ROTARY CLUB OF EDMONDS 
 

Approved Minutes of the Board of Directors Meeting

October 7, 2009 
 

Board members present:  Kirk Greiner, Sophie Hamilton, Don Henderson, Carol Kinney, Joel Phillipps, Pat Thorpe, and Jim Welsh 
 

Absent:  Vern Chase, Pam Halsan, Pam LeMay, Doug Purcell, Meenakshi Tomar, and Frank Yamamoto 
 

Guests:  Pauline Gubbels, Mike Meeks, Chris Steiner 
 

The meeting was called to order at 7:35. By 7:45 a quorum was present. 
 

Secretary Pam LeMay being on vacation, Pat Thorpe was directed to take minutes of the meeting.  Minutes of the September 2 meeting were approved without correction. 
 

Treasurer’s Report:  Total cash on hand approximately $122,000, including $35, 063 invested in a CD. The Crime Watch acct (which is a segregated account) has excess of $10,000.  Detailed report will be posted on club website.

  1. Lunch profit/loss numbers currently in positive status.  We are averaging 21 purchased lunches per week, with 24 guaranteed payments to the caterer.  Results credited to lower unit costs plus higher charge of $20 for Rotarians from other clubs.
  2. Happy Bucks total $1,400 so far, which are dedicated to cover needs request for Trinity Place.
  3. Final edition of Club Budget for 2009-2010 handed out; it will be posted on the website.
  4. Joel reported that the lap top will be ordered by Kirk. It is a Toshiba Satellite laptop Model #A505-S6960- $650 plus tax.  Kirk assisted in making the selection, explaining it would include latest Microsoft upgrades, etc.

 
 

Finance Committee:  Mike Meeks gave a report of recommendations from the Finance Committee, which was set up as per Strategic Plan recommendation.    The committee members were:  Mike Meeks, Doug Dewar, Brent Hagen and Bill Tosky.  They are summarized as follows:

  1. Club should maintain a “Rainy Day” fund between $20 – 30,000.
  2. Transfer approx $100,000 to Club Foundation.
  3. Annual club budget should be drafted by each committee and submitted to Board  as soon as possible in club year, referencing previous budget and actual.
  4. Club budget should have more details.
  5. Each fundraiser should have supporting detail summary.
  6. Club expenditures should be approved by committee chairs before payment of budgeted expenses outside committee budgets approved and paid by treasurer.

Sergeant at Arms:  Sophie announced that the club Christmas Party will be December 16, at Libby Freese’s home. 
 

Past President:  Report submitted by email. Use of the Yacht Club space at the Port for fundraising is not feasible at this time.  It would not be cost effective due to required improvements (kitchen) up front, and high monthly expenditure for rent and maintenance.  This report was a follow up to recent fundraising fireside discussion. 
 

Directors’ Reports: 
 

Membership:  Selena Wiehr is new member.  Current membership is 45. 

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  ACTION ITEM: Meenakshi to review current “Honorary Member” status. 
 
 

Your browser may not support display of this image. Service Projects:  Jim has received and reviewed a request for funding of the Household Water Treatment, Sanitation and Hygiene Project in El Paraiso, Honduras.  Lamin gave a presentation and answered questions about the project.  The amount requested at this time is $3,000.  Jim recommended preliminary approval, pending more details on the project, and clarification on Pure Water for the World, PWW, the lead organization, particularly as to administrative costs.  M/S/P 
 
 

Your browser may not support display of this image. Participation in the “211” system was suggested by Jim as another project which might meet the Strategic Plan goal of providing funds for emergency needs in the local community.  He will arrange for the Snohomish County Director to make a presentation/explanation of this system as a future lunch program. 
 

Your browser may not support display of this image. We will be assisting the Guardian Ad Litem program again this year.  Shari Ramm will chair, with Diane Buckshnis as co-chair.  On November 24, our lunch speaker will be a representative from the program. 
 

General discussion ensued about use of the Service Project form.  Consensus that it was working as intended at present, with lead responsibility in hands of the committee chair for review and recommendation. 
 

Your browser may not support display of this image. Public Relations:  Vern reported by email on letter of thanks from Edmonds Center for the Arts.  Other areas on track; perhaps some recommendations later, especially regarding Waterfront Festival.  It was mentioned that the contract with the Port would hopefully be completed soon. 
 

Rotary Foundation:  Pat announced a Halloween Party event at Karen Wiggins’ house on October 24.  It is planned as an event for members and families and friends.  Checks will be accepted for Polio Plus/ Rotary Foundation. 
 

Edmonds Rotary Club (ERF):  Pauline distributed financial report.  Board members have signed “No Conflict of Interest” affidavits.  The board is currently reviewing how the club foundation may be of better use for the club, possible recognition levels for donors, and how the working relationship with the club board could be improved.  A meeting of ERF board with previous members of the foundation board will be at Carol’s house on October 22. 
 

New Business:  Board members received summary of fundraiser fireside. 

Elizabeth Crouch and Libby Freese are working on a proposal to the board for a Wine and Cheese Tasting event, as discussed at the fireside.

Your browser may not support display of this image. Carol announced the Nominating Committee for next year’s board:  Don Henderson, Pauline Gubbels, and Sophie Hamilton.  A slate of officers will be presented at the first regular club meeting in November. 
 

Next meeting will be Wednesday, November 4, at Port Office.

 

Meeting adjourned at 9:07am. 
 

Respectfully submitted,

Pat Thorpe, acting secretary for Pam LeMay