INITIAL CEO MEETING WITH CO-CHAIRPERSONS

MEETING MINUTES

Overview of Reunion Process

7/26/08

ATTANDANCE:
Jan Nezart
Janelle Jarvis
Sheanette Jarvis
Verna Nezart
Collette Charles

Meeting came to order on July 26, 2008 at 1:30 pm. The above listed attendees were present.

MEETING FROM LATE REUNION PROCESS MEETING/OLD BUSINESS

• Last chair (Priscilla) did a great job with the 2008 reunion.
• No new information to share

GETTING STARTED/NEW BUSINESS

· Contacts to be made/Possible reunion venues

• Had a teleconference 7/7- Collette Charles, Janelle Jarvis, Carla Johnson
• Possible venues: Houston and/or the surrounding areas including Pearland, Galveston, and Kemah
• Contact Chambers of Commerce (for info and free goodies)
• Janelle has contacted the Pearland COC and is awaiting an email reply. If not received soon, I will send another. We will also try to connect with COCs in the Houston area
• Contact Bureau of Visitors & Conventions (for info and free goodies, assistance with lower hotel rate possibly)
• Janelle has contacted a visitor website that encompasses Houston, Galveston, and Kemah and requested a visitor’s guide.
• Janelle has also located concrete visitor centers and will check these out with Collette in the near future.
• Janelle has also looked around on Pearland’s visitor site as well and sent an email. I am awaiting a reply…
• Janelle and Collette have gone to Discovery Green Park, a brand new park near the GRB convention ctr. Collette has set up a meeting with a rep. tentatively on 8/8 to discuss details for the picnic and/or Sat. night dance
• Janelle has already begun scouting nearby hotels. Myself and Collette will be looking at more soon
• Collette has contacted Adair Park, Tom Bass, Pearland Park, and a rep. from the up and coming Water lights district (2009). Will be able to get back to Water lights soon (Aug., per the rep.) for more info.
• Website: www.marycloteareunionceo.org. Jan is making modifications soon….
• The reunion is currently a nonprofit organization in the process of possible tax exemption benefits (pending approval)
• Contact potential hotels (Sales Department for Group Rates)
• Accommodations pending

MEMBERSHIP: (New Business)

• Representative Needed (1 representative from each of the following locations)
• McNair (French settlement in Beaumont directory)/ Crosby / Barrett Station
• Beaumont / Port Arthur
• Dayton / Ames / Liberty (Tri-City area)
• Houston
• Membership committee members will help get the word out about dues.
• Have 3 chapters: Houston, Louisiana, and California (?)

• Executive Committee Needed
• Officers
• Co-Presidents- Collette Charles (Brooks) and Janelle Jarvis (Nezart)
• Secretary-?
• Treasurer – Kenneth St. Julian
• Financial Secretary – Sheanette (Pending)
• Parliamentarian-?
• Chaplain-?
• Sgt. At Arms- Alfred Brooks
• Officers who have access to email should get an email address with the reunion site (i.e. your name@ marycloteareunionceo.org. (Pending)
• As Co-Presidents, Collette and I have the power to appoint any willing person to an empty position. We are awaiting such people…

• Committees and Chairs
• Hotel / Parks
• Indoor facility
• Or should Janelle and Collette handle this? Already making headway
• Activities committee- Think about organizing a city tour or of a particular location
• Food / Drinks
• Fund Raiser / Raffles committee
• Two $100 gas cards (1 from Collette, 1 from Jan)
• Casino Bus
• Bake Sale
• Recipe Book
• Souvenir book with ads
• T-Shirt/Cap- W/ 25 or more ppl., a cap may be included
• Found the Creole flag (that’s right, we have a flag, and a nice one too!), possible t-shirt design
• Communications (Will work closely with the Secretary)
• Videographer to video events (pending budget)
• Registration Packets
• Moment of silence for deceased members
• Will need to create a pamphlet for family members
• Will work on FAQ sheet as well
• Finance
• Genealogy (can be 1 or 2 committed people, Jan just needs some assistance)

FAMILY DUES: What they cover, why they are necessary

• Suggestion to initiate quarterly family dues to assist with expenses and other organizational responsibilities and lower registration fee. (amount and frequency to be determined)

· To be managed by the Treasurer and Financial Secretary.

• Catastrophe cases
• Bereavement cases
• Scholarship
• Why:
• Lower registration fees (non-profit org. requires some amount for registration fee, even if it is just $5)
• Administrative costs to expedite dissemination of information including but not limited to: envelopes, paper, stamps, copies, folders, labels, etc.

• We will divide the money as needed, and of course family will be able to send additional funds if they would like to and tell us if they would like it to go to a particular fund

Respectfully Submitted,

Janelle Jarvis

(From: Janelle.Jarvis@uth.tmc.edu
To: collette.charles@shell.com; thehill92@sbcglobal.net; jj_vip99@hotmail.com; cajerrels@aol.com)