GMU CKI Board Meeting Minutes Tuesday, November 28, 2006 Student Union Building I, 1st Floor Attendees: Officers: Sarah Olson – President, Naima Malik – Executive Vice President, Veronica Vivas – Service Vice President, Melissa Kong – Secretary, Amanda Kong – Treasurer, Sara Arain – Editor Advisors: Marci Kinas-Jerome – Faculty Advisor, Jeff Wolff – Kiwanis Advisor Guests: Anh Nguyen – Ridgleline Lt. Governor Sarah adjourns the meeting. 2007-2008 Officer Elections - Sarah mentions that elections for new officers are coming up, and should take place during the first club meeting of next semester. - Sarah adds that nominations will commence at tomorrow’s club meeting. Interested members must let the current board know either tomorrow or during Winter Break. - Sarah asks if the newly elected officers (Veronica and Sara) can continue their terms because of their late admission onto the board. Jeff affirms that they cannot; however, they can rerun for their positions. Any officers can do this. - Attendees discuss about how the election should be performed. Sarah suggests hand count, which will have the nominees step outside the room, while Naima suggests ballot. Anh and Jeff, as well as the board, agree that ballot election is more consistent and efficient. Elections will be preformed through paper ballots. - Jeff adds that if any additional nominations arise during elections, nomination can be reopened. - Sarah decides that the board should explain about their officer position at tomorrow’s club meeting so that members will have an idea of each position. CKI Scholarships - Sarah tells the board that she received an email about CKI scholarships. She believes that the board should address this to members. - Sarah tells Amanda to create links on the club website so that members can have access to them. Spring Officer Training Conference (SOTC)/Spring Training Rally (STR) - Sarah says that there are four members that have reached and exceeded the minimum service hours (15 hours) for the semester. These members also have reached and exceeded the 20-hours mark where they will receive a certificate of recognition and the 30-hours mark where they, if would like, will get funding to go to SOTC. Due to lack of club money, this may be a problem. - Anh brings up an important note that members can come to this event; however, it is basically for club officers.
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Since money is an issue for the club, Sarah suggests that the 30-hour mark award should change from paying for SOTC to paying for the AppleBees Social Dinner. This will be paid out of pocket money. Naima proposes that the board should still give the option of SOTC to those four members and let them decide which award they would want. Sarah says that at tomorrow’s club meeting, she will pull these members off to the side and give this proposal to them.
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Wednesday, December 6: Ice Skating Social and/or PB&J Service Project - Sarah addresses about event confliction. These events were assigned to take place on the same day. Although they are at different times, Sarah feels that having two events on one day might be a problem to our members. - Ice Skating Social is from 8:30-10pm while PB&J Service Project is from 4:30-5pm (approximately). - Sarah calls for a vote of either having both events on Wednesday, December 6 or having PB&J on Wednesday, December 6 and ice skating another day. Officers vote; majority vote to have both events on the same day. - Sarah announces she will call the ice skating arena about the purchase order. - Sarah adds that names of those that want to attend to the ice skating event should start at tomorrow’s club meeting. - Officers discuss of a location for the PB&J project. Sarah suggests either somewhere in Student Union Building I (SUBI) or the ballroom in Student Union Building II (SUBII). An exact location will be decided later. Anh presents a card and gift to the GMU CKI Board. Melissa leaves the meeting. AppleBees Social Dinner - Officers agree that members should decide which day they prefer to have this event. They can choose from Monday – Thursday. Tuesday, December 5 at 2pm: INOVA Fairfax Hospital Visit - Naima says that the hospital only allows having 5-6 people to this event, which Naima says that there are enough people as of now that signed up for this. - At the hospital, they will be making crafts with the patients. Naima says that they need art supplies to do this. Officers agree to buy the supplies at Micheal’s. Friday, February 16 – Sunday, February 18, 2007: District Convention (DCON) - Anh explains this event to the board. o This is a time to celebrate club successes and to hand out awards. o Elections for district officers will take place where the House of Delegates, consisting of two members from each club, will represent and vote for their home club.
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o The district officer positions being elected are governor, lt. governors for each division, treasurer/secretary, and editor. 4:34pm Spring Semester Meetings - Sarah asks officers to show and compare their spring schedules to decide days for board and club meetings. - Amanda suggests that board and club meetings should alternate by week. This means that board meeting will be one week and club meeting will be the next week. Committees - Public Relations (PR)/Recruitment Committee o Sarah declares there should be a new committee, combining both PR and Recruitment. This committee will advertise meetings and help recruit new members. o Sarah opens the floor for voting. Majority vote in favor. - Fundraising Committee o Sarah asks the progress of this committee. Naima reports that a bake sale has been set up (Monday, December 4, 2006). o Sarah also asks for any more ideas. Naima suggests selling pizzas with Dominos. Sarah adds that the best time to do this is during Homecoming week before basketball games. Sarah suggests “Tape a Person,” as mentioned earlier in the semester. The school mascot, Gunston, cannot be taped, so maybe a basketball player. - Social Committee o Sarah states that Chair Leader Ashley needs the email addresses of her committee members. Anh leaves the meeting. Newsletter - Sarah asks about the progress. Sara states that it’s been going good; however, she is still missing some articles. - Sarah adds that she would like to have something fun in it, like a crossword puzzle. Spring 2007 SFB Forms - Sarah asks how much money did the club applied for. Amanda answers $5,183.95. - Sarah asks what the club applied for. Amanda replies that we applied for operational funding ($1,572.45) and funding for Mystery Ball ($711.50), for DCON ($2,500.00), and for SOTC ($400.00).
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Club Account - Sarah asks Amanda how much money the club has. Amanda responds that the account has not been updated yet and believes it is updated every month. - Amanda calculates that there is $286.86 in the account as of now. Outside Bank Account - Attendees talk about having an outside bank account. - Sarah suggests that the club should keep the club money away from SFB so that the club can access the money when needed. - Jeff states that when he was in GMU CKI, each club had a GMU credit card. Sarah states that SFB changed policies, saying that a club can have one only if it’s required. Club Supplies - Sarah asks when Amanda is available to go to the GMU Bookstore with her to buy club supplies. Amanda does not mind when. Sarah tells Amanda to meet her in the Johnson Center (JC) at 3pm on Thursday, November 30. - Sarah also tells Amanda to get a purchase order that is up to $80 from SA so that the club uses up SFB funds and not get penalized. Spring Officer Training Conference (SOTC): March 24-25 - Amanda asks Jeff how much lodging would cost. He answers that the cost of the whole event is $40, which includes one night at the hotel, registration, lunch, and UMW’s Anniversary Formal. GMU CKI Chartering Night - Marci asks about the charter night preparations. - Jeff states that there will be at least some speeches and light refreshments. Dinner and entertainment are optional. - Jeff mentions that Tysons Corner (TC) Kiwanis are suppose to be the one that throws the event. - Sarah mentions that funding can be from GMU through the Social Programing Fund. - Sarah thinks of having the event on Monday, February 12, 2007 at 8pm in SUB II Ballroom. However, since that is Homecoming week, officers decide to have the event on Monday, February 5, 2007 in JC Bistro. Officers also agree on having the social committee work with Jeff in setting up this event. Jeff leaves the meeting. Club Meeting Overview - Sarah asks how many members have been attending club meetings. Amanda says the average number is 27 members. - Sarah asks how we can increase attendance. o Amanda suggests possibly having a theme for every meeting.
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o Sarah suggests having an ice breaker. Naima comes up with a game: 2 truths and a lie. o Sarah suggests having service projects at meetings. She proposes making AIDS information cards to be later hand out to the public by at least four members. 5:20pm Service Hours - Sarah asks how many members reported their service hours. Amanda reads that only a few members report back via email, but not a lot of responded back. Dividing Secretary’s Duties - Sarah says that the Secretary duties need to be divided up among the other officers because of the massive work Melissa has been doing. o Service Vice President will be responsible for knowing who is attending each event. o Executive Vice President will record service hours and report them to the Secretary. - Melissa will, therefore, need to give some of the club files to Veronica. PB&J Sandwich Making - Veronica says it will be on Wednesday, December 6 at 4:30pm. - Sarah says to email out to members to bring food (bread, jelly, and peanut butter) and knives. - Location will either be in SUB I or SUB II. Marci leaves the meeting. USO Care Package - Veronica states it will be from 9am-2pm. - Veronica asks if any officers will be going. Veronica, Melissa, Amanda, and Sarah are going. - Sarah says to email out to members the directions to Ft. Belvior and ask if they need a ride. - Veronica says that they will need to being 2 forms of ID when going through the checkpoint of the base. INOVA Hospital - Veronica states it will be on Tuesday, December 5. Sarah adjourns the meeting.
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Next Board Meeting: TBD Next Club Meeting: Wednesday, November 29, 2006