ROTARY CLUB OF LILYDALE

Transcription

1 Present Apology Absent Invitation Present Apology Absent Invitation MEETING OPENING Opening: 7.10pm ROTARY CLUB OF LILYDALE MINUTES BOARD MEETING 15 th December 2015 BOARD MEMBERS President Bryan McCarthy Secretary Helen McDonald Treasurer Ann Killian Present Elect/Public Relations Delwyn Ellis Immediate Past President Stephen Black * Club Administration Mindi Steel * Membership Ron Haines * Local Service Projects Madalyn Parlet * International Service Projects Jenny Selway * Foundation David Yates * * * * * 1. WELCOME President Bryan McCarthy welcomed Board Members and Brad Formby to the meeting. Christmas Greetings to everyone. 2. CONFIRMATION OF PREVIOUS BOARD MEETING MINUTES 17 th November BUSINESS ARISING FROM PREVIOUS BOARD MINUTES TH Anniversary Celebrations Finalised 3.2 Market Survey Farmers Market Survey. MOVED: Helen McDonald SECONDED: Ann Killian - PASSED ALL REPORTS TO BE RECEIVED PRIOR TO MEETING 4. PRESIDENT S REPORT ( BRYAN MCCARTHY) Verbal Report 4.1 Christine Fyffe MP for Evelyn tabled Hansard Entry re our club s 50 th Anniversay 4.2 Rotary Council of Legislation first club meeting members to review MOVED: Bryan McCarthy - SECONDED: Mindi Steel PASSED 5. SECRETARY S REPORT (HELEN McDONALD) Report tabled: Refer attached MOVED: Helen McDonald SECONDED: Bryan McCarthy - PASSED 6. TREASURER S REPORT (ANN KILLIAN) Report tabled: Refer attached 6.1 Movement on accounts discussed. 6.2 Rotarian Lynn Whelan submitted request for reimbursement for 50 th Committee Meeting costs. Receipts need to be presented for any reimbursements Ann has been advised by the auditor. MOVED: Ann Killian - SECONDED: Madalyn Parlet - PASSED 7. CLUB ADMINISTRATION REPORT ( MINDI STEEL) Report Tabled Refer Attached 8. MOVED: Mindi Steet SECONDED: Ann Killian - PASSED 9. MEMBERSHIP REPORT (RON HAINES) Tabled Refer attached report MOVED: Ron Haines SECONDED: Delwyn Ellis - PASSED

2 9. LOCAL SERVICE PROJECTS REPORT (Madelyn Parlet) Report Tabled Refer Attached MOVED: Madalyn Parlet SECONDED: Ron Haines - PASSED 10. INTERNATIONAL SERVICE PROJECTS (Jenny Selway Report tabled: Refer attached) 11 FOUNDATION REPORT (DAVID YATES) Apology MOVED: Jenny Selway SECONDED: Mindi Steet - PASSED MOVED: SECONDED: PASSED 12 GENERAL BUSINESS 12.1 Brad Formby Facebook site discussed. Two sites, Open Community Page and Closed Group for members. Science Forum candidate, student Jessica MECS was presented with cheque for attendance Bryan McCarthy Ian Darvell a 50 th Anniversary debriefing held at Ian and Helen s home. The outcome of costs and income saw a surplus of $1329. Copies of the Anniversary Book all sold or were gifted with only 3 copies left. Ian Darvell s Submission to the Board Ian Darvell requests, on part of the 50 th Anniversary Committee,to reprint an extra 50 copies at a cost of approx. $700 to come from club. MOTION: TO SUPPORT THE 50 TH COMMITTEE REPRINT OF ANNIVERSARY BOOK WITH ADDITIONAL FUNDS OF $700. MOVED: BRYAN MCCARTHY SECONDED: RON HAINES Work Ian Darvell has requested assistance with a working bee at the Youth Building this will require 2 weekends. Required, painting, cleaning, and general repairs. Terry Avery has asked for permission to approach the Yarra Ranges Council to start work. MOTION: TO SUPPORT THE WORK REQUIRED AT THE YOUTH BUILDING IN LILYDALE MOVED: BRYAN MCCARTHY SECONDED: DELWYN ELLIS report Ian Darvell requested that a committee be organised to collate and archive RCL history. Bryan suggested a Committee be setup with a budget. Mindi Steet said terms of reference required by any committee and to to report directly to the RCL Board. MOTION: TO SETUP ARCHIVE COMMITTEE MOVED: BRYAN MCCARTHY SECONDED: MINDI STEEL Bryan suggested that a permanent reminder be installed in Lilydale to celebrate the 50 th suggestions from members will be considered. Anniversay, 12.3 Helen McDonald David Yates on leave of absence Program Steve Black requested help with program. Approach other members, suggested Peter Loosley. Red shirts Delwyn to approach local supplier for quote on work shirts and yellow vests 12.4 Ron Haines Flyers to be printed for letter box drop. No advertisement in local Leader papers as cost is far too high. Ron and Tim Hewitt to approach local radio station with a view to obtain a regular time for club information. 16. MEETING CLOSED: 9.15pm SECRETARY S REPORT 14 th December 2015 Mail received and distributed

3 Mail Received 5 November Cyctic Fibrosis Victoria Flyer Information Circulate Ken and Jean Foster 50 TH Celebration Card 50 th Committee Mail Received 10 November RC Wandin Cheque 50 th Committee Bendigo Bank Cheque Book A Killian RTS Mail 50 th Committee Muscular Dystrophy Newsletter Circulate The Rotarian October Issue Circulate Mail Received 13 November The Rotarian November Issue Circulate Bridge Builders Letter and Photo Circulate Mail Received 18 November Optus Account A Killian Gloria Hargreaves Letter re Malaria Donation Board RTS Letter Sven Wendelslag 50 th Committee Ann Wheeler Letter re meetings Board Shelter Box Australia Letter Board Mail Received 2 December Dixon s Creek Café Flyer Circulate RDU Invoice A Killian Haemophilia Foundation Letter Circulate Shelter Box Australia Letter Circulate Operation Cleft Palate Newsletter Circulate Wheelchairs For Kids Flyer and Letter Circulate The Florey Institute Newsletter Circulate David Hodgett MP Invite to Christmas Function B McCarthy Travellers Aid Letter Circulate Jenny Hill Thank you card Circulate Aust Rotary Health Annual Report Circulate Mail Received 8 December Steps Family Violence Response Board Bendigo Bank Statement Page No 145 A Killian Mail Received 11 December

4 Tony Smith MP Christmas Card Circulate/Board The Rotarian Magazine Circulate Melba Support Services Thank you letter Board Dept of Justice WWCC M Young A Killian Annual General Meeting The Annual General Meeting was held on 25 th November. The minutes were taken by Ann Killian in my absence, thank you Ann, the End of Financial Year Return needs to be lodge with Consumer Affairs Victoria. I have been in contact with the Department of Justice regarding access to lodge the financials. The current password was not amended last year and therefore a new password is to be created. As the Dept of Justice has not replied as they promised I will contact them this week to ensure that our documents are lodged before the due date of 31 st December. Helen McDonald Secretary

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6 LILYDALE FARMERS PRODUCE MARKET REPORT MYOB Bank Balance 14/12/2015 4, BBQ - Cash Float Actual / Estimated Outstanding Invoices 4, Waste Bin Hire/Disposal - Dec Toilet Hire [2] Dec Stallholder liaison [Dec] BBQ Costs [Nov] BBQ costs [Dec] CFA - Santa Truck Delivery [Dec] , Estimated Cash Capital Remaining 3, Note: 1. Stall Holder prepayments accounts balance Recommendations Quarterly Club Distribution next Scheduled for Distribution Capital## Nett $0.00 $ Cheques above to be paid Estimated Cash Capital Remaining 3, CHEQUES DISPERSED SINCE LAST MEETING/REPORT #547 - RC Montrose & District 1, #548 - RC Lilydale 1, #549 - RC Yarra Ranges 2, #550 - Eva Anderson [Nov] #551 - J J Richards & Sons P/L ,418.85

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9 Club Administration Report 15 Dec. 15 Almoner & Attendance. All seems to be running well, Ann has things down pat and under control. Still have Issues with Rotarians not advising of non-attendance to meetings and/or members bringing along invitees and not notifying her for meals etc. This is something we should address in the New Year. Bulletin. Is running smoothly with Jenny at the helm. We should keep encouraging members to contribute articles and such as this is our record of club events and programs. As we have found, with research into the Club s history this may be the only hard/soft copy available for future reference. Something the Board may like to consider in the future. Farmers Market As we are all aware the Market Committee and the market is undergoing a transitional period as well as a working group headed by Delwyn to make recommendations to both Lilydale & Montrose Boards to consider and action accordingly. Also could the Board note the FB site for the Farmers Market? This is a wonderful way of sharing with friends and family as a reminder and great advertising. Though this will be apart of the WG recommendation s l m sure. Fellowship RCL has enjoyed some fabulous fellowship over the past few months. Including, the 50 th Anniversary dinner & celebrations, great guest speakers including the Depart. of Justice last Tuesday evening with over 30 members and partners attending at Café Republica (Chirnside) for our Dinner meeting. Christmas BBQ The Annual Christmas Family BBQ with Santa and lots of cheer is planned for this Sunday at the Showgrounds. Helen Darvell has us all organised and I m sure another popular function will be had. Unfortunately, the fellowship committee didn t look at the dates to carefully as a lot of families have other commitments on a Sunday. This is on the agenda to be addressed next year. Program Ongoing. Sergeant at Arms Still dividing the position amongst attending members. Seems to be successful at this stage. Webmaster This is a constant and need to encourage members to use this portal. FB: please note that Brad has created a FB page for the RCL community along with a possible CLOSED group page for the RCL. This needs to be discussed for some quick guidelines. Bully Stoppers Margi has informed me that the DVD of the Bully Stoppers program filmed by Rod & Irene has now been presented to the school as a record of the day. Margi was extremely excited and positive that the DVD will be put to good use and a great record and resource for the program. Looking forward to future endeavours with this program. Cushions.

10 Thanks to the friends of Rotary this has been a wonderful and profitable concept. With a little sorting in Hewitt s Stables, we sort of have a system going that s working. The initial stand at the Farmers Market was a huge success raising > $ 800. With other stalls at Mt Evelyn St. Party > $600. and again at the last Farmers Market > $600. This has been wonderful, especially with some of the ladies making aprons, fly nets and assorted bags it seems to have brought another aspect to RCL working together. On another note l have mentioned to some re the possibility of SNAKES in the Stables hopefully with enough noise and a little common sense, issues can be avoided. Being from a farming background, I may be overreacting but l d rather that than hearing about the other. All the best for the festive season - Mindi MEMBERSHIP REPORT DECEMBER 2015

11 COMMUNITY COMMITTEE REPORT Dec 2015 (revised and updated version) BBQ Bunnings 31 Dec Roster has been filled. Lilydale Mercy College Student Community Awards presented 14 December. Inspiring evening with our Yr 12 recipient, Ben MORISON, receiving numerous awards including the Principal s highest for all-round achievement (academic, community, pastoral, etc.). I can t recall what it was called but it was the only large glass one! STREET PARTY meetings in Nov and the last one this month to finalise the feedback received so far. The members present recommended that the event be considered alternate years only due to the workload and impact on traders. Chamber of Commerce rep asked that strong consideration be given to having the Party on a Sunday to minimise the impact on trading and enable their staff to participate in the event. LILYDALE SHOW support was provided to Paul (President of the Ag Society) with the supply of our Raffle barrel, use of some of our (possum/rat infested) hessian and people for parking in the horse float area. Many thanks to Ian Darvell for the time and effort he put into reconditioning the Raffle barrel. CALEDONIA AGED CARE FACILITY On 1 st December a small group spread the mulch that Geoff WELSH had delivered earlier in the day. Helen McDONALD came along to take photos. Afterwards we had a meal at Lilydale Crown Bill & Madalyn PARLET, Des & Judy SHEIL, Geoff WELSH, and someone else..??? RAILWAY PLATFORM RESTORATION - Delwyn & Des more action to come in CHRISTMAS TREE SALES did not work out once the staff from the hardware store were unable to sell the trees during the week. Geoff will try a different approach next year. TRAILER RAFFLE 2016 to be led by Geoff WELSH. Cmty Marketing Seminar 19 Nov I attended a free Yarra Ranges education program on how to effectively market community events. It was quite useful and I have the resources if anyone is interested in them. A list of free websites might be of particular interest. Many thanks to all those who made my role easy this year. Madalyn PARLET 15/12/2015

12 International Report December 2015 Bairo Pite Clinic Report (Jenny Selway) Money now in RAWCS account to be moved to the Rotary Dili account to provide wages for three staff in Malnutrition Room for next 12 Months $4679AUD in account, awaiting confirmation of one last deposit before transferring money. ETR (David Yates)- report available on request Negotiations continue towards transferring ETR to Don Bosco. ETR pledged $8500 to Tibar Water Project (David Yates) Tibar Water Project (David Yates and Tim Hewitt) A District Grant has been lodged after a successful round of fundraising was achieved. The District Grant is currently under consideration as some funds have come from Non district clubs Total Cost $13300 USD plus $4000 for fit out Donors RC Dili $3000 RC Lilydale $1161 Private Donors $726X2 DGrant $3627 WFTHM $2063 ETR $8500 DIK store (Tim Hewitt) Hundreds ( ) of desks from Swinburne TAFE have been taken out to DIK this month. Donation from RC Lilydale $2300 (operating costs) and $6000 (freight) handed over to DIK this month on a joint visit by RC Lilydale and RC Alexandra No further news or reports from MLMC (Thomas Leydon), Fiji Project (Chris Helleren), Teddies 4 Timor, Audiology Project (Madalyn and Bill Parlet)