august 10th, 2023 meeting minutes

Present: Phil Crutchfield, Kris Krzyzanski, Julie Pellitier, Rich Roberts, Thad Bogert, Karissa & Elijah Canfield, and Theresa Furget.
Thad called the meeting to order at 6:35 PM.

1. Additions & Corrections:  None.
2. Approval of the July 13th, 2023 Minutes: Rich made a motion and Phil seconded it to approve the July minutes.  Motion passed.
3. Treasurer’s Report-Theresa: Theresa presented Diana’s August report. While the erroneous charge of $59 was taken off the MP account on 07/20/23, Community Choice Credit Union (CCCU) put it back on July 27, 2023.  This is the second time they’ve done this.  Phil will make another trip to CCCU to get this straightened out.  Karissa made a motion and Rich seconded it to approve the financial statement. Motion passed.
4. Correspondence: Thad gave Theresa the bylaw changes that Civitan International sent him that will be voted on at the convention later this month.  She’ll share the info with Cheryl and Hal who also are voting delegates for the club.
5. Project Updates:
   1. Club Elections 2023-2024: Thad has spoken to Nazmiye about filling the president-elect position.  She’s considering it. He’ll speak to her again about it.  Club officers must be turned into Civitan International by September 30th, 2023 according to Theresa.
   2. Civitan International Convention August 17th-20th:  Cheryl, Hal, and Theresa are attending and will be the club’s voting delegates.
   3. CIRC (Civitan International Research Center) Rock & Roll Walk Donation-Theresa: Cheryl and Hal will be participating in the walk and have donated in the club’s name. They would like for the club to make a donation.  All donations go to the research center.  Kris made a motion and Rich seconded it that the club make a donation to come out of the MP account for the Rock & Roll Walk/CIRC.  Motion passed.
   4. Charity Poker/State of MI (SOM) Audit-Elijah: Elijah prepared an excellent summary sheet addressing what the auditor found.  In essence the audit was done because the treasurer signed off on the Financial Statement summary page under Principal Officer instead of the club president as required.  This flagged the club for an audit. Basically, the club was given a verbal warning for this and other minor infractions.  Elijah indicated that the chairperson needs to be the same as submitted on the application to the SOM.  In addition, the final money counted/paperwork on site must also match the deposit exactly.  This is the opposite of what Krazy Kopz has always told the club. The club’s license to hold events is not in jeopardy. Tips also must be deposited into the MP account.  Elijah did an excellent job of explaining what the issues were and how to correct them, so they don’t happen again.
   5. Youth Entrepreneur Market (YEM)-August 12th and Participation Recognition-Elijah: He has 14 confirmed for this Saturday and 5 additional possibilities.  Thad did a Facebook boost for the event.  Set up time is for 9 AM.  There should be a Participant Recognition for all the vendors sometime in September.  The discussion was whether to have a pizza party in the park, or go to Aubree’s or S. Lyon Hotel , as they both have private rooms available.  The S. Lyon Hotel would be better as their room is larger. The dinner meeting date of September 28th was decided upon.  The discussion was about who to invite youth vendors, siblings, parents, and club members.  There was also discussion of a few of the local businesses in the area that have contacted Karissa and Elijah about giving some sort of monetary/gift recognition to the youth participants.  Members discussed gift cards rather than monetary gifts. Also, certificates like were given out last year were also discussed. Thad will contact the hotel concerning the availability of the room and what type of items would be served and the cost factor.  He’ll have this info by the time of the Youth Market event on Saturday the 13th.  A committee is needed to make the final arrangements this Saturday.  They will meet at the Youth Market from 10-11 AM for further  discussion.  Karissa made a motion and Kris seconded it, that the club would throw a participation recognition party of the YEM participants at a venue to be determined and the club would pay for all the food to come out of the general account.  Motion passed.
   6. Music on the Grand Recap-Karissa:  Karissa stated Paulina, Carol, Thad, Tolga, Toprak, and she were in attendance.  Nazmiye did a fantastic job with the face painting and was still painting faces 30 minutes after the event ended.  The food truck was good with the deep-fried pickles being outstanding.  Attendance was okay, probably won’t have reggae music next year.
   7. Desert Angels Packing Party November 16th-Karissa & Elijah:  Cheryl has contacted Carrie to put a notice in the Sr’s. Newsletter about the event and items that are needed.  Elijah is trying to figure the size of the box to use as the USPS has done away with the box size that was previously used.  This also changes the amount paid to mail the boxes (increase in price).  The discussion was whether to limit the number of boxes to be mailed regardless of if there are left over items or not.  Any left-over items can be saved for the next packing party or can be donated to Louise who holds packing parties more frequently. Last time about 232 boxes were mailed. Until Elijah has crunched the numbers on the size of the boxes and the expense involved in mailing them, a motion is not needed at this time the amount to be used out of the MP account for this.  The  discussion was to limit the boxes to 175. Elijah will figure this out and report back at the next business meeting. Karissa indicated that they would like Christmas items, such as Christmas cards for the service personnel to send home, Christmas wrapping paper, tape, candy canes, Christmas candy (hard) and small stockings stuffed with items.  This might be a little hard as the packing party is on November 16th and may not arrive in time for these items to be used and mailed back home from the service personnel.  Since November 16th falls on the Plymouth-Canton Civitan Club’s dinner meeting, they’ve decided to forgo their dinner meeting and come to the packing party instead.   
   8. Pumpkinfest September 30th-October 1st: Set up will be on Saturday morning prior to parade (if there’s one).  Cheryl has put the word out on Facebook for stuffed animals.  Just today Kris and Theresa have picked up bags of animals in the S. Lyon area.  Thad will be ordering LED rings.  He’ll work on a Signup Genius for the two-day event. 
   9. Inspired Movement Project (Digital Play Space): Thad has a 2 PM meeting set up with the Special Ed Director-Sue and a couple of school principals for Fri August 11th.  Hal will be in attendance with Thad, for Thad’s presentation.  The club will bear all costs for the equipment, and the monthly service for the program.  Installation(Lyon Mechanical)  costs are to be determined yet. There’s a lot to work out, such as the ownership of the equipment (the club), maintenance (the club) and some sort of follow-up as to how the program is working, if it’s being used, and whether it will continue to be used by the school or removed.
   10. Social Outing Hell, MI.-August 27th-Theresa: Arrival time is Noon, Cheryl and Hall will provide the burgers/brats, condiments, and non-alcoholic beverages.  Members are asked to bring a dish to pass and alcoholic beverages if wanted. Please RSVP to Hal by August 23rd @ 734-728-4802. Theresa will put all the details in the August Newsletter.
   11. Wine for Humanity August 23rd at 6 PM-Karissa: So far, she has 15 individuals that have responded that’ll be in attendance.  Please RSVP to Karissa by August 16th @ 517-402-3934 if you’re going to attend. Theresa will put all the details in the August Newsletter.
6. Dinner Meeting August 24th, 2023: Teresita’s Mexican Grill at 6:30 PM.
7. Next Business Meeting September 14th, 2023.
8. Adjournment: Karissa made a motion and both Phil and Rich simultaneous seconded it to adjourn the meeting at 8:10 PM. Motion passed.

Minutes respectfully taken by Theresa Furget on August 10th and submitted on August 11th, 2023.