December 2015 Board Meeting Minutes

Lake Chelan Rotary Board

Minutes

December 18, 2015

Location: Chamber of Commerce – Conference Room

Attending Board Members: President Jordana LaPorte, President- Elect Kevin Abel, Vice President Lester Cooper, Past President Jeff Fehr, Director Tiffany Gering, Rick Nedrow as proxy for Director Morgan Picton, Treasurer Terry White and Secretary Paul Schmidt.

Absent: Director Morgan Picton, Director Lexy Lieurance and Director Aaron Evans

Attending Club Members: none

The meeting was called to order at 11:35 AM by President Jordana LaPorte.

Approval of Minutes: Vice President Lester Cooper made a motion to approve the November 11, 2015 Board minutes as submitted with a second to the motion by President-Elect Kevin Able. Motion passed unanimously.

Secretary Report: Secretary Paul Schmidt reported “Membership Vitals” have been updated as of the end of November. Request was made to add phone numbers to “new Membership” forms and Vice President Lester Cooper quickly added the change during the meeting.

Attendance Report: Rick Nedrow provided a report on attendance for November. It was noted that Mark T. Hanson and Kari Kollmyer have dropped out of the Club. Also noted is attendance at the Dinner Party is not considered as a makeup event for attendance. Treasurer Terry White reported there are still eight (8) members that are 90 days late on dues.

Financial Report: President Elect Jordana LaPorte and Terry White reported the following:

Terry White asked if the Chase Bank Account could be consolidated and moved to the Washington Federal General Fund for ease of financial reporting. Vice President Kevin Abel made the motion to do so and Past President Fehr provided the second to the motion. Motion was approved unanimously.
Terry White reported it appears the Lake Chelan Rotary Club is nearing 84% participation of Club members in contributing the Rotary International Paul Harris Fund.
Proxy Rick Nedrow made the motion to approve the Financial Report and Past President Jeff Fehr provided the second. Motion was approved. President Jordana LaPorte abstained from voting.

Old Business:

Finalize Brisa’s Paul Harris Award – President Jordana LaPorte has been provided the Rotary International form for submittal to transfer Club PH points to grant Brisa a Paul Harris Award. It is noted only Club Presidents may submit for Club PH points to be transferred to an individual for the Paul Harris Award.
Paul Harris Certificate Awards – Still pending, but it was discussed on how nice the PH certificates look from Kirk McGovern’s former Club and maybe we could copy the same.
90th Anniversary – President Jordana LaPorte reported the celebration of the 90th Anniversary of the formation of the Lake Chelan Rotary Club is scheduled for April 26, 2016. A Club dinner is being planned at $40 per plate to be held at the Stehekin Room at Campbell’s Resort.
5 Year Strategic Plan – President Jordana LaPorte and Vice President Lester Cooper will prepare a draft plan for review by January 31, 2016 and submit to President-Elect Kevin Abel.
Update on Winterfest – Rick Nedrow reported that he and Director Morgan Picton have met and came up with the following recommendations for the Rotary Winterfest Food Concession:
Dogs and Brats only to be served.
New menu proposal is to also include chili in the Fritos “bag” as an offering.
Price for dogs, brats and chili in the Fritos “bag” has not been determined.
Still working on locating outdoor furniture.
Need to develop staffing list of volunteers to work in two (2) hour blocks.
When the menu is finalized, Rick will get to Lester so it can be posted on our website.
Radiothon – President Jordana reported the following points for the Radiothon plans to date:
March 26, 2015 is the date for the 2016 Radiothon.
Sponsors are now being actively sought.
Tiffany Gering has volunteered to assist in the pricing and brochure development. Pricing proposal will be available at the next Board meeting.
Sponsorships are being reviewed for price adjustment.
Proposal could include adding more gold eggs or having a level of gold, silver and bronze eggs.
Original sponsors will be allowed first right of refusal if sponsorship prices go up.

New Business:

Grant Request(s) – none at this time
Membership Proposals – Phil Beier is pending membership until the Membership Committee can interview him.
April Work Party – still pending. Discussion did ensue on how best to utilize the $4,280 donated from the Twin cities Rotary Club to benefit fire victims. More discussion to come.
Shelter Box Donation – 2015/2016 Lake Chelan Rotary Budget includes a $1,000 donation for the Shelter Box Program. Vice President Lester Cooper made the motion to approve the donation of $1,000 to the Shelter Box Program and Rick Nedrow made the second. Passed unanimously.
Changes to authorization amount for two (2) signatures – suggestion was made to simplify authorization for small dollar amounts by requiring only a single authorized signature. Motion was made by Rick Nedrow to modify Lake Chelan Rotary Club policy to require a single authorized signature for expenditures of $250 or less. Second to the motion provided by Director Tiffany Gering. Motion passed unanimously.
Dean Allen Memorial Ski-a-Thon – Discussion on the upcoming Dean Allen Ski-a-Thon Benefit included the following remarks:
January 23, 2016 is the date of the event at Mission Ridge
There is an account already set up in the Club budget to accept donations
Lake Chelan Rotary is the official sponsor of the event
After covering costs, all remaining proceeds go into the Scholarship Fund and are earmarked as the Dean Kelly Scholarship
Criteria for Dean Kelly Scholarship recipients is the student must demonstrate some success in overcoming adversity as opposed to only academic proficiency
$10,000 donation has already been accepted towards the Dean Kelly Scholarship fund
Potential Purchase of Event Tent – President Jordana LaPorte reported All Seasons Rental is selling six (6) large tents that are generally rented for large events. Discussion centered on the idea of the Club buying some of the tents to use and/or rent out for revenue. Board consensus was to have President Jordana LaPorte contact Wade Miller the owner and bring back purchase costs for the tents.

Director/Officer Assignments:

Vocational Service – Interact
Vice President Lester Cooper reported eighteen (18) Interact students will be in Christmas costumes to dance at Manson.
Vice President Lester Cooper reported the annual Kelowna retreat for Interact Students is coming up again this spring. The retreat topic will be “Adventures in Tourism Week” and involves an intense week of career learning about the tourism industry. Only one student from each School District is eligible to attend. The cost for one Interact student to attend is $500.
Past President Jeff Fehr made a motion to pay the $500 tuition for a Chelan Student and a Manson student to attend the upcoming “Adventures in Tourism Week” in Kelowna B.C. for a total of $1,000. Treasurer Terry White made the second to the motion. Motion was passed unanimously.
International Service – Vice President Lester Cooper reported the Lake Chela Rotary Club has paid $5,811 to a Kenya contractor for the construction of desks and toilets for the Nikoiale Primary School.

Good of the Order:

Vice President Lester Cooper recognized Director Tiffany Gering for her monthly donation to RI International via website, which has now totaled enough for Ms. Gering to receive a Paul Harris Award. No further action was forthcoming so a motion to adjourn was accepted.
Adjourned at 1:25 PM

Respectfully submitted,

Paul Schmidt

Lake Chelan Rotary Club Secretary