Board Minutes

Board and Committee Pages
 
West Bay Rotary Board Minutes -- Meeting of September 4, 2019
Attendees: George Abendroth; President Kim Milton; Kristen Lindquist; Jim Potter; Joan LeMole; Ray Fink; Deborah Fink; Etienne Perret; Sandy Cox; Peter Lindquist; Susan Dorr; Mark Coursey; Ken Gardiner
Meeting called to order by President Kim at 7:01 am.
  1. Secretary Report (George A.)
  • Minutes of the August 7, 2019 Board Meeting were reviewed and approved without further changes.
  • Attendance for August 2019 = 64.1%; YTD (since July 2019) = 65.1%.  
  • West Bay Rotary Membership Numbers are holding currently 89 total (86 active (10 are Satellite Club members) and 3 honorary members) as of today’s meeting.
  • West Bay Rotary Calendar updated with speaker updates for most of first 3 months of Kim’s year; Other Changes/additions to Club website completed [all Board members are asked to identify recommendations for changes to the Club’s website].
  • A reminder was made for Event Record inputs on those events already completed/planned during July and August. George will send another reminder email to those that need to respond prior to the next Board meeting, so that we can try to remain current with our recordkeeping.
  • An Email with sent to all WBR Members regarding “Snowbird” status this winter.
 
  1. Treasurer’s Report (Kristen)
  • The August Financial Report was discussed and approved by the Board. It was noted that the catering costs still need to be closely monitored, given the irregular billings that we receive. Also, a review of Leftovers is requested. No response has been provided to date by those actioned with looking at these costs. Mark was asked to investigate status of committee’s review.
  • Both RI and District annual dues have now been paid.
  • Approved waiver on meals for Bruce Peel.
  • September Buckets on the Table will again be for the Meals of Hope project. October and November Buckets will tentatively be planned for the Camden Area Food Pantry.
 
  1. Membership (Joan LeMole)
  • Joan indicated that the Membership Committee continues to discuss ideas associated with non-profit organizations becoming members of West Bay Rotary.
  • Bob Holmes has completed his Red Badge program, and a Blue Badge has been ordered for him.
 
  1. Interact (Joan)
  • The first meeting of the (CHRHS) Midcoast Interact Club was held last week. Tentative plans for a roadside cleanup in late September and again in the spring were discussed, along with doing concessions on weekends during the Christmas Tree sales.
  • Joan indicated that there is significant interest at the Watershed School in forming their own Interact Club.
 
  1. Foundation (Etienne)
  • The Meals of Hope Project was discussed in more detail at this meeting, and the Board voted to commit the Club for $3k (it appears that Mike Moore will be donating $1000, and therefore West Bay is committed to $2000).  There are also ongoing discussions for partnering with other area Rotary Clubs and local service organizations.
  1. Satellite Club (Peter Lindquist)
- The Satellite Club is now holding future bi-monthly meetings at the Camden Island restaurant.
- Peter was given action to determine/confirm if Francis Bray-Bateman is looking for a Leave of Absence from the Satellite Club (due to extended travel to Ireland).
- The Satellite Club has a webpage under the Board and Committee Pages on the WBR website. Peter is working with George and Sandy to develop inputs to add that explain Satellite Club meetings and activities.
 
  1. International (Susan)
  • No new report items
 
  1. Community Service (Mark)
  • Next meeting is tentatively planned on Tuesday, September 10th at Mark’s office/conference room.
  • A work project is being planned to repair planters and repair surrounding benches at the Chamber offices in Camden will be done on Friday, 9/13 and Saturday 9/14 (note date change from 9/7-8 weekend).
  • There is a need to discuss opportunities to work jointly with the Satellite Club.
  • Need to finalize the revisions to the Donation Request Form and Evaluation Process. Given the delay, we are accepting applications thru October 15th (even though current website indicates October 1st).
 
  1. Vocational (Jim)
  • The Entrepreneurship class will once again be offered this coming year, scheduled for Wednesday, October 9th thru November 6th at CHRHS. Signups can be done online through the Adult Education website.
 
  1. Youth Exchange (George F.)
  • No report
 
  1. Fellowship (Lisa)
- The next Fellowship event planned by Lisa and Jan Abendroth is a Sunset Sail on the Appledore, which is docked at the Camden Public Landing. It looks like Thursday, August 15th will be the night, as this is the night of the full moon. George was asked to send out a reminder email to all West Bay Rotarians (Done).
 
  1. RYLA (Kim)
- Two (2) RYLA Candidates had been identified (Genna Ciofolo and Hannah Sisk), however due to conflicts, it appears only Hannah Sisk will now attend.
 
  1. New Business (Kim)
- Tableclothes Laundering – Volunteer list for each month will be createdto lauder them, or volunteer can pay for them each week at CleanBee Laundry where Peter Berke has established a WBR account (Joan agreed to take month of September).
- A discussion on the use of a Credit Card system for payment of dues was discussed. The Board voted 12 FOR/2 AGAINST that no credit cards will be accepted for payment of dues. The Board will still allow for use of a credit card system for online donation requests and during fundraising events, such as Christmas Tree Sales.
 
Meeting adjourned at 8:06 am.
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West Bay Rotary Board Minutes -- Meeting of August 7, 2019
Attendees: George Abendroth; President Kim Milton; Mary Sargent; Kristen Lindquist; Jim Potter; Joan LeMole; Barbara Heard; Ray Fink; Deborah Fink; Etienne Perret; Lisa Dresser; ADG Tim Dresser; Sandy Cox; Peter Lindquist; George Forristall; Susan Dorr; Mark Coursey; Ken Gardiner; Bob Holmes
Meeting called to order by President Kim at 7:01 am.
  1. Secretary Report (George A.)
  • Minutes of the July 3, 2019 Board Meeting were reviewed, one correction made and then approved without further changes.
  • Attendance for July 2019 = 65.39%; YTD (since July 2019) = 65.39%.  
  • West Bay Rotary Membership Numbers are currently 89 total (86 active (10 are Satellite Club members) and 3 honorary members) as of today’s meeting.
  • West Bay Rotary Calendar updated with speaker updates for most of first 3 months of Kim’s year; Changes/additions to Club website completed, including addition of link for the Club’s major fundraisers on the WBR website, with additional changes ongoing during August (once again, all Board members are asked to identify recommendations for changes to the Club’s website (and provide inputs to George, preferably as soon as practical).
  • A reminder was made for Event Record inputs on those events already completed/planned during August. George will send a reminder email to those that need to respond prior to the next Board meeting, so that we can try to remain current with our recordkeeping.
 
  1. Treasurer’s Report (Kristen)
  • The July Financial Report was discussed and approved by the Board. It was noted that the catering costs need to be closely monitored, given the irregular billings that we receive. No response has been provided by those actioned with looking at these costs. Mark was asked to investigate status of committee’s review.
  • Both RI and District dues have now been paid.
  • $593.60 has been collected for the Backpack Program during July.
  • The West Bay Rotary Yard Sale made $1336.30, with these monies targeted for part of the Club’s Polio Plus (End Polio Now) donations.
  • August Buckets on the Table will again be for the Saltwater Classroom project.
  • The Board voted to move a total of $11000 to the Charitable Foundation, with 10 percent of that total ($1000) to be entered into the Endowment Fund.
  • The Meals of Hope Project was also discussed in more detail at this meeting, and the Board voted to commit the Club for $3k (it appears that Mike Moore will be donating $1000, and therefore West Bay is committed to $2000).  There are also ongoing discussions for partnering with other area Rotary Clubs and local service organizations.
 
  1. Membership (Joan LeMole)
  • Joan indicated that there are plans underway for a District Membership Committee/Meeting.
  • Joan also indicated that the Membership Committee continues to discuss ideas associated with non-profit organizations becoming members of West Bay Rotary.
 
  1. Interact (Joan)
  • No report since CHRHS is on summer break at this time.
  • Joan indicated that there is significant interest at the Watershed School in forming their own Interact Club.
 
  1. Foundation (Etienne)
  • Etienne reported as part of this year’s Polio Plus (End Polio Now) program, West Bay Rotary is planning to host a Mini-Golf Tournament. It is proposed for September 19th, starting at 5:30pm at the Golfers Crossing mini-golf course (located next to Blue Sky Cantina in Rockport). Additional details will be provided over the coming weeks.
  • An order for EREY stickers needs to be made as soon as practical.
 
  1. Satellite Club (Peter Lindquist)
- The Satellite Club will now hold future bi-monthly meetings at the Camden Island restaurant.
- Peter was given action to determine/confirm if Francis Bray-Bateman is looking for a Leave of Absence from the Satellite Club (due to extended travel to Ireland).
- The Satellite Club has now established its own Checking Account, with oversight by President Kim and Kristen.
 
  1. International (Susan)
  • No new report items
 
  1. Community Service (Mark)
  • Next meeting is tentatively planned on Tuesday, August 13th at Mark’s office/conference room.
  • Trina has agreed to be the co-Chair with Mark of the Community Service Committee.
  • The next Habitat for Humanity project will be done on Saturday, August 17th. Location is TBD, though it likely will be the Warren Street home in Rockland that we have worked on previously.
  • A work project is being planned to repair planters and repair surrounding benches at the Chamber offices in Camden will be done on Friday, 9/6 and Saturday 9/7.
  • There is a need to discuss opportunities to work jointly with the Satellite Club.
 
  1. Vocational (Jim)
  • The Entrepreneurship class will once again be offered this coming year, scheduled for Wednesday, October 9th thru November 6th at CHRHS. Signups can be done online through the Adult Education website.
 
  1. Youth Exchange (George F.)
  • During August, we will have a visit from our Short Term Exchange student, and George noted that $500 has been sent by the Y/E Committee to District 7780 for the Belfast student that is going to Mexico.
 
  1. Fellowship (Lisa)
- The next Fellowship event planned by Lisa and Jan Abendroth is a Sunset Sail on the Appledore, which is docked at the Camden Public Landing. It looks like Thursday, August 15th will be the night, as this is the night of the full moon. George was asked to send out a reminder email to all West Bay Rotarians (Done).
 
  1. New Business (Kim)
- Two (2) RYLA Candidates have been identified (Genna Ciofolo and Hannah Sisk). President Kim will be speaking again with both candidates and completing any required registration paperwork with them. It appears that Genna may have a conflict, so additional candidates need to be identified as potential backup replacement.
Meeting adjourned at 7:55 am.
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West Bay Rotary Board Minutes -- Meeting of July 3, 2019
Attendees: George Abendroth; President Kim Milton; Mary Sargent; Kristen Lindquist; Jim Potter; Joan LeMole; Leamon Scott; Lisa Dresser; Barbara Heard; Ray Fink; Deborah Fink; Etienne Perret; Lisa Dresser; ADG Tim Dresser; Sandy Cox; Peter Lindquist; George Forristall; Susan Dorr; Mike Moore; Trina Kuykendall
 
Meeting called to order by President Kim at 7:00 am.
  1. Secretary Report (George A.)
  • Minutes of both the May 1, 2019 Board Meeting and June 5, 2019 Board Meeting were reviewed and approved without changes.
  • Attendance for June 2019 = 65.32%; YTD (since July 2018) = 67.58%.  
  • West Bay Rotary Membership Numbers are currently 89 total (86 active (10 are Satellite Club members) and 3 honorary members) as of today’s meeting.
  • West Bay Rotary Calendar updated with speaker updated for most of first 3 months of Kim’s year; Changes/additions to Club website completed, including addition of link for the Club’s major fundraisers on the WBR website, with additional changes planned in August (after next Board meeting, as once again, all Board members are asked to identify recommendations for changes to the Club’s website (and provide inputs to George, preferably as soon as practical).
  • Responses to ADG Tim Dresser’s email has been sent, with copy to President Kim. We understand that additional questions and info requests are forthcoming from DG Suzanne through Tim for our Club/Board action prior to her Club Visit. Each Committee Chair will be asked to provide a written report summarizing the past year’s efforts and plans for the year ahead.
  • For President Mary’s year, the Club achieved 20 of 20 goals in Rotary Club Central, and as a result, the Rotary Citation with Presidential Distinction (Gold) should be received in the future from RI for the Year 2018-2019.
  • For President Kim’s year, our new Club goals have been entered into Rotary Club Central for the 2019-2020 Rotary Year.
  • New Paul Harris Fellows’ names and other updates have been furnished to Etienne, so that an updated Paul Harris Fellow Banner can be purchased.
 
  1. Treasurer’s Report (Kristen)
  • The June Financial Report was discussed and approved by the Board. It was noted that the catering costs need to be closely monitored, given the irregular billings that we receive.
  • July Buckets on the Table will again be for the Backpack Program project.
 
  1. Membership (Joan LeMole)
  • Bob Holmes was presented, approved by the Board for membership, and inducted to the Club during the month of June.
  • Joan indicated that the Membership Committee continues to discuss ideas associated with non-profit organizations becoming members of West Bay Rotary.
 
  1. Interact (Joan)
  • No report since CHRHS is on summer break at this time.
  • Joan indicated that there is significant interest at the Watershed School in forming their own Interact Club.
 
  1. Foundation (Etienne)
  • Etienne reported that our Club has given approximately 10 percent less than last year, and that there are 13 members (many Satellite Club members) that did not participate in EREY this past Rotary year.
 
  1. Satellite Club (Peter Lindquist)
- The Satellite Club held a successful trial meeting at the Camden Island restaurant, and will be trying the Vintage Room at 16 Bay View Hotel during July.
- Peter also indicated that the Satellite Club will be helping out at the Lobster Ride, and West Bay has also been asked to provide the parking support that morning.
- Peter was given action to determine/confirm if Francis Bray-Bateman is looking for a Leave of Absence from the Satellite Club (due to extended travel to Ireland).
 
  1. International (Susan)
  • The International Committee will hold their next meeting at the end of July (date to be added to West Bay Calendar).
  • Susan indicated that the Committee is working on developing a donation for Hands Across the Sea, continuing into this new Rotary year from efforts initiated during Past President Mary’s year.
 
  1. Community Service (Trina)
  • Next meeting is tentatively planned on Tuesday, July 16th at Mark’s office/conference room.
  • Trina has agreed to be the co-Chair with Mark of the Community Service Committee.
  • Attempts are being made to confirm the next Habitat for Humanity build dates (dates will be added to West Bay Calendar, once confirmed).
 
  1. Vocational (Jim)
  • The Entrepreneurship class will once again be offered this coming year, scheduled for Wednesday, October 9th thru November 6th at CHRHS. Signups can be done online through the Adult Education website.
 
  1. Youth Exchange (George F.)
  • $500 has been sent by the Y/E Committee to District 7780 for the Belfast student that is going to Mexico next year.
 
  1. Fellowship (Lisa)
- A West Bay Rotary Yard Sale is being planned at MRC for Saturday, July 20th, with any proceeds being earmarked for the Polio Plus campaign.
 
  1. New Business (Kim)
- Two (2) RYLA Candidates have been identified (Genna Ciofolo and Hannah Sisk). President Kim will be speaking with both candidates and completing any required registration paperwork with them.
- DG Suzanne Uhl-Melanson will be visiting West Bay Rotary for a Board Meeting on Wednesday, July 24th and attending our regular Club Meeting on Thursday, July 25th.
- Etienne and Mike Moore presented a brief overview of the Meals for Hope project, which garnered a lot of interest from the Board. An organizational meeting will be held on July 11th after our Club meeting, and as more information becomes available, plans will be developed for a meal-packing event, most likely during the fall, benefiting our local food pantries.
 
Meeting adjourned at 8:04 am.