Minutes of the Rotary Club of Wanaka Directors Meeting, March 14th 2022.
Correspondence Inwards:
- D9980 – Paul Checketts, District Treasurer – link to finalised and reviewed 2020-21 Annual Financial Report.
- D9980 – Jean Morgan – advising date of District 9980 AGM – 22nd May 2022
- D9980 – Jean Morgan – details of 2x RNZWCS appeals: Australian Floods and Ukraine Invasion.
- D9980 – Andrew Hamilton, Foundation District Chair – how donations to RNZWCS appeals can be made.
- Invercargill Sunrise Club (Phil Robinson) – selling tickets in Mustang car raffle for Southland Charity Hospital.
- NRG Invercargill Club (Aydan Erickson) – inviting Craft Beer purchase supporting Rotary NZ’s 100 years project.
- Tony Parker (Central Otago Accounting) – advising process need for him to review Club and Trust Accounts.
- Tony Parker (Central Otago Accounting) – advice confirming OK to make donations direct from Club A/C.
- Geoff Tomkins – raising questions/initiating discussion on conduct of future meetings at current Covid level.
- Innovative Young Minds - seeking applications for their programme running in late April.
Correspondence Outwards:
- M!NT Charitable Trust – inquiring whether funds still needed in light of Hirepool fundraiser. (Alan)
- Tony Parker (Central Otago Accounting) – confirming desire for Tony to review Club and Trust accts. (Alan)
- Tony Parker (Central Otago Accounting) – seeking advice on grant payment direct from Club Account (Tony)
- Andrew Hamilton (PDG / practising C.A.) – seeking advice on grant payment direct from Club Account (Alan)
- Pembroke Mens’ Club – background on ex-Probus funds held and request for approval to release a 1/3 share.
- Mark Watson (GM - Mitre 10) – thank-you letter for ongoing support for our fundraising activities.
Treasurers Report: Rod Pemberton
Club Account Balance as at 9th March 2022: $29,984.76 (21st February 2022 it was $44,541.49)
Trust Account Balance as at 9th March 2022: $35,897.73 (21st February 2022 it was $35,291.89)
(No1 Acct balance = $1,607.49)
(No 2 Acct Club clearing account = $120.31)
- Recommend the payments below be ratified/approved:
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- Trust matters for noting:
- Uncommitted Trust Funds held in the Trust’s bank account = $15,603.76.
- Trustees have approved a donation to MINT ($5000), however payment was delayed due to questions raised at the February 21st 2022 Directors’ Meeting. Agreed to ask M!NT to resubmit application after reconsidering their needs (post potentially large donation coming from Hirepool Charity Golf Tournament)
- Net Proceeds of the Duck Race was $4603.03, of which $3800 is sitting in the Charitable Trust’s account.
- Uncommitted Club Funds, including No.1 & No.2 A/C’s = $32,062.25
- Tony O’Regan noted that advice had been received from Central Otago Accounting (Tony Parker) confirming there are no impediments to planned grants/donations being made direct from the Club’s bank account.
Administration: Bernadette Costello
- Computer connectivity – a USB-C => HDMI converter has been purchased to help Apple users (it’s in the bin)
- Sound System – Ron Horner researched suitable options (preferred were from Surplustronics and Selectrix) but in the meantime Martin at the Bullock Bar decided to purchase microphones to plug into their system.
PR and Media Report: Tony O’Regan
- Duck Race results - published on social media and in The Messenger.
- Preparing PR for cropping competition – waiting on information from Otago Rescue Helicopter.
- Preparing article for club website on Te Kakano support.
Foundation: Nicola Brown
- Rotary New Zealand World Community Service - Australian Flood Appeal and Ukrainian Relief Appeal.
Directors noted the committee’s overwhelming support for these appeals, however agreed that the club’s regular purchase of ERK’s and Shelterboxes had ‘paid forward’ our humanitarian support.It was further agreed to reconsider this in May 2022, allowing the passage of time and then ‘current need’ to guide us.
- District Grant Application - Kahu Youth Van.
Directors’ noted advice from the District Grants Committee that we were successful in getting a District Grant for the Kahu Youth Van application. This grant is a joint club application with Aspiring Rotary. The Rotary Club of Wanaka committed $5,000, Aspiring Rotary $2,000, and District $5,000 meaning $12,000.00 in total.
- Polio Movie Event: 12th April - The Duke.
Di Cusens is co-ordinating ticket sales; they have been going well.
- Pumpkins: Up to 350 kg
Tony Brown is doing an amazing job with this and one pumpkin is growing spectacularly well. DG Nick Wood is yet to decide what we are going to do with them, at the moment it is about continuing to get sponsorship.
Fundraising: Geoffrey Tomkins
- Mid-Year Book Sale
Christine Schafer at QLDC has confirmed that the July 20th – July 25th are OK for the July book sale,
(this is a week in the school holidays /ski season, as per last year) :
Agreed a few sessions at the storage container to re-stack books and purge a lot of gardening books are needed – Directors agreed this should commence, as an outdoor activity, in late March or April.
- Winter Feed Competition
George Scott is currently away but provided the following update:
Otago Rescue Helicopter Trust have said that any money raised for them will to go towards IFR.
Have contacted all businesses that took part last year, most will again support the fundraiser and several new businesses are coming on board.
Sponsorship forms have been sent out. / Entry forms have been sent to farmers.
Date is 10th June in Lake Hawea Community Centre
Same auctioneer has been confirmed.
All invitees (at present) will need vaccination certificates.
There may be limits on attendance not known until close to the date and replies from farmers and sponsors are confirmed.
- Upcoming events
Directors noted the Fund Raising Committee proposal to organise a community raffle, however agreed the work/energy involved would be better saved for other activities once Covid-19 related restrictions eased.
Noted that the only events planned prior to Christmas 2022, are the July Booksale and the next Duck Race,.
- Duck Race 2022
The Fund Raising committee will be looking hard at re-vamping this – especially with regard to the Corporate Duck event, as it needs some work and possibly a different approach and new ducks.
Director’s noted the proposal that the duck race be moved back to the first week of November.It was agreed that the timing of the next Duck Race should be determined by the 2022/23 Fundraising Committee.
- Firewood Wood
First sales have been made to members and non-members @ $100 /m³
Estimate there is still at least 100 m³ available for sale.
Service Projects: John Milburn
- Red Cross Appeal: 18/19 March 2022 outside 3 Parks New World. 8 required. List to be circulated.
- The Gut Foundation: Margaret Fitzgerald (General Manager) couldn't speak to the Club on 1 March due to a Covid related scare. To be rescheduled for a future date. (P.S. now scheduled for March 29th)
- Mint Charitable Trust: M!NT’s response to Secretary’s letter, summarised below, was noted.
- Need to make difficult decisions about how many people/families M!NT can support from current resources.
- Yes, we do need Rotary’s support if you are in a position to assist.
- A new trailer is now a lower priority than finding funding to support core activity delivery.
- M!NT Chairman donated a second vehicle to support M!NT’s growth/demand for services (Previa 7-seater).
- Possible alternative is for Rotary to sponsor vehicle running costs (~$5k p.a. = fuel, maintenance, insurance).
- If a one-off donation is preferred, 1 year only of vehicle costs, would allow us time to find ongoing sponsors.
- Note the existence of the M!NT $500 Club – a way for individuals and/or groups to provide ongoing support.
It was agreed to ask M!NT to resubmit a revised application once their needs were reviewed in light of money raised at the Hirepool Golf Tournament, being run March 18th – 20th.
- Friends Of Ruby Island: Directors noted the Committee’s recommendation to accept the $212.75 quote from Pukka Ltd for the design and manufacture of a new info sign for Ruby Island, however were happy to bow to an offer from Wanaka Storage Solutions to fund the purchase. The WRC logo would still be incorporated.
- Kahu Youth Trust: Application for $15,000 to assist with the purchase of a $55,000 12-seater van. As reported in the Foundation Committee’s Report above, Nicola Brown prepared a District Grant Application, which has been approved. The committee recommend a grant of $5000 from the RCWCT to honour our commitment.
Youth and Vocation: Colin Sharp
- Kahu Youth Scholarship 2022 – Colin met Samantha Strong from Kahu Youth Trust re Dates for 2022 Applications, revision to the application and scholarship process for 2022 year, advertising, and review of last year’s event.
Dates for applications are extended and are now: 1/8/22 to 30/9/22.
Kahu are to start an advertising campaign ASAP.
- Colin made contact with Lincoln Bruce, the Science HOLA at MAC, re identifying candidates for the online ‘STEM’ subjects focused Innovative Young Minds programme. Two have been identified.
- Colin is seeking candidates from MAC for the 2022 Rotary District 9980 Speech Competition – locally 5th April.
Club Membership: Mike Elliot
- A membership proposal for Fergus Collie has been received from John Milburn, and advertised in the Bulletin.
Social Activities: No report received
General Business:
- The marquee – Tony O’Regan had circulated a report to directors providing information on the marquee which has been offered to the club. His recommendation was to accept the offer of the marquee.
Directors noted information supplied by Donna Carline re the D9980’s insurance cover as follows.
In this is the case the club will own the marque, there is Material Damage cover under the Districts policy to cover any damage/theft/burglary of this. I have attached the relevant policy schedule for this; please make yourself familiar with the excesses applicable in event of a claim.
In the instance you own it, and it (the marquee) causes damage to third parties property (i.e. blows over and damages a car) and you are deemed to be negligent there will be cover under the policy subject to the excess.
In a result of injury, there is no cover under the policy as ACC will pick up any claims.
I would highly recommend that any organization hiring the marque off you provides you with a copy of their Public Liability Insurance, to ensure if they are involved in a potential claim, their insurance picks up any costs first and foremost.
- Grandview Club Funds Pay-out – we await a response/authorisation from the Pembroke Men’s Club.
- Review of Club and Trust 2020/21 Accounts – Tony Parker (Central Otago Accounting Ltd) has agreed to review the Club’s and the Trust’s 2020/21 accounts. Tres. Rod and Deans Hudson arranging access to info.
- Upcoming meetings during peak Omicron outbreak – Directors noted messages of concern from Geoff Tomkins, relaying individuals’ concerns and outlining other Rotary club’s actions during the current Covid-19 Omicron variant outbreak. Halting meetings was discounted, as worried members are not compelled to attend. It was agreed however to advise members that the matter had been discussed by Directors and that while meetings would continue while attendee numbers warranted it, the fact this involved some personal risk would be highlighted to members.
- Directors noted with pleasure the inclusion of Gustav Legnavaski in the New Zealand Winter Olympic team (Gustav received financial support in 2021 from the club; to gain experience and visibility; aiming for selection in the Olympic Team), also the successes of previously supported Nico Porteous and Zoi Sadowski-Synnott.
- Directors agreed to the club facilitating grape harvesting at Aitkins Folley as a fundraiser.
- Directors authorised Mike Elliot to approach the NZ Police about organising a “phone + car Bluetooth pairing day” to help those unable to do the set-up; hoping to make local roads safer.
- President Richard presented a plan for leadership of the club during the 2022/23 and 2023/24 years:
- Mike Elliot will serve as president from July – December 2022
- Richard Wallace will serve as president from January – June 2023.
- Mike Elliot will understudy Alan Richardson in the secretary’s role from January - June 2023
- Mike Elliot will assume the secretary role from July 2023
- Alan Richardson will become president for the July 2023 – June 2024 Rotary year.
Next Meeting: 11th April 2022 (generally 3rd Monday of each month, but the 18th is Easter)