Minutes of the Directors Meeting, Rotary Club of Wanaka, Harcourts Meeting Room, Wanaka,

22nd August 2018 at 7.00pm

Present: George Scott, Fran Tate, Margaret West, David Brewer, John Huddleston, Tony O’Regan, Richard Wallace, Deans Hudson

Apologies: Deb Budden, Karl Buchanan

Matters Arising:

* Wanaka Rate Payers (George Scott)

* Define Role of Webmaster (Fran Tate)

* ClubRunner, roles authorised to Bulk Email Members (David Brewer)

* Inventory in Storage Sheds needs to be updated (Fran Tate)

Correspondence Inwards:

* Paper Plus Statement

Correspondence Outwards:

* Aspiring Law - Thankyou Letter

* Calum MacLeod – Thankyou Letter Movie Night

* Jaime Toepfer

* Jigsaw Vehicle

Business Arising from Correspondence

Nil

Correspondence be Accepted

Moved: Deans Hudson

Seconded: Tony O’Regan

Treasurers Report: Margaret West

Main Points

Club Payments:

* $3656 Edgewater Resort

* $438 Club incidentals (flowers/badges/thnx wine)

Club Deposits

* $516 Raffle/fines

* $3740 17 member subs paid

Trust Payments

* $4000 Jigsaw Qtown, support for vehicle

* $400 Jamie Toepfer attendance at Festival

Bank Balances as at 22 August 2018

* Trust $50,554

* Club $11,109

For Directors Approval

1) Ratify the Club and Trust payments as indicated

Moved: Margaret West

Seconded: Richard Wallace

PR and Media Report: Tony O’Reagan

Main Points

* PR planned - Rotary Park, Youth initiatives, Paul Harris videos to FB.

Advertising:

Book Sale (12-14 October) –

* Plan prepared and underway. In 2017 we spent $1462 on marketing. I’m asking for approval for a similar budget which is detailed in the attached. Note that the attached does not include printing of posters yet.

Duck Race Saturday 20 October –

* Plan prepared. In 2017 we spent $1,588 on marketing. I’m asking for approval for a similar budget which is detailed in the attached. Note that the attached does not include printing of posters yet.

Other

Rotary Walk – Tony Brown is back and I’ve asked him to follow up with Allan Dippie.

Items for Directors Approval

1) Duck Race Budget - $1500

2) Book Sale Budget - $1500

Moved: Fran Tate

Seconded: Deans Hudson

Administration: Tabatha Wilson

Main Points

Meal Register/Apologies and LOA

Temporary process going well thanks to Fran Tate. New process to be implemented shortly.

Speakers List

Rosie Burridge doing a great job with a wide range of speakers.

Bulletin

Great content and a good read.

* The resignation by Tabatha Wilson was discussed at length. Her resignation was reluctantly accepted.

* Tony O’Regan agreed to review the current advertising program

Moved George Scott

Seconded Richard Wallace

Foundation: Deans Hudson

Main Points

1. Koru Concert – 13th October Don to be assisted by Duncan and Deans in helping with selling tickets. Harraways continued to sponsor $500 to the event.

2. Film Evening – generally in June – discussed whether this was a suitable event to continue. Decided to do so in the absence of another alternative.

3. Home Show – display of ERK’s and other emergency response kits. George offered to look after when time comes

4. Christmas Auction - committee to look to get more small prizes and mover the auction on more quickly if possible.

5. Foundation Projects – Arusha Tanzania orphanage – Deans to follow up with Contact in New Zealand – Madaline and the Rotary Club of Arusha. Need building measurements and scope of works to develop kitchen/dining and ablutionsand shower facilities. In applying for funding we need to develop a plan that incorporates sanitation, water and education. George Scott is also going to Samoa and will report on need to assist along with other Rotary Clubs the Diabetes/footwear aid that is required.

6. General: Applied for District Grant of $2000 for Jigsaw on behalf of projects committee

Moved: Deans Hudson

Seconded: George Scott

Fundraising: Richard Wallace

Main Points

> Rotary Book Sale. RW gave a run down on progress so far. LWC booked, Wanaka Storage has kindly donated a 6 x 3 storage unit for three months to use for book sorting. The gate access & padlock code at WSS is 9980. ME has started book sorting & getting the shed ready to use. Book sorting will begin on Thurs 26th July and will be held every Tues & Thurs from 10am, more if required closer to the sale if needed. M10 & WSS have agreed to accept books & ME will roster on people as required to collect books. UCT has again offered the truck to move the books to LWC.

> Rotary Duck Race. Discussion was held as to how many ducks we should be selling, DE recalled some opposition from club members to sell ducks last year (1750) It was decided to reduce the numbers down to 1000 wee ducks & increase the Ex Duck up to 75. Wee Ducks $5 ea & Executive Ducks $100 ea. DE has agreed to arrange with M10 & New World Duck sale days leading up to the race.

> Wheels at Wanaka. WaW is a new event being organised for Easter 2019 & will run opp years to WOW. ME, DE & RW will arrange a meeting with the organisers & see if there is an opportunity for RCW to be involved. (Car Parking, Gate Entry etc)

> A&P Show Catering. Discussion was held regarding manning these, is there an opportunity to bring on help again as was last year with MAC. More work to be done on this closer to the time.

> Challenge Wanaka. The format with this has changed & we are waiting to see the outcome. CH is in contact with Challenge Wanaka and will keep us informed.

> Cavalcade. CH thinks there may be an opportunity here & will keep us informed of any progress.

> DVD’s & Trestle Tables. GS mentioned Harry Briggs has a heap of DVD’s and 3x trestle tables to give to the club (book sale). DE is to contact HB.

* DVD’s have gone to the Hospice who have swapped for books

* A discussion ensued regarding using Club Runner for scheduling. Decision deferred.

Moved: Richard Wallace

Seconded: George Scott

Service Projects: John Huddleston

Main Points

Working Party - Tititea (weekend 22/23 September). Discussed need for a plumber. Brendan Fay unavailable that weekend. JH to circulate sheet at Tuesday meeting for indication of people able/wanting to attend. Clayton to be asked to provide food for weekend.

A number of possible projects discussed:

Rotary Park Irrigation - $1,000 pre-approved last year for irrigation. GB to liase with Ian Haynes when he is back from overseas.

Investigate possibility of a BBQ for Rotary Park & Deans Bank, Albert Town. KG to arrange meeting with Quentin Smith, Chair Wanaka Community Board. Will require a firm commitment from the Council that they will maintain BBQs, particularly Rotary Park.

Kahu Youth (KY) New Venue - KY have been given notice to vacate their premises. Council seeking re-zoning an area of land next to Lismore Park on Plantation Road. This would then be leased on a long term basis to KY. Plans to build a suitable facility, with Stone Wood offering to assist. Opportunity for our Club to assist with perhaps landscaping (and general fundraising).

Community House - most of funding secured. Build scheduled to commence August 2018. Again opportunity for our Club to assist with landscaping (and general fundraising).

Meeting Tuesday, 7 August

Present: Gordon B, Chris T, Tom G, John M, John H

Apologies: Chris W, Robbie J, Jarrod F

Main Points

Funding applications:

1. Wanaka Alcohol Group -Research Project MAC students. Even split of views amongst committee members on whether we should support.

Concerns expressed included overall cost of survey vs benefits and not a ‘worthy enough cause’.

2. Finn Dooney - purchase 13 Glucose Monitors (sensors) - 6 months supply. Supported.

NZ Clean-Up Week 10 - 16 September

Club has supported in the past. JH to put to Club Members for their views. Committee concluded that we could focus on popular local walking tracks, which only DOC maintains. This should also mean less health and safety concerns for individual safety, particularly if there are young people to supervise.

Items for Directors Approval/Consideration

1) Wanaka Alcohol Group Funding Application.

* Directors discussed this Application in full. John Huddleston requested to do further research

2) Finn Dooney Funding Application.

* $1280 donation. Receipt required first. Secretary to write to Finn advising of the decision

3) Support NZ Clean-Up Week, 10 - 16 September.

* Much discussion. Teams to be formed within the Service Projects Group to support this initiative.

4) Working Party - Tititea Lodge (weekend 22/23 September).

* $30 per person for food

Moved: John Huddleston

Seconded: Tony O’Regan

Youth and Vocation: Karl Buchanan

No Report

Club Membership Deborah Budden

Main Points

Organise inductions for 21st Aug and mentors to introduce them - Alison King, Tom Perkins and Bruce Steenson.

Viv Milsom to be inducted on her return from abroad.

Transfer paperwork completed for Mathew Abraham.

Potential new members Rosie Piper, Warwick Deucress, Chris Liggins, Ian Stuart and Lynn from QTN.

Orientation evening organised for Sun 16 Sept - wine soup and toast supper. We will cover Rotary history, structure, mission, areas of focus and Derek Valentine will cover club runner app and my Rotary website.

Deb attending district membership development seminar in Dunedin Sun 26 Aug.

Moved George Scott

Seconded Fran Tate

Club Activities Chris Wright

Main Points

* 30th September

* Evening of Jazz with Trevor Tattesfield. 4pm – 8pm Peak Function Centre. Club notified 21st August

$70 per person was discussed. It was felt that this was too expensive. Decision was to create a Budget with $50 per person

* 9th December

* Christmas Party. Details to be confirmed.

* 19th January

* Gibbston Valley Concert. Supertramp and more. Club reminded to buy tickets. Bus to be driven by John Milburn or Graeme Smart.

* 9th March

* Hokitika wild Festival. Same weekend as A&P so non starter.

* 25th May

* Bluff Oyster Festival. Consensus is to encourage members to car pool and organise themselves logistically.

Following due debate, Chris was requested re-examine a bus to Bluff

Summer 2019. Ken Goldfinch suggested organising a 4x4 rally ending at Ranfurly Pub. 2 hours away so option to stay or drive home.

Mike Elliot would like to host a Friday night in the summer.

Home hosting aired as a positive idea

* A discussion ensued regarding a proposed trip to Minaret Station, going across the lake on the barge. About 20 vehicles, $25 per person. Could be a Fund Raiser. Chris Wright and Richard Wallace to liaise with Karl Buchanan. Possibly February 2019

Moved: Chris Wright

Seconded: Richard Wallace

General Business

* Minutes for the Bulletin to be prepared by the Secretary

* Coast Guard Representative at AGM. Addressed

* Define Role of Webmaster (Fran Tate) – See Matters Arising

* Inventory in Storage Sheds needs to be updated (Fran Tate) – See Matters Arising

* Wanaka Rate Payers re being Paid – See Matters Arising

* ClubRunner, roles authorised to Bulk Email – See Matters Arising

Next Meeting 26th September