Board Minutes
- President Kim opened the Board meeting by thanking everyone on the Board as this is her last Board meeting as Club President. Kim identified that this year’s Change of Command meeting will be held via Zoom, as an evening meeting on Thursday, June 25th (and it was noted that there will be no morning meeting that same day).
- Secretary Report (George A.)
- Minutes of the May 6, 2020 Board Meeting were reviewed and approved without further changes.
- Attendance for May 2020 = 56.42%; YTD (since July 2019) = 58.35%. Note that Satellite Club attendance numbers are NOT included in these numbers, since none were reported this month. Also, noted that overall attendance numbers are down from last year’s average of 67.58%.
- West Bay Rotary Membership Numbers are still at 89 total (86 active (10 are Satellite Club members) and 3 honorary members) as of Board Meeting.
- West Bay Rotary Calendar is being kept updated, however it was noted that ALL meetings and major Club events have been cancelled until at least end of June. The exceptions are the Habitat for Humanity build days and possibly the Camden town Light Post painting activities. It is still requested that all Committee/Event Chairs keep both Kim and George appraised on meeting date/time changes, so that we can maintain calendar and website current.
- The drafting of responses to DG Suzanne’s Criteria document is underway and largely complete; the largest void being identification of WBR member visits to other Rotary clubs.
- Website changes made this month included updating the Donation Request button for the Charitable Foundation to indicate our Club is ‘on hold at this time’; weekly meeting notes have been added; and added a selection to the updated Club Constitution and Club By-Laws under the Board and Committee page.
- Working on draft of the revised Club and Committee Organization Document, so that all Committees are included, as well as key Club and Board policy that is not already included in our ByLaws.
- Treasurer’s Report (Kristen)
- Kristen reported that as of the meeting, we had just over $7700 in the Club checking account, just over $17500 in our operating account, and just over $6600 in our savings account, with $8k earmarked for Scholarships and other dollars allocated for advance payments for the next Christmas Tree/Wreath sales. There have been minimal other expenses during the month. Overall Club financials are down from last year’s financials, due to the forced cancellation of key fundraisers (Ewaste Plus and Duck Derby). It was noted that these events may possibly occur in the fall, however, we need to be cautious moving forward, given the ongoing uncertainties associated with reduction of current pandemic restrictions.
- “Virtual” Buckets on the Table for June will again be for Knox County Homeless Coalition.
- The Board approved next year’s Budget for incoming President Ken Gardiner’s year.
- Membership (Loriman)
- Loriman proposed that all Club members help identify prospective members and invite them to our Club Zoom meetings. Loriman identified Isabella Benzie and Rob Powers will be joining us on upcoming Zoom meetings, as potential prospective members.
- Community Service (Mark)
- Mark indicated the Community Service committee will be meeting next week via Zoom, and requested that all help identify new ideas for projects.
- Sandy Cox updated the Board on the purchase of a Storage Trailer, including initial wrap alternative ideas, and identified the need for Liabiity Insurance for the Trailer. Sandy will make contacts for insurance quotes and also continue to explore options for wraps, which might include magnetics or poster frames mounted to trailer.
- New Business (Kim)
- President Kim opened the Board meeting introducing John Viehman and Megan Williams of United Midcoast Charities. John first updated the Board on the highly successful Matching Challenge, which resulted in $5873 donated and matched by West Bay Rotary’s $5000 donation. John and Megan then discussed their proposal for West Bay Rotary to continue with another matching donation effort for another $5000, as they felt that people are asking about more matching dollars for their donations and the fact that there is definite interest in the community in giving to the Rapid Response Fund, under our Matching Challenge Program. The Board approved the additional $5000, after reviewing and discussing current Club financials, and many expressed the fact that this matching program will provide more potential impact for the community than anything we might do within the Club itself.
- Secretary Report (George A.)
- Minutes of the April 1, 2020 Board Meeting and the April 14, 2020 Special Board ZOOM meeting were reviewed and approved without further changes.
- Attendance for April 2020 = 51.46%; YTD (since July 2019) = 58.55%. Note that Satellite Club attendance numbers are included in these numbers. Also, noted that overall attendance numbers are down from last year’s average of 67.58%.
- West Bay Rotary Membership Numbers are still at 89 total (86 active (10 are Satellite Club members) and 3 honorary members) as of Board Meeting.
- West Bay Rotary Calendar is being kept updated, however it was noted that ALL meetings and Club events have been cancelled until at least end of May. It is still requested that all Committee/Event Chairs keep both Kim and George appraised on meeting date/time changes, so that we can maintain calendar and website current.
- RI’s new revision of the Council on Legislation decisions has been published. George has completed initial review, and coordinated findings with Bruce Malone and Sandy Cox for their review. The recommended changes will be sent to the Board at upcoming meeting for approval (and then once agreed to, we will present to the full Club during May).
- Rule of 85 requests were approved by the Board for Terry Bregy and Bill Hartman (both medical).
- The drafting of responses to DG Suzanne’s Criteria document is underway and largely complete; the largest void being identification of WBR member visits to other Rotary clubs.
- Treasurer’s Report (Kristen)
- Overall Club financials are down about $10k from last year’s financials, due to the forced cancellation of key fundraisers (Ewaste Plus and Duck Derby). It was noted that these events may possibly occur in the fall, however, we need to be cautious moving forward, given the ongoing uncertainties associated with reduction of current pandemic restrictions. Operating funds are also reduced and there may be some need for member dues’ forgiveness. Invoices for the $37.50 portion of dues were sent during April, so we hopefully have needed monies to pay RI/District dues due early in new Rotary year.
- “Virtual” Buckets on the Table for May will be for Knox County Homeless Coalition.
- It was mentioned that Sandy Cox has completed the purchase of storage trailer for the Club, and that we have renewed our ClubRunner software for another year.
- Questions about Food quantities and overall costs are still being reviewed and have been adjusted during recent live meetings. Reviews will continue once we resume regular meeting dates/times. It was noted that there was less overall cost in January’s invoice.
- Next year’s Budget will be developed by Kristen, with discussion then amongst President Kim, President-Elect Ken and Secretary George during late May (for discussion at June Board meeting).
- Sponsorships (Leamon)
- Leamon identified that he has contacted all WBR sponsors about the postponements of E-Waste Plus and Duck Derby, and is working ideas with Deb/Ray (Public Image) to help promote/maintain annual sponsor visibility.
- Membership (Loriman)
- Loriman proposed that all Club members help identify prospective members and invite them to our Club Zoom meetings. Loriman identified Isabella Benzie will be joining us on upcoming Zoom meetings, as a prospective member.
- New Business (Kim)
- President Kim opened the Board meeting by indicating that we would be attempting a Club Meeting (tomorrow) on April 2nd, starting at 7;30am, and asked all Committee Chairs to be prepared to provide updates/status, similar to a regular Club Assembly.
- Secretary Report (George A.)
- Minutes of the March 4, 2020 Board Meeting and the March 26, 2020 Board ZOOM meeting were reviewed and approved without further changes.
- Attendance for March 2020 = 52.1%; YTD (since July 2019) = 59.60%. Note that Satellite Club attendance numbers are included in these numbers. Also, noted that overall attendance numbers are down from last year’s average of 67.58%.
- West Bay Rotary Membership Numbers are at 89 total (86 active (10 are Satellite Club members) and 3 honorary members) as of today’s Board Meeting.
- West Bay Rotary Calendar is being kept updated, however it was noted that ALL meetings and Club events have been cancelled until at least May 15th. It is still requested that all Committee/Event Chairs keep both Kim and George appraised on meeting date/time changes, so that we can maintain calendar and website current.
- RI’s new revision of the Council on Legislation decisions has been published. George has completed initial review, and coordinated findings with Bruce Malone and Sandy Cox for their review. The recommended changes will be sent to the Board at upcoming meeting for approval (and then once agreed to, we will present to the full Club).
- George noted that he has participated in the first 3 sessions of online (via ZOOM) PETS training. President-Elect Ken Gardiner and ADG Sandy Cox have also participated in select sessions. It was noted that a Secretary session, as well as one for Treasurers, will be scheduled after completion of the PETS Training sessions (most likely on the 13th and 20th of April).
- The drafting of responses to DG Suzanne’s Criteria document is underway and largely complete; the largest void being identification of WBR member visits to other Rotary clubs.
- Treasurer’s Report (Kristen)
- Overall Club financials: about $6700 in checking account; operating funds are reduced and there may be some need for dues forgiveness. Invoices for the $37.50 portion of dues will be sent out shortly, so that we have these funds in time to pay the July invoices from operating funds.
- Buckets on the Table for April will be for Big Brothers/Big Sisters.
- It was mentioned that Sandy is holding on purchase of storage trailer.
- The idea of a Reserve Account was discussed by the Board, to help address potential need for additional funds each quarter. It was agreed that there is a need to dedicate some funds, and it was recommended that donations be sought from the membership, prior to allocating other monies at this time.
- Questions about Food quantities and overall costs are still being reviewed and adjusted. It was noted that there was less overall cost in January’s invoice.
- Community Service (Mark)
- Community Service’s next meeting (likely on ZOOM on Tuesday, April 7th, will be initial discussion of Donation Requests that are received by the April 1st deadline.
- Sandy Cox discussed a summary from the 3/26 ZOOM Call and ongoing activity status associated with the Rotariansserving.org website, which will help connect local citizens with various community organizations during the Covid-19 pandemic.
- Fellowship (Lisa Dresser)
- The Yard Sale at the MRC is still scheduled on Saturday, June 13th at this time, with a decision to be made later.
- Foundation (Etienne)
- The paperwork has been completed and submitted for Ira Mandel’s MCRC project.
- It was noted that it is District Grant application time – it appears that Meals of Hope would be an excellent candidate for a West Bay application. Etienne was asked to lead the development of the grant application.
- Sponsorships (Leamon)
- Leamon identified that he has contacted all WBR sponsors about the postponements of E-Waste Plus and Duck Derby
- Club Administration (no report)
- Membership (no report)
- Vocational (no report)
- International (no report)
- New Business (Kim)
- Secretary Report (George A.)
- Minutes of the February 5, 2020 Board Meeting were reviewed and approved without further changes.
- Attendance for February 2020 = 59.15%; YTD (since July 2019) = 59.60%. Note that Satellite Club attendance numbers are included in these numbers. Also, noted that overall attendance numbers are down from last year’s average of 67.58%.
- West Bay Rotary Membership Numbers are at 88 total (85 active (10 are Satellite Club members) and 3 honorary members) as of today’s Board Meeting. John Tohanczyn resigned from the Club during late February, due to business and family pressures.
- West Bay Rotary Calendar is being kept updated, however it is requested that all Committee/Event Chairs keep both Kim and George appraised on meeting date/time changes, so that we can maintain calendar current.
- RI’s new revision of the Council on Legislation decisions has been published. George will make initial review, and coordinate findings with Bruce Malone and Sandy Cox for review, prior to bringing any recommended changes to the Board at upcoming meeting (and then once agreed to, we will present to the full Club). George noted that one area that the Board may need to discuss will be the future makeup of the Board and to help identify who are the voting members.
- George noted that he will be attending the PETS training in Quebec, along with President-Elect Ken Gardiner, President-Elect/Elect Mark Coursey and ADG Sandy Cox.
- Treasurer’s Report (Kristen)
- Overall Club financials are ‘as expected’ for this time of the year.
- Buckets on the Table for March will be for the Knox County Homeless Coalition.
- Previous savings account monies (about $10k) will be transferred to the West Bay Rotary Charitable Foundation now, as they were considered operating monies which had not been touched for several years.
- The Board voted their approval to transfer $12k to the Charitable Foundation for upcoming donation requests.
- $5900 was raised during Toboggan Parking project, and a net of $2360.04 was made at the Chili Challenge.
- Questions about Food quantities and overall costs are still being reviewed and adjusted. It was noted that there was less overall cost in January’s invoice.
- Membership (Loriman Looke)
- Loriman presented the name of Gwen Clemens for membership in West Bay Rotary. Gwen works as the GM at the Whitehall Inn in Camden. Kristen volunteered to be Gwen’s sponsor.
- No changes to the Satellite Club membership.
- Club Administration (Mark Coursey)
- The Community Service Committee will be meeting next Tuesday, to finalize changes to the Donation Request form (which will then be updated on our website) and also to discuss ideas associated with the strategic plan goals associated with Community Service.
- Community Service (Mark)
- March 21st will be a Habitat for Humanity build day, from 8 to 12 Noon (location TBA).
- Trina Kuykendall will be taking over as Chair of the Committee, with Tim Dresser as co-chair, given Mark will be President-Elect of the Club next Rotary year.
- It was noted that E-Waste Plus will be Saturday, April 18th.
- Fellowship (Lisa Dresser)
- The Loft at 16 BayView hotel is being investigated as a possible TikiTime site for springtime (likely a cash bar and some cost associated with room/snacks).
- Other possible events include an evening at the Trapt rooms in Rockport, and the Hope Orchards Barn (apple blossom time?).
- Foundation (Etienne)
- The paperwork has been completed and submitted for Ira Mandel’s MCRC project.
- It was noted that it is District Grant application time – it appears that Meals of Hope would be an excellent candidate for a West Bay application. Etienne was asked to lead the development of the grant application.
- Etienne shared some Rotary data associated with Club contributions (12 members give nothing; 25 meet the EREY; 37 sustaining members, and 3 members are Paul Harris Society eligible).
- Satellite Club (no one present)
- President Kim indicated she attended last meeting, where Kate Walker-Spencer presented about her short-term exchange to France, and Kim also identified that Youth Exchange is working with another student who was at meeting and will be going on a short-term this summer (Eliana Cortese).
- Vocational (no report)
- International (Susan)
- Susan identified that she is working to get a video from Oceanside HS and Watershed School students, who share their thoughts on the Camden Conference.
- Old/New Business (Kim)
- Secretary Report (George A.)
- Minutes of the January 8, 2020 Board Meeting were reviewed and approved without further changes.
- Attendance for January 2020 = 57.14%; YTD (since July 2019) = 57.40%. Note that Satellite Club attendance numbers are included in these numbers. Also, noted that overall attendance numbers are down from last year’s average of 67.58%.
- West Bay Rotary Membership Numbers are still at 88 total (85 active (10 are Satellite Club members) and 3 honorary members) as of today’s Board Meeting.
- West Bay Rotary Calendar is being kept updated, however it is requested that all Committee/Event Chairs keep both Kim and George appraised on meeting date/time changes, so that we can maintain calendar current.
- A reminder was made for Event Record inputs on those events already completed/planned during December/January. 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.
- RI’s new revision of the Council on Legislation decisions has been published. George will make initial review, and coordinate findings with Bruce Malone and Sandy Cox for review, prior to bringing any recommended changes to the Board at upcoming meeting (and then once agreed to, we will present to the full Club).
- Treasurer’s Report (Kristen)
- Overall Club financials are ‘as expected’ for this time of the year.
- Donations are being accepted (checks made to West Bay Rotary) to assist Bob and Stefanie Stiehler. As of Board meeting, over $500 had been collected from West Bay members.
- Buckets on the Table for February will be for Big Brothers/Big Sisters.
- President Kim announced her President Project monies will be given to New Hope for Women.
- Questions about Food quantities and overall costs are still being reviewed and adjusted.
- Strategic Monitoring Committee (Mary Sargent)
- Mary, along with Peter Berke, Jane Lafleur, Kristen Lindquist and Kim Milton, met to review the progress/implementation of the Club’s Strategic Plan. Most areas have already been started, in terms of implementation, with a couple of areas under Community Service requiring some added review/attention. George was unable to attend, due to illness, but identified that Event Records need to be completed in a timelier manner. Also, President Kim emphasized that Event Planning documents need to be developed by each Event Chair to aid future successors.
- Club Administration (Mark Coursey)
- Donation Awards will be made at tomorrow’s Club Meeting by Mark and Ken Gardiner, the Chair of the West Bay Rotary Charitable Foundation.
- The Board discussed the need to identify a more permanent storage location for all of West Bay Rotary’s Event equipment. The idea of a storage trailer or shed was identified, but no decision or action was taken by the Board at this time.
- The Community Service Committee will be meeting next Tuesday, to finalize changes to the Donation Request form (which will then be updated on our website) and also to discuss ideas associated with the strategic plan goals associated with Community Service.
- Membership (Joan LeMole)
- Joan presented the name of Rev. Dr. Ute Molitor for membership in West Bay Rotary. Ute is being co-sponsored by Noel Cox and Deb Hitchings.
- Also, Gwen Clemens from the Whitehall Inn is very interested in joining West Bay and will likely be nominated at the March Board meeting.
- No changes to the Satellite Club membership.
- Loriman Looke will be taking over from Joan as Chair of the Membership Committee, effective 1 February.
- Foundation (No Report)
- Vocational (No Report)
- Youth Exchange (No Report)
- Fellowship (No Report)
- Satellite Club (No Report)
- International (Susan)
- Susan identified that there will be strong participation at the upcoming Camden Conference, with the largest number of participants attending this year.
- Old/New Business (Kim)
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West Bay Rotary Board Meeting 1/8/2020
Attended: D Fink, R Fink, J Potter, S Cox, E Perret, M Sargent, K Lindquist, L Scott, s Butler, T Bregy, K Milton, B Heard, M Coursey, B Rubin, L Dresser, J LeMole, G Forrestall, K Gardiner, 1 Mandell
Secretary Report 55.91% for December and 59.3% YTD Reminder to all committee chairs to turn in committee member names to George. Reminded Peter to email attendance to George after each meeting.
Treasurers Report Solvent $11,000 transferred to Foundation account Tree Sales net about $9600 Ira reported to board the needs of the coalition. Need board members, and volunteers to work on projects like painting etc. West Bay Rotary is a big help at working on projects and can always use donations. Looking for volunteers for the grounds keeping committee. Meeting is Thursday Jan 9th at the Washington St house. Need to complete projects at the men's house we can request another grant. Painting project needs to be finished by the end of February so we can submit the reports to district. Going forward George Forrestal would like Ira to give us specific projects the club can work on and complete rather than an open ended list.
Meal planning
If large group of people are schedule to attend a meeting, let Sandy know if extra food is needed. Ask for more muffins instead of Croisants
Buckets on the Table Etienne will call to see if we can work with an Australian Rotary Club for submitting donations.
Strategic Plan Mary setting up a meeting with other members of the club to review the Strategic Plan for accomplishments. Make sure we are on track.
Community Service Mark Submitted request to Board. We have over $55,000 in requests and can only assist 11 with donations of $11,220
Motion to accept Recommendation from Community Service Chair to approve $11,200 in donations. 2nd and Approved Is Trekkers part of our territory? Approved Unanamously Yes
Donation requests will be presented at club meeting on February 6th, Will need extra food for Feb 6th.
Satellite Club Shelly Butler updated club on the Satellite Club Trivia Night fundraiser. 8-9 teams for trivia night. Theme is “So you think you know Maine" Meetings are 1st and 3rd Thursday of each month at Hoxbill 2nd floor.
Interact Kids will be runners at the Trivia Night at Snow Bowl. Also will serve as Pages in Augusta.
Membership Joan sent email to new owners of Adventure Advertising. She will be attending the Business After Hours event at Adventure Advertising on Wednesday Jan 6th.
Vocational Committee No report
Fellowship Escape Room (Trapt) in Rockport may be our event for February
Fundraising Baird, Edward Jones and Fullers renewing sponsorship
Chili Challenge Event 6 vendors to date. Shooting for 8 Event is Sat Feb gth at 16 Bayview St 4:30 – 7:30
Meal of Hope Event WE have 15 cases remaining to pass out We started with 130 cases. Have other meals available. Maybe not pack Mac & Cheese next time. Found new food pantries to support on llesboro.
New Business George, Sandy & Bruce will be updating the Bylaws to take into account the Satellite Club. Mark says Tim Dresser is sitting on committee to find out what projects Rotary can volunteer for at the Homeless Coalition.
Foundation $11,500 goal. We are at $7700. $16,000 last year $10,000 to date
Carolyn Feurgerson major donor, speaking at the club January 23rd. Fireside chat on Wednesday 1/22 at 5:30 pm
Motion to Adjourn