August Board Meeting

BOARD MEETING MINUTES
July 16, 2025

Attending: Trevor, Elaine, Catherine, Peter, M-C,
Douglas, Don P., Jennifer, Randy, Fred, Arja

1. Minutes of the June 4, 2025 meeting approved
   • Proposed:  Douglas / 2nd:  Elaine / Unanimous
2. 2025-26 International Service Committee budget
   • ​$9,000 with a flex of a potential additional $1,200
   • Proposed:  Douglas / 2nd:  M-C / Unanimous
3. Treasury topics
   • ​Treasurer position proposed to be 2-year term
   • Payment Requisition system to be improved/ more disciplined
     • timely!
     • Requests to include proper form, approvals and documentation (receipts, project details/ justicfication)
   • Bingo account administration needs better oversight to avoid discrepancies
   • 2023-24 YouthEx monthly allowance not booked correctly
     • should be paid at start of month not end of month
   • Need more frequent (monthly) financial reviews throughout the year
4.  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 year
       • all member dues paid
       • Change from 2024-25: 1 member loss (John MacIntyre), 1 member transfer (Elsabé Falkson) to Cataraqui-Kingston
     • no pending/ potential members
   • Speakers:  Greta to continue her role
   • Youth/ Vocational Serivice:  
     • 5 "Service Above Self" awards presented at hight school graduations
       • thanks to Greta (Frontenac), Elaine (Ernestown), Catherine (Holy Cross), Don P (Sydenham) for attending graduations to present
         • no 3rd party attendance permitted at Bayridge
     • Special Guests at July 16 Meeting:
       • Inbound student Fernanda Machado's family from Brazil for her Farewell presentation
       • Outbound student Nicolas Del Moral and his father for his send-off to Taiwan
   • ​Ways & Means:  
     • New leadership required for Bingo! administration
     • 2025-26 Theatre Night Out Fundraiser confirmed - "Very Heaven" - June 17, 2026
       • Chairperson / Committee volunteers required
       • deposit paid
5. ​​Motion to Adjourn
   • ​Proposed:  Don P / 2nd:  M-C / Unanimous

Extraordinary Board Motions - Post-Meeting

• July 23, 2025 - Bank Signatories Authorization
  • authorize Trevor, Elaine, Catherine, Don P, Jennifer
  • 2 signatures for approval
  • Approved - Unanimous
• August 6, 2025 - Updated Bank Signatories Authorization
  • authorize Trevor, Elaine, Catherine, John M.
  • 1 signature for cheques & e-transfers with more disciplined internal approvals requiring 2 signatures
  • Approved - 6 in Favour, 3 No Response

​NEXT MEETING:  August 20, 2025