Minutes of the Meeting of the Board of the Rotary Club of Batemans Bay Inc
Held on Thursday 18 August 2022 at 5pm at the Batemans Bay Soldiers Club
Attendance: Matthew Thomas (Chair), Alan Russell, Jeff Thorpe, Pam Thorpe, Nicole McDonald, David Ashford, Bruce Clarke.
Apologies: Neil Simpson. It was resolved on the motion of David Ashford/Jeff Thorpe that the apology be accepted.
Minutes of the previous Board Meeting held 21 July 2022 were tabled and noted.
It was resolved on the motion of Pam Thorpe/Nicole McDonald that the minutes of the previous meeting be adopted.
Business arising from the previous Minutes:
- John Law Award/Annual Awards Report from previous Secretary (Hugh Scott) – No report yet received.
- Club By-Laws – Update Report from previous Secretary (Hugh Scott) – No report yet received.
- Discussion Paper – David Ashford This is to be held over until further discussions had been held with the District Governor or other district representatives on fees. It was noted that other matters within the report were being acted upon and Friends of Rotary is an avenue that many others are following.
Correspondence In:
- Police Officer of the Year Awards The Club will follow through with a nomination with possible candidates being named.
- Letter of resignation from Ivan Ryrie It was resolved on the motion of Alan Russell/David Ashford that the resignation not be accepted and that further discussions be held with Ivan.
- Letter from John Haslem The President read the letter from John Haslem to the Board in relation to the Welcome to Country at Rotary meetings and opened the matter up for Board discussion.
It was resolved on the motion of David Ashford/Jeff Thorpe that a brief Acknowledgment of Country be used at major Rotary events such as Changeover or when a significant person was present at the meeting and that the Acknowledgement be “We acknowledge the Walbanga people”.
Treasurer’s Reports: Project Account proposed Budgets for 2022-23.
Expenditure budgets: There was discussion of money carried over from the previous year and how this was to show in the accounts and who would follow up with the expenditure of particular donations.
There was a line by line examination of the proposed expenditure amounts and the following adjustments were made:
Donation to CanAssist to increase from $5000 to $6000
Donation to Medic Alert to increase from $200 to $500
The budget for Emergency Local Projects ($5000) be removed.
It was resolved on the motion of David Ashford/Jeff Thorpe that the Shelterbox donation be paid.
It was resolved on the motion of Alan Russell/David Ashford that the End of Year awards to schools be $75 to each Primary School and $100 to each Secondary school which applies for the Grant.
It was resolved on the motion of Alan Russell/David Ashford that the Annual Grant to the Batemans Bay Youth Foundation remain at $8000 and includes the base Grant and two special Scholarships.
Income budgets: There was a line by line examination of the expected income the following adjustments were made:
Markets income to decrease from $16000 to $12000
Duntroon concert event to decrease from $5000 to $1000.
It was noted that a potential FRRR Grant of $20000 for a community hub could be received and should be budgeted for.
It was resolved on the motion of Bruce Clarke/David Ashford that subject to the changes noted that the amended Project Account budget be adopted.
General Account
There was discussion that the accounting Xero package be used at $10 per month to assist the Treasurer.
The President noted his desire to apply for a Grant to support a future major project.
It was resolved on the motion of Bruce Clarke/David Ashford that the General Account be accepted.
Director’s Reports
President
Report tabled. The President reported on meetings he had attended which discussed the Carers Accommodation plan for the proposed Eurobodalla Regional Hospital at Moruya. It was noted that a steering committee had been established and the next meeting is on 30 September.
It was resolved on the motion of Matthew Thomas/Pam Thorpe that the President’s report be adopted.
Club Service: Nil
Community Service
Report tabled. There was discussion on the Palliative Care vehicle project and how this may develop.
There was discussion on the latest FRRR application.
It was resolved on the motion of David Ashford/Nicole McDonald that applications be made to Council for the Sunday Markets to be held on the Batemans Bay foreshore as well as the Australia Day 2023 event.
It was resolved on the motion of David Ashford/Nicole McDonald that the online forms and the licence for the website be renewed, and related expenses be reimbursed.
It was resolved on the motion of David Ashford/Jeff Thorpe that the Director’s report be adopted.
Youth and Vocational Service Report
Report tabled. Two dates had been established for events: 27 October for the Doctors to visit the club and 10 November for the Pride in Workmanship Awards.
It was resolved on the motion of Alan Russell/Nicole McDonald that the Director’s report be adopted.
International and The Rotary Foundation:
Report tabled. A date has been confirmed for Chris Webb to speak to the club on 9 February 2023.
It was resolved on the motion of Jeff Thorpe/David Ashford that Ivan Ryrie be presented with his PHF including two rubies for his donations to the Rotary Foundation.
It was resolved on the motion of Jeff Thorpe/David Ashford that the Director’s report be adopted.
Membership
A verbal report was presented which noted the Honorary members and events they were involved with. The President did note that he hoped the meeting on 8 September would be an opportunity to invite the community to hear the speaker and be used to raise awareness of Rotary.
It was resolved on the motion of Pam Thorpe/David Ashford that the report be adopted.
General Business: NIL
There bring no further busines the meeting closed at 6.44pm.
NEXT MEETING: Thursday 15th September at 5.00pm (Soldiers Club).
Minutes: Alan Russell.