Minutes CCL Convention Planning Meeting
20 April 2002
St Gregory’s University
The meeting was opened with a prayer: Prayer for Peace
We went around the room and each Chairman gave an update.
Oscar Staudt – Web Master: Lots of updates for the web:
· Kimberly Hahn will not be there on MONDAY
· Priests Day will be on TUESDAY (currently 9 priests signed up to attend the convention)
· Main and Workshop speakers have changed… again
· Updated convention budget will be put on the committee only pages
· As of the writing of the minutes, all but the budget are corrected and on the web!
ACTION ITEM: Susan Staudt – New workshop room assignments to Joan & Haags
ACTION ITEM: Susan Staudt – reserve the 8’x8’ movie screen for the Fieldhouse.
ACTION ITEM: Christina & Brian Brown – find out time and location of Protestant evening service in Shawnee.
Julienne O’Brien – 10-12 year old Child Care: Planning and preparation are almost complete.
Debra Niles – Child Care:
Have all the required adult helpers (but can ALWAYS use more. :)
Teen Helpers: need 54, have 27.
Teens can use the Big Screen TV and VCR in the game room downstairs in the Creative Living Campus Center with adult supervision.
ACTION ITEM: Everyone – help recruit 27 to 30 more teen child care helpers!
ACTION ITEM: Everyone – Child Care needs to borrow the following equipment for the convention:
· 8 TV’s
· 8 VCRs
· 2 huge rolling duffles (to haul sports equipment about)
· sports equipment: softball, baseball, football, soccer, vollyball balls (net provided by SGU), badmitten, tennis, Frisbees, etc…
ACTION ITEM: Debra Niles – prepare teen helper solicitation packet to send to Susan Lepak for Office of Family Life to send to parishes (copy to Susan for web).
ACTION ITEM: Tom Parks – final e-mail to registrants (add to list):
· teen helpers will be paid $2/hr + free lunch
· money can be paid to each teen, or a check written later to the youth group for their fund raiser.
Richard Bruan – CCLI:
Teacher Training Weekend (TTS):
· 8 to 10 families will attend
· 24 children will be there. CCLI will bring their own child care workers for the TTS (THANK YOU, THANK YOU, THANK YOU!!!)
· They will need 2 classrooms + 1 child care room
ACTION ITEM: Susan Staudt – Assign TTS rooms
Question from Transportation (no reps able to attend): What do they do with people who come early to the convention?
Answer: Take them to their place of lodging. They should have already let people know their arrival time so someone will be ready to check them in.
Registration Steps:
We will need a Speaker Hospitality Room. The Zarrow Conference Room on the 2nd floor of the Creative Living Campus Center will be used for that purpose.
Nora Josefchuck – 7-9 year old Child Care: Planning nearly complete.
Jeanne Blasi – Medical:
Susan Lepak – Office of Family Life, Archdiocese of Oklahoma City:
Richard & Janet Haag – Room Monitors:
ACTION ITEM: Everyone – need to solicit 3 more room monitors!
2:15 -- 15 minute break
2:30 pm – Resume meeting
A big “THANK YOU!” to all the SGU Department Heads who came to our meeting to be available to answer any questions we might have!
Fr Charles Buckley – Vice President for Academic Affairs: The Benedictines consider hospitality one of the primary virtues, and they were happy to extend it to CCL for the convention. (They certainly live up to their reputation! – ss)
Kristi Tischer – Facilities Director
Shingi Goto – Vice President of Administration and Student Services
Br. Benet Exton –Liturgy Coordinator (and Abbey Guests)
Joan Wiley – Computer Lab Manager:
Reggie Grovey – Director of Mabee Aerobic Center
Melissa Howell – Public Relations Director
Happiness Mapira – MAC (Mabee Aerobic Center) Program Coordinator
Dr. Adrian Day – Center for Spiritual Development
Br Damian Whalen – Dean of Humanities & Associate Dean of Arts
Joan Wiley – Computer Lab in Creative Living Community Center
(Jason Burdette – Director of Technical Training – could not attend because he got married 20 April 2002. Congratulations, Jason!
Art Evans – Comptroller
David Koehler – Security
Pat Deadwiley – Plant Management (turns out I went to school with his sister…) :)
Scott Vanarsdel – Aramark Food Service Director
Dr Frank Osage – Director of Spiritual Development and Campus Ministries
Br Isidore – Fr Zahler’s Assistant
Scott Vanarsdel -- Aramark Food Service Director:
· Will bill us off the head count registration gives him.
· Age 5 & under eat free.
· Needs hard numbers from Registration for each age group. Plans to have age specific entrees in quantities to match the numbers.
· 1300 seats total
o 280 cafeteria (560 will eat here each meal)
o 370 old gym (740 will eat here each meal)
· Recommends assigning eating location to participants
· Sick people can request a soup tray to be delivered to dorm room.
· Missed meal time? Can request a box lunch to go.
· Child Care workers will need to pick up their box lunches.
· Cyber Café: recommended hours of operation:
o Mon & Tues: 2-4pm & 8-10pm
o Sunday: 1-4pm
Dr Frank Osage – Director of Spiritual Development and Campus Ministries:
· Any way he can assist with activities for youth?
ACTION ITEM: Debra Niles – contact Dr Osage to discuss.
Br Damian Whalen – Dean of Humanities & Associate Dean of Arts
· Piano in choir room can be used by Child Care with adult supervision.
Joan Wiley – Computer Lab in Creative Living Community Center
· Computers in Creative Living Community Center (CCLC) can be used in adult directed activities.
· Oscar (Web Master) & Joan will communicate to determine details of making e-mail access available for convention attendees.
Arthur Evans – Comptroller:
· Safe: a safe is available for our use to store registration and other monies.
· Security Chief said he would provide a security escort for Registration to deposit monies in the safe Sunday at 3:00 pm and 8:30 pm, and other times on Monday to be decided.
Br. Benet Exton –Liturgy Coordinator (and Abbey Guests):
· Abbey will provide lodging for the Cardinal, Bishops & Priests requesting housing as space allows (up to 10 slots).
· Abbey liturgy schedule on their web page. Everyone is welcome to participate in the Liturgy of the Hours, or any other worship service in the Abbey church.
· 5pm daily Mass in Abbey church
· 6:00 & 7:15: Liturgy of the Hours (Evening & Night Prayer) in Abbey church.
· 7:30 am Mass celebrated by our Fr Moreau will be celebrated in the Fieldhouse.
ACTION ITEM: Oscar – Cardinal Watch added to web page.
Melissa Howell – Public Relations Director:
· Will set up rooms for interviews with the Cardinal
· Angela Buckaloo from Ch 9 will do an interview
Committee: There will be no charge for SGU staff to listen to any of the convention speakers.
ACTION ITEM: Br Exton – We will need a “Bishop’s Chair” for the Cardinal.
Happiness Mapira – MAC (Mabee Aerobic Center) Program Coordinator:
· Aerobic Center capacities: 50 people each of two weight rooms.
· 14 yrs minimum age requirement.
· Estimate it will not be necessary to restrict use of facility to regular traffic during the convention.
· Pool 125 capacity. One lifeguard per 25 people. One lifeguard on SGU staff. Four additional lifeguards needed:
o Kathy Rodger’s daughter is a certified lifeguard and would like to work
o Richard & Janet Haag’s daughter is a certified lifeguard and would like to work
o Bannwarths have 2 daughters who are certified lifeguards and would like to work
· Running track (upper level fieldhouse) will be open from 5-8:00 am as usual.
· SGU has a volleyball net Child Care can use. Child Care must provide all other sports equipment themselves.
David Koehler – Security:
· SGU Security shifts are from 7am-3pm & 3pm-11pm.
· Weather Watch program in effect. Four buildings are designated shelters.
· Fire alarms are monitored.
· Parking spaces:
o 242 marked + 25 unmarked at dorms
o 200+ in gravel lot
o 70 at gymnasium
· One way traffic on oval drive – SGU will provide sinage.
ACTION ITEM: Susan Staudt – arrange a meeting with Security, Medical, Chair-couple before convention.
Joan LeBlanc has received the SGU ad.
Horseback riding is available at Lake Thunderbird State Park if attendees are interested.
ACTION ITEM: Susan Staudt – reserve 8’x8’ movie screen rental. Someone gave me a phone number where I could do this, but I have, uh, lost it… Anybody know where I can rent an 8’ x 8’ movie screen?
ACTION ITEM: Gretchen Schrupp – e-mail or call Shingi Goto on transportation issues: Shingi Goto sngoto@sgc.edu 405-878-5435
EVERYONE – All e-mails to anyone on SGU staff – copy Kristi Tischer at SGU & Susan Staudt!
Kristi Tischer – Facilities Director
· Backdrop for main stage in Fieldhouse:
o 2 sections of drape are black – about 20 ft wide with no pleats.
o 2 sections of drape are Presidential blue – about 15 feet wide
· Coat of arms about 5’x 5’
· SGU GRADUATION will take place Saturday, 11 May, 10am. This would be a good opportunity to see the Fieldhouse set up with the stage and backdrop and seating on the floor. Susan & Oscar will try to take pictures and put them on the web. All Committee Chairmen are invited.
· Dorm cost for Teacher Training Seminar (TTS) Friday & Saturday – no charge for rooms for TTS attendees who stay for convention and Convention Committee.
· Dorm cost for TTS Friday & Saturday who are NOT staying for the convention, or others who are only coming early for personal business -- $10 per night per person.
· No check-in past 10pm unless special arrangements are made.
· Friday & Saturday check in will be at the Reception Desk (the “cage”)
· 11pm – all dorms are locked down. People may exit, but MAY NOT ENTER after 11pm.
· People leaving convention early – check out in the dorm lobby, put linens in plastic bag and turn in key at desk.
CURFEW VIOLATIONS: Scott generously offered to provide KP duty for curfew violators. We graciously accepted.
ACTION ITEM: Kristi Tischer – please give number of blankets available for Speakers use to Susan Staudt.
ACTION ITEM: Kristi Tischer – will the Math lab room be available for Child Care use?
ACTION ITEM: Pat Deadwiley – Director of Physical Plant: will make special arrangements for diaper disposal.
2 BIG BULLETIN BOARDS for CCL use are located to the left of the entrance to the aerobic center.
Opening Day Registration Process:
Registration will need 3 tables & 4 people.
Child Care will need 2 table
SGU Housing will need 1 table
SGU Linens will need 2 tables
Vendors will need one table
ACTION ITEM: David & Christine Downey – would you be willing to check in the Speakers as well as the Vendors, since many of the Speakers are Vendors? Let Susan Staudt & Ed Lebeau know.
ACTION ITEM: Rich Braun – put Bill Corey & Bill Sockey pics & bios on CD & mail to Susan Staudt. Susan will make copies and send to Ed Lebeau, Susan Lepak, Richard & Janet Haag
ACTION ITEM: Debra Niles – Find Fr Paul Zahler’s book and contact Susan for pick up.
Ed Lebeau & family will have to leave the convention on Tuesday. Richard Braun will take over Speaker Handling for him at that time.
ACTION ITEM: Dave & Marlene Bannwarth – will provide an updated budget within the next couple of days, and then Oscar will put it on the web.
Dave & Marlene Bannwarth – Finance:
· We have raised enough money that we should at least break even with all our expenses!!! Great news!!!
· 200 Donors & advertisers
· Donors may continue to contribute until 10 May 2002
· 63% of all money raised came from ads
· 63% of all ads came from the sponsoring states: Oklahoma, Arkansas & Kansas
o 37% of total came from Oklahoma
· $29,500 net on book ads
· $23,000 from Registration
· $5,500 budgeted for ad rebates -- $1,300 actual in rebates
Tom Parks recommended we take a break and say an “Our Father” in Thanksgiving. Everyone participated.
ACTION ITEM: Oscar Staudt – put a sample ad sheet on the web
ACTION ITEM: Oscar Staudt – Registration Reports on web
ACTION ITEM: Susan Staudt – Talking Leaves Job Corps info to Kirk Zongher
ACTION ITEM: Everyone – please pray for the Tourigny’s to have a child.
Tom Parks – Registration:
101 families registered to date:
· 23 Oklahoma
· 11 Kansas
· 9 Arkansas
· 9 Ohio
· 49 rest of US
Proposed colors for nametags:
Fuscia (hot pink) – Committee Members
Yellow – Child Care
Blue – Priests
Orange – Volunteers
Grey – Vendors
White – Attendees
ACTION ITEM: Everyone – Send names of all volunteers to Tom Parks by 29 May
Child Care special stickers:
3 sticky name tags per child
Removeable stickers with the parents’ names
Kids names on the parents name tags
ACTION ITEM: All Chairmen: fill out a registration form showing the number of rooms, linens, meals, child care, etc. and send to Susan Staudt. I need to know how much the total expenses are that the convention will be picking up in costs for the chairmen.
Debra Niles – Child Care:
Forms will need to be filled out for each child in child care.
Are there samples of forms from past conventions?
College release form has already been sent out.
What forms are needed for what age groups?
How will Child Care check-in be handled?
ACTION ITEM: Schrupps – no more than 10 people in any one van at any time, including drivers.