Board Minutes

1. 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).

2. 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.

3. 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.

4. 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.

5. 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.

6. Foundation (No Report)
7. Vocational (No Report)
8. Youth Exchange (No Report)
9. Fellowship (No Report)
10. Satellite Club (No Report)

11. International (Susan)

• Susan identified that there will be strong participation at the upcoming Camden Conference, with the largest number of participants attending this year.

12. 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

1. Secretary Report (George A.)

• Minutes of the September 4, 2019 Board Meeting were reviewed and approved without further changes.
• Attendance for September 2019 = 62.71%; YTD (since July 2019) = 63.03%.  Note that no Satellite Club attendance numbers are included in these numbers, given no reporting done.
• West Bay Rotary Membership Numbers are now at 88 total (85 active (10 are Satellite Club members) and 3 honorary members) as of today’s meeting. The resignation of Betsy Saltonstall will be shared with members at the next Club 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.  Yesterday’s emails about Community Service meeting and this Friday’s Youth Exchange meetings are two examples, which show we can do better as a Club.
• The DONATE Button has been separated from the Charitable Foundation Donation Request information, and George has been working to improve the visibility of current/more essential information on the website (looking at both desktop and cellphone viewing in doing this).  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 late August/September. 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. We will ask again at tomorrow’s Club meeting if there are any others to be added to list provided already to Kristen.
• The current West Bay Rotary Brochure, developed first during Peter Berke’s term as Club President is in need of revision/reprinting. After discussion, Deb Fink volunteered to look into revising the past Tri-fold brochure in lieu of this brochure, and will attempt to have it available for the Meals for Hope event in late October.
• 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 (and then the Club).

2. Treasurer’s Report (Kristen)

• No new financials were supplied this month, due to Kristen’s travels. At next month’s meeting, we will review both September and October financial documents.
• Approved waiver on meals for Barbara Heard, Ray Fink and Deborah Fink.
• Buckets on the Table for October and November will be the next 6 meetings for AIO Food Pantry, and then the following 6 weeks for the Shields Mission (heating assistance) coordinated by the Congregational Church.

3. Club Administration (Mark Coursey)

• The Board discussed the comments offered by Mark and Bruce Malone associated with the current food/billing concerns.  Rather than finalize a position at the Board meeting, Mark and Bruce (and several other volunteers) will now meet this Friday to develop specific recommendations on ways to keep overall costs within budget limits. Also, a review of Leftovers is requested.

4. Membership (Joan LeMole)

• Joan indicated that the Membership Committee continues to meet and reviewed a draft of their ideas towards membership for non-profit organizations becoming members of West Bay Rotary. Next step is inviting a couple of non-profit executive directors for a dialogue on proposed ideas.
• The Board approved a Leave of Absence request for Bob Holmes. Bob has already completed his Red Badge program, and he will receive his Blue Badge on his return.
• Joan was asked by DG Suzanne Uhl-Melanson to become a District Membership Trainer.

5. Interact (Joan)

• Additional weekly meetings of the (CHRHS) Midcoast Interact Club are being held, with increases in new membership, especially males.  A roadside cleanup was just completed, with another cleanup at the Snow Bowl later in October.  Also , there is a desire for the Interactors to sell concessions on weekends during the Christmas Tree sales.
• Joan identified that the members are seeking to purchase Midcoast Interact work t-shirts, that they can wear at their various events. Pricing is being finalized as sources are being contacted, and shirt selection/ordering is underway.

6. Foundation (Etienne)

• The Meals of Hope Project will be held on Saturday, October 26^th from 9 to 11am at the Elks Lodge in Rockland.  Donations now stand at about $4800 of the required $6k, with the Camden Rotary Club pledging $500 and the Rockland Rotary Club pledging $250.  Deb Fink will be publishing an email to all members to share additional information, and we are encouraging all members to share this with their friends, businesses and others in order to help solicit donations.

7. Satellite Club (Cindy Allen/Mark Bergelin)

8. International (Susan)

• Meeting this coming Monday.
• West Bay will send $2000 for Bahamas Relief ($1000 from Intl; $1000 from Club).
• Susan, as well as Peter and Patty Berke, will travel to Yucatan next month to meet with local Rotary club to review water project efforts.

9. Community Service (Mark)

• Next meeting is planned on Tuesday, October 8^th at 730am at Mark’s office/conference room.
• At the upcoming meeting, in addition to sorting out new Donation Requests to begin the review process, there is also the need to finalize the revisions to the Donation Request Form and Evaluation Process. Given this delay, we are accepting applications thru October 15^th (even though current website indicates October 1^st).

10. Vocational (Jim)

• The Entrepreneurship class has 4 attendees signed up, and will start on Wednesday, October 9^th thru November 6^th at CHRHS. Signups can be done online through the Adult Education website.

11. Youth Exchange (George F.)

• No report, though it was noted that there is a Youth Exchange meeting this coming Friday.

12. Fellowship (Lisa)

13. RYLA (Kim)

14. New Business (Kim)