CCL Convention Planning Meeting

19 January 2002

St Gregory’s University

Multi-Use Student Center

2nd Floor, Community Room

1:00 pm

 

-- ACTION ITEM:  denotes an action that the chairman needs to accomplish.

 

  1. The meeting was opened with a prayer (Prayer for Peace by John Paul II).

-- ACTION ITEM:  Get a copy for each of the Chairman, possibly each of the attendees. 

We went around the room and asked each Chairman to let us know their status, and any questions or comments they might have.

  1. WEB MASTER – Oscar Staudt – We would like to get walk-about type hand held radios for committee communication during the convention.

-- ACTION ITEM:  All Chairmen need to provide the following information to Oscar:

    1. Number of radios your entire group will need during the convention
    2. Number of radios you own that we could use during the convention, and what type they are
    3. Cell phone numbers of everyone in your group who has a cell phone

-- ACTION ITEM:  All chairman need to look at the public part of the convention web pages and make sure the information presented there is accurate and complete.  If there is any additional information you would like added, or any changes or corrections to be made, please let me know

  1. CONVENTION BOOK – Joan LeBlanc – The convention book should go to press the last of May.  Items still needed for the book:
    1. Letter from the Chair Couple
    2. Welcoming letter from Archbishop of OKC
    3. Welcoming letter from Bishop of Tulsa
    4. Welcoming letter from Abbot of St Gregory’s
    5. Welcoming letters from Bishops of other adjoining diocese
    6. ads
  2. PUBLICITY – (Joan LeBlanc) for Kathy Rodgers – There is a new editor for the OKC Archdiocesan newspaper, “The Sooner Catholic”.  We should be able to put articles and convention ads in the paper now.

-- ACTION ITEM:  Kathy needs to contact Susan Lepak about deadlines for articles and ads for “The Sooner Catholic” & the Tulsa diocesan paper.

-- ACTION ITEM:  Joan needs to get electronic copies of all articles already published and provide to Susan Lepak for “The Sooner Catholic” and the Tulsa paper

  1. T-SHIRTS – Joan LeBlanc – All OK
  2. Julienne O’Brien (Child Care 10-12 yrs) –
  3. Angela Maupin, NFP Coordinator Tulsa Archdiocese (Child Care Teens) –
  4. SGU LIAISON – Coleen Chapman – Shawnee Altrea and Marriage Encounter groups are both saying they will provide some local volunteers.

-- ACTION ITEM:  Coleen needs to provide the names and contact information to Susan Staudt for all volunteers recruited.

-- ACTION ITEM:  Get Shawnee phone book for Susan Staudt

-- ACTION ITEM:  Contact Shawnee Chamber of Commerce about more Shawnee brochures.

-- ACTION ITEM:  Contact Oklahoma Dept of Tourism about providing us with goodie bags (plastic bag, already stuffed with brochures)

  1. CCLI – Pat Homan –
    1. BE PROMPT FOR MEETINGS IN THE FUTURE
    2. SELL CONVENTION BOOK ADS
    3. SEND SUSAN STAUDT ANY QUESTIONS
    4. The new Executive Director of CCLI is E. William Sockey.  Bill Sockey is a member of the first class graduated from Thomas Aquinas College in California and holds a Masters Degree in Thomistic Philosophy.  He has served as Executive Director of Catholics United for the Faith and The Blue Army, USA.  Bill and his wife, Daria, have been married for 22 years and have seven children ranging in age from 21 to 4.  Bill is providing great leadership and direction at CCLI and he will be at the convention.
    5. APRIL CONVENTION MEETING – we should make the workshop room assignments
    6. He and/or Richard Braun will next attend the March 02 CCL Convention Meeting

-- ACTION ITEM:  All TC’s, Promoters & CTC’s should ask their Pastor for to put an ad in the convention book.

  1. OFFICE OF FAMILY LIFE, OKC Archdiocese – Susan Lepak –
    1.  Publicity (Kathy Rodgers) should send all correspondence for “The Sooner Catholic” through her. 
    2. Knights of Columbus are eager to provide Honor Guards for the opening and closing masses.

-- ACTION ITEM:  Susan Staudt needs to provide dates and times of opening masses to Susan Lepak

-- ACTION ITEM:  Susan Staudt needs to check on status of AV equipment rental.

  1. REGISTRATION – Tom Parks – Has received 4 registrations so far, as well as 5 or 6 other requests for forms.
  2. CHILD CARE – Debra Niles –
    1.  Brother Gabriel hopes to be able to come and assist with Child Care during the convention, but his ordination is currently scheduled for 29 June 2002.  He is requesting that it be moved up so he will be able to come. 
    2. We need teen volunteers to work as Child Care Aides.  She is soliciting them from Gerald Curan at St Benedicts church in Shawnee, as well as from SGU.
  3. Tom Nauman (Registration) – Would we be able to have a Latin Mass?  Pat responded that this would have to go through: Archbishop Beltran, the Abbot, Fr Randy Moreau. 
  4. Sara Nauman (Child Care – Teens)
  5. FINANCE – David & Marlene Bannwarth – So far we have received income of:  $1,800 advertising

$501 registration

$1,738 scholarship fund

After paying expenses we have a current balance of $3,100

-- ACTION ITEM:  Susan Staudt needs to send David B an updated Child Care Budget

  1. VENDOR BOOTHS – David & Christine Downey –

-- ACTION ITEM:  All Chairmen need to send them the names and contact information for local small Catholic businesses.  If your church bulletin has advertisements, send all those businesses.

  1. LITURGY – Katie Krug –
    1. Provided a list of the music to be used at the opening & closing liturgies
    2. Do we have a location for Eucharistic Adoration during the convention?  YES, the St Benedict Chapel in the Duperou dorm
  2. TRANSPORTATION – Katie Krug – Question had been asked if the Transportation Committee would be able to provide transportation to and from the airport on the Saturday before (22 June 2002) and the Thursday after (27 June 2002) the convention.  YES, they can.
  3. MEDICAL COMMITTEE – Jeanne Blasi –
    1.  This committee will need 4 signs for medical:  one at each dorm giving directions to medical, and one on the medical room.
    2. Needs map of campus given to attendees to show location of MEDICAL
    3. In case of medical emergency:  MEDICAL will call the campus security number between the hours of 8:30 am and 7:00 pm.  After hours attendees will be directed to either the local AMPM medical care facility or the emergency room.

-- ACTION ITEM:  Jeanne Blasi needs to provide all medical information and emergency numbers to go into the Convention Book

-- ACTION ITEM:  Jeanne Blasi needs to get the campus security number, AMPM number and emergency room number from Kristi Tischer and/or Coleen Chapman.

  1. SIGNS – Richard & Janet Haag – CCLI will provide their felt banners for us to use.

-- ACTION ITEM:  All chairmen need to provide info to them on:

    1. How many signs do you need?
    2. What should they say?
    3. How big
    4. PLEASE PROVIDE BY FEBRUARY MEETING
  1. ROOM MONITORS – Richard & Janet Haag – Still working to find enough people to assist.

-- ACTION ITEM:  Susan Staudt needs to help them recruit more people.

  1. SGU SPECIAL EVENTS COORDINATOR – Danielle Gelnar –
  2. SGU VP ADMINISTRATION & STUDENT SERVICES – Shingi Goto –
    1. SGU has changed their summer schedule for us so there will be no summer school during the convention
    2. SGU has cancelled all staff leave during the convention so they will be available to assist us
    3. Campus security will be beefed up with added patrols.  SGU has one of the safest campuses.  Check out the stats on their web site.
    4. There is a campus map on the web site

-- ACTION ITEM:  Could SGU staff provide us with an updated campus map?

-- ACTION ITEM:  Could SGU staff provide us with the floor plan of all floors of the Janeway Administration Building?

-- ACTION ITEM:  Could SGU staff contact OBU about what procedure they would like us to follow for attendee check-in?

-- ACTION ITEM:  Could SGU staff obtain an OBU campus map to give to those who will be staying at OBU  and for the convention book?

-- ACTION ITEM:  Will CCL need to provide toilet paper for attendees?

    1. Vendor areas will be locked or not as we wish. 
    2. Signs:

A.     May be attached with removeable tape as long as a sample is approved by Shingi beforehand

B.     May be placed outside using wire stakes with wire ties

    1. We may use the Presidential backdrop for the main stage area
  1. Meeting was closed with a prayer.
  2. Break
  3. SGU HOUSING DIRECTOR – Kristi Tischer – Took us on a tour of the campus.

 

CAMPUS TOUR:  Go to Committee Only pages (user ID: ccl     password: nfp    all lower case)  and click on the Picture Tour of St Gregory’s Campus for pictures of most of the rooms seen on this tour.

 

NEW MULTI-USE STUDENT CENTER – has an elevator for public use & 2 big bulletin boards we can post convention information on

  1. 2nd floor Community Room (seats 150) – where meeting was held – will be used for Child Care -- Teens
  2. 2nd floor Charles Stewart Conference Room – will not be used by the convention
  3. 2nd floor Multimedia Lab – Suitable for SGU directed activities – 12 top CPUs -- Child Care will try to contact SGU staff (Jason Burdett, Director IT and Chris Castle) to possibly provide some type of instruction for some of the youth.
  4. 2nd floor Zarrow Student Services Suite – table with 12 chairs – possible medical headquarters
  5. 2nd floor Office Suite where Kirsti Tischer’s office is – has an open area we could utilize if needed
  6. 1st floor Cafι – will be open during the convention for purchasing snacks and drinks (over and above cost of food service package) from 7:30 am till 8:30 pm each day
  7. 1st floor Book Store – will be open during the convention
  8. 1st floor Security Desk & Headquarters
  9. 1st floor Great Room – fireplace, sofas – will be used for vendor booths
  10. 1st floor Lounge – Big screen TV & pool table – will be used for Child Care – Teens
  11. 1st floor Maxine Dougherty Seminar Room – classroom (seats 25) – will be used for Child Care – Teens
  12. 1st floor Computer Lab – 22 CPUs -- Suitable for SGU directed activities – May use for Child Care with assistance of SGU staff
  13. 1st floor Lobby – may use for either Registration on Sunday 23 June 2002, or Vendor Booths

 

HALLWAY FROM GREAT ROOM OF NEW MLTI-USE STUDENT CENTER CONNECTS WITH 24 HOUR DORM OFFICE – Hallway has coin operated electronic games

 

24 HOUR DORM OFFICE – This is where registrants will pick up their room keys and linens – South corridor goes to Duperou Hall – North corridor goes to Degrasse Hall – West door goes to parking lot by dorm

 

Handicap Dorm Rooms – there are 4 available on campus

 

DUPEROU HALL – 3 floors

1st floor St Benedict Chapel – Blessed Sacrament always present – will be used for Eucharistic Adoration during convention

1st floor Coin-op Laundry Facility – available to convention attendees

Large Lounge area on each floor

Duperou Hall is set up so that two dorm rooms share a bath between them

 

DEGRASSE HALL – 3 floors

Coin-op Laundry Facility – available to convention attendees

Large Lounge area on each floor

Degrasse Hall is set up so that two dorm rooms share a bath between them

 

MARK BRAUN HALL

Coin-op Laundry Facility – available to convention attendees

One Large Lounge area

Mark Braun Hall is set up with individual rooms and community showers and bath rooms. 

There will be one large community shower and one large community bathroom for men on each floor.

There will be one large community shower and one large community bathroom for women on each floor.

 

MAYBEE AEROBICS CENTER – all facilities available to adult attendees and children under 14 accompanied by an adult

Workout room available to attendees

Weight room available to attendees

Pool & Hot Tub – must be manned by one SGU staff and certified life guards – available for use in the evenings only

-- ACTION ITEM:  Susan Staudt needs to find out how many life guards we will have to pay, and if we will have to recruit them or SGU

New Gym – will be used for main speaker room and opening & closing masses -- 500 fixed seats + 1000 chairs on the floor – stage against west wall – add on sound system – we may use the Presidential backdrop (deep blue velvet curtains)  -- fire code allows maximum of 1575 people in this room – need one or two 10x10 portable screens – rent stage from Mary Ann’s Rental – use SGUs portable altar

-- ACTION ITEM:  Susan Staudt needs to check with Mary Ann’s Rental about availability of portable stage & with SGU about availability of portable altar

Field House Lobby – opens to south of New Gym – large area good for break area/ registration/ or vendors

2 Racquetball Rooms

Aerobic Room – wood floor – will be used for Rock & Rest Room

-- ACTION ITEM:  must get CAUTION tape to put on carpet in front of extremely high threshold

Old Gym – will be used for 2nd Food Service area

 

JANEWAY ADMINISTRATION BUILDING

Basement Commuter Lounge – will be used for 10-12 yr olds

Staff Lounge – will be used for 10-12 yr olds

Dodson Conference Room (seats 40)  – will be used for 10-12 yr olds

1st floor is all Administrative Offices and not available

2nd floor is the SGU Library and not available

3rd floor Lounge

3rd floor 9 classrooms:  301 (seats 48), 302 (seats 30), 305 (seats 24), 306 (seats 24), 308 (seats 24 has 13 drops), 314 (seats 24), 316 (seats 45), 317 (seats 39) & 318 (seats 24 with 24 drops) – these will all be used as Workshop Breakout Rooms

4th floor Room 407 – large auditorium – seats 76 – plus 3 classrooms: 402 (seats 23 with 5 drops), 406a (seats 42), 406b (seats 23) – may be used by Child Care or as Workshop Breakout Rooms

5th floor Tower Room – large auditorium – seats 120 – may be used by Child Care or as Workshop Breakout Rooms

 

CAFETERIA – main Food Service area

 

FINE ARTS

2nd floor Dance Room – will be used by Child Care

2nd floor Choir Room – piano and organ – will be used by Child Care

2nd floor Lounge – will be used by Child Care

 

FEBRUARY MEETING:

Kristi will give us a tour of the Theater (seats 220) and the Multipurpose Room (seats 75)

 

 

 

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