BOARD OF DIRECTORS MEETING NOTES

Wednesday, July 17, 2002

Present:  Sally Hyde (President), Elizabeth Crouch, Rudy Jones, Pat Thorpe, David Stires,

               Brent Hagen, Doug Purcell, Vern Chase, Alex Hopkins, Joan Longstaff, Karen Wiggins,

               Carl Swenson and new member Dave Stern.

1. The meeting was called to order at 7:36 a.m. 

2.      Minutes.  The minutes of the June 19^th regular board meeting were approved (Alex moved and Brent seconded) and Alex moved and Carl Swenson seconded that the minutes of the special meeting of June 25^th be approved with the following amendment; “The Edmonds Chamber of Commerce has asked our club for a donation of $500 to help them pay for the July 4^th fireworks display.  It was moved and seconded that we donate $500 to support the chamber of commerce fireworks show.  The motion was passed unanimously.”  This motion passed.

3.      Secretary’s Report.   Vern distributed a listing of each member’s attendance since the first of May.  He also mentioned that members sometime turn in very incomplete make up cards which are difficult to log in our attendance records.  David will mention the problem in Backwash.

Plans are now underway to purchase and install the new Clubmate Online.  It should facilitate our membership management tasks as well as help our financial record keeping.  Brent has done some research and explained how it works.  Input from Clubmate will help David and Kirk update the roster and club directory.  Joan and David will coordinate the development of the directory.

4.      By Laws changes.  It was suggested that there are a number of changes that should be      made to the By Laws to more correctly correspond to our current club operations.  Rudy and others said that a complete revision of the by laws is now in its 8^th draft and will soon be given to the board and membership for a vote.  Sally, however, wanted to have the membership chair and some other housekeeping changes implemented as soon as possible.  It was moved by Doug and seconded by Elizabeth to refer the “Proposed Amendments to the Bylaws of the Rotary Club of Edmonds” listed below to the full membership with a recommendation for approval, as provided in Article XIV of our club bylaws.  The vote was four in favor, 2 opposed and one abstained.  Therefore the vote on these amendments will take place at our regular meeting on July 30, 2002.

Please note:

• Proposed new wording is in italics
• Proposed deletions are in parentheses
• This is only a text of proposed amendments; other sections of the bylaws are untouched and remain as is.

Proposed Amendments to the
Bylaws of the Rotary Club of Edmonds, Washington 

Article I Election of Directors and Officers 

Section I - The Board of Directors of the Rotary Club of Edmonds shall consist of (1) the president, (2) the president-elect, (3) the vice-president, (4) the director of club service, (5) the director of vocational service, (6) the director of community service, (7) the director of international service, (8) the secretary, (9) the treasurer, (10) the sergeant-at-arms, (11) the immediate past-president, (12) the Rotary Foundation chair(person), and (such other committee chairpersons as may be appointed by the President with the approval of the Board of Directors.) (13) the Membership chair. 

Article II Board of Directors 

The governing body of this club shall be the Board of Directors. (elected in accordance with Article I of these bylaws.)

Article IV Meetings

SECTION 4 – Regular meetings of the board shall be held on the (second) third Wednesday of each month. Special meetings of the board shall be called by the president, whenever deemed necessary, or upon the request of two (2) members of the board, due notice having been given.

Article V fees and dues

SECTION 1 – The admission fee consisting of membership dues shall be ($125.00) $135.00 pro rated to month of membership to be paid before (the) an applicant can qualify as a member. New members shall also be charged $40.00 to cover such items as the Rotary publications, membership certificate and other supplies, and $50.00 for a Paul Harris contribution.

SECTION 2 – The membership dues shall be ($125.00) $135.00 per annum, payable annually on the first day of July. (with the understanding that twelve dollars ($12.00) of the payment shall be applied to each member’s subscription to The Rotarian Magazine and $3.00 for subscription to District newspaper.) This sum shall include any amount due to Rotary International  and for each member’s subscription to the Rotarian Magazine.

 The business of this club shall be transacted by viva voce vote.

Article VII committees 

SECTION 1 – (a) The president shall, subject to the approval of the board, appoint the following standing committee’s: Club Service Committee; Vocational Service Committee; Community Service Committee; (and) International Service Committee, Membership Committee, and Rotary Foundation Committee. 

(f) The president may appoint such additional committees as may be necessary, which may be under any or all of the Club Service, Vocational Service, Community Service, or International Service committees.

SECTION 2 – Club Service Committee

(a)   The Club Service Committee shall consist of the chair of the Club Service committee and the chairs of all committees appointed on particular phases of Club Service.

(b)   The chair of the Club Service Committee shall be responsible for all Club Service activities and shall supervise and coordinate the work of all committees appointed on particular phases of Club Service.

SECTION 3 – Community Service Committee

(a) The community service committee shall consist of the chair of the community service committee and the chair of all committees appointed on particular phases of community service.

(b)   The chair of the community service committee shall be responsible for all community service activities and shall supervise and coordinate the work of all committees appointed on particular phases of community service.

SECTION 4 – International Service Committee

(a) The International Service Committee shall consist of the chair of the International Service committee and the chair of all committees appointed on particular phases of international service.

(c)    The chair of the International Service Committee shall be responsible for all international service activities and shall supervise and coordinate the work of all committees appointed on particular phases of international service.

SECTION 5 – Vocational Service Committee

(a) The Vocational Service Committee shall consist of the chair of the Vocational  Service Committee and the chair of all committees appointed on particular phases of vocational service.

(b) The chair of the Vocational Service Committee shall be responsible for vocational service activities and shall supervise and coordinate the work of all committees appointed on particular phases of vocational service.

Article VIII DUTIES of committees

SECTION 2 – becomes SECTION 4

SECTION 3 – becomes SECTION 2

SECTION 4 – becomes SECTION 3

Article XI method of electing members

SECTION 2 – (Senior Active, Past Service, and) Honorary Members. The name of a proposed candidate for (any of these three kinds of) such membership shall be submitted to the board of directors in writing and the election shall be in the same form and manner as prescribed for the election of an active member, provided, however, that such proposal may be considered at any regular or special meeting of the board and that the board may at its discretion waive any of the steps set forth in Section 1 of this article and proceed to ballot on the proposed member. (However, any active member or past service member of this club who qualifies for senior active membership as set forth in the constitution of this club shall automatically become a senior active member of this club, no application or election to such senior active membership being required.).

5. Treasurer’s Report.   The financial report was distributed.  Thanks to our Waterfront Festival, Auction and good fiscal management our club is in good financial condition.  Our net assets are $81,736 with each facet of our club’s activities listed.

Brent reported that several members met earlier in the week to finalize a proposed budget for the entire Rotary year 2002-2003 as shown below:

ROTARY CLUB OF EDMONDS

BUDGET PROPOSAL

JULY 1, 2002 - JUNE 30, 2003   

Comments:                                                      

1.                  Waterfront is budgeted for a net of $16,750.

2.                  Club service increase is partially due to an increase in rent expense for the Yacht Club.

3.                  The actual Community service expense for 2001-2002 includes $10,000 of scholarships paid out in August 2001 and an accrual for an additional $6,000 to be paid out in August 2002 for a total scholarship expense of $16,000.  The budget amount for 2002-2003 includes $10,000 for high school scholarships to be paid out in August 2003, $2,000 for the Edmonds Community College endowed scholarship and $440 for RYLA.                                                                                                

Cash management:                                                       

            Proposal is to add additional funds to the CD when it rolls over (August 2002) to bring the balance up to $50,000.  The current balance is approximately $23,000.  Any other excess funds will be placed in the money market account at Frontier Bank.  

            Each one of the service chairs agreed with the overall budget, realizing that there will have to   

           be adjustments throughout the year to meet specific needs. Elizabeth moved that the budget  

            proposed for the year 2002-2003 be approved.  It was seconded by Carl and passed

           unanimously.

 6.      Membership.  Joan moved that we approve a proposed new member, Rodney Norman,

proposed by Larry Throndsen.  He is the sales manager for Auto Consultants NW located at 220019 Highway 99 in Edmonds and lives at 11100 4^th Ave W #26 in Everett.  His home phone is (425) 353-2799.  The motion was seconded by Rudy and passed unanimously.

 7.      Service Chairs

 a.      Club Service.  Elizabeth assured the board that she is working closely to make sure that our relations with the Edmonds Yacht Club are in good order.  There was also discussion about using unlisted phone numbers in our directories.  It will have to be handled very carefully – unlisted phone numbers will be published in materials for members only with the specific permission of the member with the unlisted number.

 b.      International Service.  Carl brought the board up to date on his plans to develop a strong working relationship with the Sullana Rotary Club in Northern Peru.  Their president attended our Waterfront Festival and several other functions.  We would join with the Sullana club to build a metal shop for vocational training at their local school for the disadvantaged.  Carl moved that we donate $1250 to the project so that we could apply for the District Share Program which would match our $1250 to create a $2500 fund that would be matched by the Rotary International Foundation to make a total of $5000 to go to this worthwhile project.  The motion was seconded by Elizabeth and passed unanimously.

                 c.      Community Service.  Alex is forming the committee and will have requests only on an as needed basis. 

d.      Vocational Service.  Doug is beginning the Vocational Service program with several exciting projects planned for the new Rotary year. 

The meeting was adjourned at 9:10 a.m.

 Vern Chase

Acting Secretary.

Reminder:  The next board meeting is at 7:30 a.m. on August 21 in the second floor  board room of the Port of Edmonds – all members are most welcome

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