Board of Directors Minutes
MINUTES OF BOARD OF DIRECTORS
Rotary Club of South Haven, Michigan
 
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
 
Tuesday, July 10, 2018
 

Today's board meeting was called to order by President Mark Odland at 8:04 a.m.

 

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

 

Approval of Agenda

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

 

Board Meeting Minutes

A motion to approve the June 12, 2018 board meeting minutes was made by Paul Hix, seconded by Bob Straits.  Approved.

 

President's Report – Mark Odland

Focus for 2018-2019

Three (3) main items to focus on include:

*  Membership – Growth and retention of membership

*  Communication

*  Grants

 

Board/Member Assignments

Dan Thompson -  Club Recognition Awards

                            Rotarian of the Year, Citizen of the Year, Educator of the Year, Golden Trowel Award

                            and Rotary Hero Award

 

Tom Renner -  Grants - Webmaster

 

Art Ayers -  Chaplain of the South Haven Rotary Club

 

Paul Hix – Chairman of the Membership Committee

Mark Odland has assigned a task force to help recruit and retain current members.  Dan Thompson and Steve Larsen will serve on this task force.

 

Dene Hadden has requested to step away from Co-Chairing our major fundraiser – Lake Michigan College – South Haven Campus and the South Haven Public Schools Foundation.   Steve Larsen has been asked by President, Mark Odland, to Chair this event. Steve will make a decision soon as to whether he will accept this responsibility.

 

Scott Mark – Silent Auction   (Major Fundraising Event)
 

District Grant Update

Our club applied for a District Grant in the amount of $2,500.00.   The grant request was to provide a Rotary kiosk sign, with a roof on it, at Pilgrim Haven.  The kiosk would consist of a map of the trails, wildlife found at the sight, park rules, etc.  Our club was approved at the District level for $1,700.00. The request now moves on for final approval from Rotary International.  

 

District Foundation Grant

Our club has not heard anything at this time as to whether we were approved for our grant request.

(South Haven Public Schools – Athletic Board)

 

Corporate Memberships

Mark Odland is requesting that the following organizations be converted to “Corporate” Memberships:

South Haven Public Schools

Lake Michigan College

South Haven Public Library

 

Mark Odland will reach out to the prospective members at each of these establishments.  If he receives a commitment (attendance, financial commitment, and service) from them that they are going to be engaged, he will offer to make them a corporate membership.  

 

Paul Harris Recognition

A member of our club has requested to make Dr. Paul Wahby of South Haven, a Paul Harris Fellow.  Dr. Wahby has made a huge contribution to our community. A discussion was held amongst the board and all board members were in favor of the recognizing Dr. Wahby as a Paul Harris Fellow.

 

Open Board Seat

Due to the resignation of Dorothy Lockwood, there is a vacancy that needs to be filled on the board.  Please contact President Mark Odland if you are interested in serving on the board.

 

Secretary's Report – Rhonda Wendzel

Rhonda Wendzel will be attending a meeting on July 12, 2018 with the staff from the South Haven Visitor's Bureau.  Their discussion will focus on our club's upcoming fundraising event, Haven Harvest. This year's event will be held on Saturday, October 20, 2018.   Volunteers from our club will be needed. More information to follow.

 

Treasurer's Report – Bob Straits

Bob Straits provided the Treasurer's report as of June 30, 2018.

 

Club Account -       $ 10,041.10 Project Account -   $ 5,408.30

 

A motion to approve the Treasurer's report, as presented, was made by Tom Renner, seconded by Paul Hix.   Approved.

 

Preliminary Budget – 2018 - 2019

The Preliminary Budget for the 2018 – 2019 Rotary year is attached.   

A motion to approve the preliminary budget, as presented, was made by Paul Hix, seconded by Tom Renner.   Approved.

 

Signatories on Checking/Savings/Investments Accounts

The South Haven Rotary Club Charities account is held at Chemical Bank.   The current signers on the account are Dene Hadden, Donald Hixson, Wayland (Korky) D Ingersoll, Jr.,  Dorothy Lockwood, and Rhonda Wendzel.

 

A motion to remove all current signers, except for Rhonda Wendzel, and add Bob Straits as a signatory to the account, was made by Tom Renner, seconded by Paul Hix.   Approved.

 

The South Haven Rotary Club, (Project and Club accounts), are held at Sturgis Bank & Trust Company.  

The current signers on both of these accounts are Bob Straits, Rhonda Wendzel, James Davis, Tom Rummel, Dorothy Lockwood, and Art Ayers.

 

A motion to remove Dorothy Lockwood and Art Ayers as signers from both of these accounts, and leave the remaining signers on the Club and Project Accounts was made by Paul Hix, seconded by Tom Renner.   Approved.

 

Rhonda will oversee that the changes are made to these accounts.

 

Grant Report and Requests – Tom Renner

Five (5) grant requests were discussed at today’s board meeting.

Warner Camp

This grant request was tabled at the May, 2018 board meeting.   

A motion to contribute $300.00 was made by Tom Renner, seconded by Steve Larsen.  Approved.

The donation will be used for scholarships for local children to attend camp.

 

Riverfront Concert Series

A motion to contribute $250.00 was made by Paul Hix, seconded by Steve Larsen.   Approved.

 

Hospital Hospitality House

A motion to contribute $250.00 was made by Steve Larsen, seconded by Paul Hix.   Approved.

 

Be the Match  -Bone Marrow Transplant

A motion to contribute $500.00 was made by Steve Larsen, seconded by Bob Straits.   Approved.

 

Rotary International -The Rotary Rose Parade Float Committee, Inc.

A motion to contribute $100.00 was made by Paul Hix, seconded by Steve Larsen.   Approved.

 

Board Member Reports

Two (2) prospective members were approved by the board for membership at today’s meeting.

A motion to accept Tom Noverr and Steve Miles as new members to our club was made by Bob Straits, seconded by Steve Larsen.  Approved.

 

Old Business

There was not any old business to discuss at this meeting.

 

New Business

Golf Tournament Proposal

Steve Larsen and Dan Thompson hosted the South Haven Rotary Club golf outing on June 26, 2018.

$410.00 was raised and donated to We Care, INC.     Great Job!

 

Steve and Dan would like to take the golf outing to another level.    Dan will be a ‘spotlight’ speaker at our club meeting in the near future and will share with the entire club membership the thoughts/ideas that Steve and himself have in mind in an effort to raise more funds to benefit We Care, INC.

 

Political Candidate Requests

Tuesday, September 18, 2018 has been designated as ‘Political Candidates Day’

 

Any member of our club can invite a political candidate, who is running for an elected office, to speak at our club meeting on this date.  Each candidate will be allowed approximately five (5) minutes to speak to our club membership. Please inform President, Mark Odland, of the candidate(s) you have invited to be a speaker.

 

A political candidate is welcome to attend a Rotary club meeting as a ‘guest’ (not speaker) anytime.

However, they will not be allowed to do any campaigning as a ‘guest’.  .  If they would like to speak to our club membership, Tuesday, September 18, 2018, is the date that has been established for this purpose.

 

Adjournment

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

The meeting adjourned at 9:14 a.m.

 

Respectfully submitted by:

 

Rhonda Wendzel

Secretary