Board of Directors Minutes
Today's board meeting was called to order at 8:04 a.m. By President, Dan Thompson Members in attendance included, Dan Thompson, Rhonda Wendzel, Dene Hadden, Paul Hix, Bob Straits, Mark Odland, Richard Swanson, Deb Davidson, Bill Roberts and Kaileigh Eddy.
Approval of Agenda
A motion to approve today's board meeting agenda, as presented, was made by Bill Roberts, seconded by Richard Swanson. Approved.
Approval of Meeting Minutes
A motion to approve the October 13, 2020 board meeting minutes was made by Dene Hadden, seconded by Bob Straits. Approved.
Grant Reports
The following grants requests were received:
Girl Scouts Heart of Michigan
A motion to provide scholarships to four (4) local girls, as they begin their Girl Scou made by Mark Odland, seconded by Bob Straits. Approved.
South Haven Project CURB
journey, was
This organization to raising funds for the Sports Entrance Landscaping project. After a brief discussion amongst the board, a motion to donate $500.00 to this project was made by Dene Hadden, seconded by Kaileigh Eddy. The motion passed with seven (7) board members voting for the donation to be made and three (3) board members voting against the donation being made.
Maple Grove Library Renovation Comm
A motion to donate $500.00 to this project was made by Bob Straits, seconded by Richard Swanson. The motion passed with one (I) board member voting against the donation being made.
Secretary's Report
No report at this time.
Treasurer's Report
The format has changed and includes the "Operations", Project/Grants", and "South Haven Rotary Charities" accounts. The Treasurer's Report is attached. Balances as of October 31 2020 include:
Operations Account - $16,497 49
Projects/Grants Account - $21,316.20
South Haven Rotary Charities Account - $29,224.85
A motion to approve the Treasurer's Report, as presented, was made by Mark Odland, seconded by Bill Roberts. Approved.
President's Report
Proposed Board Slate - Rotary Year 2021 — 2022
President: Bill Roberts
President Elect - Mary Sue Lyon
Secretary — Rhonda Wendzel
Treasurer — Bob Straits
Board Members
Deb Davidson
Richard Swanson
Paul Hix
Dave Campbell
Kaileigh Eddy
Dene Hadden
Rosalie Plechaty
Mark Odland
Dan Thompson (Immediate Past President)
President, Dan Thompson presented the Proposed Slate of Officers and Board Members for the 2021 — 2022 Rotary Club year. A motion to accept the Slate of Officers and Board Members, as presented, was made by Dene Hadden, seconded by Richard Swanson. Approved.
President, Dan Thompson, will verbally discuss this slate with the entire club membership at our next meeting scheduled for Tuesday, November 17, 2020. Voting, as a club, will take place in December, 2020.
Open Positions
Our current Treasurer, Bob Straits, is still looking for someone to take over the responsibility as our Club Treasurer. Tom Rummel and Kaileigh Eddy have agreed to 'assist' him in these responsibilities, however Bob is looking for a replacement for himself, as Treasurer. Please let President, Dan Thompson, know if you are interested in the Club Treasurer position.
Membership Chair — Mark Odland
Awards Chair
Kenya Update
A contractor has not been approved at this time for this project.
More discussion will follow at the next meeting that is scheduled for Tuesday, November 17, 2020. 2
"Next Big Thing"
Outreach to Visitors Bureau, Chamber of Commerce, and City of South Haven
Dan reached out to these entities inquiring on what our community needs are. Attached, to the Board Meeting agenda, are the responses he received back. The City of South Haven has not responded back at this time.
Our board held a 'brief discussion, but will table this topic until our November board meeting, when we will have more time for discussion. During the brief discussion, there was mention of establishing an endowment fund that would provide a lasting legacy.
Board Member Reports
No reports at this time.
Old Business
None at this time.
New Business
None at this time.
The following topics were tabled until the November Board meeting:
New Member Orientation
Elevator Speech
Member Attendance
Service Project Idea — Outreach to Erika Morrison (We Care INC.)
Adjournment
A motion to adjourn was made by Mark Odland, seconded by Bob Straits. Approved. Today's meeting adjourned at 9:09 a.m.
Respectfully submitted by:
Rhonda Wendzel
Secretary
Rotary Club of South Haven
SOUTH HAVEN ROTARY CLUB
Board Meeting Minutes
October 13,2020
Today's board meeting was called to order by President, Dan Thompson, at 7:48 a.m. Attendance included, Dan Thompson, Paul Hix, Rhonda Wendzel, Mark Odland, Richard Swanson, Deb Davidson, Bill Roberts, Rosalie Plechaty, Kaileigh Eddy, and Marty Graber.
Approval of Agenda
A motion to approve the agenda was made by Mark Odland, seconded by Kaileigh Eddy. Approved.
Approval of Board Meeting Minutes
A motion to approve the September 15, 2020 board meeting minutes was made by Paul Hix, seconded by Bill Roberts. Approved.
Grant Report
Dan received a grant request for Project Curb. He will forward the information to Deb Davidson, Grant Chairman, and we will discuss this request at our November board meeting .
.Secretary's Report
None at this time.
p,
Treasurer's Report
Balances as of September 30, 2020
Club Account - $16,023.77
Project Account - $40,798.55
A motion to accept the Treas.urer's Report, as presented, was made by Bill 'Roberts, seconded by Richard Swanson. Approved.
President's Report
New Membership Application
Pastor, Jeffrey Dick, has submitted an application for membership. He is a representative of the South Haven Ministerial Association, which consists of twenty two (22) churches. A motion to accept Pastor, Jeffrey Dick, as an Honorary member of our club, was made by Richard Swanson, seconded by Deb Davidson. Approved. C'
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President's Report - Continued
Meal Survey Results
Thirty five (35) results were received from the on line survey. by direct contact, with Dan Thompson.
5 - Full Breakfast
17 - Continental Breakfast - Coffee/Roll or Donut 6 - Coffee Only
7 - Whatever the Board decides
35
Two (2) other surveys were received,
14.29%
48.57%
17.14%
20.00%
100.00%
A motion to switch to a Continental Breakfast, once we begin to have meetings in person, was made by Richard Swanson, seconded by Rosalie Plechaty. Approved.
A "kitty" honor system will be established, with a suggested donation of$2.00 for coffee/tea, or $3.00 for coffee/tea and a roll/donut/muffin.
New Member Orientation
A rough draft of the New Member Orientation is attached. Please share any comments you may have with President, Dan Thompson.
Elevator Speech
Attached, please find a copy of the Elevator Speech. This is to be used as a tool to explain what Rotary is all about. Your comments are welcome. Please share them with President, Dan Thompson.
Also, the back side of the Membership Application can be used as a t661, for the Sponsor, in helping to explain to a Proposed new member exactly what our club is all about.
Members, please share any comments you may have regarding the Elevator Speech or the Membership Application, with Dan Thompson. The comments will be reviewed by the Membership Committee.
Membership Attendance
There are a few members that have not been attending our meetings since we began using Zoom. If you are aware of any members not attending, and have knowledge of why they have not, please let Dan Thompson know. Or, if you want to reach out to those members who are not attending and let them know you've missed their presence at our meetings, please feel free to do so.
Service Project
Despite COVIDI9, our club still wants to be visible in the community and provide service projects for others. Whatever service project our club chooses to engage in, we will make sure it is done is a safe environment, following all COVID19 guidelines, and on a volunteer b<i$isto qur club members. Many ideas were discussed amongst the board members at today's m~'eting .. Dan is going to reach out to Erika Morrison from We Care INC. to see what is needed the most in our community, and surrounding areas. Dan will follow up with the board after their discussion.
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New Venue
Once our club begins to meet in person our new venue will be Peach Lutheran Church. At this time we do not have a date in mind for meeting in person. Zoom meetings will continue for at least the next month.
Kenya Project
Dan Thompson will be attending a Zoom meeting on Tuesday, October 13, 2020 regarding the Kenya Project. He will share more information with the club membership on what plans they have in mind for their project, and what work and funding will be necessary.
Rotary Club o(Lansing International Project
The Rotary Club of Lansing is looking for contributions, from clubs within our District 6360, to help fund their international project of providing furnishings for their elementary school building in Majok Chedhiop in South Sudan. The board refrained from making a contribution to this project, as our membership has already committed to our own club projects.
Open Positions
Our club is still looking for members to fill the following open positions:
Vice President
Treasurer
Membership Chair
Awards Chair
Interested candidates should contact President, Dan Thompson.
Board Member Reports
There was not any discussion at this meeting.
Old/New Business
A suggestion was made by a board member that we should have 'written' instructions on how certain service projects are being done within our club. Example: Pancake Breakfast, (ex. How do you make the pancake batter, who gathers the supplies for this event, and what supplies are needed?) Salvation Army Bell Ringing, (ex. How do we receive the aprons, canisters, bells for this event?) Dan Thompson will be reaching out to our club membership so that we can fol}ow thru with this request.
Adjournment
A motion to adjourn the meeting was made by Paul Hix, seconded by Mark Odland. Approved. The meeting adjourned at 9:11 a.m.
Respectfully submitted by:
Rhonda Wendzel
Secretary
Rotary Club of South Haven