Board of Directors Minutes
MINUTES OF BOARD OF DIRECTORS
Rotary Club of South Haven, Michigan
 
APRIL 9, 2019

Call to Order:

Tom Renner Dene Hadden

Approval of Agenda:

Steve Larsen Tom Rummel

Approval of Meeting Minutes from: March 12, 2019

Sesquicentennial Kickoff Celebration May 10, 2019

Presidents Report:

Membership Application Proposal Observations from PETSl;raining

Secretary's Report:

Treasurers Report:

Grant Report and Requests:

Board Member Reports:

Membership Initiative

Old Business:

New Business:

Arbor Day Tree Planting

Adjourn:

Paul Hix

Rhonda Wendzel

Dan Thompson Bob Straits

Mark Odland

Richard Swanson

Rosalie and Sue

Mark

Rhonda

Bob

Tom Renner

Dan Thompson

Tom Renner

SOUTH HAVEN ROTARY CLUB

Board Meeting Minutes Tuesday, April 9, 2019

Today's board meeting was called to order by President, Mark Odland, at 8:07 a.m. Attendance included, Mark Odland, Tom Renner, Dene Hadden, Bob Straits, Rhonda Wendzel, Dan Thompson, Richard Swanson, Paul Hix, and for a brief moment Rosalie Plechaty, Sue Duvall, and Jerry Gruber joined the board meeting.

Approval of Agenda Paul Hix requested to add the topic of the Boys and Girls Club under New Business, to the agenda. A motion to approve adding this topic to the agenda, was made by Bob Straits, seconded y Richard Swanson. Approved.

Approval of Board Meeting Minutes A motion to approve the March 12, 2019 Board Meeting Minutes was made by Paul Hix, seconded by Richard Swanson. Approved.

Sesquicentennial Kickoff Celebration- Rosalie Plechaty and Sue Duvall Plans are well underway for this celebration which will be held on Friday, May 10,2019. A picnic will be held on this date from 4:00 - 7:00 p.m. at Stanley Johnston Park. A presentation on the history of our town will take place at 6:00 p.m. The picnic and presentation is free to the community.

Rosalie and Sue are looking for our club member participation during this event. They would like our club members to be on the grounds as "Ambassadors" during this event, registering guests by completing name badges and asking those attending to include on their badge how long they have been a resident of South Haven. This would be an excellent opportunity to show our South Haven Rotary Club's visibility in the community.

A motion to participate as South Haven Rotary Club "Ambassadors" for this event was made by Bob Straits, seconded by Dan Thompson. Approved.

President's Report- Mark Odland Membership Application Proposal - Observations from PETS Training Mark provided a Membership Application from the the Rotary Club of Kentwood. The front page of the application is what our club is currently using. The back side of the form has some helpful information and states what is expected of new members. Our club will be incorporating the back side of the form, updating it with our club's responsibilities and fees, and include it as part of the Membership Application. See attached application.

Secretary's Report - Rhonda Wendzel Induction Dinner is in the process be sure to save the date, Tuesday, June 25, 2019. The event will take place at Hawkshead Restaurant & Inn.

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Treasurer's Report - Bob Straits Treasurer, Bob Straits, provided the Treasurer's report as of March 31, 2019

Club Account - $ 12,095.06 Project Account - $ 5,659.46

A motion to approve the Treasurer's Report, as presented, was made by Paul Hix, seconded by Dene Hadden. Approved.

Grant Report and Requests - Tom Renner South Haven Area Mural Project This grant request was discussed, and tabled, at last month's board meeting. No action is being taken at this time, and has been tabled, until we receive more information from this organization.

The mural is in the preliminary stages. The mural will be located on the west wall of the South Haven Visitor's Bureau building near Dyckman Park.

Sesquicentennial Planning Committee A motion to contribute $1000.00 to this committee was made by Paul Hix, seconded by Bob Straits. Approved.

BoardMember Reports - Dan Thompson Education and Service Award Nominations were received, and discussed by the Board, for the Education and Service Award.

A motion to approve, Julie Sheppard, as the recipient of the Education and Service Award was made by Dan Thompson, seconded by Richard Swanson. Approved.

Rhonda will place the order for the plaque, and the award will be presented on April 27, 2019 at our Educational Fundraiser, which is being held at Beeches Golf Course.

South Haven Rotary Club Banners Dan Thompson provided a proposal to the Rotary Club Board regarding three (3) portable banners that would feature the South Haven Rotary Club, Four-Way Test, and a Club Recruitment banner. He would like to see our club have these banners to display at different events our club is involved in. There would be no cost to our club; an anonymous donor, has provided the funding for the banners. A motion for Dan to order these banners, specific to our South Haven Rotary Club, was made by Paul Hix, seconded by Bob Straits. Approved.

Old Business - Bob Straits Rule 0/85

Bob Straits clarified the Rule of 85.

Rotdry International - Rule of 85 A member's absence shall be excused if the member has at least twenty (20) years of active service and their age plus years of service is equal to, or greater than, eighty five (85).

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Old Business - Continued

South Haven Rotary Club - Rule of 85

According to our South Haven Rotary Club By-Laws, a member's absence shall be excused if the member's age, plus years of active service is equal to, or greater than, eighty five (85). A minimum of twenty (20) years of active service is not required.

We will be following the South Haven Rotary Club - Rule of 85 guidelines for our club membership.

New Business Arbor Day - Tree Planting A motion to contribute $250.00 for the tree planting was made by Tom Renner, seconded by Paul Hix. Approved. The tree planting will take place on April 26, 2019. Tom Renner is working in conjunction with the City of South Haven to organize this event. More information to follow.

Boys & Girls Club of South Haven - Paul Hix Paul Hix provided the attached post card regarding the Boys & Girls Club of South Haven. He focused on a discussion with the Board on how this program would be an ongoing, must needed service that would be provided for members in Southwest Michigan. It would also be an opportunity for club exposure that would showcase how our club gives back to the community. It would be a win/win situation for our club and the young people in our community.

The Boys & Girls Club of South Haven will be our speaker at a club meeting in June.

First Aid Kits - Jerry Gruber Jerry stated that our First Aid kits need some updating. A motion to allow Jerry to update the First Aid kits with the necessary supplies, was made by Tom Renner, seconded by Bob Straits. Approved.

Adjournment A motion to adjourn was made by Tom Renner, seconded by Dene Hadden. Approved. The meeting adjourned at 9:00 a.m.

Respectfully submitted by:

Rhonda Wendzel Secretary Rotary Club of South Haven

 
MARCH 19, 2019

Today's meeting was called to order by President, Mark Odland, at 8:10 a.m. Those in attendance included, Mark Odland,Tom Rummel, Rhond~ Wendzel, Dan Thompson, Steve Larsen, Paul Hix, and Tom Renner.

Approval of Agenda , A motion to approve the agenda was made by Paul Hix, seconded by Dan Thompson.

Approval ofMeeting Minutes '. Amotion to approve the February 19,2019 board meeting minutes was made by Paul Hix, seconded by Dan Thompson. Approved.

President's Report - Mark Odland PETS Training Mark Odland will be attending PETS training in Kalamazoo. Mark's registration is paid through our club. Dan Thompson - President Elect will also.be attending the PETS training. A motion was made by Steve Larsen, seconded by Paul Hix, to have the club cover the registration cost for Dan as well. Approved.

Membership Goal President, Mark Odland, has submitted our club's membership goals to the District. Our club's goal is to have a net growth of one (1) new member for the District year. We have recently inducted a few members, but we also have to take into consideration that we have lost a few members over the last few months. Our club membership is currentlyat fifty three (53)members.

Our club currently has 100% member participation in contributing to our Rotary District 6360. Each . \ member is contributing $25.00 per quarter, with 75% of this contribution going towards the Annual Fund Contribution, and the remaining 25%.of this contribution going towards Polio Plus.

Secretary's Report '- Rhonda Wendzel This year's Induction Dinner will beheld on Tuesday, June 25, 2019 at Hawkshead Restaurant. There will not bea morning Rotary meeting on this date. Dan Thompson will be coordinating the golf outing on this same date. More details to come.

Treasurer's Report - Tom Rummel Tom Rummel presented the attached Budget, as of-February 28,2019.

Club Account - $13,958.69 Project Account - $5,659.46

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

Grant Report and Requests - Tom Renner City of South Haven Splashpad . . . A motion to donate $10,000.00, from our club; plus additional funds raised from Grants and other fundraising activities, was made by Steve Larsen, seconded by Paul Hix. Approved.

The Splashpad is expected to be open later this year with a Ribbon Cutting Ceremony set for September, 2019.

Chamber of Commerce Community Expo . The Board was not interested in having our club participate in this event.

South Haven Area Mural Project Our club is interested in participating in this project, but would like additional information regarding the project Tom Renner will reach out to Kayla Wyszynski Ridley, Co-President of this project.

South Haven Tribune Sesquicentennial Advertisements The South Haven Tribune will be printing a special three (3) part commemorative edition. The editions we be available May 12; 2019, July 1,2019, and November 3, 2019. Special rates are available for advertising in all three (3) Sections.

A motion to place a club advertisement for this special event, in the amount of $385.00, was made by Steve Larsen, seconded by Dan Thompson. Approved. The advertisement will be a Quarter Page ad for a cost of $335.00, plus an additional charge of $50.00 for color. Total $385.00.

Harborfest of South Haven A motion to donate $250.00 to this festival was made by Paul Hix, seconded by Dan Thompson. Approved.

Annual Fourth of July Parade Our club may submit an entry in this year's 4th of July parade. Mark Odland and Dan Thompson will be discussing this topic at their PETS training this weekend. - . This year our club membership will beresponsible for providing a crew to coordinate the parade set up. The set up will take place at the South Haven High School parking lot. More details to follow.

South Haven Black River Lions Club BBQ on the Bluff Our Board declined participation in this~vent.

Board Member Reports Approve New Members An application for membership was received from Kevin Schooley. A motion to approve Kevin as our newest member was made by Paul Hix,.seconded by Dan Thompson. Approved.

New Member Initiative Our South Haven Rotary Club will be hostirig the Chamber of Commerce After Business Ours (ABO) on Thursday, November 21,2019. Our club goal for this event will be focused on initiating new members to our club. We will be co-partnering this event with the South Haven Moose Lodge. More details to follow.

Club Recognition Report Club Hero Bob Straits has been chosen aso}lr "Club Hero" Award recipient. Congratulations!! Bob will represent our club at the 2019 District Conference on May 16- 18, 2019. The conference will be held at the Mission Point Resort & Conference Center on Mackinac Island.

Old Business None

New Business ~ None

Adjournment . A motion to adjourn was made by Steve Larsen, seconded by Dan Thompson. Approved. The meeting adjourned at 9:03 a.m.

Respectfully submitted by:
Rhonda Wendzel Secretary Rotary Club df South Haven

 
FEBRUARY 19, 2019

Today's board meeting was called to order by President Mark Odland, ~t 8:08 a.m. . Attendance included: Mark Odland, Tom Renner, Rhonda Wendzel, Richard Swanson, and Paul Hix.

Approval of Agenda Amotion to approve the agenda, as presented, was made by Paul Hix, seconded by Richard Swanson. Approved.

Approval of Board Meeting Minutes A motion to approve the January 8, 2019 Board Meeting minutes was made by Tom Renner, seconded by Richard Swanson. Approved.

President's Report - Mark Odland

We are seeking nominations for the following awards: Rotary Hero Rotarian of the Year Citizen of the Year

Nomination forms are found on our South Haven Rotary Club website. Completed forms should be given to Dan Thompson.

New Member Initiative - Dan Thompson is excited to share his ideas upon his return.

By-Law Issues - Discussion on this subject was tabled until Bob Straits returns.

Educational Funds Raiser This year's event will be held at Beeches Golf Course on Saturday, April 27, 2019~ More details to follow upon the return of Dene Hadden.

Chamber of Commerce "After Business Ours" (ABO) Our club will be hosting the ABO on Thursday, November 21, 2019. We are looking at partnering with the South Haven Moose Lodge for this event. More details to follow!

Induction Dinner/Golf Outing This event will be held at Hawkshead. Rhonda will be planning this event and will follow up with details to the club membership.

PETS Training and Goals - 2019/2020 President, Mark Odland, will be attending the PETS Training Program Mark's goals for our club include: I Grow membership by a Net one (1) member Club Involvement in Community Service Projects 100 % Club participation in donations made to the Rotary Club Foundation

RYLA Camp Dene Hadden has sent out applications to prospective RYLA candidates.

Leave ofAbsence Request -Jerry Portman Jerry Portman has requested a Leave of Absence for personal reasons. Amotion to approve a Leave of Absence for Jerry Portman, with an undetermined end point, was made by Richard Swanson, seconded by Tom Renner. Approved.

Jerry Portman will be returning to our club at some point in the future.

Fly-In Rajjle Scott Mark is interested in having a Fly-In Raffle at our pancake held in August at the airport. A discussion was held amongst the board. The Board had some questions regarding licensing requirements and staffing. Mark is going to reach out to Scott Mark and Don Hodgman for further discussion on the Board's concerns. This topic will be further discussed at our next board meeting in March .

Treasurer's Report

Club Account -. $ 13,508.49 Project Account - $ 6,159.46

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

Grant Report and Requests: South Haven Schools History Club A motion to donate $500.00 was made by Paul Hix, seconded by Richard Swanson. Approved.

City o/South Haven Splashpad This donation request has been tabled until the next board meeting in March. Torn Renner is going to reach out to the City of South Haven to gather more information regarding this project.

Adjournment A motion to adjourn was made by Paul Hix, seconded by Tom Renner. Approved. The meeting adjourned at 8:55 a.m.

 
JANUARY 8, 2019

Today's board meeting was called to order at 8:03 am. by President, Mark Odland. Those in attendance included, Mark Odland, Tom Renner, Paul Hix, Rhonda Wendzel, Steve Larsen, and Tom Rummel.

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 approved the December 4, 2018 Board Meeting minutes was made by Paul Hix, seconded by Steve Larsen. Approved.

President's Report - Mark Odland Rotary Hero Mark received an email from our Rotary Club District regarding the "Rotary Hero" Award. All members of our club are encouraged to nominate a fellow Rotarian who they feel is deserving of this award. Nomination forms should be given to Dan Thompson. The District deadline, to submit the name of our club's recipient of this award, is March 22, 2019.

Holiday Party Survey Thank you to everyone who completed the survey.

New Members We are always looking for new members. Invite someone who you feel would be a great addition to our club as a guest. At this time, we have two (2) prospective new members.

Pancake Breakfast In 2019, the 4thof July falls on a Thursday. Mark is goingto reach out to our Club's Pancake Chairman, Don Hodgman, to see what his thoughts are for our club's pancake breakfast. Should we host our event the Sunday before the 4thof July (June 30, 2019) or the Sunday after the 4thof July ( July 7,2019)? The City of South Haven will also be hosting their 150th year Anniversary during this time.

Treasurer's Report Our Club Treasurer, Bob Straits, is currently vacationing in warmer climates! However, he did provide the attached Balance Sheet. Assistant Treasurer, Tom Rummel, presented the balances as of December 31, 2018:

Project Account - $13,059.46 Club Account - $4,528.05

A motion to approve the Treasurer's Report, as presented, was made by Paul Hix, seconded by Steve Larsen. Approved.

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

Hospital Hospitality House A motion to donate $250.00 was made by Paul Hix, seconded by Steve Larsen. Approved

National Blueberry Festival A motion to donate $500.00 was made by Steve Larsen, seconded by Paul Hix. Approved.

South Haven Steelheaders Mike DeGrandchamp submitted a request for a donation to help maintain the South Haven Data Buoy. A motion to donate $500.00 towards the Data Buoy was made by Steve Larsen, seconded by Rhonda Wendzel. Approved.

Bronson Health Foundation A motion to donate $500.00 was made by Steve Larsen, seconded by Paul Hix. Approved.

Warner Camp A motion to donate $500.00 was made by Steve Larsen. The motion did not receive Board support.

VanBuren Youth Camp A motion to donate $250.00 was made by Paul Hix, seconded by Tom Renner. Approved.

Our Town Players A motion, in the amount of $250.00, to purchase tickets or donate funds to a designated purpose was made by Steve Larsen, seconded by Paul Hix. Approved.

High School Robotics Team A motion to donate $1000.00 (Platinum Level) to the South Haven High School Robotics Team was made by Steve Larsen, seconded by Paul Hix. Approved.

Board Member Reports Approval of New Member A motion to accept, Ross Woodhams, as our newest member was made by Paul Hix, seconded by Tom Renner. Approved.

Ross's Sponsor is Bob Stickland and his Classification isAutomotive Sales/Service.

Old Business - None

New Business Kenya Steve Larsen will will be traveling to Kenya between February 20, 2019 - March 6, 2019 to assist Marty Graber. This will be Marty's last year of working in Kenya.

Steve will be out fundraising to raise money for hospital equipment in Kenya. He has been in contact with Marty and will see what equipment is already there and what equipment they are still in need of. If anyone is interested injoining Steve in Kenya, or contributing to the Kenya fundraising project, please reach out to Steve Larsen.

District Grant Request/District Foundation Grant Request Tom Renner and Mark Odland submitted a District Grant application in the amount of $2,500.00 for the Pilgrim Haven Signage and a District Foundation Grant application in the amount of $2,000.00 for the South Haven High School Gymnasium Banners. Our club was also contributing a local match of $2,500.00 to each of this grants.

Our club received a District Grant in the amount of$1,700.00 and a District Foundation Grant in the amount of $2,000.00. A public event to dedicate the banners will be held at an upcoming basketball game. The kiosks have been placed at Pilgrim Haven. An upcoming public event will be held in the spring at Pilgrim Haven. Tom Renner will keep us updated on the upcoming events.

Adjournment A motion to adjourn was made by Steve Larsen, seconded by Tom Renner. Approved. The meeting adjourned at 8:48 a.m.

Respectfully submitted by:
Rhonda Wendzel Secretary Rotary Club of South Haven