Board Meeting Minutes 15 September 2022

Attendance:   Matthew Thomas (Chair), Alan Russell, Jeff Thorpe, Pam Thorpe, Neil Simpson, Nicole McDonald, David Ashford, Bruce Clarke (by FaceTime).

Apologies:      Nil

Minutes of the previous Board Meeting held 18 August 2022 were tabled and noted.

It was resolved on the motion of David Ashford/Alan Russell that the minutes of the previous meeting be adopted.

Business arising from the previous Minutes:

  1. Club By-Laws – Update

Report from previous Secretary (Hugh Scott) – No report yet received.  

  1. Police Officer Awards

President Matthew will move this forward.

Correspondence In:

  1. Annual Awards – Report from previous secretary Hugh Scott – moved to General Business.
  2. Batemans Bay High School Year 12 Graduation Award ceremony. Matthew has taken this to the High School and will attend  the assembly.

Treasurer’s Reports:

  1. Project Account. It was resolved on the motion of Bruce Clarke/David Ashford that the report be accepted. It was resolved on the motion of David Ashford/Alan Russell that the endangered species contribution of $1540 be forwarded to the Botanic Gardens.   
  2. There was no general account report this month. Sheets from our meetings need to be scanned and emailed to Bruce every week.

Director’s Reports

President
Verbal report presented. Matthew was happy that 32 attended the last meeting. The vote on the Regionalisation Trial is due soon and it was decided to offer all members a chance to vote via email – secretary to organise. It was resolved on the motion of Matthew Thomas/Alan Russell that the report be adopted.  

Club Service:     Nil

Community Service: It was resolved on the motion of David Ashford/Alan Russell that the Director’s report be adopted.

Youth and Vocational Service Report: It was resolved on the motion of Alan Russell/Pam Thorpe that the Director’s report be adopted.

International and The Rotary Foundation: It was resolved on the motion of Jeff Thorpe/Nicole McDonald that the Director’s report be adopted.  

Membership: It was resolved on the motion of Pam Thorpe/Alan Russell that the report be adopted.

General Business:

1. Annual Awards – report and recommendations from Hugh Scott tabled and discussed. The following decisions were made:

a. The JOHN LAW award be allowed to lapse from this year (David Ashford/Jeff Thorpe).


b. The JOE SCORER Australian Rotary health sponsorship is no longer needed as this is now totally funded through Joe’s estate. The Club will decide annually if it wants to sponsor an indigenous student as a separate program (David Ashford/Nicole McDonald).

c. The ALEX TAYLOR and PETER WOOD donations to the Batemans Bay Youth Foundation continue annually in accordance with the proposed policy outlined below (Neil Simpson/Jeff Thorpe).

d. The DAVID HARDING St Cecilia Music Society award to continue in accordance with the proposed policy outlined below and that the scholarship be returned to the club in any year it is not awarded by the Society (Alan Russell/Matthew Thomas).

CLUB POLICY – ANNUAL AND MEMORIAL AWARDS

  1. The Club should continue to develop memorial and other awards to recognise the efforts of individual Rotarians on a case by case basis.
  2. Memorial and other awards will be limited to an initial term of five years and reconsidered annually on merit at the expiration of the initial five year term.
  3. A system will be implemented to permit the Board to be alerted of the expiration date of the five year period in each case.
  4. For the purpose of this policy, the awards relating to the late Alex Taylor, Peter Wood and David Harding be deemed to have commenced on 1st July 2022.

Policy adopted by the Board on 15.09.22 the motion of Alan Russell/Nicole McDonald.

Resolved on the motion of Alan Russell/Matthew Thomas that a letter of thanks be sent from the secretary to Hugh Scott for his report.

2. Newsletter and Website. Pam Thorpe raised the need to improve on-time communication  in the club. The Board recommended that the President and the Secretary meet to discuss improvements.

3. Donation from Canberra Girl’s Grammar School of $65.50 at the last markets. Resolved on the motion of Neil Simpson/David Ashford that this amount be allocated to the palliative car vehicle funds and that CGGS be informed by the secretary.  

There bring no further busines the meeting closed at 6.25pm.

NEXT MEETING: Thursday 20th October at 5.00pm (Soldiers Club)