Chesapeake District Spring Meeting

April 20-21, 2018

Great Wolf Awaits!

The Chesapeake District Spring meeting is just a few weeks away. Bring your family to enjoy the indoor waterpark and many other attractions available.

Please continue to read this briefing for all available information regarding the weekend. If you have any questions, please contact me at 301-606-0542 or


The hotel room block sold out quickly for Friday night. I am working on an additional room request with the hotel, and will also be working to obtain a block at another location for overflow. Please contact me directly if you have been unable to reserve a hotel room. or 301-606-0542.

Please provide the following:

  • Your name
  • Club name
  • Email
  • Phone
  • Nights being requested
  • Are you will to share a room?

Additionally, if you have already reserved your room and would be willing to share with other Civitans, please let me know that information as well. We want to be sure that all Civitans have the opportunity to attend this meeting!

Special Guests: Kendyl Massey and Megan Mindel

Kendyl and Megan are looking forward to being with us and giving us plenty of information to take back to our clubs. Topics that will be covered include:

  • Updates from the March International Board meeting (finance, membership, etc.)
  • Member growth and retention
  • Project ideas
  • Social media
  • New International projects: Planet Fundraiser and the Servants Hearts Award

Megan will explain her new role with Civitan International and the way in which she assists our clubs.

This is a great opportunity to be able to find out the answers to all your questions!

Tentative Weekend Schedule

FRIDAY, APRIL 20, 2018

8:30 – 11:30 AM__________ FCIDD - Executive Board and Committee Meeting

1:00 – 4:30 PM___________ Chesapeake District - Board of Director’s Meeting

2:00 – 5:00 PM___________ Meeting Registration Open

4:00 – 6:30 PM___________ Hospitality Room Open – Hosted by the Peninsula Civitan Club

Dinner on your Own

7:00 – 7:20 PM___________ FCIDD - Director Attendee Registration

7:30 – 9:00 PM___________ FCIDD - Director Meeting

9:00 – 11:30 PM__________ Hospitality Room Open – Hosted by the Peninsula Civitan Club

9:30 PM_________________ Friday Night Bingo Bash


Breakfast on your own

7:30 – 8:45 AM___________ Meeting Registration

8:30 – 10:00 AM__________ Chesapeake District Business Meeting

10:00 – 10:15 AM_________ Break

10:15 – 11:15 AM_________ Business Session - Kendyl Massey

11:15 AM – 11:30 PM______ Break

11:30 – 12:15 PM_________ Business Session - Megan Mindel

12:15 PM – 12:30 PM______ Break

12:30 PM – 1:15 PM_______ FCIDD Workshop - Investment 101

1:15 PM - 1:30 PM_________ Break

1:30 – 3:00 PM___________ Fellows Luncheon

3:15 PM - ??_____________ Service Project – Project Linus

5:00 PM _________________ Hospitality Room Available (BYOB)

Service Project

Respondents to the November meeting survey overwhelmingly requested that there be a service project started at the district meetings. At this meeting, we have two ways in which you and your club can participate.

Project Linus

Project Linus

With chapters in all 50 states, this project collects blankets and distributes them to children in hospitals, shelters, social service agencies or anywhere a child might be in need of a big hug. District members will be working on blankets for this project. All matierials will be provided. No sewing experice necessary. There are multiple steps in preparing the blankets so everyone will have the chance to find which step in the process you want to help with!

Please visit the link above to learn more information.

Virginia-Peninsula Foodbank Drive

Please feel free to bring non-perishable items or you can give a cash donation.

Here are some guidelines from their website:

The Foodbank's Director of Nutrition Programs has requested that we follow the guidlines to ensure a healthy, nutritious meal is provided to those in need. The gift of a meal can make a difference to the thousands of children, seniors and low income hard working individuals struggling to put food on the table.

Most Needed Nutritious items:

  • Canned tuna, chicken or ham
  • Canned vegetables
  • Pasta meals and sauces
  • Canned fruit or fruit cups
  • Hearty meaty soups
  • Whole wheat crackers
  • Cereal, breakfast bars, oatmeal
  • Box Rice, Whole wheat pasta
  • 100% Fruit juices
  • Peanut butter and jelly

Supersizze your donation: for every dollar, the Foodbank can provide four meals. The Foodbank can stretch their resources and purchase truckloads of non-perishable canned nutritious food products with the monetary donations.

Please remembers:

  • No case lots of water
  • No expired items more than 1 year old from the printed date
  • No glass containers
  • No more than 2 pound packages of rice


As part of District strategic planning, I have been tasked with putting together a committe to enhance and increase attendance at our district meetings.

To begin this process, several sign-up and suggestions sheets were included in the registration binder for the November meeting. Either there was too much information in the binder, or the binder was too cumbersome, but there wasn't one response added to any of the sheets.

District meetings are not the sole responsibility of the meeting coordinator and current Governor. It is up to everyone to provide input and assistance to make them successful.

I have broken the binder down to just one section. Take a few minutes to look through the pages and sign-up where you think you can help or simply make a suggestion or two. Better yet, volunteer to serve on this committee. We need your help!


Bring your cash!

The following opportunities are available to help support the Chesapeake District:

  • Friday Night Bingo Bash!
  • Donate to the hospitality room to help offset expenses incurred by the Peninsula Civitan Club
  • Buy candy! It will be available in the hospitality room
  • Buy 50/50 tickets to help offset district expenses (hospitality and office supplies, a/v needs, coffee and breaks, etc.)

The book sale is not available at the Great Wolf location.

Each club should bring 2-3 door prizes!

If you are playing bingo, bring a bingo prize!

Registration Reminders

The following is an excerpt from the January 18th email sent to all members:

As announced at the winter meeting, we are going back to each member making their own hotel reservations and paying for meeting registrations prior to the meeting. Although this was much easier for preparation and I realize that many of you appreciated my efforts, as a volunteer, it became an overwhelming task.

What does this mean to you?

· Hotel Reservations: Make your hotel reservations before the hotel deadline (3/26/2018 for the Spring 2018 meeting.) Hotel rates are not guaranteed after the published deadlines. (OUR HOTEL BLOCK IS ALMOST SOLD OUT AS OF MARCH 2!)

o Should you miss the deadline, be prepared to pay the regular rate charged by the hotel.

· Meeting Registration by Paper form: Return the meeting registration form before the published deadline (3/26/2018 for the Spring 2018 meeting.)

o Registrations received after the published deadline will not be included in the meal count. Please see Penalty information below.

· Online registration: The online reservation system will close at 5:00 p.m. on the published deadline date (3/26/2018 for the Spring 2018 meeting.)

· Payment of Registration fees: Payment of invoices for registration fees must be received by the meeting coordinator within 24 hours after the published deadline (3/26/2018 for the Spring 2018 meeting.)

o Registration payments not been received by this deadline (3/27/2018 for the Spring 2018 meeting) will not be included in the meal count. Please see Penalty information below.

· Payment of Other Costs: Other costs involving set up fees, food and beverage requests, a/v equipment, etc. for which payment has not been received within 10 days prior to the meeting date (4/9/2018 for the Spring 2018 meeting) will result in cancellation of such request.

· Penalty for late registration or payment: As stated above, a late registration or payment results in the registration not being included in numbers provided to the hotel for our luncheon and breaks. To clarify, the luncheon meal will not be guaranteed for any person with a late registration or late payment.

Going forward, I will be strictly adhering to registration deadlines described above. There will be no exceptions. Please ensure to plan so that you do not miss the published deadlines.

Thank you for understanding this change in procedure.

Jo Ann O’Toole

Meeting Coordinator

Chesapeake District, Civitan International