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DESCRIPTION:BOARD MEETING AGENDA August 20\, 2025 Approval of minutes of Ju
 ly 16\, 2025 meeting Business arising 2025-26 Budget 2025-26 Goals & Objec
 tives    BOARD MEETING MINUTES  July 16\, 2025 Attending: Trevor\, Elain
 e\, Catherine\, Peter\, M-C\, Douglas\, Don P.\, Jennifer\, Randy\, Fred\,
  Arja Minutes of the June 4\, 2025 meeting approvedProposed:  Douglas / 2
 nd:  Elaine / Unanimous   2025-26 International Service Committee budget
 ​$9\,000 with a flex of a potential additional $1\,200 Proposed:  Dougl
 as / 2nd:  M-C / Unanimous   Treasury topics​Treasurer position propose
 d to be 2-year term Payment Requisition system to be improved/ more discip
 linedtimely! Requests to include proper form\, approvals and documentation
  (receipts\, project details/ justicfication)   Bingo account administrati
 on needs better oversight to avoid discrepancies 2023-24 YouthEx monthly a
 llowance not booked correctlyshould be paid at start of month not end of m
 onth   Need more frequent (monthly) financial reviews throughout the year 
    Updates​Club Secretary:  Don P to assume the role of Club Secretary
  with transitional support from Fred Membership:  24 members as of July 1
 \, 2025 to start the new Rotary yearall member dues paid Change from 2024-
 25: 1 member loss (John MacIntyre)\, 1 member transfer (Elsabé Falkson) t
 o Cataraqui-Kingston   no pending/ potential members   Speakers:  Greta t
 o continue her role Youth/ Vocational Serivice:  5 "Service Above Self" a
 wards presented at hight school graduationsthanks to Greta (Frontenac)\, E
 laine (Ernestown)\, Catherine (Holy Cross)\, Don P (Sydenham) for attendin
 g graduations to presentno 3rd party attendance permitted at Bayridge     
 Special Guests at July 16 Meeting:Inbound student Fernanda Machado's famil
 y from Brazil for her Farewell presentation Outbound student Nicolas Del M
 oral and his father for his send-off to Taiwan     ​Ways & Means:  New 
 leadership required for Bingo! administration 2025-26 Theatre Night Out Fu
 ndraiser confirmed - "Very Heaven" - June 17\, 2026Chairperson / Committee
  volunteers required deposit paid       ​​Motion to Adjourn​Proposed
 :  Don P / 2nd:  M-C / Unanimous    Extraordinary Board Motions - Post-M
 eeting July 23\, 2025 - Bank Signatories Authorizationauthorize Trevor\, E
 laine\, Catherine\, Don P\, Jennifer 2 signatures for approval Approved - 
 Unanimous   August 6\, 2025 - Updated Bank Signatories Authorizationauthor
 ize Trevor\, Elaine\, Catherine\, John M. 1 signature for cheques & e-tran
 sfers with more disciplined internal approvals requiring 2 signatures Appr
 oved - 6 in Favour\, 3 No Response    ​NEXT MEETING:  August 20\, 2025 
  
DTEND:20250820T220000Z
DTSTAMP:20261022T011449Z
DTSTART:20250820T210000Z
LOCATION:BW Fireside Inn (Bistro Stefan)
SEQUENCE:1
SUMMARY:August Board Meeting 
UID:a602d238-1253-4e1f-963c-afc75449cda6
X-ALT-DESC;FMTTYPE=text/html:<p style="text-align: center\; margin-left: 80
 px\;"><strong style="font-size: 16px\; color: rgb(255\, 0\, 0)\;"><u><span
  style="font-family:arial\,helvetica\,sans-serif\;">BOARD MEETIN</span>G A
 GENDA</u></strong><br />\n<strong style="font-size: 16px\; color: rgb(255\
 , 0\, 0)\;">August 20\, 2025</strong></p>\n\n<ol>\n	<li>Approval of minute
 s of July 16\, 2025 meeting</li>\n	<li>Business arising</li>\n	<li>2025-26
  Budget</li>\n	<li>2025-26 Goals &amp\; Objectives</li>\n</ol>\n\n<div sty
 le="border: 0px\; font-variant-numeric: inherit\; font-variant-east-asian:
  inherit\; font-variant-alternates: inherit\; font-variant-position: inher
 it\; font-variant-emoji: inherit\; font-stretch: inherit\; font-size: smal
 l\; line-height: inherit\; font-family: arial\, helvetica\, sans-serif\; f
 ont-optical-sizing: inherit\; font-size-adjust: inherit\; font-kerning: in
 herit\; font-feature-settings: inherit\; font-variation-settings: inherit\
 ; margin: 0px\; padding: 0px\; vertical-align: baseline\; color: rgb(36\, 
 36\, 36)\; background-color: rgb(255\, 255\, 255)\; text-align: center\;">
 \n<p>&nbsp\;</p>\n\n<p><span style="border: 0px\; font: inherit\; margin: 
 0px\; padding: 0px\; vertical-align: baseline\; color: rgb(0\, 0\, 255)\;"
 ><b><u><font data-olk-copy-source="MessageBody" size="4">BOARD MEETING MIN
 UTES</font></u><br />\nJuly 16\, 2025<br />\n<br />\nAttending:</b></span>
 &nbsp\;Trevor\, Elaine\, Catherine\, Peter\, M-C\,<br />\nDouglas\, Don P.
 \, Jennifer\, Randy\, Fred\, Arja</p>\n\n<ol>\n	<li style="text-align: lef
 t\;">Minutes of the June 4\, 2025 meeting approved\n	<ul>\n		<li style="te
 xt-align: left\;">Proposed: &nbsp\;Douglas / 2nd: &nbsp\;Elaine / Unanimou
 s</li>\n	</ul>\n	</li>\n	<li style="text-align: left\;">2025-26 Internatio
 nal Service Committee budget\n	<ul>\n		<li style="text-align: left\;">​$
 9\,000 with a flex of a potential additional $1\,200</li>\n		<li style="te
 xt-align: left\;">Proposed: &nbsp\;Douglas / 2nd: &nbsp\;M-C / Unanimous</
 li>\n	</ul>\n	</li>\n	<li style="text-align: left\;">Treasury topics\n	<ul
 >\n		<li style="text-align: left\;">​Treasurer position proposed to be 2
 -year term</li>\n		<li style="text-align: left\;">Payment Requisition syst
 em to be improved/ more disciplined\n		<ul>\n			<li style="text-align: lef
 t\;">timely!</li>\n			<li style="text-align: left\;">Requests to include p
 roper form\, approvals and documentation (receipts\, project details/ just
 icfication)</li>\n		</ul>\n		</li>\n		<li style="text-align: left\;">Bingo
  account administration needs better oversight to avoid discrepancies</li>
 \n		<li style="text-align: left\;">2023-24 YouthEx monthly allowance not b
 ooked correctly\n		<ul>\n			<li style="text-align: left\;">should be paid 
 at start of month not end of month</li>\n		</ul>\n		</li>\n		<li style="te
 xt-align: left\;">Need more frequent (monthly) financial reviews throughou
 t the year</li>\n	</ul>\n	</li>\n	<li style="text-align: left\;">&nbsp\;Up
 dates\n	<ul>\n		<li style="text-align: left\;">​Club Secretary: &nbsp\;D
 on P to assume the role of Club Secretary with transitional support from F
 red</li>\n		<li style="text-align: left\;">Membership: &nbsp\;\n		<ul>\n		
 	<li style="text-align: left\;">24 members as of July 1\, 2025 to start th
 e new Rotary year\n			<ul>\n				<li style="text-align: left\;">all member 
 dues paid</li>\n				<li style="text-align: left\;">Change from 2024-25: 1 
 member loss (John MacIntyre)\, 1 member transfer (Elsab&eacute\; Falkson) 
 to Cataraqui-Kingston</li>\n			</ul>\n			</li>\n			<li style="text-align: 
 left\;">no pending/ potential members</li>\n		</ul>\n		</li>\n		<li style=
 "text-align: left\;">Speakers: &nbsp\;Greta to continue her role</li>\n		<
 li style="text-align: left\;">Youth/ Vocational Serivice: &nbsp\;\n		<ul>\
 n			<li style="text-align: left\;">5 &quot\;Service Above Self&quot\; awar
 ds presented at hight school graduations\n			<ul>\n				<li style="text-ali
 gn: left\;">thanks to Greta (Frontenac)\, Elaine (Ernestown)\, Catherine (
 Holy Cross)\, Don P (Sydenham) for attending graduations to present\n				<
 ul>\n					<li style="text-align: left\;">no 3rd party attendance permitted
  at Bayridge</li>\n				</ul>\n				</li>\n			</ul>\n			</li>\n			<li style=
 "text-align: left\;">Special Guests at July 16 Meeting:\n			<ul>\n				<li 
 style="text-align: left\;">Inbound student Fernanda Machado&#39\;s family 
 from Brazil for her Farewell presentation</li>\n				<li style="text-align:
  left\;">Outbound student Nicolas Del Moral and his father for his send-of
 f to Taiwan</li>\n			</ul>\n			</li>\n		</ul>\n		</li>\n		<li style="text-
 align: left\;">​Ways &amp\; Means: &nbsp\;\n		<ul>\n			<li style="text-a
 lign: left\;">New leadership required for Bingo! administration</li>\n			<
 li style="text-align: left\;">2025-26 Theatre Night Out Fundraiser confirm
 ed - &quot\;Very Heaven&quot\; - June 17\, 2026\n			<ul>\n				<li style="t
 ext-align: left\;">Chairperson / Committee volunteers required</li>\n				<
 li style="text-align: left\;">deposit paid</li>\n			</ul>\n			</li>\n		</u
 l>\n		</li>\n	</ul>\n	</li>\n	<li style="text-align: left\;">​​Motion 
 to Adjourn\n	<ul>\n		<li style="text-align: left\;">​Proposed: &nbsp\;Do
 n P / 2nd: &nbsp\;M-C / Unanimous</li>\n	</ul>\n	</li>\n</ol>\n\n<p style=
 "text-align: left\;"><u><strong>Extraordinary Board Motions - Post-Meeting
 </strong></u></p>\n\n<ul>\n	<li style="text-align: left\;">July 23\, 2025 
 - Bank Signatories Authorization\n	<ul>\n		<li style="text-align: left\;">
 authorize Trevor\, Elaine\, Catherine\, Don P\, Jennifer</li>\n		<li style
 ="text-align: left\;">2 signatures for approval</li>\n		<li style="text-al
 ign: left\;">Approved - Unanimous</li>\n	</ul>\n	</li>\n	<li style="text-a
 lign: left\;">August 6\, 2025 - Updated Bank Signatories Authorization\n	<
 ul>\n		<li style="text-align: left\;">authorize Trevor\, Elaine\, Catherin
 e\, John M.</li>\n		<li style="text-align: left\;">1 signature for cheques
  &amp\; e-transfers with more disciplined internal approvals requiring 2 s
 ignatures</li>\n		<li style="text-align: left\;">Approved - 6 in Favour\, 
 3 No Response</li>\n	</ul>\n	</li>\n</ul>\n\n<p style="text-align: left\;"
 ><span style="color:#0000CD\;"><strong>​NEXT MEETING: &nbsp\;August 20\,
  2025</strong></span></p>\n</div>\n
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