Rotary Club of Manningham Inc MINUTES Board Meeting No.04 (FY16/17) 7:00 pm Wednesday, 19 th October 2016 (File Name 1610 - RCM Rotary Board Minutes 19 10 2016.doc ) All resolutions must contain a Rationale to explain the reason and background to the proposed motion/resolution. 1. ATTENDANCE MEMBERS PRESENT President: Christina Chia Secretary: Soula Ganiatsas President Elect: Roger Chong Director: Malcolm Ferguson - Community & Vocational Director: Paul Mee - Foundation Director: David Rosenwax - Youth Services Past President: Anthony Fernandez APOLOGIES Treasurer: Ian Goldsmith Director: David Alexander - International Aidan Wright GUESTS HEADING DETAILS ACTION Required 1.MEETING OPEN 7:05PM 2.DISCLOSURE OF INTERESTS Directors to disclose: - any interest in any item of business on the Agenda, or - any contract, agreement or arrangement with the Company, - any knowledge of any new or undisclosed risk or potential risk that could adversely affect the Company, and - any change in Directorships or in personal circumstances. Paul Mee director - public company Rotary International District 9810 project funds Ltd Roger Chong Secretary - Driver Reviver Aust Ltd 3.MINUTES Meeting Minutes for 21 September 2016 were circulated to all board members by email. Motion that the meeting minutes be accepted. (File name: 1609 - RCM Rotary Board Minutes 21 09 2016.pdf ). Proposed by Anthony F Seconded by David R 4.ACTION ARISING FROM PREVIOUS Annual General Meeting Nominating Committee (Roger Chong, Christine 1 P a g e
MEETING Chia, Anthony Fernandez, John Kumnick, Glen Vincent, Geoff Roberts) continuity aspect. - Need a president elect ( one new position ) - One new committee member - Meeting to be held at Beasley s Nursery 5.CORRESPONDENCE Bank statements and accounts distributed weekly to Treasurer Normal weekly District newsletters and Bulletin forwarded for placement on RCM website and club members notified File 1610 - Correspondence - The Rotary Foundation Taken as read 6.TREASURER Ian Goldsmith Need finances a week prior to AGM 7.MATTERS FOR DECISION 8.MATTERS FOR DISCUSSION CLUB ADMIN / PUBLIC RELATIONS / MEMBERSHIP- Roger Chong COMMUNITY SERVICE Malcolm Ferguson FUNDRAISING& FELLOWSHIP David Rosenwax Working through November meeting schedule 1. Note Report from Malcolm Dad Group Inc 2. Review budget allocation - Manningham Business Excellence Awards defer to next meeting - $5,000 - BBQ Trailer - $1,000 added to budget - Dads Group - $1,200 A Day in the Valley - November 6 th November 14 th Youth Night -15-20 guests. Taken as read Proposed by Malcolm F Seconded by Paul M 2 P a g e
FOUNDATION Paul Mee INTERNATIONAL David Alexander 1. Foundation Centennial Function. Refer to File name: 1610 - RCM Foundation Centennial The 3 Chefs Feb2017 function). 2. RCM received from Jeffery Tan a donation-of $500 to donate to Rotary Foundation. We thank Jeffery Tan for hi generous donation. Resolution: transfer 5K to RAWCS if you follow Ian G 8 recommendations. Board to consider offering to transfer the $5,000 District Grant to RAWCS so that the next stage of the project can commence, HOWEVER, we only agree to do so on a number of conditions as follows: 1. That the Rumbek Committee provides the Board with details of the exact amount that was initially fundraised for the Rumbek Project. 2. That the Rumbek Committee provides the Board with the details of the original deposit to the RAWCS account (should be the same as point 1 but less the $1,410 that is still in the RCM account). 3. That the Rumbek Committee provides the Board with the details of each and every withdrawal from the RAWCS account. 4. That the Rumbek Committee provides the Board with the details of the current exact balance of the RAWCS account (I believe it is approx $35,000). 5. That the Rumbek Committee provides the Board with the details of the next stage of the project with exact costings of that stage. 6. That the Rumbek Committee agrees that only the exact amount advised to the Board will be expended and if any variation to that amount is required that it will be immediately advised to the Board. 7. That upon completion of this latest stage of the project, the Rumbek Committee agrees that any future expenditures must be approved by the Board of the Rotary Club of Manningham after submission of a detailed but brief proposal, before any commitment is made to incur that expenditure. 8. That the Rumbek Committee agrees that all remaining funds in the RAWCS account be transferred to the International Projects account of the Rotary Club of Manningham or, they agree that the signatories to the International Projects Account of the Rotary Club become the ONLY people who can approve any transfer of funds from the RAWCS Account. Signatories are Lonsdale, Mee, Proposed by Malcolm F Second Paul Mee Abstained from voting David R 3 P a g e
Goldsmith, Brown, Haigh. VOCATIONAL Malcolm Ferguson YOUTH SERVICES David Rosenwax - Ian G to communicate decision and e-mail to Aidan and David R & Rumbek committee. - David R undertaken to have these recommendation rectified within a month. - The Board acknowledges Aidan s time in attending the meeting Culver City exchange (Dec/ Jan) 2 students Rebecca and Genevieve Callahan. Possibility to send a third student (Sam Wright - Howie). RCM Project - Rabbit Hutch ($1274) paid by David R. School to reimburse David R? RCM to reimburse David R and invoice school ( East Doncaster secondary letter) 9.Presidential Citations 2016-2017 10. EVENT INSURANCE 11.LEAVE OF ABSENCE Members required to handle money after various club events i.e. banking or other defined club events Members involved in the organization of the Manningham Business Breakfast and Business Excellence Awards Members attending Sudan Rumbek project meeting and fundraising event meetings. REPS tree nursery work at Templestowe and planting. The Rummage shop employee Dad s group meeting and events Any other events to be tabled at meeting Inherent Risks assessed and endorsed by Board that no unforeseen risks to Rotarians. Wally Spinks: 10/7 30/11 Fred Farrugia: 8/8 31/10 David Alexander: 26/9 7/11 John Gow 17/10 5/11 12.OTHER BUSINESS 1. Men s Health Forum ( Refer to file : 1610 - Rotary Club of Manningham FYI - Men's Health Forum) - Requested more information - Manningham Health Centre running event & Rotary supporting them. 1. Does board endorse helping 2. President to inform club 3. Should it fall under community 4. Nice activity for someone in club to embrace 4 P a g e
- Provide catering Proposed by Roger C Seconded by David R 2. Malcolm Chiverton District Governor 2017-2018 visit. 3. Updating club rules and bylaws (Refer to file: 1610 - Updating club rules and bylaws). NEXT MEETING MEETING CLOSE To be determined 9:16PM 5 P a g e