Call to Order
President Sanchez called the meeting to order at 11:33AM with the following Board Members present: Paul Crow, Ken Dysert, Dave Frost, Jed Metzger, Catheryn Sarno, Paul Swartz, Jeff Tracy, and Anne Decker. Incoming Board Members John Ficorilli and Theresa Schnipke. Also Treasurer Kevin Bill and Secretary Rita Brown.
Presidents Report Tracie Sanchez
Bonds - Club & Foundation
The club currently has two bonds that are held by Webb Insurance. All Club Members are covered up to $5,000 in event of theft of money or property of the club with a bond that offers three years coverage for a one time premium of $160.00. The Lima Rotary Foundation has a bond that covers Treasurer Jared Walsh for theft of money or property of the club up to $75,000. It offers three years coverage for a one time premium of $574.00. Each organization pays the premium for their organization.
Rotary Club Audit Kevin Bill
At the last Board Meeting, Dr. Hubbell raised the question if the club has regular audits. As the club does not, Sanchez and Bill looked into the process. Cost to do an Annual Audit was discussed with John Johnson from Stroh, Johnson and Company. The cost for an audit would be $7,000 - $10,000 annually. Johnson felt with the procedures the club currently in place, an audit was not necessary but rather, Agreed Upon Procedures should be established that would include:
- Checks compared to invoices
- Deposits – random picks
Currently check writing, signing and account balancing processes are fully satisfactory. The deposit process will be randomly reviewed throughout the year. An audit committee will be established under the direction of President Elect Ken Dysert, SVP Citizens National Bank.
Amphitheater updates Tracie Sanchez
The Committee met Monday June 12, 2018. Soil sampling is currently ongoing by Allied Environnmental Services. Rich Rudolph and Sanchez have a meeting scheduled with Jeff Sprague, Allen County Economic Development Group President, Howard Estro, Public Works Director and Lima Mayor David Berger to decide who will own the land. Sanchez spoke with Senator Matt Huffman regarding the strategy to secure money from the State of OH. The goal is to raise $500,000 with grants being written by Elstro. A model will be established for fund raising also. The YMCA has interest in the project and may become an investor. The design is not finalized at this time. Also enlarging the site is being considered with Realtor Tim Stanford leading these efforts.
President Elect Report Paul Swartz
Dues increase
Swartz discussed the need to increase dues. The cost to rent the VMCCC will be increasing from $325 to $375 a week. The Sound System in the North Hall will be upgraded. In addition, the Milano Club will raise the cost of meals from $9.85 to $10.35 per meal per week. The increase to dues will be in the amount of $10 a quarter or $40 a year. A motion was made by Metzger to raise the dues from $165 a quarter to $175 a quarter. Bill seconded the motion. Board approved.
Swartz discussed giving token gifts to new members when they join. Suggestions he had were a Yeti cup at $8 each and/or a tee shirts at $10 each. There would be a one-time $50 set-up charge. He also discussed purchasing a replacement flag for the District 6600 Countries of the World display. Bill made a motion to buy Yeti Cups as gifts for new members and to purchase a replacement flag for the District 6600 Countries of World display. New members will also be given the option of buying a Rotary tee shirt. Tracy seconded the motion. Board approved.
Board Reports: (any updates to report)
Golf outing Paul Crow
Crow stated all the teams are in place and the times are filled. The sponsorships are filled. The Golf Outing should be a major success.
Grants David Runk
Runk will be writing grant request for District Funds for additional funding for Homeless and has the needed detail from Jackie Fox, West OH CAP on Homeless and is waiting for information from Mike Schoenhofer on the Opiate project. A Memo of Understanding for 2018-2019 was signed and sent to the District. The on-line training to qualify the club for next year has been completed by Swartz, Sanchez and Runk. Runk will be seeking grants to assist with the Kendrick Woods All People’s Trail revitalization project and the amphitheater project.
Little Free Libraries David Frost
Frost stated 4 -5 committee members are working on the Little Free Library project with him. One of the libraries was stolen over the winter. The club has five more that have been constructed. One will be placed at St Rita’s with another at Memorial Hospital. Other locations are being considered.
Treasurer ReportKevin Bill
Bill discussed the Balance Sheet liabilities. The report indicated funds being held for the Foundation include $12,270 from the Blood Clinic. It will be presented by Mike Swick to the Foundation in July All Golf Outing funds haven’t been collected but they are anticipating $40,000 this year. Also proceeds from the Reverse Raffle in the amount $6, 771 will go to foundation. The Rottery Committee proceeds indicate one quarter from the past was not paid out. The funds appears to be from a year or two ago. Arrangements will be made to donate those proceeds.
Aging Report
Sanchez and Bill discuss the Aging Report. A few accounts were discussed that were in arrears. Kevin Bill will reach out to a few Rotarians to discuss payment. Sarno made a motion to approve the Treasurer’s report. Tracy seconded the motion. Board approved.
New Business: Rita Brown
Changing of the Guard
The party is scheduled for Monday July 2, 2018 at City Center. Jeff Tracy will be emcee and Jeff, Jeff Sprague and Andy Farley doing the toast/roast. Decker is doing a video to highlight the accomplishments and activities of the year.
The event will acknowledged a number of very hard working people, along with the accomplishments of the club.
Resignations:
Resignations were received from Dr Ramesh Vedula, Michael Frueh, and Jim Unverferth.
Crow made a resignation to accept their resignations with regret. Dysert seconded the motion. Board approved.
Applications:
There were no new member applications
Movies in the park. Catheryn Sarno
Sarno stated Items for grab bags and keepsakes are being sought for 200 bags. Fifty flyers will be located downtown to promote the Movies.
Articles in the April Rotarian
Ficorilli started the last issue included articles on how to get people to volunteer and how to grow membership and various levels of membership that he found worthwhile. He recommended others check them out.
Adjournment
There being no further business, Sanchez adjourned the meeting at 12:51 PM.
She also thanked the Board Members for an exciting and very worthwhile year. The Board also thanked Sanchez for her excellent year as President.
Respectfully submitted
Rita Brown, Secretary.
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