ROTARY CLUB OF EDMONDS
Approved Minutes of the Board of Directors Meeting
December 2, 2009
Board Present: Vern Chase, Pam Halsan, Sophie Hamilton, Don Henderson, Carol Kinney, Pam LeMay, Joel Phillipps, Jim Welsh and Frank Yamamoto
Board Absent: Kirk Greiner, Doug Purcell, Pat Thorpe, and Meenakshi Tomar
Guests: None
The meeting was called to order at 7:30am by President Carol who noted that a quorum was present.
Secretary’s Report: The November 4, 2009 Board Minutes were approved.
Treasurer’s Report: Joel reported the following November balances:
Crime Watch $ 8,894 General Fund $ 5,351
Money Market $ 36,878 Waterfront Festival $ 398
12 month CD $35,252 6 month CD $35,000
Before billing for the next quarterly dues, the Board asked Joel to send out notices to all members who are behind in annual or quarterly dues.
Action Items
Carry-over: Joel will send annual and quarterly dues reminders to members who are not in current paid status. Joel and Pauline will report back to board regarding Finance Committee’s recommendation at the October Board Meeting to transfer approximately $100,000 from the club treasury to the Club Foundation.
President’s Report: No report.
Action Item
Carry-over: Doug will obtain demographics from Fair Rewards and share with Elizabeth.
Vice-President’s Report: No report.
Sergeant at Arms: Carol has asked Pam H. and Michael Kealy to complete an analysis of the current contract with the Edmonds Conference Center and a proposed contract with the Port of Edmonds. Holiday Party is December 16th.
Action Item
Pam H. and Michael will complete an analysis of the current and potential contracts for room rental and services provided for club meetings.
Directors’ Reports:
Membership – Carol and Pam L shared summary attendance reports for the month of November and year-to-date. It was generally agreed that members who attended less than 60% of the meetings would receive an in-person friendly reminder of the club’s expectation for attendance; sponsors were encouraged to inform new members of the importance of attendance.
Action Items
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; also to make recommendations as to how to handle those with lower club attendance, especially new members who may not be aware of the attendance requirement.
Service Projects – Jim reported that his committee has approved and the Board M/S/P the following expenditures: $5000 to Project Pride which provides assistance to low income individuals/families for electrical bills—this is done in partnership with the Red Cross and the PUD. Jim will try to have a representative of this group come to the next meeting to receive the check and Vern will plan to have publicity regarding this donation. Also, M/S/P $300 donation to Crohn’s Disease. Joel will process payment to the city for the cemetery project.
Action Items
Joel will process payments for the above approved projects.
Carry-over: Presentations regarding the Service Projects will be scheduled for club meetings. 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 the application for the $2000 grant from the City of Edmonds’ Arts Commission and Parks/Recreation and Cultural Services Department has been completed. His committee also met to go over a number of committee goals including club use of the web, sponsorship of local arts functions, a photo file management system, The WAVE, Waterfront Festival advertising.
RI Foundation – No report
Action Item
Carry-over: Pat will provide members with their Paul Harris status.
Administration – Pam H. reported that she has speakers through January 2010. The club will pay for the bus that is transporting Edmonds School District students for a musical presentation on December 15th. Pam also reported that the cemetery photo dedicating the sign for the Edmonds Memorial Cemetery was taken and that a staff member from the Cemetery Board interviewed us and is preparing a press release to local papers.
Action Item
Carry-over: Pam will check with Staser about the Rotary decal on the Service Club sign.
Fund Raising – Frank will begin to pull together the Waterfront Festival team and will bring roles/responsibilities task list to the January Board meeting. Carol and Vern provided more information about the February 21st Wine and Cheese Reception (a fund raiser for scholarships) in combination with the Imani Winds Concert at the Edmonds Center for the Arts. Frank volunteered to secure a raffle item. Warren Bradbury will develop a display profile of previous scholarship winners. It was agreed that many marketing avenues would need to be implemented, especially with other Rotary clubs as well as the District and the high schools.
Action Items
Frank will obtain a raffle item for the Imani Winds event. Warren will complete a display of scholarship recipients. Marketing to other Rotary clubs, the District, and high schools is needed.
Carry-over: Carol/Vern and committee will continue to refine the details of the reception, especially production of tickets. 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, Carol presented a proposed “Levels of Giving Awards” which was well-received by the Board.
Old Business: Covered within above reports.
New Business: M/S/P that the intent of dedicating “Happy Bucks” to a specific cause was to fund that line item in the budget and January-June 2010 “Happy Bucks” would be devoted to Polio Plus.
The meeting adjourned at 8:55am.
Next board meeting will be on
January 6, 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