19. Shave your legs
  20. Dunk tank
  21. District Merchandise ideas
  22. T-shirts again
  23. Stickers?
  24. Car Decals?
  25. Phone cases
  26. Sunglasses
  27. Stadium Cups
  28. Shot Glasses?
  29. Wine Glasses?
  30. Upcoming Events
  31. Kiwanis DCON August 28-30 in Detroit
  32. KAH Food Packaging
  33. Table 11:30-2 Saturday Morning!
  34. Administrator Remarks
  35. Need help with KAH
  36. Snowpia also with KAH
  37. Collecting shoes for fundraiser!
  38. Open Floor
  39. SUB C contest!
  40. Reminder about the Promo Video
  41. Comment about first meetings in President’s Page
  42. Adjournment- 4:32pm

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