West Bay Rotary Board Meeting Minutes - January 7, 2021 via Zoom
 
Attendees: President Ken Gardiner; George Abendroth; Kristen Lindquist; ADG Sandy Cox; Lisa Dresser; Deborah Fink; Ray Fink; Barbara Heard; Trina Kuykendall; Leamon Scott; Kim Milton; Peter Lindquist; Susan Dorr; Etienne Perret; Mark Coursey; Jim Potter; George Forristall; Mike Moore; Barbara Heard; JP Fecteau
 
Meeting called to order at 7:01am by President Ken Gardiner.
 
1. Secretary's Report (George)
            - Minutes from the December 2nd Board Meeting were reviewed and approved.
            - December Attendance: 57.31%; YTD= 55.39% (includes satellite club numbers included for December)
            - Membership still stands at 88 (85 active/3 honorary, includes 8 in Satellite Club). New member John Stokinger added this month, and Chum Berry has decided to not resign from the Club, so he has been restored to active status.
- West Bay Rotary website and Club Calendars are largely current, but always looking for member inputs for meetings and events, as well as a couple of event records.
 - George discussed the latest revised draft rework of the Club and Committee Organization Document, first introduced during the November meeting, and for which the revised draft was circulated to each Board Member/Committee Chair for review and comment. Major comments received were discussed at this Board meeting, with hopes that document will now be finalized and published during February for Club use. The most significant of these resolved comments is the reaffirmation of the Public Image/Public Relations, Sponsorship, and Fellowship Committees as separate, full voting privilege Committees in West Bay, and that there will be no separate Fundraising Committee at this time.  Also, it will be noted that all Event Chairs will now report directly to the Club President each year.
 
2. Treasurer's Report (Kristen)
            - Treasurer's Report was approved
            - Overall, the Club financials are still very tight at this time, with available funds used to payout 2 scholarships and transfer the Raffle profits for distribution.
The Balance Sheet shows that we have about $15k less than last year, but yet our overall Net Income at this time is about $10k better than last year.
            - The Club’s Committees have been asked to hold on spending potential funds until Club funds increase, likely into the new calendar year.
            - On A/R Aging, reminders have been sent to those Members that have overdue dues.
            - It was noted that the District Grant check for Meals of Hope for $2500 has been moved to the Foundation bank account.
            - It was noted that the Club will get relief from District leadership for dues due in January, though we will still be obliged to pay RI dues.
           
3. Buckets on the Table will be for the Shields Mission through mid-January 2021, and then the New Hope for Women will be from mid-January through February. President Ken asked that Midcoast Recovery Coalition be included later in year, in conjunction with his President’s Project.  It was also noted that Public Image will still promote our fundraiser efforts here, especially for those outside the Club (similar to what we have been doing for the Shields Mission project).
 
4. Club Administration (Lisa)
            - President Ken identified that the Club will have a new Treasurer, Tim Dresser, starting next Rotary year (with the 2021-2022 Rotary Year).
           
5. Interact (Joan)
            - President Ken announced (for Joan) that the Interact Club will be working the weekend of December 12/13 at the Christmas Tree/Shop sales, where they will also be selling ornaments.
 
6. Membership (President Ken for Joan LeMole)
            - Jim Povec, a former Rotarian, who lives in Camden, is being put forth for membership, with Jane Lafleur as his sponsor. George will contact Joan to get Jim’s membership application process started, and he will order Blue Badge (but no Red Badge, given we are not meeting in-person).
            - President Ken identified that he has spoken to Chum Berry, who is interested in rejoining West Bay (rescinding his resignation), as he qualifies for Rule of 85. George contacted Chum and got his membership reinstated.
            - President Ken will be contacting Jessica Kent, who has asked for a Leave of Absence for personal and business reasons, so that she understands the status of her dues payments.
 
7. Satellite Club (Peter Lindquist for JP Fecteau)
            - The next Satellite Club Meeting will be on December 10th via Zoom.
            - The Satellite Club will be working delivering Christmas Trees the weekend of 12/13 December (Curbside Conifer project).
 
8. International (Susan Dorr)
            - No December meeting was held, so no major items until the January Committee meeting is held.
 
9. Rotary Foundation (Etienne)
            - District Grant ideas are being solicited starting now for Mark Coursey’s year (2021/2022), as applications are due/monies will be available starting in May 2021.
            - Etienne reported that we are doing very well with EREY and Annual Fund contributions as a Club.
 
10. Community Service (Trina)
            - In February, we will do another Habitat for Humanity Build day, with exact date to be scheduled.
            - Committee members are also supporting a fence repair project at the Camden Skate Park, which will be completed in the spring with a painting project.
- Trailer signage/wrapping has been put on hold due to limitation of funds.
- It was decided by the Board, based on Committee’s recommendation, to skip the spring cycle of Donation Requests, with reassessment of ability to resume to be done near end of this Rotary year.
 
11. Vocational (Jim)
- Jim has turned in to CHRHS that WBR will be offering $6000 in Scholarships this coming spring, which are then payable in January 2022.
 
12. Fellowship (Jan A.)
            - No report this month
 
13. Public Image (Deborah)
            - Nothing new to report, beyond current work on Shields Mission articles.
 
14. Sponsorships (Leamon)
-  Leamon  is working on developing a form of recognition for our current annual sponsors, and will discuss this further at a future meeting.
 
15. Youth Exchange (George Forristall)
            - George identified that a host family is being sought to support an International Student that will be attending CHRHS for the spring 2021 semester, being sponsored by the Pan Atlantic Foundation.
 
16. Meals of Hope (Etienne)
            - After considerable discussion and reactions on both sides of this effort, the Board decided (8 for/2 against) to postpone the Packing Event scheduled for Saturday, January 23rd, and will plan to revisit this topic at each subsequent month’s Board Meeting.
 
17. District Covid Response Project (President Ken)
            - District 7790 leadership is working to help raise monies for refrigerators and iPads for fire stations that will be used throughout Maine and Quebec for vaccination sites. The Board approved by a vote of 9 For/1 Against to provide a $500 contribution for this project.
 
18. School Banners from Rotary Clubs (President Ken)
            - The local Rotary Club leaders, from Rockland, West Bay and Camden, identified an idea to fund the purchase of banners to recognize teachers and administrators in 13 local schools in the area. The Board voted 2 For/8 Against the idea of providing funds for these banners, due largely to the limited amount of available funds currently in the Club.
 
19. Meeting was adjourned at 8:33am.
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West Bay Rotary Board Meeting Minutes - December 2, 2020 via Zoom
 
Attendees: President Ken Gardiner; George Abendroth; Kristen Lindquist; ADG Sandy Cox; Lisa Dresser; Deborah Fink; Ray Fink; Barbara Heard; Trina Kuykendall; Leamon Scott; Kim Milton; Peter Lindquist; Deb Hitchings; Etienne Perret; Mark Coursey; Jim Potter; George Forristall
 
Meeting called to order at 7:01am by President Ken Gardiner.
 
1. Secretary's Report (George)
            - Minutes from the November 4th Board Meeting were reviewed and approved.
            - November Attendance: 60.12%; YTD= 57.78% (includes satellite club numbers included for November)
            - Membership still stands at 86 (83 active/3 honorary, includes 8 in Satellite Club
- West Bay Rotary website and Club Calendars are largely current, but always looking for member inputs for meetings and events, as well as a couple of event records. Added event information for Christmas Tree/Wreath Sales and Curbside Conifers.
 - George discussed the draft rework of the Club and Committee Organization Document introduced during the November meeting. It was announced that this revised draft will now be circulated to each Board Member/Committee Chair for review and comment (with request for review of their respective committee section(s) in particular). Comments received will be discussed at the January Board meeting, with hopes that document will be published during January for Club use.
            - George made 2 Paul Harris Fellow Awards during November, using his personal points for the awards: Shelly Butler, Executive Director of PAWS (and a Satellite Club member) and Peter Fagonde, the Supervisor of Construction for Midcoast Habitat for Humanity.
            - The DG for 2023/2024 Rotary Year will be Tina Chapman of the Waterville Club.
            - Mark Coursey was asked to get with George to supply his initial 6 key officers for his Rotary Year, so that George can complete required reporting during December.
 
2. Treasurer's Report (Kristen)
            - Treasurer's Report was approved
            - Overall, the Club financials are very tight at this time, with available funds dedicated to Scholarship payments and the Christmas Tree Sales. The Tree Sales started very strongly this year, so the overall Net Income at this time is actually better than last year.
            - The Club’s Committees have been asked to hold on spending potential funds until Club funds increase, likely into the new calendar year.
            - On A/R aging, reminders have been sent to those Members that have overdue dues.
            - It was noted that the District Grant check for Meals of Hope for $2500 has been moved to the Foundation bank account.
            - It was noted that the Club may get relief from District leadership for dues due in January (which would give us some relief on approximately $4300), though we will still be obliged to pay RI dues (approximately $1225).
            - Other key upcoming expenses are Scholarships (6000 due/2000 deferred) , for which $6000 from the Tree Sales profits will be allocated.
 
3. Buckets on the Table will be for the Shields Mission through mid-January 2021, and then the Mid-Coast Recovery Coalition will be from mid-January through February.
 
4. Club Administration (Lisa)
            - President Ken identified that the Club will have a new Treasurer, Tim Dresser, starting next Rotary year (with the 2021-2022 Rotary Year).
           
5. Interact (Joan)
            - President Ken announced (for Joan) that the Interact Club will be working the weekend of December 12/13 at the Christmas Tree/Shop sales, where they will also be selling ornaments.
 
6. Membership (President Ken for Joan LeMole)
            - John Stokinger, a former West Bay Rotarian, has moved back to Camden and his name is being put forth again for membership, with Tim Dresser as his sponsor. George will contact Joan to get John’s membership application process started, and he will order Blue Badge (but no Red Badge, given we are not meeting in-person).
            - President Ken identified that he has spoken to Chum Berry, who is interested in rejoining West Bay (rescinding his resignation), as he qualifies for Rule of 85. George will contact Chum and work to get his membership reinstated.
            - President Ken will be contacting Jessica Kent, who has asked for a Leave of Absence for personal and business reasons, so that she understands the status of her dues payments.
 
7. Satellite Club (Peter Lindquist for JP Fecteau)
            - The next Satellite Club Meeting will be on December 10th via Zoom.
            - The Satellite Club will be working delivering Christmas Trees the weekend of 12/13 December (Curbside Conifer project).
 
8. International (Deb Hitchings, Acting Chair for Susan Dorr)
            - No report, as there was no meeting in November.
 
9. Rotary Foundation (Etienne)
            - District Grant ideas are being solicited starting now for Mark Coursey’s year (2021/2022), as applications are due/monies will be available starting in May 2021.
            - Etienne reported that we are doing very well with EREY and Annual Fund contributions as a Club.
 
10. Community Service (Trina)
            - Another Habitat for Humanity Build day is scheduled for Saturday, December 12th from 8:30am until 12:30pm at the Philbrick Avenue build site. We had a successful build day on November 21st.
            - West Bay members also supported a fence repair project at the Camden Skate Park.
- Trailer signage/wrapping has been put on hold due to limitation of funds.
 
11. Vocational (Jim)
- Jim indicated that there will be 2 scholarship participants on the 12/31 Zoom Club Meeting call.
-Jim has turned in to CHRHS that WBR will be offering $6000 in Scholarships this coming spring, which are then payable in January 2022.
 
12. Fellowship (Jan A.)
            - George, for Jan, reported that about $70 was raised from the Friends-giving Pie Event, where folks could volunteer to make a pie for someone else,  or they can choose to receive a pie (for a donation.
- President Ken mentioned that he is developing some ideas for Phone Trees, to help with reaching out especially to those West Bay Rotarians that have not been able to make Zoom calls or other activities over the past several months. More information to come next month.
 
13. Public Image (Deborah)
            - As a means of raising funds for the Club, Deb and Ray Fink have been working with Peter Berke to create a fundraising raffle called “Lucky’s Christmas Vacation Raffle”, using the raffle prize that Mike Moore had donated to Peter for last May’s Duck Derby. Raffle tickets will be $10.00 each or 6 for $50.00. The drawing will be held at 4pm on the last Sunday of Christmas Tree Sales (December 20th).  It was also announced that there will be 3 benefactors of the raffle proceeds: One Less Worry, Camden Area Food Pantry and the Shields Mission. The Board voted to approve the Raffle and the recipients of the raffle proceeds.
 
14. Sponsorships (Leamon)
-  Leamon and Kristen identified that 3 existing Annual Sponsorships have been renewed (Adventure Advertising, Rockport Automotive, and Camden Law).
- The Club will be asking all annual sponsors to participate in upcoming Club meetings, to recognize them and invite them to speak more about their businesses. The Board recommends that we plan to do this annually as a form of Annual Sponsor Appreciation.
 
15. Youth Exchange (George Forristall)
            - George identified that a young lady is applying now for next summer’s potential Exchange program.
 
16. Christmas Tree Sales (President Ken)
- After President Ken reminded everyone of the work signup for Tree Sales (westbaysignup.com), he also identified and thanked Tom Peaco and his son/friends, as well as Peter Berke and his guys from North Atlantic Painting, and the other Rotarians who were present for the Tree unloading. Ken also thanked those Members and others who supported the Tree Stand assembly on the Wednesday before Thanksgiving. Finally, it was noted that West Bay had an excellent opening weekend for Tree Sales!
 
17. Meals of Hope (Etienne)
            - The next Packing Event is now scheduled for Saturday, January 23rd, with materials arriving the prior Thursday and setup for packing on the prior Friday evening.
- Etienne indicated that our Club’s commitment is $2000, and President Ken is visiting all of the area clubs (Camden, Belfast and Rockland) over the next few weeks to seek support for this District Grant project. Etienne indicated that the Elks Club can still be used, and that he is currently planning to have 2 work shifts to keep proper social distancing and controlling the overall number of packers.
            - The Storage and Distribution of Meals was specifically noted as a subject that we need to develop a better plan for this year’s packing event.  We need help identifying recipients, and it was recommended that we get other Rotary Clubs in the area involved to help with the distribution.
 
18. Meeting was adjourned at 8:20am.
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West Bay Rotary Board Meeting Minutes - November 4, 2020 via Zoom
 
Attendees: President Ken Gardiner, George Abendroth, Kristen Lindquist, ADG Sandy Cox, Lisa Dresser, Deborah Fink, Ray Fink, Barbara Heard, Trina Kuykendall, Leamon Scott, Kim Milton, Peter Lindquist, JP Fecteau, Bob Holmes; Deb Hitchings; Etienne Perret
 
Meeting called to order at 7:02am by President Ken Gardiner.
 
1. Secretary's Report (George)
            - Minutes from the October 7th Board Meeting were reviewed and approved.
            - October Attendance: 54.4%; YTD= 57.2% (no satellite club numbers included for October)
            - Membership now stands at 86 (83 active/3 honorary, includes 8 in Satellite Club – It is with sadness that we report that Chum Berry has elected to resign and we thank Chum for his years of dedication and service to the Club.  It was noted that we are now a net 3 less in terms of total membership from the start of this Rotary year.
- West Bay Rotary website and Club Calendars are largely current, but always looking for member inputs for meetings and events, as well as a couple of event records.
 - At this time, we will not have a meeting on Thanksgiving, however,  it was decided we will have Club meetings on both Christmas Eve morning and the Scholarship Recipients will be on New Year’s Eve morning.
            - George discussed the draft rework of the Club and Committee Organization Document, which is a guidelines document within the Club that captures the various Committee roles and responsibilities, key Board policy decisions and the various documents we use in conducting club business. George thanked Bruce Malone and Sandy Cox for their support during the redrafting, and it was announced that this revised draft will now be circulated to each Board Member/Committee Chair for review and comment (with request for review of their respective committee section(s) in particular).
            - George identified that he has nominated 2 folks for Paul Harris Fellow Awards, using his personal points for the awards: Shelly Butler, Executive Director of PAWS (and a Satellite Club member) and Peter Fagonde, the Supervisor of Construction for Midcoast Habitat for Humanity. The goal is to make both awards to these folks during November.
 
2. Treasurer's Report (Kristen)
            - Treasurer's Report was approved
            - Overall, the Club financials are very tight at this time, with available funds dedicated to Scholarship payments and the Christmas Tree Sales.  It was noted that we need to investigate the payment status for the Wreaths, to see if final payment has yet been made.
            - The Club’s Committees have been asked to hold on spending potential funds until Club funds increase, likely into the new calendar year.
            - On A/R aging, it was recommended by the Board to allow for monthly payments for overdue dues, so that our members might catchup and get current.
 
3. Buckets on the Table will be for Camden Area Food Pantry through mid-November, then change to the Shields Mission from mid-November until mid-January 2021
 
4. Club Administration (Lisa)
            - President Ken identified that the Club will have a new Treasurer, Tim Dresser, starting next Rotary year (with the 2021-2022 Rotary Year).
            - Past President Kim Milton announced that a Past President’s Committee meeting was recently held. The Committee has asked and George Abendroth has accepted to be the Club’s President for the 2023-2024 year. The Committee is still discussing a potential nominee for the 2024-2025 year.
 
5. Club Endowment Fund (President Ken and Bob Holmes)
            - President Ken announced that Bob Holmes has volunteered to help develop ideas and various tools to help aid Club members in giving Endowment gifts to the West Bay Rotary Charitable Foundation. Bob’s prior work makes him specially qualified in helping West Bay to develop this much needed program.  It was suggested that once Bob craft some ideas and perhaps even develop a draft policy, at which time, we will then schedule a Zoom call amongst an identified committee to further develop/finalize (Bob Holmes, Mark Coursey, Tom Chester, Ken Gardiner, Deb Fink, Kristen Lindquist, and George Abendroth). Once completed, President Ken and Bob Holmes will present the proposed program to the full Club at a future meeting/call.
 
6. Interact (Joan)
            - President Ken announced (for Joan) that the Interact Club is looking to support a Habitat Build day during November, and will be looking for dates to work at the Christmas Tree/Shop sales one weekend.
 
7. Membership (Joan)
            - Nothing to report this month.
 
8. Satellite Club (JP Fecteau)
            - JP indicated the Painting Raffle raised about $2500.
            - The next Satellite Club Meeting will be on November 12th at Flatbread.
            - The Satellite Club will be working delivering Christmas Trees the weekend of 12/13 December.
 
9. International (Deb Hitchings, Acting Chair for Susan Dorr)
            - The Committee funded a project in Tanzania for $650. At this time, they have put a hold on other funding allocations, given the overall club financial position. Next meeting at the end of November.
 
10. Rotary Foundation (Etienne)
            - November is Rotary Foundation month, and Etienne is planning to conduct a workshop at one of our November Club meetings on Zoom, led by him and PDG Suzanne, for all members to learn more about how to put together a District Grant. This may help us to identify future candidate projects for District Grants.
            - President Ken, George A. and Etienne participated in District Foundation Training for the Club.
            - Etienne reported that we are doing very well with EREY and Annual Fund contributions as a Club.
 
11. Community Service (Trina)
            - Another Habitat for Humanity Build day is scheduled for Saturday, November 21st from 8:30am until 12:30pm at the Philbrick Avenue build site. The plans are to have a Build Day at least once a month going forward.
            - West Bay members also supported a fence repair project at the Camden Skate Park.
- Trailer signage/wrapping has been put on hold due to limitation of funds.
- It appears that West Bay Rotary may not participate in the Snow Bowl Toboggan races this year, as they may still be held but in a very limited way.
 
 
11. Vocational (Jim)
– Jim indicated that there will be 3 scholarship participants on the 12/31 Zooom Club Meeting call.
 
13. Fellowship (Jan A.)
            - George, for Jan, reported that Jan will be announcing plans for a Friends-giving Pie Event, where folks can volunteer to make a pie for someone else,  or they can choose to receive a pie (for a donation). The pie exchange will be planned to occur at Maine Sport on Wednesday, November 25th from 12 to 1, when others are gathered for tree unloading.
- President Ken mentioned that he is developing some ideas for Phone Trees, to help with reaching out especially to those West Bay Rotarians that have not been able to make Zoom calls or other activities over the past several months. More information to come next month.
 
14. Public Image (Deborah)
            - As a means of raising funds for the Club, Deb and Ray Fink have been working with Peter Berke to create a fundraising raffle called “Lucky’s Christmas Vacation Raffle”, using the raffle prize that Mike Moore had donated to Peter for last May’s Duck Derby. Raffle tickets will be $10.00 each or 6 for $50.00. The drawing will be held at 4pm on the last Sunday of Christmas Tree Sales.  It was also announced that there will be 3 benefactors of the raffle proceeds: One Less Worry, Camden Area Food Pantry and the Shields Mission.
 
15. Sponsorships (Leamon)
-  Leamon identified that they are revisiting all annual sponsors, with Christmas Trees the next event that we can promote.
- The Club will be asking all annual sponsors to participate in upcoming Club meetings, to recognize them and invite them to speak more about their businesses. The Board recommends that we plan to do this annually as a form of Annual Sponsor Appreciation.
 
16. Christmas Tree Sales (President Ken)
- After President Ken reminded everyone of the work signup for Tree Sales (westbaysignup.com), several members expressed their concerns and anxiety about the safety protocols for the Tree Sales. President Ken indicated he would speak with Tom Peaco and have him speak directly on this subject on upcoming Club meeting calls, so that everyone’s questions are addressed. The overall plan is to have a single person inside handling cash/credit card sales and others working outside, waiting in their own cars if needed, so that we maintain proper social distancing. Obviously, all folks will be wearing masks the entire team during their work shifts.
 
19. Meals of Hope (Etienne)
            - The next Packing Event is now scheduled for Saturday, January 23rd, with materials arriving the prior Thursday and setup for packing on the prior Friday evening.
- Etienne indicated that our Club’s commitment is $2000, and President Ken is visiting all of the area clubs (Camden, Belfast and Rockland) over the next few weeks to seek support for this District Grant project. Etienne indicated that the Elks Club can still be used, and that he is currently planning to have 2 work shifts to keep proper social distancing and controlling the overall number of packers.
            - The Storage and Distribution of Meals was specifically noted as a subject that we need to develop a better plan for this year’s packing event.  We need help identifying recipients, and it was recommended that we get other Rotary Clubs in the area involved to help with the distribution.
 
Meeting was adjourned at 8:37am.
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West Bay Rotary Board Meeting Minutes - October 7, 2020 via Zoom
 
Attendees: President Ken Gardiner, George Abendroth, Kristen Lindquist, ADG Sandy Cox, Lisa Dresser, Deborah Fink, Ray Fink, Barbara Heard, Trina Kuykendall, Leamon Scott, Mark Coursey, Gary Walker, Susan Dorr, Kim Milton, Peter Lindquist, Etienne Perret, Joan LeMole, George Forristall
 
Meeting called to order at 7:00am by President Ken Gardiner.
 
1. Secretary's Report (George)
            - Minutes from the August 2nd Board Meeting were reviewed and approved.
            - September Attendance: 57.96%; YTD= 58.3%
            - Membership stands at 87 (84 active/3 honorary, includes 8 in Satellite Club -- Francis Bray-Bateman of satellite club, who had extended LOA, has resigned
            - West Bay Rotary website and Club Calendars are largely current, but always looking for member inputs for meetings and events, as well as a couple of event records
 
2. Treasurer's Report (Kristen)
            - Treasurer's Report was approved
            - New invoices being sent on 10/4, along with reminders to those with aged invoicing
            - Yard Sale and Cornhole Tournament proceeds sent to WBR Charitable Foundation and Satellite Club accounts respectively.
            - The Book Club  will meet via Zoom on Tuesday, October 6th, starting at 5pm.
 
3. Buckets on the Table will be for Camden Area Food Pantry through mid-November, then change to the Shields Mission from mid-November until mid-January 2021. Deb Fink identified that our Club has received a $500 anonymous donation for the Food Pantry.
 
4. Backpack Program (Barbara)
            - Barbara reported that over $1200 has been raised this year, with some funds carried over from last year, that is funding this year’s program. Over 70 backpacks have been delivered now, with Facemasks included as a new item this year.
 
5. Club History Updating Project (Gary Walker)
            - Gary reported that he has been working with Terry Bregy and Bruce Malone on obtaining and reviewing past Club records, that will serve to help document the gaps in the Club’s history. Gary has been working on capturing information about each year of existence, using summaries written for some years, while identifying where he is still missing information. Mark offered the past records that he was working to scan for Gary’s review, and George A. will send recent year summaries and the Paul Harris Fellow records to help Gary’s efforts. Gary recommended that the Board look at modifying our current Bylaws to add a requirement for each President to be required to write a summary document of their year.
 
6. Interact (Joan)
            - Joan indicated that the Interact Club supported the Cornhole Tournament, raising $97.11 in the process.
            - There will be a Roadside Cleanup on Saturday, October 3rd, 9am at the Beech Hill Road and South Street.
            - The Interact Club is looking to support West Bay’s Habitat Build day on October 17th., and will be looking for dates to work at the Christmas Tree/Shop sales one weekend.
 
7. Membership (Joan)
            - Joan reviewed the current status of prospective candidates: (a) Isabella Benzie is back in graduate school and is uncertain about future meeting attendance, but will stay in contact; (b) Wendy and Dwight Leeper are starting activity again and are visiting various area clubs; and (c) Joan is reaching out again to Becky Brace to gauge future interest.
 
8. Satellite Club (Peter Lindquist)
            - Peter, spoke for JP Fecteau, and reported that $1400 prize from Cornhole Tournament will be awarded by winners to the AIO Food Pantry, with the check presentation scheduled for Thursday, October 8th’s meeting.
            - The painting raffle continues, with hopes to raise $3k from the sale of tickets. George will help provide an email to all Club members with raffle details.
            - The Satellite Club is planning to help at the Club’s Christmas Tree Sales during the weekend of December 18-20.
 
9. International (Susan)
            - Next meeting at the end of October
 
10. Rotary Foundation (Etienne)
            - November is Rotary Foundation month, and Etienne is planning to conduct a workshop at one of our November Club meetings on Zoom, led by him and PDG Suzanne, for all members to learn more about how to put together a District Grant. This may help us to identify future candidate projects for District Grants.
 
11. Community Service (Trina)
            - Another Habitat for Humanity Build day is scheduled for Saturday, October 17th from 8:30am until 12:30pm at the Philbrick Avenue build site. The plans are to have a Build Day at least once a month going forward.
            - West Bay members also supported last Saturday’s exterior painting of trim for the Midcoast Recovery Coalition home on Washington Street.
 
11. Vocational (Jim) – Nothing to report this month
 
12. Youth Exchange (George F.) - Nothing happening, so no report again this month
 
 
13. Fellowship (Jan A.)
            - No report this month. President Ken mentioned that he is developing some ideas for Phone Trees, to help with reaching out especially to those West Bay Rotarians that have not been able to make Zoom calls or other activities over the past several months. More information to come next month.
 
14. Public Image (Deborah)
            - Deb mentioned that an anonymous donation of $500 was made to the Food Pantry, via our West Bay Rotary Charitable Foundation website Button.
            - Deb identified that Courier Publications may come to do articles at the upcoming Habitat Build Day and an upcoming One Less Worry packing party.
 
15. Sponsorships (Leamon) -  Nothing new this month
 
16. Christmas Tree/Shop Sales (President Ken)
- The next Christmas Tree/Shop Committee meeting is scheduled for Monday, October 13th at 5pm. Ken reported that Tom Peaco, Event Chair, is on track with orders placed. The Committee is working on Covid guidelines with Maine Sports for the sale activities of both trees and in the shop.  Tom reported to Ken that the scheduling of shifts will be available to West Bay members in the coming week or so.
 
17. West Bay Rotary Facemasks (George A.)
            - George reported that 46 of the 47 facemasks have been delivered (the last one being picked up over the coming week at Rockport Automotive), with only 3 left from the original facemask order of 50 masks ordered by Gary Walker. We will need to check with Kristen to ensure all payments have been received for those masks distributed.
 
18. Parking at US National Toboggan Championships (President Ken)
            - Ken indicated that Steve Dailey had recently written to inquire if anyone has heard if the Toboggan Championships were being held in February 2021.  Sandy Cox had contacted Holly and reported that they are still planning for some form of Championships, with no specific details yet available. Steve has indicated he is willing to lead Parking efforts again, however, he has expressed concerns about what Covid guidelines will be imposed onto our efforts. 
- It was also noted that the Chili Challenge will likely not be happening during next year’s Championship weekend.
 
19. Meals of Hope (Etienne)
            - Etienne indicated that our Club’s commitment is $2000, and President Ken is visiting all of the area clubs (Camden, Belfast and Rockland) over the next few weeks to seek support for this District Grant project. Etienne indicated that the Elks Club can still be used, however, it was agreed by the Board that we may need to look at multiple shifts for this next effort. Etienne is also working to obtain the Naples, Fl Club’s plans as they have recently completed a Meals for Hope packing event.
 
Meeting was adjourned at 8:13am.
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West Bay Rotary Board Meeting Minutes - September 2, 2020 via Zoom
 
Attendees: President Ken Gardiner, George Abendroth, Kristen Lindquist, ADG Sandy Cox, Lisa Dresser, Deborah Fink, Ray Fink, Barbara Heard, Trina Kuykendall, Leamon Scott, Mark Coursey, Kim Milton, Peter Lindquist, JP Fecteau, Jim Potter, Etienne Perret
 
Meeting called to order at 7:01am by President Ken Gardiner.
 
1. Secretary's Report (George)
            - Minutes from the August 5th Board Meeting were reviewed and approved.
            - August Attendance (without Satellite Club numbers): 57.25%; YTD= 58.45%
            - Membership stands at 88 (85 active/3 honorary, includes 9 in Satellite Club -- note, we are still waiting for feedback on Francis Bray-Bateman of satellite club, who had extended LOA but has not resumed activity in club
            - West Bay Rotary website and Club Calendars are current, but always looking for member inputs for meetings and events
 
2. Treasurer's Report (Kristen)
            - Kristen indicated that we are down about $6k in income to date, but expenses are also down since we have not been meeting in-person
            - Expenses in last month included new Trailer insurance
            - Aging Summary was discussed - Ken and Sandy will be in contact with several members whose dues are greater than $100
            - Treasurer's Report was approved
 
3. Backpack Program (Barbara)
            - Barbara reported that over 70 backpacks have been delivered now, with more to come over the coming weeks.
            - A Children's Facemask program is being investigated and may be added to the backpacks going forward.  The Club learned of this effort via Laura Evans' daughter. Other sources of facemask purchases are also being investigated.
 
4. Alternate Meeting Location (Sandy)
            - Sandy reported that he, Mark Coursey and Dolores Hyssong have been working to develop details associated with potential alternate meeting location at the American Legion Hall in Camden. Space would accomodate a max of about 48 people, and we would need to borrow a speaker system, such as the one owned by the Chamber of Commerce. In lieu of rent, West Bay may be asked to purchase some new fiberglass tables, to help replace the old wooden tables at the hall.  There is no current date planned for restarting in-person meetings, as much of the discussion centered about working out details on how to conduct meetings safely and working to get members re-engaged, be it in-person or via zoom in a hybrid meeting format.  If restarted, the Board believes there should not be any food or drink allowed, in order to maximize the wearing of facemasks at the meeting. There is clearly the need to communicate all expectations to meetings and guests in advance of scheduling any meeting.
5. Satellite Club (JP)
            - George will adjust meeting details on Satellite Club website and on West Bay Calendar (2nd and 4th Thursdays, starting 5:15pm at Flatbread until further notice)
            - JP announced that the Cornhole Tournament committee is continuing to work on safety issues associated with conducting the tournament, including the decision to limit attendees to just the teams competing and those working the event (no spectators). To date, 8 teams have signed up and there are 6 sponsorships that have been secured. A raffle is planned for a painting that has been donated.
 
6. Membership (Joan/Loriman)
            - President Ken identified to the Board that Joan LeMole would be temporarily replacing Loriman Looke as the Membership Chair, given Loriman's increased work duties at Quarry Hill.
 
7. Interact (Joan)
            - President Ken reported that the Interact Club is still looking for an alternative meeting location, as outside visitors will not be allowed to enter CHRHS for now.
 
8. International (Susan)
            No report this month
 
9. Rotary Foundation (Etienne)
            Nothing to report this month
 
10. Community Service (Trina)
            - Another Habitat for Humanity Build day is scheduled for Saturday, September 12th from 8:30am until 12:30pm at the Philbrick Avenue build site.
            - Other projects being discussed include a wood delivery project for a club member and the exterior painting of trim for the Midcoast Recvery Coalition. Details are forthcoming.
 
11. Vocational (Jim)
            - The Entrepreneurship class is cancelled for this fall's Adult Ed program.
 
12. Youth Exchange (George F.)
            No report this month
 
13. Fellowship (Jan A.)
            - George reported on the planned Appledore II Sunset Cruise, scheduled for tonight.
 
14. Public Image (Deborah)
            - Nothing new to report
 
15. Sponsorships (Leamon)
            - Leamon mentioned that we are doing another round of promotions in local newspapers for our annual sponsors (timing for this is associated with now-cancelled Chowder Challenge)
 
16. MRC Yard Sale (Lisa)
            - Lisa reported that donations at this year's sale exceeded last year. To date, the income totals $3927, with additional possible donations coming from this week's continued sales.  Lisa indicated a very cooperative crowd, who followed the Covid guidelines of social distancing and wearing facemasks.
 
17. West Bay Rotary Facemasks
            - President Ken reported that the initial facemask order of 50 masks has been placed and delivery is expected to Gary Walker at the end of this week.
 
Meeting was adjourned at 8:03am.
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West Bay Rotary Board Minutes - Meeting of August 5, 2020 (via Zoom)
 
Attendees: President Ken Gardiner; George Abendroth; Kristen Lindquist; ADG Sandy Cox; Jim Potter; Barbara Heard; Deborah Fink; Ray Fink; Kim Milton; Loriman Looke; Lisa Dresser; JP Fecteau; Etienne Perret; George Forristall; Susan Dorr; Mark Coursey; Abe Dugal; Mark Bergelin
 
Meeting was called to order by President Ken at 7:01am.
 
1. Secretary's Report (George A.)
            - The Board minutes for both the June 3, 2020 meeting and July 1, 2020 meeting were approved.
            - July attendance was 59.41%, with the YTD (July thru June) the same. It was noted that we have done very well with Zoom meetings, though we still are missing a fair number of members each week. President Ken is prioritizing his calls to members to those that have not been regularly present on meeting calls.
            - Membership numbers are now at 88, with 85 active and 3 honorary; Satellite club membership is now at 9, due to resignation of Hannah Sisk from their Club, due to her new teaching responsibilities. We are still awaiting feedback from Satellite Club on membership status of Francis Brey-Bateman, who had previously been on extended LOA.
            - The West Bay Rotary website and calendar have been updated with new Rotary logos and officers/committee chairs for President Ken's year.
            - An email has been sent to all West Bay Rotarians requesting updated Membership data. At time of meeting, only 65 of 88 members have responded.
 
2. Treasurer's Report (Kristen)
            - The Treasurer's Reports for both June and July were approved by the Board.
            - Kristen summarized this past year's financials as 'not rosy', given we have not been able to conduct key fundraisers since the pandemic impacted the Club.
            - On recommendation from Kristen and Loriman, it was requested/decided that President Ken make contact with those members with overdue invoices.
            - Buckets on the Table for August will again be for the Backpack Program, which is being led by Barbara Heard.
 
3. Satellite Club (JP)
            - JP Fecteau, this year’s Satellite Chair, reported that their membership stands at 8 active members (note: currently 9, but checking status of Francis Bray-Bateman) and will advise George on outcome in coming weeks.
            - JP reported that the Satellite Club is working on a vision statement for their Club, discussing ideas with various members on the overall direction of their Club.
            - Sponsorship letters are being developed for the Cornhole Tournament, with the goal of getting 10 sponsors.  The plan is to have 40 teams compete, with the winner of the tournament to get net proceeds to donate to the local charity of their choice.
            - The Satellite Club is meeting 2nd and 4th Thursdays at 5:15pm at Flatbread.
 
4. Membership (Loriman)
            - Loriman reported that Isabella Benzie is interested in joining West Bay Rotary, and he is planning to folllowup during the coming month to address questions.
            - Loriman also asked that all Members be reminded to help identify prospective members.
 
5. Interact (Joan)
            - No report this month, though President Ken noted that there is currently no ability to meet at the High School, as outside visitors are denied access due to Covid guidelines. Options for alternate meeting locations are being investigated.
 
6. International (Susan)
            - Susan reported no significant changes from last meeting.
 
7. Rotary Foundation (Etienne)
            - Etienne reported no new changes from last month’s report.
 
8. Community Service (Tim)
            -  A Habitat build is scheduled for Saturday, August 8th.
           
9. Youth Exchange (George F.)
            - George reported that no one is travelling at this time, and that individual countries will have to be investigated for next summer.
 
10. Club Administration (Lisa)
            - Nothing to report
 
11. Public Image (Deb)
            - Nothing new to report
 
12. Sponsorships (Leamon)
            - No report, given Leamon’s absence
 
13. Fellowship (Jan)
            - George reported, for Jan, that Jan is setting up a Sunset Cruise trip on the Appledore for early September (9/2 is full moon), with details to be announced at tomorrow’s Club meeting and emails to members. West Bay can ‘own the boat’ for the evening if we can get 30 folks to commit.
 
14. Vocational (Jim)
            -  The next Entrepreneurship class is scheduled to start September 30th.  Sandy Cox will be working with Jim this year to transition leadership of this program.
 
15. President Ken then announced nominations for the “At-Large Member” positions on the Charitable Foundation Board: Barbara Heard, Mike Moore and Peter Lindquist.  The full Club will vote on these nominations at the next Club meeting.
 
16. Sergeant-at-Arms – President Ken announced that he wanted to do something different with this position for his year, so he plans to have a rotating, monthly Sergeant-at-Arms. His desire is based on attempting to get some members that are not necessarily active in many events to step-up and become a bit more active with the Club. It was recommended that a laminated card be developed with list of duties, so that we maintain consistency each month.
 
17. The West Bay Rotary Yard Sale will be held at the MRC on Saturday, August 30th from 8 to Noon.  Lisa Dresser is chair of event, and indicated donations will be accepted starting the prior Monday. Contact Lisa directly for more details.
 
Meeting was adjourned at 8:04am.
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West Bay Rotary Board Minutes - Meeting of July 1, 2020 (via Zoom)
 
Attendees: President Ken Gardiner; George Abendroth; Kristen Lindquist; ADG Sandy Cox; Jim Potter; Barbara Heard; Deborah Fink; Ray Fink; Kim Milton; Loriman Looke; Lisa Dresser; JP Fecteau; Leamon Scott; Etienne Perret; George Forristall; Susan Dorr; Tim Dresser.
 
Meeting was called to order by President Ken at 7:01am. The Board asked that Ken issue one integrated report package earlier in the week, rather than issuing each report seperately.
 
1. Secretary's Report (George A.)
            - The vote of the Board minutes for the June 3, 2020 meeting was deferred to next month, due to late issuance of meeting documents.
            - June attendance was 60.82%, with the YTD (July thru June) at 58.56%. It was noted that we have done very well with Zoom meetings, though we still are missing a fair number of members each week.
            - Membership numbers still stand at 89, with 86 active and 3 honorary; Satellite club membership remains at 10. Kim Milton's Rotary year ended at a net zero for membership, with 2 additions (Gwen Clemens and Ute Molitor) and 2 departures (Betsy Saltonstall and John Tohanczyn) during the past Rotary year. Club membership and new year officers were verified for RI invoicing.
            - Completed reporting on both Club Goals and DG Suzanne's Citation Criteria. West Bay Rotary met all goals with exception of Membership (total and new member goals).
            - The West Bay Rotary website and calendar have been updated with new Rotary logos and officers/committee chairs for President Ken's year.
            - An email has been sent to all West Bay Rotarians requesting updated Membership data. At time of meeting, only 18 members have responded.
 
2. Treasurer's Report (Kristen)
            - The vote of the Treasurer's Report for June was deferred to next month, due to late issuance of meeting documents.
            - Kristen summarized this past year's financials as 'not rosy', given we have not been able to conduct key fundraisers since the pandemic impacted the Club. Net income was down over $28k for the year, and assets were down over $24k. The new year budget needs to be voted on by the full membership, so George will send the budgets to all West Bay Rotarians for review, with vote to occur during the July 9th Club meeting.
            - Reminders on past due invoicing are being sent, along with the issuance of 1st quarter invoices.
            - Buckets on the Table for July will be for the Backpack Program, which is being led by Barbara Heard again this year.
 
3. Membership (Loriman)
            - Loriman reported that Isabella Benzie is interested in West Bay Rotary, while Rob Powers will likely join the Rockland Rotary Club, as he is a resident of Rockland. Wendy and Dwight Leeper's contact information was passed to Loriman, as they are relocating to Rockport/Camden and are interested in possibly joining us.
 
4. Interact (Joan)
            - No report this month
 
5. International (Susan)
            - Susan reported that $500 had been donated to 2 local organizations involved with direct support of asylum seekers that are new Mainers (Mainers in Need and Maine Needs).
 
6. Rotary Foundation (Etienne)
            - The District Grant Application for Meals of Hope, tentatively scheduled for the October/November timeframe, has been submitted.  If the Elks Club reopens, then we will be using that facility for the project. The goal is to pack another 25,000 meals, however, we are looking at various different food options for this year's project.
 
7. Community Service (Tim)
            - Tim Dresser and Trina Kuykendall are co-chairs of the Committee this year.
            - Next meeting is tentatively Tuesday, 7 July, if Sandy can help get on Zoom.
            - A Habitat build is scheduled for Saturday, July 11th.
            - The painting of Camden's lightposts was completed, however, the benches have not yet been completed due to lack of supplies from the town.
 
8. Youth Exchange (George F.)
            - George rerported that no one is travelling at this time, and that individual countries will have to be investigated for next summer.
 
9. Club Administration (Lisa)
            - Nothing to report
 
10. Public Image (Deb)
            - Nothing new to report
 
11. Sponsorships (Leamon)
            - Nothing new to report
 
12. Fellowship (Jan)
            - Jan Abendroth will be this year's chair....No report this month.
 
13. Vocational (Jim)
            - The 4 West Bay Rotary scholarship recipients will be invited to the December 31st meeting to share their experiences. Jim noted that he will be working with Tim Dresser to transition leadership of the scholarship program during this year.
            - The next Entrepreneurship class is scheduled to start September 30th.  Sandy Cox will be working with Jim this year to transition leadership of this program.
14. Satellite Club (JP Fecteau)
            - JP reported that the Satellite Club remains at 10 members, meeting twice a month. They are working to identify a speaker for at least one meeting a month. Next meeting is July 9th. Their next major fundraiser will be a Corn Hole Tournament.
            - It was recommended to move the Satellite Club report to immediately after the Secretary and Treasurer reports, as they are an integral part of the Club.
 
15. President Ken then spoke to the Board about his year's plans and the current status of various activities.  Ken indicated that Tom Peaco has been contacting vendors for this year's Christmas Tree Sales, working closely with Bob Rubin. Ken indicated that he will speak to the full Club at tomorrow's Club Meeting about his year's President's Project, which will focus on building coalitions and better relationships amongst the various organizations that support the Midcoast Recovery Coalition.
 
16. New Business
            - The West Bay Rotary Yard Sale is tentatively being planned for August.
 
Meeting was adjourned at 8:04am.