Board of Directors Minutes
MINUTES OF BOARD OF DIRECTORS
Rotary Club of South Haven, Michigan
 
Tuesday, October 2, 2018 (Special Meeting)

The special board meeting was called to order by President, Mark Odland, at 8:06 a.m.

Those in attendance included, Mark Odland, Tom Renner, Dene Hadden, Rhonda Wendze1, Steve Larsen, Dan Thompson, and Paul Hix.

Mark Odland announced that he received two (2) requests from community individuals requesting to come to our club meeting and speak about Proposal 2.

After a brief discussion amongst the board, it was agreed that all Election issue requ;ests, including candidates and proposals, was set for a meeting date of September 18, 2018, and that a separate meeting would not be set up to discuss any further political issues for the upcoming election in November.

Mark Odland will follow up with the two (2) individuals who are requesting to come speak to our club.

Meeting adjourned at 8:11a.m.

Respectfully submitted by:

Rhonda Wendzel Secretary Rotary Club of South Haven

Tuesday, October 9, 2018

Today's board meeting was called to order by President, Mark Odland, at 8:10 a.m.

Those in attendance included, Mark Odland, Dene Hadden, Tom Renner, Rhonda Wendzel, Richard Swanson, Paul Hix, Dan Thompson, Steve Larsen, and Bob Straits.

Approval ofAgenda - Mark Odland A motion to approve the agenda, as presented, was made by Paul Hix, seconded by Richard Swanson. Approved.

Approval ofBoard Meeting Minutes A motion to approve the September 18, 2018 Board Meeting minutes was made by Paul Hix, seconded by Tom Renner. Approved.

President's Report ~ Mark Odland Mark presented the attached documents from Rotary International, Dacdb site, and the Rotary District. The documents contain information on current and past members of our club.

Also, included is a "Manage Membership Leads" handout showing individuals who are interested in our club. Paul Hix, Membership Chairman, will reach out to the following individuals: Gregory McCormack, Joseph Reeser, and Rhonda Morgan.

A handout regarding Club Flexibility is also included. Rotary clubs have the flexibility to choose when, where, and how clubs meet and the types of membership they offer. A special notation was made to Item # 4 - Offer multiple membership types. Our club could offer family memberships, junior memberships to young professionals, or corporate memberships. Each type of membership can have its own policies on dues, attendance, and service expectations. These members can be counted in our club membership and will be considered active members if they pay Rotary International dues.

Secretary's Report - Rhonda Wendzel The South Haven Rotary Club Christmas party is in the planning process. The tentative date is scheduled for Tuesday, December 11,2018. More details to follow!

Treasurer's Report - Bob Straits Balances were not available at the meeting, however Rhonda has provided the balances at this time.

Balances as of September 30,2018: Club Account - $ $8,661.85 Project Account - $20,202.51

Grant Report and Requests - Tom Renner Two (2) grants requests were received. Al- Van Humane Society This organization is requesting a donation to be used for low cost micro chipping for community pets. A motion to donate $500.00 to this organization was made by Tom Renner, seconded by Bob Straits. Approved.

Festival a/Trees - 2018 The Festival of Trees 2018 Committee is requesting a donation to benefit Senior Services of Van Buren County Michigan.

The board declined to make a donation to this organization. They are in support of the project, however they are interested in donating to a project that is specific to South Haven.

Board Member Reports - Paul Hix As mentioned in the President' Report section, Paul Hix will reach out to the three (3) individuals who have shown an interest in our club.

Old Business None at this time.

New Business None at this time.

Adjournment A motion to adjourn was made by Tom Renner, seconded by Bob Straits. Approved. The meeting adjourned at 8:35 a.m.

Respectfully submitted by:

Rhonda Wendzel Secretary Rotary Club of South Haven

Tuesday, September 18, 2018


Today's board meeting was called to order by President, Mark Odland, at 8:08 a.m. Those in . attendance included, Mark Odland, Tom Renner, Paul Hix, Rhonda Wendzel, Richard Swanson, Steve Larsen, and Dan Thompson.

Approval of Minutes
A motion to approve the board meeting minutes' of August 14,2018 was made by Paul Hix, seconded by Tom Renner. Approved.

President's Report
Mark Odland Mark stated that he has received two (2) emails from the District pleading for more money to be used towards polio eradication. Mark has no intention of asking our club membership to donate more, as he feels our South Haven Rotary Club's generosity is unquestionable, and he is proud of where our club is in the District.

Secretary's Report
Rhonda Wendzel Rhonda informed the board that the planning stage for the Haven Harvest Festival is coming along well. The South Haven. Rotary Club is hosting the beer/wine tent on Saturday, October 20,2018. The event will be held at the Huron Street Pavilion from 5:00 p.m. - 10:00 p.m. Volunteers will be needed for various areas at this event. A volunteer sign up sheet will be passed at an upcoming Rotary meeting. Remember, this fundraising event replaces the Labor Day pancake breakfast and volunteers will be needed!

Treasurer's Report
Bob Straits Bob was absent from today's board meeting. However, he provided the board with the Treasurer's Report from July 1,2018 -August 31,2018.

Ending balance, as of August. 31, 2018: Club Account - $ 8,413.87

Project Account - $20,086.06

A motion to accept the Treasurer's Report, as presented, was made by Paul Hix, seconded by Richard Swanson. Approved.

Grant Report and Requests - Tom Renner
The following Grant requests were received and approved:

Tri-County Head Start A motion to donate $500.00 was made by Paul Hix, seconded by Steve Larsen. Approved.

Girl Scouts Heart of Michigan A motion to donate $240.00 was made by Paul Hix, seconded by Dan Thompson. Approved. The cost to ensure one (1) girl ,is fully supported for the year is $120.00. Our donation will be used to sponsor two (2) girl scouts.

Junior Achievement of Southwest Michigan A motion to donate $250.00 was made by Steve Larsen, seconded by Richard Swanson. Approved.

South Haven Area Chamber of Commerce New Neighbors Program A motion to donate $120.00 was made by Steve Larsen, seconded by Richard Swanson. Approved.

Tom Renner will meet with South Haven Area Chamber of Commerce Executive Director, Kathy Wagaman, to see if our club can choose the specific three (3) month period that we would like to sponsor. Tom will also provide the information to the Chamber that we would like to have showcased about our South Haven Rotary Club.

Board Member Reports
Dan Thompson/Steve Larsen Dan Thompson and Steve Larsen provided the board members with valuable information and resources to strengthen our club's membership. The board was asked to review the handout, on their own time, and provide feedback to Dan and Steve on how they feel our club should proceed. ,

Dan and Steve will discuss this information with the entire club membership at an upcoming meeting.

Old Business
None at this time

New Business
Chef, Matt Shafer, recently prepared a deli9ious meal for our club's recent Rotary picnic. A discussion was held amongst the board members and it was decided that a token of our dub's appreciation for Matt's commitment, set up, etc for this event was above and beyond. A motion to provide Matt Shafer with a $100.00 appreciation gift was made by Tom Renner, seconded by Steve Larsen. Approved. .

The Rotarian Magazine
Be sure to read the latest copy of The Rotarian Magazine. The Holland Rotary Club is featured in this magazine

Adjournment
A motion to.adjourn was made by Richard Swanson, seconded by Steve Larsen. Approved. The meeting adjourned at 8:55 a.m.

Respectfully submitted by:

Rhonda Wendzel Secretary Rotary Club of South Haven .

3


Tuesday, August 14, 2018

Today's board meeting was called to order at 8:08 a.m. by President, Mark Odland.

 

Members present included:  President, Mark Odland, Richard Swanson, Paul Hix, Rhonda Wendzel, Dene Hadden, and Tom Renner.

 

Welcome

Richard Swanson was welcomed as our newest board member!   

 

Approval of Agenda

A motion to accept the agenda, as presented, was made by Paul Hix, seconded by Tom Renner.   Approved.

 

Approval of Meeting Minutes

A motion to approve the July 10, 2018 board meeting minutes and the Special Board meeting minutes of August 7, 2018 was made by Paul Hix, seconded by Dene Hadden.   Approved.

 

President's Report – Mark Odland

Feedback from District Governor, Jim Cupper

Mark received the following comment from District Governor, Jim Cupper.  

“The South Haven Rotary Club is one heck of a club with a lot of energy!”  

 

District Grant Update

Peter TerLouw, Executive Director, from the Southwest Michigan Land Conservancy is currently working on the permits and final design for the Pilgrim Haven kiosk.   We are anticipating this part of the project to be completed by November, 2018. The South Haven Rotary club received a district grant in the amount of $1,700.00, our club donated $2,500.00 towards this project, and an anonymous donation of $800.00 was received.    (Total $5,000.00)

 

Educational Fundraiser

A motion to contribute $4,000.00 each to the Lake Michigan College – South Haven Campus and the South Haven Public Schools Foundation was made by Paul Hix, seconded by Richard Swanson.   Approved.

 

Dene Hadden will set up the presentations for the funds to be distributed.

 

Rotary Summit

Every Rotarian of our club is invited to attend the District 6360 One Rotary Summit on Saturday, September 15, 2018.    Details regarding the location and registration process are included on the attached handout.

 

District Foundation Raffle Tickets Proposal

Our club has been given twenty eight (28) tickets to sell at $25.00 per ticket.

 

25% of the ticket sales proceeds is given back to our club to support RYLA (Rotary Youth Leadership Awards) and other leadership programs.    The sale of these raffle tickets also provides grants to club's in our district. In the past two (2) years our South Haven Rotary Club has received grants totaling  $5,000.00. Our club's goal is to sell all of the tickets. First prize is $1,000.00; four (4) second prizes of $750.00 will be awarded, as well as smaller prizes.

 

Individual Rotarian members are encouraged to purchase a ticket, or two, or three, or more!.  They will be given the opportunity to purchase these tickets first. If any tickets remain unsold, after being offered individually to our members, they will be available to be purchased as a group from our club.   Any winnings received from a 'group' purchase will be designated to a charity of our club's choice.

See President, Mark Odland, if you are interested in purchasing any raffle tickets.

 

Candidate Day Update

Tuesday, September 18, 2018 has been designated as “Candidate Day”.  If you have someone interested in speaking at our club meeting on this date please contact Bob Straits.

 

Secretary's Report – Rhonda Wendzel

Rhonda Wendzel reported that the South Haven Rotary Charities account has a current balance of $8,040.21, as of July 31, 2018.    Funds will be distributed to the South Haven Public Schools Foundation and Lake Michigan College – South Haven Campus in the near future.   As mentioned earlier, Dene Hadden is organizing the presentations.

 

Treasurer's Report – Bob Straits

Treasurer, Bob Straits, was absent from today's meeting.   However, he provided the Treasurer's Report, which is attached.   

 

Balances as of July 31, 2018

Club Account -         $8,558.20

Project Account   - $7,441.28

 

A motion to approve the Treasurer's Report, with the clarification of the grant money (listed as $2,500.00 on the report), was made by Tom Renner, seconded by Paul Hix.    Approved.

 

Grant Report and Requests: - Tom Renner

 

The following grants were received and approved:

A motion to donate $250.00 to the Friends of the Blue Star Trail, to assist with the construction of a non- motorized trail way between South Haven and Saugatuck, was made by Dene Hadden, seconded by Tom Renner.   Approved.

 

A motion to donate $250.00 to South Haven Emergency Services (SHAES) for their fire prevention program was made by Paul Hix, seconded by Richard Swanson.   Approved.

 

Board Member Reports

This topic was tabled until the September 11, 2018 board meeting.

 

Old Business/New Business

Mark Odland, Tom Renner, and Dene Hadden, recently met with South Haven Public Schools Athletic Director, Adam Verseput.  Their discussion included reviewing the details, and finalizing the project, of restoring the banners and signage in the gymnasium.   This project is being funded by a District Foundation Grant that our club was recently awarded in the amount of $2,500.00 and a matching grant of $2,500.00 from the South Haven Rotary Club.

 

Adjournment

A motion to adjourn was made by Paul Hix, seconded by Richard Swanson.   Approved.

The meeting adjourned at 8:35 a.m.

 

Respectfully submitted by:

Rhonda Wendzel, Secretary
 
Tuesday, August 7, 2018 (Special Meeting)

Today's special board meeting was called to order at 8:10 a.m. by District Governor, James Cupper.

 

Those in attendance included:   President, Mark Odland, Bob Straits, Steve Larsen, Dan Thompson, Rhonda Wendzel, Dene Hadden, Tom Renner, and District Governor, James Cupper.

 

Dues Increase

Jim Cupper explained that the increase in Rotary International dues was due to technology upgrades.   Rotary District dues were increased by $2.00 per member/per year due to a decline in membership.  

 

Membership

Jim also mentioned that prospective members should not only include young professionals, but also recently retired individuals.    Dan Thompson and Steve Larsen are currently working on a new membership recruitment program.

 

District Conference

Jim would like someone from our club to be designated as the 'District Conference Evangelist'.  This individual would be responsible for providing our club members with up to date information on the District Conference and also keep it in the forfront of our minds.

 

Board Member Vacancy

A board member vacancy was created when Dorothy Lockwood resigned from our club.   Any club member interested in serving on the board was asked to contact President, Mark Odland.     Rotarian, Richard Swanson, has shown in an interest in serving on the Board. A motion to appoint Richard Swanson as our newest board member was made by Bob Straits, seconded by Tom Renner.   Approved.

 

Golden Trowel Award

A motion to select John and Sue Gillette as our club's Golden Trowel Award recipients was made by Dan Thompson, seconded by Steve Larsen.   Approved.

 

Adjournment

A motion to adjourn was made by Tom Renner, seconded by Bob Straits.   Approved.

The meeting adjourned at 8:31 a.m.
 

Respectfully submitted by:

Rhonda Wendzel, Secretary