Minutes of meeting July 14,2009

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ROTARY BOARD MEETING MINUTES -- July 14, 2009 (not yet approved)

The Athens Rotary Club Board of Directors met at noon on Tuesday, July 14, 2009, in the conference room on the third floor of the Castrop Center. In the absence of President Ismail Ghazalah, President-elect Jody Harris conducted the meeting until the arrival of President Ismail. The following members were in attendance: Cita Strauss; Betsy Baringer; Kay Johnson; Shawna Stump; Jody Harris; Dave Diggle; Karen Harvey; and Ismail Ghazalah.

On a motion by Betsy Baringer, seconded by Kay Johnson, the Board unanimously approved President Ismail's signature on a District Simplified Grant application on behalf of Good Works. The grant requests $2,000 from the district to match a Rotary Foundation grant of $2,000, with approximately $3,000 to be provided by Good Works. The money will be used to buy new bunk beds and mattresses for The Timothy House on Central Avenue. Rotary volunteers will be needed to help dissemble and remove the existing beds and, possibly, assemble the new beds, depending upon the terms of an approved bid for the beds.

The Board had a lengthy discussion regarding the brief stand-up Board meeting conducted the previous day after the regular luncheon meeting. The purpose of the stand-up meeting was to discuss the possible submission of a Rotary International Matching Grant Application, the submission date for which is approximately July 20, 2009. During today's discussion, the Board agreed that a stand-up Board meeting was not an appropriate occasion to discuss a measure which could ultimately have fund-raising or budgetary consequences for the Club. Further, one of our Board members was not notified of the impromptu meeting and was, therefore, not in attendance. The Board was also reminded of the Board policy requiring project plans/grant applications to be submitted to the Board in writing before a formal vote of approval is taken. As no formal vote was taken yesterday on the Matching Grant proposal to submit a joint project with the Federal Hocking School District and Rotary Clubs in India, the approximate amount of the grant being $9,000 with $3,000 to be provided by the India clubs; $3,000 to be provided by our Club; and $3,000 requested from Rotary International, the Board decided that Shawna will do her best to complete an application prior to July 20th, with information from and cooperation of the Federal-Hocking School District. If she can complete such an application in time, the Board will be notified by email of the details of the grant at which time the Board members can vote for approval or non-approval.

Betsy Baringer, representing the OU Inn but abstaining from any vote as a member of the Board, presented the Inn's contract proposal for the year August 1, 2009, to July 31, 2010. The contract will increase the cost of meals by $1.00, to $14.00, but will contain the same provisions regarding use of a private room; food service; staff service with gratuities; and use of audio-visual equipment. On a motion by Karen Harvey, seconded by Kay Johnson, the Board unanimously approved the contract. Betsy will submit the proposal for the Luncheon Meetings to Ismail for a signature with the increase to begin 8-3-09 thru 7-10-10.

Treasurer Dave Diggle provided everyone with a copy of a proposed budget for 2009-2010, as well as a Profit & Loss Budget vs. Actual for 2008-2009 and a bank account Reconciliation Summary for the period ending 6/30/09. The budget did not include the increased cost of meals as stated in the newly-approved contract with the OU Inn and will be corrected to reflect this. Following a discussion on other income and expense items as listed in the proposed budget, and on a motion by Karen Harvey, seconded by Shawna Stump, the Board unanimously approved the budget. In adopting this budget, the Board agreed that the $1.00 increased cost in meals will not be passed on to members of the Club, with a January 2010 review of this decision to take place. However, on a motion by Shawna Stump, seconded by Kay Johnson, the Board unanimously approved, effective July 1, 2009, billing guests and visiting Rotarians at the new $14.00 rate.

Those Board members who had brought committee lists submitted them to Ismail. Others who were not present or did not have a completed list were asked to submit them to Ismail as soon as possible. In discussing committee members, Cita pointed out that we must recruit a new advisor for the Interact Club. She will begin by seeing if Rotaract would be willing to assume this responsibility.

On a motion by Cita Strauss, seconded by Kay Johnson, the Board approved exempt status for Fritz Wheaton, effective as of July 14, 2009.

The meeting adjourned at approximately 1:30 p.m.

Respectfully submitted,
Karen Harvey, Secretary