March 11, 2013

Sunrise Rotary Board Minutes

Attended:  Looney, Stephenson, Walker, Wright, Masuda, Allen, Eastman, Robertson

Absent:  Adamson

February Minutes – Accepted by Board

February Financials – Robertson Distributed financials.  Brought up problem with lack of monitoring of income, assets, cash in bank account.  It was suggested that Kris do her magic with the books.  A question was brought up concerning the Accounts receivable balance.  There is a former unpaid pledge, which was discussed.  It was decided we should write it off.  There were questions on the report from the bookkeeper.  It was suggested to have an audit to find answers, and that Kris lead the finance committee.  This was not approved, there will be further study on the problem.  Correction at April mtg.:  It was decided that the extra $50 donation by Looney to the Foundation, be applied to the Challenge Scholarship since his $100 is already paid.

The board approved the way Rotary National is paid for Foundation donations.

Bike Expo report – The Expo was excellent, good set-up.  Was very successful, all who helped were pleased.

Bike Committee Report – Things are going well, and all on the committee are working toward a great bike ride.

Brad reported about the bike jerseys, should we get the better jerseys?  It was felt by the board that if they were done well, people would buy them.

Float Report – It is wrapped and ready.  Work will continue, and everyone is pleased with the progress.  Finishing process will need volunteers.

Rotary Park – There was discussion concerning whether when we voted to give $1,000 per year for maintenance perpetually, or not.  It was decided by common consent that we would make the decision annually and that it is not perpetually.  We need to know what the needs are, what it is spent on, but we will agree to support the park annually.

District Conference – Discussion was, ‘what should the club be responsible to pay for’ if the member is required to go.  We have paid all conference expenses, which will continue.  

Credit card banking – Ron made a suggestion that we set up a bank account for acceptance of donations to Challenge Scholarship pledges to make possible the use of credit cards for donations.  Discussion was: Where to set up this account? monthly service charges be taken from regular budget?   After considerable discussion it was moved by Craig, seconded by Brad that an account be set up to strictly accept donations by credit card, and that transaction fees come from this account, further that this account be opened at US Bank.  The expenses for this, then, will not be a budget item, taken from the regular bank account.  This will be set up by the beginning of the next Rotary Year in June.

Looney adjourned the meeting at approximately 8:15.

Next Board meeting will be Monday  April 8, at 7:00 a.m. at the Wild Huckleberry.

Respectfully Submitted,   Carol Stueckle, acting secretary

February 11, 2013

Sunrise Rotary Board Minutes

Attended:  Looney, Rosenthal, Adamson, Stephenson, Walker, Wright, Masuda, Allen, Eastman

Absent: Robertson

January Minutes -  Accepted by Board. 

January Financials - Not presented at this meeting as Robertson absent.  Discussed carryover issues.  1) Noyd was approached by Allen to act as Treasurer but appears reluctant to do so.  Both Allen and Looney thought he might be amenable to act in an oversight capacity until Carrell is officially able to serve in late September (Carrell's membership began on 9/18/12).  Looney will ask Noyd about serving in this role.  Allen said at any rate, Carrell is willing to help with Quick Books.  2) Finance Committee - Allen suggested we institute this quickly and end Ed Paine's services which will save the club $200 a month.  He envisions this committees target responsibilities would include a) Coordination with committees on yearly budget numbers prior to the incoming Presidential year.  b) Maintain oversight of the budget and financial statements c) Keep up on investments and make recommendations to Board d) Report any problems with the financial statements to the Board.  Motion to form the committee (Wright) seconded (Adamson) that was followed by a suggested amendment by Stephenson.   After much discussion the motion became "to set up a Finance Committee to be chaired by the President Elect and also consist of the Treasurer and at a minimum of two volunteer members and that this committee begin it's official duties within 30 days from this date.  Passed Unanimously.  The Board agreed that once the Committee is brought together (Allen has volunteered to be one of the members at large) that they should make a recommendation to the board regarding their actual responsibilities.  Walker has a Finance Committee for United Way and will bring a copy of their responsibilities to the first meeting for this new committee to consider.  In addition Allen asked that Looney request that every committee submit their projected expenses through 6/30 by 2/25 and Looney agreed.  Masuda asked if the Youth Exchange travel expenses could be included in the current and future budgets.

Challenge Scholarship (CS)

Marketing at District Conference -Looney plans to take the CS video as this will be an opportunity to get exposure at the conference.

Funding by club members & match - Stephenson plans to continue to promote at all upcoming Feb meetings that each club member contribute at least $50 this month to be matched by anonymous donor up to $50 per member.  Also discussed Noyds suggestion that the club match $50 yearly each members contribution to the Salisbury fund.  Board likes the suggestion but until we know the budget is in the black the Board wasn't willing to commit.

Misc. -The Video is now on You-Tube.

Apple Blossom Float Disposition of Funds -  Looney was able to save the club $1k on the sports board as the Downtown Club agreed to use their Foundation points to purchase a Paul Harris Fellow for the winner.  He'd like to use that savings for the float.  Eastman asked about insurance for the float.  He made some suggestions including possibly seeing if Wayne could add this to his personal auto insurance.  Another thought is to look into adding it to the Museums insurance.  Walker also suggested looking at municipality insurance.

New Business

Authorize Funds for Intl Convention for Alan - Walker informed the board that he has already been reimbursed for the expenses.

Club Awards - Looney plans to submit our club for a number of awards.  He'd like to beat Chelan this year.

Volunteers - Walker shared that the United Way's website is set up now to act as a conduit for volunteers and projects looking for volunteers.

Looney adjourned the meeting at approximately 8:15 a.m.

NEXT BOARD MEETING Monday March 11 at 0700 at the WILD HUCKLEBERRY.

Respectfully submitted by:

Joanne Rosenthal

Sunrise Rotary Secretary

January 14, 2013

Sunrise Rotary Board Minutes

Attended:  Looney, Rosenthal, Adamson, Robertson, Stephenson, Walker, Wright, Masuda

Absent: Allen, Eastman

December Minutes -  Accepted by Board. 

December Financials - Not presented at this meeting and instead an overall review of the income and expense portion of the budget was undertaken following a meeting Robertson had with Looney.    The Board still agrees that a small committee should meet to create an investment policy and serve to advise the Board.  Wright would like to see the committee have specific items to work on and targets with timelines to the Board. Robertson wants to get budget converted to Quick books and will work with whoever becomes the new Treasurer.  During the Bylaws subcommittee meeting Noyd mentioned that he might need to take that on the Treasurer role.  Adamson said it's important that someone ask Noyd officially.  Is anyone going to take that on?  In addition Robertson was concerned about the budget showing a deficit.  It may be that the Bike Ride income will offset that and maybe that should be displayed as a projection?  Board decided to table further discussion on Budget till February.

Bylaws Update - Noyd, Robertson, and J. Adamson, & Allen met with Robertson to discuss changes and updates to the bylaws.  No recommendations to the Board came out of this meeting.  Robertson said the subcommittee did not feel it was prudent to amend the bylaws to include a change just to fill the Treasurer vacancy.  It was suggested by Stephenson and Robertson that the Past Presidents could work on cleaning up the bylaws and presenting to the board.  Looney will contact Noyd about bringing the Past Presidents together to do this work.  Out of the discussion came a motion by Walker to change the bylaws so that a member in good standing of 12 months be eligible for board membership.  Wright seconded the motion and the motion passed unanimously.  This proposal will need to go to the membership for a vote with a 2/3rds majority approval.  Walker will create the ballots and inform review the proposal with the membership at our 1/15/13 meeting.  Rosenthal to send Walker wording from motion.

Youth Exchange (YE) Program - Looney shared frustration with getting club ownership in hosting and socializing with our current YE Jonas and for our future YE commitment next year.  Lots of discussion.  Looney and Robertson did budget $175 per mo for hosts in 2012-2013 but still can't get hosts to fill Jonas's year.  As to the social part with other club members Wright said she would invite Jonas to dinner and make a list of things he'd like to do and then she will contact members on a personal basis to get commitments.  Rosenthal suggested for our future club social commitment, to our incoming, that we pass around a sign-up sheet labeled with the 12 months of the year and ask each member to sign their name under 1 month at least so they can plan ahead an activity to do with the inbound once they're here (understanding that exact an exact date in the month can come later).  Masuda is the lead on this and Looney thought that July would be a perfect month to pass the sign-up sheet around.  Masuda asked if Rotary funds were available for travel costs as he will need to travel with the kids at times.  Could be District funds but to know for certain board referred Masuda to Robin DeRock at the Downtown Club.  Still left to be determined who will host the incoming YE next year.

Rotary Park -  Financial review of budget shows $2k* for 2012-2013 and question was raised regarding the additional $1k.  Looney said that was $ owed for tiles.  Discussion by Robertson and Wright regarding the difficulty in getting receipts or invoices from the Downtown Club.  Following last months meeting and research on the 1k supposed commitment the Downtown club assumed we'd give them each year, the Board agreed that this commitment needs to be approved yearly, it is not an automatic expenditure, even though it was agreed the Park is a worthwhile project to continue where the budget allows.

Marketing Meeting on Challenge Scholarship (CS) - Committee would like to set a goal to double the Salisbury fund and felt the best place to start is with our own club and other Rotary clubs.  Stephenson said that an un-named donor is willing to do a 50/50 match for the month of February.   This person will match every dollar up to $50 per Sunrise member.  Stephenson also presented a request to fund a brochure that includes highlights of the CS program along with a donor card. Wright moved and Adamson seconded, to approve $300 in 2012-2013 funds to produce the brochure and donor cards.  Motion passed unanimously.  In addition, the subcommittee that met on marketing felt that there needs to be some good tracking of the CS funds coming in and going out.  It was suggested that this might be a place where we could use Jordon Carrells help specifically.  Anyone going to follow-up on this?

Looney adjourned the meeting at approximately 8:45 a.m.

NEXT BOARD MEETING Monday February 11 at 0700 at the WILD HUCKLEBERRY.

Respectfully submitted by:

Joanne Rosenthal

Sunrise Rotary Secretary

* Note: Robertson received a receipt on1/14/13 from the Downtown club for $1800 that stated it was for tiles yet neither Looney nor Wright thought we owed that much.  At 1/15/13 Club Meeting Looney confirmed that we will consider these $ to be our total contribution to the Park for this year.

***Addendum to minutes:  Post meeting on 1/29/13 Looney asked the board to approve the purchase of Quickbooks Online (with mo. fee of $30) for use by the club treasurer as a means to track the club's expenditures and income.

It is the ultimate goal to eliminate the need for an outside/independent individual or business to monitor and audit the ledger/financial entries, and instead pass those duties on to a finance committee made up of designated board members. The cost savings from not using an outside individual/business will offset the monthly cost of the software.

If approved, Jordan Carrell has offered to assist in the setup and transition due to his experience and knowledge of the Quickbooks Online program.

Eight of the 10 board members responded by email to approve the purchase.

January 15, 2013

All Wenatchee Sunrise Rotary members:

Please be advised that on January 29, 2013 a vote will be conducted for a change to the club bylaws as proposed and agreed to by the Board of Directors during the meeting of January 14.  The proposed change will involve allowing a member in good standing, who has maintained membership for a minimum of one year, be allowed to serve on the Board of Directors of Wenatchee Sunrise Rotary.

Currently, the bylaw in question reads as follows:

Any member nominated to serve on the board of directors must have a minimum of two (2) years of membership in the Rotary Club of Wenatchee Sunrise. Amendment adopted on July 23, 1996.

The proposed change, to be voted on by all members during the club meeting of January 29, 2013 will read as follows:

Any member nominated to serve on the board of directors must be a member in good standing for a minimum of one (1) year in the Rotary Club of Wenatchee Sunrise.

The proposed change will take affect on February 1, 2013 with an approval of two thirds (2/3) of the voting members, provided a quorum is present.  As defined in the club bylaws a quorum is present when one third (1/3) of the existing members are present.  Proxy votes will be allowed.  Voting will cease as of 6:00PM, January 29, 2013 unless sufficient votes have been tabulated to verify a quorum at the club meeting.

Gary L Looney

President, 2012-2013

Wenatchee Sunrise Rotary

Proposed change to bylaw reads as follows:

Any member nominated to serve on the board of directors must be a member in good standing for a minimum of one (1) year in the Rotary Club of Wenatchee Sunrise.

__________    YES                                                                       ___________  NO

(please vote for one)