May 23rd, 2023 meeting minutes

Present: Phil Crutchfield, Paige George, Julie Pelletier, Maureen Posler, Carol Sienko, Cheryl VanVliet, Thad Bogert, Hal Hultman, Elijah Canfield, Nazmiye Yapici, and Theresa Furget.
Thad called the meeting to order at 6:31 PM.

1. Additions & Corrections: Cheryl stated she still  had club tee shirts to sell for $15.
2. April Minutes: There are two meeting minutes to approve.  The business minutes of April 13th and the dinner meeting minutes of April 27th in which members voted on adding two additional scholarships for the community high schoolers.  Phil made a motion and Hal seconded it to approve the business meeting minutes of April 13th.  Motion passed.  Phil made a motion and Julie seconded it to approve the dinner meeting minutes of April 27th.  Motion passed.
3. Treasurer’s Report-Theresa: Theresa went over Diana’s May financial statement for the general and MP accounts.  There’s an issue with a $59 debit charge to the MP account made on 04/06/23 for KEXPERINITSCHEXIM PORTLAND ME. It was Phil’s debit card that was used , however, none of the members that are on this account used it.  Elijah suggested that Diana go back a year in the records as to whether this type of charge had occurred in the past.  It’s unlikely that it has.  She’ll have to call Community Choice Credit Union about this charge and then cancel Phil’s debit card.  A new card needs to be requested and the discussion was that it should be to Karissa instead of Phil, as Phil hasn’t used the card in over a year and Elijah and Karissa have taken over the handling of the Charity Poker events.  Phil made a motion and Maureen seconded it to accept the treasurer’s report.  Motion passed.
4. Camp Civitan MI Lottery Tickets: Cheryl has obtained additional tickets from the Livingston and Plymouth-Canton Civitan Clubs to sell and gave them to Julie.  Carol has sold 60 tickets so far.  Great job Carol!
5. Project Updates:
   1. Region 6 District Meeting Recap:  Hal, Cheryl and Theresa indicated that JoAnn O’Toole the Civitan International President was a key speaker. The awards criteria have been revised and the Supply House has been outsourced to an independent company. A total of 17 clubs were in attendance. Region 6 District now consists of the states from IA, IN, MI, MN, WI, (the old North Central District) and the western portions of KY, and TN. The new Region 6 District will hold a convention sometime in October.  Marta Ford is working out the details.
   2. Adopt-A-Highway Recap:  A total of 11 trash bags were filled.  With lots of alcoholic beverage bottles.
   3. Brain Tumor Association Recap: None, no one attended.
   4. Civitan International Convention: In Indianapolis, August 17th-20th, at the Hyatt Regency room rate of $149 (plus tax and fee) per night.  No virtual attendance this year. Further info can be found on page 16 of the February Civitan Magazine or at: www.civitan.org/convention. Cheryl, Hal, Marta, and Theresa will be attending. There will be several revisions to the bylaws that will be voted on.  One is to whether allow all members attending the CI convention to vote or remain with only voting delegates from the clubs to continue to vote.  CI is still working on the items to be voted on. The number of voting delegates depends on the membership number of the club.  Currently Theresa thinks the club has three voting delegates. CI will be sending Thad the number of voting delegates the club has, and he must turn in the names by June 15th, 2023.  Theresa indicated that Marta would be willing to be one of the club’s voting delegates.  
   5. Youth Leadership & Diversity Conference (YLDC) July 24th-29th-Kris: This is to be held July 24th-29th at the Trine University in Angola, IN.  This is the 51st year the conference has been held. The cost is $375.  The club decided in April to send two delegates with the club paying $190, and the delegates will pay the rest-$185.  If delegates are unable to afford their portion of the fee, then they could volunteer at a club event and the money should come out of the MP account.  Paige has contacted  the two high schools in getting participants but has not heard back from the counselors.  She knows of two individuals that would benefit in attending YLDC.  After discussion , Paige will contact these two individuals directly about attending.  Previously Diana indicated that she wanted her son Wyatt to also attend.  Based upon a potential of the club sponsoring three high schoolers, Cheryl made a motion and Maureen seconded it to revise the club sponsoring three delegates to attend with the club paying $190 from the MP account and the remaining $185 be paid by the delegates. In the event the delegate is unable to pay their share the club would pay it and they would need to volunteer at one of the club’s events.  Motion passed.
   6. Camp Civitan June 8th-11th- Cheryl:   Camp Mishawaka located at 6475 Wilkins Rd., Hastings, MI. 49058. Cheryl has 59 campers.  Need extra workers for check-in on Thursday and on Friday to help with Carnival games. Collecting prizes (such as bubbles, hats, crayons, coloring books etc.) for Bingo and the Carnival games. She has found another RN to help.  Camp costs $215 per camper and Cheryl has six scholarships. If you’re able to help during the day, contact Cheryl at 313-460-3194, she can really use the extra help. This is the camp’s 32nd year. 
   7. KVCC Scholarship-Maureen: Four awards will be given out, two to each high school.  Nick Bentley and Colette Maurer of S. Lyon East High School will receive theirs on June 6th and Elaina Cook and Katherine Wesner of S. Lyon High School will receive theirs on June 7th. Paige will be handing out the certificates and checks to the winners and Paulina will be taking the pictures.  Maureen will send out letters to the unsuccessful candidates.
   8. Charity Poker May 11th-14th-Elijah:  Tonight, is the first night. This is being held at Vision Lanes located at 38250 Ford Rd., in Westland, 48185.  Thursday and Friday hours are 6:30 PM-2AM and Saturday/Sunday hours are 10 AM-6 PM.  Have four members working each shift. Karissa will hand off Thurs funds to Phil.  Phil is working Friday and Saturday, so, he’ll hand off the funds to Diana on Sunday. He’ll also co-sign the MP checks for Krazy Kopz and Vision Lanes, and Diana will complete the checks on Sunday and make the final deposits. Just a reminder that there’s a lot of construction so, leave a little early to get to Vision Lanes before the event starts, especially if you’ve never worked it before.  Remember to wear your club tee shirts and name badges.  The next event is June 15th-18th.  Elijah will set up the sign-up Genius for this event.  It was discussed as to whether members would like to do a third or fourth Charity Poker if they become available.  Members thought doing three events would be good.  Elijah will contact Mike and request a third event if possible.
   9. Youth Entrepreneur Market (YEM) May 13th-Elijah: The first event will take place on Saturday May 13th from 10 AM-3 PM.  Set up will start shortly after 9 AM.  Elijah has at least nine  youths signed up, three of these are returning.  The council did approve the event for the summer.  He’s asking for members to post this event on social media etc. He’s contacting Nate at the Farmer’s Market about advertising the YEM there.  Kathy Swan, the chair of Pumpkinfest will be allowing YEM to sell next to the ticket booth during Pumpkinfest. The owner of the Up Cycle Boutique is looking to feature the YEM youths in her store which is next to Jonah’s in New Hudson.  Elijah stated there’ll be a baby goat in attendance.  Products will include soap, dog treats, Brie will be back selling her paintings.  Thad and Theresa will be there along with Elijah. Bring your own chair. Phil mentioned that council woman Lisa Dilg gave a shout out to the club at the end of the council meeting expressing appreciation for the Pontiac Trail Rd. cleanup and sponsoring YEM. Cheryl has instructed us to take lots of pictures of the vendors.
   10. Club Management Software-Thad: Thad explained that this software could be beneficial to the club as it grows.  It would streamline lots of procedures for the club such as automatically sending out dues notice to members and giving the link to pay them.  Could have the resource of contacting members and individuals as to their interests, once they’ve been categorized into groups. It could handle event registration, operate a store, and sell items.  It could manage a variety of features and once it’s been set up, it would be very easy to manage.  The cost would run about $60-75 per month and about $800-900 per year and would be based upon the numbers of individuals receiving the emails, etc. The discussion was that this might be more for a top-level group, such as CI, rather than a club the size of KVCC.  It might be useful when KVCC is a bigger club. This would be  a large financial undertaking for the club.  This might be something to think about more in the future.
   11. U of M Concessions-Theresa: Marta had discussed this at the dinner meeting on April 27th. Marta indicated that her previous club used to make about $900 by working the concession stands at various events (not football). U of M has contacted her, and she wants to know if KVCC would like to do this. KVCC would pick an event and it would take 5-10 individuals to run the concession stand for about 5 hours. It’s a process of keeping inventory, bagging the food (hot dogs, popcorn, etc.), running it up to the cashier, and cashiers. The discussion was that with Charity Poker, the club can make more of a profit  then running a concession stand. If Marta attends the May dinner meeting, she can explain further how this works.
   12. Music on the Grand-Elijah: The first date is June 21st which is also Volunteer Appreciation Night.  The music will be Wag the Dog.  The club will do children’s crafts and Nazmiye will do face painting. She’s been practicing! There’ll be food trucks on site.  Members need to show up around 5 PM to set up the tent and organize the crafts.  This will be held at Inspiration Park in front of the United Methodist Church located at 56870 Grand River Ave, New Hudson 48165.  July 19th and August 2nd are the other dates the club will run the crafts for children.  The series runs from June 7th-August 16th  and they’re in need of volunteers. 
   13. Focus Hope: May 20th-Theresa:  The Plymouth-Canton Civitan Club has invited KVCC to participate with building food boxes of lower-income families and senior citizens.   Meet at the Costco parking lot (Middle Belt Rd. and I-96 service drive) by 8:30 AM to carpool to Focus Hope.  You can also meet down at Focus Hope by 9 AM located at: 1400 Oakman Blvd. Detroit 48238.  Parking is directly across the street within the gated black fence.  Lot entrance is on LaSalle Blvd. There’ll be another food box build scheduled for October 14th. Afterward there’ll be lunch at Polonia’s.
   14. Pumpkinfest September 30th-October 1st-Theresa: Application has been submitted, awaiting notification of location.  Requested on Lake St. near the theater.  The set up is scheduled for Saturday morning 7-9 AM. with booth opening at 10 AM and scheduled to run until 7 PM.  Sunday hours are 11-6 PM.  We’ll have the Duck Pond game again.
   15. Desert Angels Packing Party-Nov 16th-Elijah:  Start collecting items, especially if you’re traveling, don’t forget to pick up the hygiene items from hotels.  About two months prior to the event collection boxes will be placed at the New Hudson and S. Lyon Biggby Stores.  
   16. Inspired Movement-Thad: He’s reached another roadblock with the S. Lyon Special Education Director-Sue as she now wants a summer demonstration of the project.  Which doesn’t allow the club to met the completion project date of July 1st, which was an extension of original  April 1st deadline.  Thad was wondering if the Hope Center in Adrian could be a backup plan.  Members felt that it should stay within the S. Lyon community if possible.  Paige has contacts in the Milford Schools and will put Thad in contact with them to see  if can be installed in one of their schools. The club really needs to present the project and get a commitment from a school. There was discussion of the paperwork that needs to be submitted to CI.  Theresa’s not sure what all is involved in the completion of the forms. Will wait to see if Scarlet Thomas the EVP of CI will need to be recontacted.
6. Dinner Meeting May 25th: Teresita’s Mexican Grill at 6:30 PM.
7. Next Business Meeting June 8th.
8. Adjournment: Hal made a motion and Phil seconded it to adjourn at 8:25 PM.  Motion passed.

Minutes respectfully taken by Theresa Furget on May 11th and submitted on May 12th, 2023.