Minutes of the Rotary Club of Wanaka Directors Meeting, July 19th 2021, at 7.00pm
Matters Arising from last meeting’s minutes (not covered elsewhere):
- Response to committee suggestions re:reinstating 3-minute talks is needed - President Richard says ‘yes’.
- Clarity needed on the 2-year FFL trailer expenses. Ex Club or Trust funds? - Probably Trust funds
- Carried over - Treasurer & Geoff Tomkins recommendations/comments re Club paying minor amounts.
Correspondence Inwards:
- D9980 – Paul Checketts, District Treasurer – links to insurance cover details and available social media funding.
- Grandview (ex-Probus) Club – David Leslie – asking that funds held be kept until used for upcoming meeting.
- Mt Aspiring Lodge Management Committee – Todd Adams – thanks for work at Tititea over last 12 months.
- Food for Love – Suzanne Jackson – FFL’s May 2021 monthly newsletter – Rotary is mentioned/thanked.
- MAC – Joanne Cooper - application for top-up of uniform fund.
- RYDA – Naomh Cusin – regular report on recent driver training delivered and what is coming up in 2021/22.
- Ruby Island Management Committee – Michele Lacroix, Chair – withdrawing funding application (BBQ & Book)
- RNZWCS – receipt for $8000 donation to RNZ’s Pacific focused Centennial Project – Give Every Child a Future.
- RNZWCS – receipt for $2000 donation for ERKs.
Correspondence Outwards:
- D9980 – Joan Kiernan – application for Matching Grant in 2021/22 (Coastguard Wanaka landscaping). (Nicola)
- D9980 – Derek King, District Chair Club Development and Membership – seeking help with member sign-ups.
- Gibbston Valley Concert organisers – Amanda Calvert – contract for services at the 2022 concert. (John H)
- Mt Aspiring Lodge Mgmt Committee – confirming willingness to continue with annual clean-up etc. (John M)
- Rotary Down Under – update of RCW subscriber list.
Treasurers Report (revised): Rod Pemberton
Club Account Balance as at 15th July 2021: $66,436.15 (8th June 2021 it was $22,397.88)
Trust Account Balance as at 15th July 2021: $51,201.50 (8th June 2021 it was $52,963.79)
- Recommend the payments below be ratified/approved:
$ 2820.00Hawea Hotel Change-over night
$ 150.00Ritchie Buses Change-over night.
$ 340.40 G Scott Expenses Winter Feed Competition
$ 147.15 Print it Advertising Auction Winter Feed Comp
$ 75.00RC of Cromwell Speech contest prizes
$ 92.59 Challenge Marketing Name badges
$ 522.45 Print it Directory.
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- Trust matters for noting:
- Net amounts in club account that belong to Charitable Trust Acct:
- Quiz night $4221.65 ( also $5644 in CT account )
- Winter Feed Competition $49,690.29 (also $2120 in CT account).
- Nett position of Club Acct with unpresented payments to Trust’s Acct accounted for = $11,851.76
- Other:
Subs Last year subs were $240 reduced to $220 if paid by 31st October. Assuming everyone pays by due date ie 31st October and we call EFT-POS charges, which at this stage are included, a community good service, we have a surplus of $7.07 per member.
Administration:
1) Duties reminder - One week prior to the new month Catherine will ring each person who has been appointed a duty on meeting nights as a reminder and clarification of the role.
The Meet and Great person is to take photos of guest speaker(s), and send to Bulletin Editor, Ron Horner.
2) History of the Club
Directors discussed re-establishing an Historian for the club. Agreed to check with Ian Haynes, Ian Shore and Fran who have a lot of knowledge re history and its storage. The eventual appointee needs to establish what should be kept, e.g. do we need every month’s Directors’ minutes, President’s End of Year reports etc.?
3) New Members to be welcome to observe at a Director’s meeting and to attend as a deputy if their Committee’s director or deputy director is unable to attend - should help new members understand the process of the Rotary Club.Noted that Club Runner also contains a huge amount of Rotary information.
4) Venue
In light of some dissatisfaction with the current regular meeting venue and food, approaches have been made to several other possible venues.
It was agreed that before any moves were made, members would be surveyed regarding venue preferences and price sensitivity regarding meals.
PR and Media Report: Tony O’Regan
PR:
- Press release sent out after the recent Crop Competition and will be after the Book Sale.
Advertising:
- Historically we have had a monthly Messenger advertisement at no charge. Tried to reinstate but declined.
Foundation: Nicola Brown
- Timeline of Foundation events for each year:
- Movie Night: October each year – proceeds to Polio
- Christmas Auction – proceeds to Rotary Foundation
- Quiz Night: May each year – proceeds to be decided; to look at Pacific Projects
- Plan to email all members information on potential overseas projects, to decide if there are any we would like to support as a club: see Rotary New Zealand World Community Service or click on link www.rnzwcs.org
- Other Commitments:
- Shelter Box – to display this more often. Will set the Shelter Box up at the Book Sale.
- ERK (Emergency Response Kits) – Have a goal of buying 3 this year; same as in recent years.
- Rotary Foundation and District Grants
- Applied for a District Grant for the Marine Rescue Centre - $2,000 and Hawea Play Group - $500.
Fundraising: Geoffrey Tomkins
- Book Sale LWC (16th – 18th July)
- The July Book Sale has attracted good support from Rotary volunteers and others. Some younger MAC students want to help; it was agreed that this was acceptable and would be encouraged. Book sorting and collection went well. Note need consistency in ‘opening’ times advertising.
- Provisionally, $15474 revenue and ~$1000 of costs.
- Duck Race 2021
Noted that Duck race organisation will commence about 2 -3 weeks after the Book Sale. Committee members have agreed to “own” the race and organise various aspects of the preparations, roles yet to be agreed.
- New Year Limited Booksale
It was agreed to have a New Year ‘Limited Book Sale’, along the format of this year’s successful sale. The fundraising committee supported the view that a dedicated cause and assistance from the recipients was a good idea. It takes the pressure off Rotarians at a busy time of year and provides a focus for the community to support a local cause while also advertising Rotary. The local Athletics club, MAC or other schools are possible beneficiary organisations; no recommendation was made on who should be the recipient.
- Other planned events
Noted that next year the Gibbston Valley concert and Warbirds are events previously earmarked for fundraising activity. President Richard noted that he was liaising with Ed Leary re Warbirds opportunities.
Service Projects: John Milburn
- Eely Point Bike Track – Another site clearing working bee tentatively scheduled for August. Diana Manson of QLDC to advise.
- Application For Funding From Ruby Island Amenities Society - NEW BBQ FOR RUBY ISLAND
Application withdrawn - QLDC have agreed to fully fund this including ongoing maintenance.
- Waterfall Creek (Blennerhasset Lookout Project) Picnic Table
Still “on the books” but proving impossible to get a contractor for the schist wall.!
- Application from Coastguard Wanaka
Nicola McGregor and the S/P Director have lodged a District 9980 Grant application for $2000 to supplement our $5000 donation focused on assisting with landscaping for their new building.
- Tititea Working Bee:
Weekend of 9/10 October.Jarrod Fraser coordinating.Dates should go in bulletin.
- Holy Family School:
Application received for $6000 to help fund specialist assistance for 4 of the school’s highest neuro-diverse learners to enable them to make the most of the schools evidence based structured literacy programme.Committee recommends this application be declined as it is considered this funding should be provided by the Dept of Education as there is an ongoing need for this assistance.
- Mt Aspiring College:
Application for $5000 for Stage 2 of the New School Uniform Hardship Support for Families.
It is noted in this application that Wanaka Rotary contributed $7000 to this project.The majority of the Committee recommended that this application be declined but with the proviso that if the school ran a uniform exchange programme (Sec. note: they do, but little coming available in near future) they may be more favourable to a donation - not necessarily to the level applied for.Directors agreed to recommend further funding from RCWCT of $3000 and to pursue a District Matching Grant of $2000 to achieve the $5000 request.
- Hawea Play Group:
Application for $4300 for the design of a new outdoor playing area (playscape). This design into be carried out by Childspace Early Childhood Institute of Wellington who have designed many similar playscapes including Aspiring Daycare in Wanaka.The Committee was supportive of this application and recommended a donation of $1500.Directors agreed to pursue a District Matching Grant of $500 to supplement RCW funding.
- Youthline:
Annual Appeal during “July” to support young people during the winter months which can be a tough time with much reaching out for help with mental heath issues such as suicide, depression, anxiety and self-harm”.It is considered that the best way Wanaka Rotary can assist this very worthy organisation is via a donation and accordingly $1000 was recommended by the S/P Committee.
Moved: John Milburn
Seconded: Nicola Brown
- That Directors recommend to the Trustees of the Rotary Club of Wanaka Charitable Trust that a donation of $3000 be made to the Mt Aspiring College’s New Uniform Fund. (Note application for D9980 Matching Grant)
- That Directors recommend to the Trustees of the Rotary Club of Wanaka Charitable Trust that a donation of $1500 be made to the Hawea Playgroup. (Note application for D9980 Matching Grant)
- That Directors recommend to the Trustees of the Rotary Club of Wanaka Charitable Trust that a donation of $1000 be made to Youthline.
- That the club covers the cost (meals etc.) of non-Rotarian professional helpers at the Tititea Working Bee.
Youth and Vocation: Colin Sharp
- Kahu Youth – scholarship proposal. Past Director Dave circulated an updated proposal (following feedback from the Club’s Directors). The document has been appraised by PDG on Irvine and subject to a final post ‘proof-read edit’ is ready to be implemented. It was agreed Mike Elliot, Colin Sharp and possibly Dave Evans would meet with Samantha from Kahu Youth to amend the document and initiate the initiative.
Note: Directors were informed that Richard Elvey was leaving his Kahu Youth role of Manager/Youth Worker.
Moved: Colin Sharp
Seconded: John Milburn
- That Directors recommend the Trustees of the Rotary Club of Wanaka Charitable Trust, commit to funding, for at least three years, a Kahu Youth managed scholarship, as described in their updated proposal document received from Samantha Strong on July 9th 2021 (to be further amended with input from Dave Evans, Mike Elliot and Colin Sharp). (Note: a sum of $1500 to be awarded annually)
Club Membership: Mike Elliot
Committee agreed, via an email dialogue, to target younger people with an emphasis on getting a better gender and age ratio in the club. The committee invites comments and suggestions from fellow directors.
Chris Wright shared his belief that there are many younger people in the community that would like to help out with service projects and may enjoy having a beer afterwards. We could cater for this through a ‘Friends of Rotary’ and as a way to feed people into the club. Further, Chris suggested we should be asking the general public for help with working bees and / or fundraising events and then using the social time after to introduce them to Rotary in the near or distant future?
On another topic, Chris noted that a number of members have approached him (being a new and ‘isolated’ father) and suggested that wouldn’t it be great if younger families knew that there is a group of willing and able surrogate grand-parents keen to be of service to young parents. There may be some recompense for help provided, but ideally this might be through in-kind help with Rotary projects and commitments.
Social Activities: Chris Wright
List of initial thoughts for upcoming activities:
- Rugby AB’s Dunedin 25th Sept … booking made at Urban Grind for live coverage function.
- Melbourne Cup … Sweepstake 5:00pm Tuesday 2nd November - possibly Ramada Resort Wyndham Wanaka
- Annual Fishing expedition to Makarora - 2 nights about 22/23rd November … about 5 boats 20 people
- Christmas Party (more thought required) … early Dec
- Interspersed Friday home hosting function (bring a bottle/plate)
- New Year Golf Tournament …. Ambrose format, very casual , all manner of entrants
- Te Anau combined Rotary Clubs…golf, biking, Car Rally weekend
- Progressive or home hosting dinners
- Curling, either an evening trip to Alexandra or overnight at Nasby.
General Business:
- Discussion point. Should we employ a professional fundraiser? – having noted current member skills and institutional knowledge, agreed to park, not forget, the idea. Also, to research whether such an approach is working for any other Rotary Clubs.
- Husband/Wife membership; agreed to study further and seek working examples from other Rotary Clubs.
- Gifts (pens) for speakers. It was agreed the occasional practice of giving pens should be abandoned.
Next Meeting: - 16th August 2021 (generally the 3rd Monday of the month)