Minutes of the Rotary Club of Wanaka Directors’ Meeting, April 11th 2022
Matters Arising from the Minutes (not considered elsewhere):
- Review of 2020/21 Club and Trust Accounts – Treas. Rod will contact Tony Parker ASAP, to get this underway.
- Funds held from ex-Probus clubs & request for approval to release of a 1/3 share. PP Mike will ‘ask questions’!
Correspondence Inwards:
- Amanda Calvert, Gibbston Valley Concert organiser – offer of fundraising opportunity at 2023 concert.
- Emberly Wetherall, Wanaka Community Garden (Grow Wanaka) – thanks for visit and tools wish-list.
- Peter Harridge, Paul Harris Fellow Committee – seeking comment/approval of revised criteria and process.
- Kahu Youth (Anna Booth, Deva Jacobsen & Samantha Strong) – various, relating to donation for van.
- D9980 – Nick Wood, District Governor – advice that Dave McKissock, Invercargill South, is DGN for 2024/25
- Innovative Young Minds – update on arrangements for their April 2023 course.
- Michele Lacroix, Ruby Island Management Committee– thanks to RCW and WSS for the new sign
- Naomh Cusin, RYDA – seeking volunteers to help run course at Highlands Park for MAC students; 10/8/22
- Blake Cotton-Everitt – dancer – application for funding to help getting to dance competition in Wellington.
- Kylie Arnesen, Kidsfirst Hāwea Kindergarten – application for funding, playscape water run.
- Holy Family School – application for funding to support a Year 7&8 camp/trip to Wellington.
- Ben Wilson, Trustee M!NT Charitable Trust – dialogue of options for application of Rotary financial support.
- D9999 - Joan Kiernan/Nicola Brown – dialogue leading to Nicola becoming Foundation Stewardship Chair.
- D9980 – Jean Morgan – Sharing and inviting comment on draft D9999 By Laws.
Correspondence Outwards:
- Amanda Calvert, Gibbston Valley Concert organiser – acknowledging fundraising offer (John H)
- Raewyn & David Wilson – thanking and accepting offer of marquee (Alan R)
- Kahu Youth (Anna Booth, Deva Jacobsen & Samantha Strong)– confirming donation of $12,000 for van (Alan R)
- Ben Wilson, Trustee M!NT Charitable Trust – further clarification of need for Rotary financial support (Alan R)
- Tim Davis, Placemakers Wanaka – confirming prize money from Duck Race paid in their a/c 28/3/22 (John H).
- Michele Lacroix, Ruby Island Management Committee– advice new sign for them was ready at Pukka (John M)
- D9980 – Joan Kiernan – submission of District Grant Report for Hawea Playgroup project. (Nicola B)
Treasurers Report: Rod Pemberton
Club Account Balance as at 8th April 2022 $30,311.61 (9th March 2022 it was $29,984.76)
Trust Account Balance as at 8th April $36,473.63 (9th March 2022 it was $35,897.73)
(No1 Acct balance = $1,607.49) (No 2 Acct Club clearing account = $120.31)
- Recommend the payments below be ratified/approved:
- Trust matters for noting:
- Uncommitted Trust Funds held in the Trust’s bank account = $17,985.31.
- Trustees have approved a donation to MINT ($5000), however payment was delayed due to questions raised at the February 21st 2022 Directors’ Meeting. Discussing options with M!NT – see General Business)
- So far we have had $1800 come from firewood which has gone into Trust Acc. More invoices to go out.
- Net Proceeds of the Duck Race was $4103.03.
- Uncommitted Club Funds, including No.1 & No.2 A/C’s = approx. $30,000 (at 9th March was $32,062.25)
(Note: money has been received for Polio+ Movie Night tickets, also Winter Feed Crop donations; these will be accounted for next month after expenses are known. Does not include possible grant of $5000 for M!NT.
Administration: Bernadette Costello
No report received
PR and Media Report: Tony O’Regan
- Cropping Competition PR to go out this week.
- Organising advertising bookings for July book sale. Budget approved: $1,100+gst
Foundation: Nicola Brown
- Next Foundation Director for Rotary Year 2022-2023 - Mark Pittaway.
- Pumpkins: Estimate the pumpkin is at least 80 kg at present.
Taking this to Cromwell 23 April.Planning a pumpkin soup making day with Foundation in near future.Looking for more sponsorship.Have a ‘guess-the-weight’ competition; have emailed members for support.
- Polio Movie Event: tomorrow, 12th April - The Duke. Di Cusens co-ordinated ticket sales.
- Quiz Night
No intention of running a quiz night this year. Reasons: COVID caution, not a good time to ask for donations from businesses as ‘Crop Competition’ is also asking for sponsorship.
- General – raised by committee members
- Communication generally, want more information on who we are giving grants to, and the rationale.
- What fundraising/events are coming up and finding out about them.
- The committee would like to see the Rotary meetings jazzed up a bit - made more interesting. For example: Do we need a speaker every week? There was a strong interest in bringing back the Sergeant, 3-Minute talks, having Rotary banners, and Rotary wheel and more time to socialise, going through to the room earlier, having less meetings, so just 2 a month etc. Are the meetings just a bit too casual?
Pres. Richard noted strong lobbying, for and against, in the past re most of these suggestions.Directors agreed to leave things as they are for now, although earlier movement to ‘the room’ could be attempted.
- Directors agreed to a Forum in the near future and noted the various comments were viewed as helpful.
Fundraising: Geoffrey Tomkins
- Mid-Year Book Sale
Directors noted that QLDC have confirmed the dates for the July book sale– again a week in the School Holidays.
Wednesday 20th pm hall set-up
Thursday 21st July for book set-up
Sales on 22nd, 23rd & 24th
Remove books early on 25th July
Sessions at the storage container sort and purge planned for Tuesday April 12th and 19th.
- Winter Feed Competition
George Scott returns from Tasmania on 7th April, and a meeting with the fund raising committee will be organised to commence detailed event planning. The recent change in Covid rules may work to our advantage.
- Gibbston Valley Concert 2023
Directors noted that John Huddleston has written to the organisers to confirm we are interested in staffing this in 2023, and that the club would get back to them (outgoing mail this month).
Directors agreed that the RCW cannot easily provide 47 volunteers for this event, plus additional Rotarians for a gold coin car park collection.The involvement of the Aspiring Rotary Club will be sought.
Noted that this year (prior to event cancellation) that Aspiring Rotary were to help staff the ticketing as in previous years, and the clubs had agreed that the Upper Clutha Children’s Medical Trust being given the fee earned, and possibly a D9980 Matching Grant “top up” as a joint club initiative.
Directors gave approval to John Huddleston formally accepting and signing the Concert organisers contract.
- Duck Race 2022
Duck Race dates to be confirmed by incoming committee in new Rotary year.
- Firewood Wood
First sales have been made to members and non-members @ $100 /m³.
Estimate there is still at least 100 m³ available for sale. This availability will be advertised to members.
Service Projects: John Milburn
- Red Cross Appeal: 9th and 10th May 2022 outside 3 Parks New World. 8 required. List to be circulated.
- Larraine Shepherd Memorial Function: Monday 18 April at The Hub. Fran Tate assisting with organisation. Have 9 Rotary volunteers to help with food preparation and service. Late news – they may not be needed!
- Ruby Island Sign: New sign completed. Paid for by Wanaka Storage Solutions and includes RCW logo. Ruby Island Management Committee very happy.
- RYDA (youth driver training): 10 August at Highland Park involving MAC students. Have been asked to provide volunteers to assist again, which we will do.
- Application from Blake Cotton -Everitt (12): Made on his behalf by his mother for funding assistance to attend hip hop dance competitions in Invercargill and Wellington. Total cost $1000 and seeking $500 from Rotary. Has received $100 from the Wanaka Arts Group. SP Committee was impressed by the application and recommends a grant of $500. Directors noted and agreed with the recommendation.
- Holy Family School: For $1900 (being $50 for each of the 38 group members) towards the total cost of $23,044 for a Year 7 & 8 Camp to Wellington in May. The SP Committee noted this was not a "camp" as such, but a visit to Wellington to see things such as Te Papa , Parliament Buildings and Wellington Zoo. Directors noted the Committee recommended the application be declined, however agreed to grant $1000, from Club funds, on the basis some students were from families suffering financial hardship, and could be helped.
- Application from Kidsfirst Hawea Kindergarten: For $5000 of a total cost of $5000 - $10000 for water run at the kindergarten (a water play area). The SP Committee felt that kindergarten children could be provided with facilities to play with water for little or no cost. Directors agreed with the committee’s recommendation that the application be declined, but agreed that the RCW could take on at least some of the work as in-kind help.
Youth and Vocation: Colin Sharp
- We have three MAC students coming to Rotary on 19th April for the Speech Competition, they are being judged by Don I, Sally A, and Nicola B. The students’ names are Lucy Laws, Ella Parker and Paige Gawn.
- We understand two MAC students enrolled in the on-line STEM focused Innovative Young Minds course running late April, during the school holidays, at a cost of approx. $30 for each registration.
- President Richard received and forwarded the Outward Bound application form but the committee, thought the expiry date of 29th April was far too short to do anything as we have Easter then school holidays.
Club Membership: Mike Elliot
- Directors agreed to a plan to have a session for new(er) members to tell them what Rotary is all about. Mike agreed to make contact with PDG Tania Lowery, who is in charge of Rotary’s own “Rotary 101” material, which should be very helpful.
- Directors noted an email went to all members about picking grapes on 13th and 19th April – a fundraiser.
Social Activities:
General Business:
- The marquee – Directors noted that the donors, Raewyn and David Wilson, have acknowledged receipt of our thanks and acceptance of the offer of a marquee. (P.S. the donors have confirmed a donation of 2x 6x12 units)
- Grow Wanaka – Directors noted Grow Wanaka hand tools wish-list, also that Mitre 10 currently have a ‘sale’. Directors agreed to donate Grow Wanaka up to $150 from Club funds to cover the purchase of some tools.
- Paul Harris Fellowship Committee recommendation – Directors thanked the committee for developing and sharing a document outlining criteria for awarding Paul Harris Fellowships. Directors agreed that once finalised, it be made available to members in the Members Only area of the club’s website.
- M!NT Charitable Trust – in dialogue with Sec. Alan, Ben Wilson (Trustee) for M!NT has advised that while still desirous of a trailer to store equipment and available for loan as a fundraiser, more pressing are :
1) the running costs of the 2nd van they have been donated, and
2) a modest sized tent/marquee (3m x 3m would be ideal) to provide shelter at activities and events they run – this could be emblazoned with Rotary logos, hopefully, along with M!NT ones.
Directors agreed to invite M!NT to resubmit a funding application focused on the purchase of a 3x3 tent.
- Club Officers Rotary Year 2022/23 – PP/PE Mike Elliot informed Directors that the process to find a leadership team for the 2022/23 Rotary Year was almost complete.
Next Meeting: 16th May 2022
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