LAKEHEAD ROTARY CLUB MINUTES OF BOARD MEETING WEDNESDAY, JUNE 6, 2012 A regular Board Meeting was held on Wednesday, June 6/12 at 5:00 p.m. Edward Jones Office 220 S. Edward Street ATTENDANCE: P. Carr (Chairperson) S. Lychowyd R. Kehrig G. Brescia T. Lynch A. Kozlo *N. Lavoie *K. Ratz *D. Teeple [*2012/13 Directors] ABSENT/REGRETS: D. Morrison G. Armstrong M. Papich L. Joy J. Frape SERVICE DIRECTORS: G. Brescia A. Kozlo [Community Service] [International Service] Vacant B. Butuk [Vocational Service] [Club Service] Vacant G. Stewart [A] [New Generations Service] Foundation/PolioPlus George Armstrong [A] Clint Kuschak [Canada Club Service] [Communications] 1. APPROVAL OF THE AGENDA: Moved by: B. Butuk Seconded by: A. Kozlo THAT THE AGENDA BE APPROVED AS AMENDED. 2. APPROVAL OF MINUTES: Moved by: G. Brescia Seconded by: A. Kozlo THAT THE MINUTES OF THE MAY 2, 2012 MEETING BE APPROVED. 3. PRESIDENT S REPORT: a. President s Report Paul reported that he plans to attend the Easter Seals donor recognition event at the Valhalla Inn on Thursday. Our Club donated $500 to Easter Seals this year. He also noted that Jill Zachary of the FW Club is hosting some visitors from India this weekend and hoped to have some representation from each Club at a dinner at Giorg Ristorante on Saturday. Paul also reported that he planned to make a special presentation to Don and Betsy Morrison at the President s BBQ on June 14 th. He plans to acknowledge their years of service to the Youth Exchange program and for many students as host parents. This will take the form of a pair of custom folding camp chairs with their names embroidered along with our Club s name and the Rotary emblem. In addition, the Club will award Betsy with a PHF for her service to our Club. This is in recognition 1
of her work with Don on the YE program as well as the Terry Fox Run. The Club is using some of its points for this special recognition. b. President-Elect Report: 1. Club Organization for 2012/13 [progress report] Allan reported that the Service Directors are now in place as follows: Gail Brescia Paul Carr Roy Lucas Bill Butuk Norm Lavoie Sandy Lychowyd Director Community Service Director International Service Director Vocational Service Director Club Service Director New Generations Service Director Canada Club Service Club Officers are also confirmed and many of the Committee Chairs are filled. The next step will be to assist those Chairs to recruit members for Committees. 2. Club Goals for 2012/13 [progress report] Allan completed and submitted our Club Goals form by the prescribed deadline. The Club s goals have been shared with the members and he will reiterate the plan and goals at the start of his term. 3. District Governor Visitations The new District Governor Don Cavalier will be in our area in mid-july for meetings with local Clubs and their Boards. Our Directors meeting with the DG will take place on: TUESDAY, JULY 17 6:00 P.M. VALHALLA INN 4. TREASURER S REPORT: a. Financial Statement: DG Cavalier will make his formal presentation to our members at our regular meeting on THURSDAY, JULY 19. b. Member Dues 2012/13 C. Kuschak reported that 17 members had paid their dues and a second notice/invoice has been sent to those who have not yet paid. 5. SECRETARY S REPORT: a. Attendance Report: Attendance for May was: 46%. 6. REPORTS AND BUSINESS ARISING FROM MINUTES: a. SERVICE DIRECTORS REPORTS: 1. Membership Recruitment & Development: a. No new candidates were reported today though Bill and Sandy are working on some prospects but news may not come until our new Rotary year. Sandy noted that Rene 2
Gurtner is no longer with the Valhalla Inn and he is unlikely to continue as a member. He is a paid-up member until June 30 th so the Board will have to consider his standing in July when the Board receives the first report on all unpaid dues. The Club has not received any requests for leaves of absence or any other notices from members. Kathryn Kempton and Real Bouchard have both indicated their intentions to continue their membership and both have received their dues invoice. Larry Joy s continued [active] membership in our Club will be dependent on his health. 2. Donations Committee: a. C. Kuschak provided a statement to illustrate the Club s donations and corresponding allocations revenue for the current year. All funds have been committed. He reported that the Rotaract Leadership Camp was held on the weekend so the Club s sponsorship/donation of $500 will be forwarded to the Rotaract Club. This donation is applied to the 2012/13 Rotary Year [Allan s term] and the funds will be coming from the proceeds from the 2011 Shrimp Fest. The second half of the commitment to HAGI [$2,500] will be made as soon as the Shrimp Fest is settled. If all of the remaining shrimp is sold, the Club will be able to issue that cheque to HAGI. C. Kuschak reported on another request for sponsorship/donation from the John Howard Society. This relates to a Seminar Escaping the Streets A Sex Trade Education Seminar to be presented in the community on June 19 th. Members present were in support of this request. Since the 2011/12 funds are totally committed, a donation for this event would have to come from the 2012/13 allocation, ie. the proceeds of the 2011 Shrimp Fest. S. Lychowyd declared a potential conflict of interest in this matter and did not participate in the discussion or vote. Moved by: B. Butuk Seconded by: N. Lavoie THAT A DONATION OF $300 BE APPROVED FOR THE SPONSORSHIP OF THE SEMINAR PRESENTED BY THE JOHN HOWARD SOCIETY. 3. Programming: a. Program Director B. Butuk provided a summary of scheduled presentations. He has started to book speakers for August and beyond. 4. Canada Club: a. Sandy and Clint reviewed some of the business arising from the May 31 st CC meeting. STUDENT EXCHANGE PROGRAM: The issues related to the Student Exchange program our Club s withdrawal from the program and the resulting sponsorship of an inbound student from Mexico by the PA Club are being resolved. Sandy has agreed to serve as the student s counsellor while he is here and she is attempting to contact the PA Club s YE Officer to discuss this in more detail. Our Club/members will also assist with the cost to transport the student to the District Conference and for other program-related transportation. Our Club has been asked to also consider the monthly allowance normally paid to an Exchange Student. Since this cost is paid out monthly rather than in a single payment, the members present felt that the Club could manage this cost based on anticipated revenues through the year. 3
Moved by: B. Butuk Seconded by: R. Kehrig THAT THE YOUTH EXCHANGE STUDENT FROM MEXICO RECEIVE A MONTHLY ALLOWANCE FROM OUR CLUB IN THE AMOUNT OF $100. ROTARY CHRISTMAS PARADE: The OPP have apparently decided to completely withdraw from the Parade. This means that the planning committee will no longer have an OPP representative for the organization of the event. This also means that the parade insurance covered by the OPP as a significant financial sponsorship will be gone. Parade insurance can be very costly and the event does not generate any revenue and it is unlikely that the three Clubs will support this added cost. The Parade committee is investigating this cost and other implications of the withdrawal of the OPP. A related issue is the ability of the Parade committee to engage all of the police services that are brought to the event [without charge] thanks to the leadership of the OPP. This could be another significant cost as the event can not be held without significant presence of uniformed offers, police cruisers, logistics, etc. Karl is currently Co-Chair of the Parade and will contact the Thunder Bay Police Association to determine their interest in continuing to co-ordinate this aspect of the Parade as a donation. A PROPOSAL TO AID GEORGE JEFFREY CHILDREN S CENTRE: C. Kuschak reported that a member of the FW Club has promoted the idea of the three local Clubs building and entering a soap box in the 2013 George Jeffrey Soap Box Derby fund raising event. The car would bear the Rotary emblems, etc. and be another way for our Clubs to support George Jeffrey Children s Centre. This item will likely be discussed further at subsequent CC meetings. The next Canada Club meeting is scheduled for Thursday, July 26 th time and venue to be confirmed. 5. Rib Fest: As reported at the CC meeting, the BIA has excused the FW and Lakehead Rotary Clubs from participating in the event. The BIA wants to keep all of the revenue from the beer tent component to help pay for the cost of the overall event currently estimated at $25,000. This was apparently not known to the organizers when Rotary Clubs were given the option to run the beer tent as a fund raiser for the benefit of the community. In consideration of the work already put in by members of the FW and Lakehead Club, the BIA will donate $1,750 from this year s Rib Fest to the Dew Drop Inn. This is a one-time donation. There are some bad feelings between members of the BIA and FW Rotary which will take time to heal. COMMUNITY SERVICE: 1. Shrimp Fest 2011: G. Brescia provided a statement on the Shrimp Fest. All expenses are in and the only remaining revenue to account for is the proceeds from the sale of the remaining shrimp. At the moment, the Shrimp Fest is showing a profit of $ 5,955.30. If all of the remaining shrimp are sold at $15 per bag, the total profit will be $8,655.30 4
There are 180 bags of shrimp to sell and they are moving slowly. The members present were concerned with the shelf life of these frozen shrimp and elected to set a special price of $25 for two bags consistent with last year s event. This will result in a slightly smaller final profit but is hoped to move the shrimp quickly. 2. Shelter Relay: The annual Relay for Shelter was held on Saturday, June 2 nd at Chippewa Park. Our Club provided volunteers again this year to serve the beef n bun dinner service on site. Rotary Shelter House was unable to find a sponsor to cover the cost of the beef and other food items this year and our Club was unable to consider any contribution this year as all of its funds have been committed. The Club will be asked to consider some level of financial support next year for this aspect of the Relay to help Rotary Shelter maximize its profit from this major annual fund raising event. The PA Rotary Club provides all of the food for and serves the hot dog/burger lunch on site as its contribution. VOCATIONAL SERVICE: 1. No Report. INTERNATIONAL SERVICE: 1. Foundation & Polio Plus: NEW GENERATIONS SERVICE: 1. Rotaract/Interact Reports: 2. Youth Exchange Report: As reported under the Canada Club discussion. 3. RYLA: RYLA interviews were held on April 21 st. N. Lavoie assisted with interviews and our Club will be sponsoring Jennifer Brooks from Hammarskjold H.S. as its RYLA camper. The cost to sponsor a student if $475 plus some assistance with transportation. Our Club has mailed the registration fee and Norm covered the transportation fee for the trip from Duluth to Crookston to be reimbursed by the Club. This year s RYLA process was to involve the three local Clubs but ended up more or less in the traditional way of recent years PA and Lakehead working together and FW working on its own. This event should be a Tri-Club or Canada Club initiative with Clubs taking turns to lead the annual process [similar to the planning of the Rotary Anniversary event]. The incoming Presidents are encouraged to revisit this concept and set up an appropriate process through the Canada Club. b. DISTRICT BUSINESS: 7. NEW BUSINESS: a. CLUB VISIONING: A. Kozlo commented on the Club Visioning program offered by our District to all Clubs. The District is encouraging all Clubs to undertake a Club Visioning session and all four Clubs in our Area appear to be interested. Ideally, the Visioning facilitators would be in our 5
Area at one time to work with each Club individually. This would help to reduce the costs to the District and to each Club. The main costs for each Club are accommodations and meals plus meeting room costs for each Club session. The minimum participation level for each Club is 15 and should be 30 for larger Clubs. Members present expressed interest in a Club Visioning session and encouraged Allan to investigate date options in conjunction with the other Area Clubs. b. FLOOD RELIEF: President Paul reported that the FW Rotary Club has announced a pledge/donation of $50,000 from the proceeds of their Canada Day House Lottery. Our Club has limited means and the option favoured by members present was to pledge up to $1,000 as the Club s donation based on 1:1 matching of individual member s donations. Donations would be made to the Salvation Army [for the tax receipt] and the collection of these individual donations would start with tomorrow s meeting with final day being the June 21 st meeting. There was no word at the moment on possible matching of local donations by the Provincial or Federal Governments. Moved by: N. Lavoie Seconded by: G. Brescia THAT A DONATION OF UP TO $1,000 FOR THE LOCAL FLOOD RELIEF EFFORT BY MADE BASED ON A 1:1 MATCH OF FUNDS DONATED BY INDIVIDUAL MEMBERS. c. 2012/13 BOARD MEETING SCHEDULE: President-Elect Allan proposed the following schedule for Board Meetings in 2012/13: 04JUL12 01AUG12 05SEP12 03OCT12 07NOV12 05DEC12 02JAN13 06FEB13 06MAR13 03APR13 01MAY13 05JUN13 All Board Meetings would take place at 5 pm and be held at Don s office [subject to availability] Alternate venues will be determined as required from time to time. NEXT MEETING: WEDNESDAY, JULY 4, 2012 5:00 P.M. EDWARD JONES OFFICE 220 S. EDWARD STREET ADJOURN 6:25 p.m.. 6