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Athens Rotary Club Board Meeting Agenda
April 13, 2016 - 11:00 AM
Ohio University Inn, Wilson Room
Board Members: Andrea Reik, Dave Diggle, Jan Garske, Cita Strauss, and Jackie Collins
Club Members: Brandon Elliot, Bruce Wentworth and Ed Peterson
Call to Order:  Cita Strauss called the meeting to order at 11:07am.
Secretary’s Report:      Andrea Reik  
Reik presented the minutes from the March board meeting.                                  
Motion to approve March  2016 Board meeting minutes; motion by Strauss, seconded by Collins, motion     passes.
Reik presented three requests for leaves of absence from the Club: Mario Grijalva, Emilia Alonso Sameno and Richard Hogan.
Motion to approve a leave of absence for Mario Grijalva for June 2nd through August 15th and Emilia Alonso Sameno for May 1st through August 1st; motion by Diggle, seconded by Strauss, motion passes.
Richard Hogan requested a leave of absence for April 8th through September 22nd.  There was discussion by members of the board regarding this leave request.  Currently Hogan is behind on his financial payments to the Club.  Hogan will be meeting with Grijalva and Collins to discuss seeking applying for a Rotary Peace Center in Athens.  Discussion by the Board members on this leave request by Hogan along with handling of his Club debt.
Motion that Dick Hogan needs to be current on his outstanding Club debts by May 15th, if so, he will be granted a 90 day leave of absence, if his debts are not current by May 15th, he will be suspended from the Club, motion by Collins, seconded by Diggle, motion passes.
Board members discussed that with both Grijalva and Alonso-Sameno on leaves of absence, it is important that there is a plan in place to cover Rotary responsibilities.  It will be important that Collins and President Elect Mike Noel are briefed for this period to cover meetings, board meetings and Club business.
Reik reported that Ron Luce has submitted his resignation effective 4/12/16.  He had emailed Dave Diggle with concerns with the Club which resulted in his resignation.
Motion to approve the resignation of Ron Luce effective 4/13/16, motion by Strauss, seconded by Reik, motion passes.
Diggle requested that the Club approve exempt status for Harry Kaneshige, he meets the criteria for exempt status.
Motion to approve Harry Kaneshige for exempt status effective 4/13/16, motion by Diggle, seconded by Strauss, motion passes.
Treasurer’s Report:      Dave Diggle
Monthly Budget Update - Diggle reported that Club bills just went out.  He reported that there is $16,000 in outstanding bills.  He reported that the Club participation in the quarterly donation for Rotary International is increasing.  He reported that the Club sent $2,400 to RI for the last 6 months.  The Club received $1,000 for Ohio Health from Friends of India dinner.
Diggle reported that the Club has an operating balance of $20,000 so the Club is in good shape.  He reported that Camp Rotan has surplus in the line item and those funds could be used for the Rotary Fountain that needs some repairs.  The Club is using volunteers for the upkeep of the Rotary gardens.
Diggle informed the Board about the meal agreement with the OU Inn. The agreement is that the Club will pay for a  minimum of 55 meals per week, the Club will pay for meals above 55 members.  The OU Inn will alter the weekly meals with full meals or soup and sandwiches, This allows the Club to continue to maintain the same meal cost. The Club income for meals is at 75%, meal expenses are at 81%.
Motion to approve the March 2016 financial report: motion by Reik, seconded by Garske, motion passes.
Vocational Service Report:       Tom Gibbs - absent
Collins reported on the 4- Way test.
Club Service Report:    Tara Gilts - absent
Gilt has requested that the Club discuss the invocation guidelines, tabled until the May meeting.
Community Service Report:     Tom Pyle - absent
International Service Report:     Cita Strauss - no report
New Generations Report:         Jan Garske/Brandon Elliot
Interact - Elliott reported that there was a meeting with Jenny Stotts, AM rotary, Nelsonville Rotary, Elliott and Garske to discuss expanding Interact Clubs in the county.  Currently the Nelsonville Club is working to establish an Interact Club at Nelsonville York HS.  There was also interest expressed in expanding Interact into Federal Hocking, Trimble and Alexander school districts.  Garske indicated that Carrie Sheridan-Boyd  would be a good person to work on beginning an Interact Club at Federal Hocking HS.
Rotaract – Sushi Gawande and Garske met with AJ to establish the Rotaract Club on the OU Campus.  The Rotaract Club had a meeting to plan for beautification day, however only AJ and one other Interact  member attended.  The beautification activity will on 4/17 at the Gawande Garden.  AJ thought he would have 8 volunteers to work on the Garden.
RYLA  - There was a meeting about RYLA this morning.  Garske reported that there were 5 applications from Athens HS and 2 other applications from the rest of the county high schools.  Each of the 3 Rotary Clubs will be sponsoring 2 students and one alternate.    
President Comments:              Mario Grijalva – absent
Grijalva was absent due to an unexpected situation.  The Board briefly discussed the scheduling of the installation of officers before the leave of absence of Grijalva and Alonso-Sameno.  Possible induction date is April 25th.
President Elect Comments:      Emilia Alonso-Sameno – absent
Past-President Comments:       Jackie Collins
Collins discussed the spouse/partner proposed policy.  This policy will be taken to the Board and then to the membership for a vote.  The Club by-laws require two readings and then voting by 2/3’s of the membership of Club at the announced meeting. This proposed policy will be put on the website and announced at upcoming meetings.  The vote will be held on April 25th.
New Business:
 Camp Rotan – Bruce Wentworth
Wentworth reported that the Committee has met three times to discuss recommendations for the future of Camp Rotan.  The Committee came up with 3 recommendations:
--Athens Rotary keeps Camp Rotan
--Athens Rotary keeps Camp Rotan but works to encourage the use of the facility
--Athens Rotary sells or gives the camp away.
Wentworth stated that the facility is not useable for the Club as it is not ADA accessible.  The committee recommendation is that Camp Rotan be given to the City of Athens.  Wentworth reported that Mayor Patterson is in support of this idea.  Currently Gawande had donated property to the City and the City would seek easement from Gary Sarver so that there is contiguous access from city property.
The Board discussed next steps. The Board wanted to make the land available to only the city, if they are not able to do that, then the Club will revisit the options. The Board members also believe that it is important that the property remain known as Camp Rotan. 
It was noted that the Board has the authority to make decisions about Camp Rotan, however, members of the Board stated that the Club should have the opportunity to express their opinions on this issue.  It was decided that Wentworth will present this issue and options to the Club membership for input on May 2nd.
Rotary Fountain – Mike Noel reported that the Rotary Fountain in front of the Community Center is in need of repair.  The fountain was built over 10 years ago and needs to have tiles repaired and general upkeep.  Karen Vedder also expressed concerns about the bricks which were purchased.  Noel is getting quotes for repairs. 
Announcement of next meeting: Tentative. May 4, 2016 at 11:00 AM.
Prepared by:
Andrea Reik