The meeting was called to order at 7:40 a.m. by Vice Pres. Rudy Jones.. The following Board members and guests were present:
Vern Chase, Rudy Jones, Bill Moran, Elizabeth Crouch, Carl Swenson, Pam Halsan, Karen Wiggins, Joan Longstaff, Brent Hunter, Doug Purcell. Guests: Sharalyn Ramm, David Stires, and Warren Bradbury.
SECRETARY'S REPORT:
SINCE NOT EVERYONE HAD RECEIVED THE MINUTES OF THE LAST MEETING, THE CHAIR DEFERRED APPROVAL OF THE MINUTES TO THE NEXT MEETING. COPIES OF THOSE MINUTES ARE TO BE SENT TO ALL BOARD MEMBERS WHO DID NOT GET THEM BY E-MAIL ASAP.
TREASURER'S REPORT:
BRENT PASSED OUT HIS WRITTEN FINANCIAL STATUS OF THE CLUB. HE REPORTED THAT HE HAS RECEIVED $260 THUS FAR FOR A MEMORIAL FOR DICK COLE.
THE BALANCE SHEET FOR THE PERIOD ENDING AUGUST 31, 2002, SHOWS
TOTAL FUNDS $87,055.53
TOTAL ASSETS $101,214.32
TOTAL LIABILITIES $14,158.79
NET ASSETS
$87,055.53
CARL MADE THE STATEMENT THAT OUR TREASURER SHOULD BE ACKNOWLEDGED AS HAVING DONE AN EXCELLENT JOB IN REPORTING THE CLUB'S FINANCIAL POSITION. AT THIS POINT, JOAN STATED THAT THE CHAIR SHOULD HAVE CALLED FOR ADDITIONS TO THE AGENDA. RUDY STATED THAT HE HAD JUST A STANDARD AGENDA AND DID NOT ACCEPT ADDED ITEMS TO HIS AGENDA.
THE CHAIR STATED THAT HE HAD NO CORRESPONDENCE.
THERE WERE NO SPECIAL ANNOUNCEMENTS.
ON THE 501C3 PROJECT, THE CHAIR ASKED DOUG PURCELL TO GIVE THE STATUS OF THIS PROJECT. DOUG STATED THAT DICK COLE SET UP A ROTARY CLUB FOUNDATION WHICH WILL ENABLE US TO MAKE APPROPRIATIONS TO A 501C3 BY THE END OF THE MONTH. IT TAKES 4-6 WEEKS TO GET A RESPONSE FROM THE IRS. EVERYTHING SHOULD BE IN PLACE BY THE END OF THE ,MONTH.
CARL QUESTIONED THE APPROVAL OF DONATIONS WHICH ARE RECEIVED BEFORE THE APPROVAL OF OUR 501C3.
JOAN REVIEWED THE HISTORY OF DONATIONS IN MEMORIALS WHICH STARTED WITH MONEY DONATED FOR IKE BRUBAKKER. WE MAY BE MIXING USES WHEREAS SHARI 'S FUND SHOULD BE INTERNATIONAL. DOUG STATED THAT THE FOUNDATION AS A CORPORATION DOES NOT HAVE A BANK ACCOUNT.
REVISED BY LAWS ARE TO BE SUBMITTED TO THE BOARD BY THE MIDDLE OF OCTOBER AND FOR MEMBERSHIP ACCEPTANCE BY THE MIDDLE OF NOVEMBER.
SHE WOULD LIKE TO SEE US CONTINUE WITH CRAIG FOR THIS YEAR. SHE POINTED OUT THAT SHE WILL EVALUATE HIS CONTRACT. JOAN MOVED THAT WE CONTINUE WITH THE CONTRACT WITH CRAIG. MOTION SECONDED BY ELIZABETH. POINT OF INFORMATION --OUR CONTRACT WITH CRAIG IS FOR THREE YEARS. MOTION APPROVED.
TOTAL AMOUNT OF $1,500 PER MONTH BY 2/1/03 WITH A 10% COMMISSION ON THE NET PROFITS AND HE ALSO GET A COMMISSION ON BAND CONTRACTS. WE NEED TO REVIEW WHAT HE HAS BEEN PAID AND FOR WHAT. KAREN FEELS WE DO NOT WANT TO ELIMINATE CRAIG TOTALLY. WE NEED HIS PROFESSIONAL EXPERTISE.
KAREN ANNOUNCED THAT THERE WOULD BE ANOTHER HOMELESS DINNER OCT 5. VOLUNTEERS ARE NEEDED'
SHARI PROPOSES THAT $3,000 BE ACCEPTED FROM HER TO ESTABLISH A NEW DONATION FUND AND THAT IT BE POSSIBLE TO EARMARK AT LEAST A PORTION OF THOSE FUNDS FOR INTERNATIONAL PROJECTS SPECIFICALLY THE COMMUNITY PROJECT AMEGO IN FUGI ISLAND. THIS WOULD CONE UNDER OUR INTERNATIONAL SERVICE AREA AS SALLY HAS SEPARATED IT OUT. CARL STATED THAT HE KNEW ABOUT THIS PROJECT IN FIJI. HE WOULD LIKE TO ACCEPT THESE FUNDS AND WORK WITH SHARI AND COOPERATE AS NEEDED. CARL MOVED AND VERN SECONDED THAT OUR CLUB COOPERATED IN THE FUGI PROJECT AS NEEDED.
VERN ASKED THAT WE EXTABLISH SOME SORT OF ROAD MAP FOR HANDLING SUCH DONATED FUNDS. BRYAN STATED THAT HE WOULD LIKE IT MADE CLEAR AS TO WHO IS ACCEPTING FUNDS. THAT ROTARY CLUB OF EDMONDS IS NOT ACCEPTING THESE FUNDS BUT THAT THE FOUNDATION IS THE ONE ACCEPTING SUCH CONTRIBUTIONS.
DOUG PROPOSES THAT WE ACT ON THE PROCESS OF ROTARY CLUB ACCEPTING FUNDS UNTIL A CLARIFICATION CAN BE OBTAINED. WHAT IS THE TIMING ISSUE ON APPLICATION OF THESE FUNDS?
SHARI STATED THAT SHE WOULD LIKE TO GET ON THIS BY THE END OF NOVEMBER. SHE WOULD LIKE TO EXTEND THE PROJECT TO 25 HOUSES ONE MORE THAN THE 24 CURRENTLY BUILT.
RUDY ASKED FOR THE LATEST DATE THAT RECEIPT OF FUNDS COULD BE MADE AVAILABLE. SHARI RESPONDED THE 20TH OF NOVEMBER. DOUG REQUESTED THAT HE BE ALLOWED TO CHECK SOME TIMING ISSUES.
IT WAS ASKED IF WE ARE IN A POSITION TO ACCEPT THESE FUNDS. BRYAN STATED THAT WE NEED TO SET UP A BANK ACCOUNT TO RECEIVED THESE FUNDS.
IT WAS CALLED FOR THE MOTION TO BE RE READ. MOTION RE READ.
DOUG MOVED THAT WE AMEND THE MOTION TO READ "THAT THE MONEY WE ACCEPT BE AS A CHARITABLE CONTRIBUTION UNTIL SUCH TIME WE ARE IN A POSITION TO TAKE A TAX DEDUCTION. THIS SO THAT IT IS ALL IN PLACE BY THE TIME SHJARI IS READY TOD LEAVE. CARL SECONDED THE AMENDMENT.
VERN STATED THAT WE SHOULD PUBLICIZE TO ALL MEMBERS THE EFFECT OF THE 501C3. DISCUSSION OF THE AMENDMENT FOLLOWED. VOTE CALLED FOR ON THE AMENDMENT. AMENDMENT PASSED.
VOTE CALLED FOR ON THE MOTION AS AMENDED. MOTION PASSED.
JOAN ASKED TO BE EXCUSED SINCE THE AGENDA HAD NOT BEEN AMENDED TO ALLOW FOR HER REPORT.
HE WOULD LIKE TO DO AN EMPLOYEE OF THE QUARTER FOR WORKING EMPLOYEES AND POSSIBLY COOPERATING WITH THE CHAMBER OF COMMERCE AND LOCAL BUSINESSES. CHRIS G. WOULD LIKE THE CHAMBER TO GET SOME CREDIT FOR THIS. POSSIBLY HAVE THE CHAMBER PARTICIPATE BY RECOMMENDING NOMINEES. WE ARE NOT MEMBER OF THE CHAMBER --THE DAYBREAKERS ARE. HAVE WE HAD PRIOR DISCUSSION OF ROTARY CLUB BECOMING A MEMBER OF THE CHAMBER OF COMMERCE? KAREN QUESTIONED THE REQUIREMENT THAT A NOMINEE BE A MEMBER OF A CHAMBER MEMBER COMPANY. DOUG WILL HAVE A PROPOSAL ON THIS PROGRAM BY THE NEXT BOARD MEETING IN NOVEMBER.
WE NOW HAVE A GOOD WORKING RELATIONSHIP WITH GLEN CHOATE. ALL PARTIES HAPPY AT THE PRESENT. CARL STATED THAT ALL OUR SUPPLIES AND EQUIPMENT ARE STORED WITH THE PORT. CARL DONATED A LARGE WHITE LOCKER FOR OUR USE. ELIZABETH SAYS THAT THERE IS NO CONTRACT SIGNED WITH THE PORT BY THE DAYBREAKERS. ELIZABETH NEEDS INFORMATION ON WHERE WE STAND AND NEEDS TO BE ABLE TO PROCEED WITH KEEPING THE INVOLVEMENT ON AN EVEN KEEL. VERN QUESTIONED WHETHER IT IS POSSIBLE FOR ALL CONTACTS WITH THE YACHT CLUB BE FUNNELED THROUGH ELIZABETH. THE QUESTION WAS RAISED AS TO HOW JEANNE FITS IN ALL OF THIS.
PAM ASKED IF THERE WERE AND ACTION ON THE T-SHIRT ORDER. RESPONSE. NO!
CARL HAS NOT HEARD BACK ABOUT THE TOOLS FOR THE SCHOOL WHICH WE ARE HOPING TO SUPPLY.
WELL PROJECT IN ALBANIA IS MOVING RIGHT ALONG. SMALL EXPENSES SHOULD BE PAID HEIKENINVISIT NEEDS SOME FUNDS. WE MAY NEED TO SUPPORT THESE.
THIS YEAR IS THE FINAL DRIVE ON POLIO PLUS. ROTARY INTERNATIONAL IS TRYING TO FINALIZE. A $1,000 CHECK FOR THIS WAS WON AT THE
ROTARY NIGHT AT THE MARINERS. THIS WAS SPECIFIED TO BE USED FOR POLIO PL US. CARL MOVED THAT WE DONATE THIS CHECK TO R I FOUNDATION FOR POLIO PLUS. DOUG SECONDED. MOTION PASSED.
BILL MORTON IS LOOKING FOR PARTNERS FOR A SOUTH AFRICAN PROJECT OF TEACHING TEACHERS. WE NEED TO LEND SUPPORT TO THE ROTARY FOUNDATION SEMINAR.
NEW MEMBER ORIENTATION FEE OF $150 SEEMS EXCESSIVE. ITEMS FOR NEW MEMBERS ACTUALLY COST MUCH LESS. PAM STATED THAT THERE USE TO A $40 BOOK FEE PLUS$100 INITIATION FEE. CARL PROPOSED THAT THIS BE AN ACTION ITEM FOR THE NEXT MEETING.
CARL HAS COPY FOR NEW DIRECTORIES. HE AND DAVID HAVE ALL THE MATERIALS.
PAM FEELS WE NEED MORE INFO ON THE MINE PROJECT. JEANETTE HAS ANNOUNCED THIS.
PAM SAYS DANHO IS WISHING TO GO TO ETHIOPIA. CAN WE WORK WITH HIM ON THIS PROJECT.
SHARI STATED THAT THE DISTRICT HAS CUT OFF ALL ADDITIONAL REGISTRATIONS FOR THIS PROJECT.PAM HAS A NEW MEMBER PROPOSAL BUT DOES NOT AT THIS TIME HAVE THE PROPER PAPER WORK COMPLETED. THE PERSON'S NAME IS JAN -------------------------------. PAM MOVED AND _____________________SECONDED THAT THIS JAN ___________________BE APPROVED FOR APPLICATION FOR MEMBERSHIP. MOTION PASSED. LET'S GET THE PROPER PAPER WORK DONE.
THE CHAIRMAN MOVED THAT THE MEETING ADJOURN. 9:05 A.M.
BILL MORAN, SECRETARY Return to Index