ROTARY CLUB OF EDMONDS
Approved Minutes of the Board of Directors Meeting
January 6, 2010
Board Present: Vern Chase, Kirk Greiner, Pam Halsan, Sophie Hamilton, Don Henderson, Carol Kinney, Pam LeMay, Joel Phillipps, Doug Purcell, Pat Thorpe, Jim Welsh and Frank Yamamoto
Board Absent: Meenakshi Tomar
Guests: Tom Hawley, Bill Keppler, Brian Larman, and Sherry Ramm
The meeting was called to order at 7:35am by President Carol who noted that a quorum was present.
President’s Report: Carol shared that the club had received thank you notes for donations our club made to for shelter boxes and to the Red Cross for the Project Pride. The YMCA also acknowledged our support (per Vern) as did the Colitis Association (per Joel).
Action Item
Carry-over: Doug will obtain Fair Rewards demographics from Larry.
Secretary’s Report: The December 2, 2009 Board Minutes were approved.
Treasurer’s Report: Joel reported the following December balances:
Crime Watch $ 8,625 General Fund $ 7,834
Money Market $ 26,917 Waterfront Festival $ 398
12 month CD $35,314 6 month CD $35,040
Joel commented that year-to-date expenditures are 39% of the budgeted expenditures. The exception was monies paid for club meeting lunches—the club is not taking in enough money to pay for the contracted minimum catering costs. After much discussion, it was M/S/P to have Joel review this expenditure and to come up with recommendations on how to bring it back into a positive budget alignment.
Action Item
Joel will analyze the cost of club meeting lunches and bring recommendations to the February Board regarding strategies to resolve discrepancies.
Vice-President’s Report: No report.
Sergeant at Arms: No report
Directors’ Reports:
Membership – Brian reported on behalf of Meenakshi that the committee is still determining criteria for “Friends of Edmonds Rotary” and “Honorary Member” categories. He shared the RI definitions which allow for club interpretations. Carol volunteered to send an email to the club members asking for their input as well as the names/emails of those who might be named to either category.
Action Items
Carol will send an email to club members asking them to help provide criteria to the Membership Committee for the above categories as well as individuals who might be named to those special designations.
Carry-over: Meenakshi/Membership Committee: to review current “Honorary Member” status and make recommendations for standardized criteria as well as the potential of a “Friends of Edmonds Rotary” category.
Service Projects – Jim reported that his committee has approved and the Board M/S/P the following expenditure: $1000 to the Edmonds School District toward the purchase of Simultaneous Technology Translation equipment. He indicated that a speaker from Heartbeat (an organization providing support to wounded service personnel and their families) will be coming to the club. Funding to Heart Beat maybe requested in the future. Jim was complimented on using the 211 information regarding community needs in determining our club’s local service projects.
Action Items
Joel will process payment to the Edmonds School District.
Carry-over: Carol and Bill Toskey will speak with Larry Throndsen about paperwork needed for the Trinity Place garage project. Don and Janice Freeman will continue to explore a possible project on the fishing pier.
Public Relations – Vern reported that he is beginning the transition to Georgene Jones who will be next year’s PR Chair---they will be working closely the remainder of this year. Board discussion included if The Wave could be distributed electronically to members who desired that option. Pat was asked to survey members to determine their preferences. Additionally, Pam L. was asked to continue to give the Membership Committee the name/emails of guests who attend meetings. The committee will determine which of individuals should be added by Kirk to the ClubRunner “Friends” distribution list. The Membership Committee can also distribute The Wave to those who are interested in more club information.
Action Items
Pat will survey club members regarding their preference in receiving The Wave. Membership Committee will distribute The Wave to interested guests and will work with Kirk re the ClubRunner “Friends” database.
RI Foundation – No report
Action Item
Carry-over: Pat will provide members with their Paul Harris status.
Administration – Pam H. reported that she is working on speakers for March. February (“International Service“ month) will feature our club projects in this area. She suggested a Fireside and Sherry graciously agreed to host it in March. Pam H. will give the Rotary decals to Kirk who as agreed to mount them on the Service Club sign.
Action Items
A topic will be determined for the Fireside and information will be shared with club members. Pam H. will work with Jim to feature our club’s international service projects during February.
Carry-over: Pam H. give Kirk the Rotary decal so that he can mount on the Service Club sign.
Fund Raising – It was reported that to-date 37 Imani Winds tickets have been sold. Publicity to local clubs and high schools is continuing. Carol said that Elizabeth will post on the district website. Frank said that he is working on the raffle item—an ECA season ticket was suggested. Doug is continuing negotiations with the Port regarding the Waterfront Festival contract. He anticipates it will be similar to last year’s contract. Frank, as the Fund Raising Chair, will be the overall chair of the Waterfront Festival (WF) and will appoint various WF committee chairs. He requested time to speak with the club to share tasks/responsibilities involved in this large undertaking and to provide an opportunity for members to sign up for shifts. It was suggested that committee chairs meet specifically with those who have volunteered so that they are provided with adequate orientation/training.
Action Items
Carol will check with Elizabeth to be sure that the Imani Winds event has been posted on the district site. Marketing for this important fund raising event is continuing. On January 26, Frank will make a presentation to the club about the tasks/committees involved in the Waterfront Festival and will provide the opportunity for sign-ups. Craig will attend a meeting closer to the festival. Doug and Joel will review the Craig’s contract. Contracts for the Port and for Craig will be presented to the Board prior to signature by Carol.
Carry-over: Frank will obtain a raffle item for the Imani Winds event. Warren will complete a display of scholarship recipients. If future “high-end” prize raffles are approved by the club members, Doug will complete the gambling application. Doug is working on a contract with the Port for the Waterfront Festival.
Edmonds Rotary Foundation (ERF) – In Pauline’s absence, Pat announced that ERF has a brokerage account so that individuals can donate stock.
Old Business: None
New Business: Sophie initiated discussion about changing the meeting venue to the Yacht Club. M/S/P that she obtain contracts from the Conference Center and the Yacht Club then determine the additional agreements that our club will need. These items would be put into an addendum. Don and Pam H volunteered to work with Sophie in developing a matrix which would illustrate the advantages/disadvantages of each contract. This will be presented to the Board at the February meeting. It was agreed that club members should be invited to give their input regarding the venue change but that the ultimate decision will be made by the Board.
Action Items
Sophie will obtain contracts from the Edmonds Conference Center and the Yacht Club. She, Don and Pam H. will prepare a comparison matrix to be presented at the February Board meeting.
The meeting adjourned at 9:15am.
Next board meeting will be on
February 3, 2010
at 7:30am in the Port of Edmonds
Commissioners’ Room. Any director unable to attend is
requested to send a report to Carol.
Respectfully submitted, Pam LeMay