December Board Meeting

BOARD MEETING AGENDA
December 17, 2025

1. Approval of minutes of November 19, 2025 meeting
2. Business arising
3. TBD

1. Approval of minutes of November 19, 2025 meeting
   • Motion:  Elaine / 2nd:  Douglas
2. Business arising - none
3. Treasurer Update - discussion led by Trevor
   • Catherine has vacated the position to accept a career move out of town with the Canadian Armed Services
   • Trevor indicated his willingness to accelerate his oversight of the Treasurer position (as he has been nominated for the role in 2026-27)
     • No other volunteers to take on the Treasurer role on an interim basis for the remainder of the year
     • Recognition of governance issue for the sitting President to also act as Treasurer
   • Don P. put forth a motion "for Trevor to assume the Treasurer function and vacate the Presidency, in favour of Elaine, current President-elect, to become President.  Both changes effective January 1, 2026 for the balance of the Rotary year".
     • Motion:  Don P.  /  2nd:  John M.  /  Unanimous
4. Don P. provided an update on Bingo fundraising for the year ($42,900 / 33 shifts) with an outlook for 2026-27 ($50,000 / 36+ shifts) required for the club's application for Bingo license renewal.
   • Significant increase over the original 2025-26 forecast ($33,750 / 27 shifts).
   • Due to the forecasted revenue increase of > $9000, Don P put forth a motion "to increase the approved budget limits in 2025-26 for both the Community Service & Youth/ Vocational Committees by $5,000 each (from $15,000 to $20,000), with grant distribution/ spending subject to availability of funds in the Bingo account". 
   • Bingo forecast to be monitored with the potential to further adjust the budget limits later in Q3
5. Discussion of the club's support for the upcoming 2026 District Conference in Kingston, April 24-26.
   • opportunity to highlight the club's accomplishments/ projects in the House of Friendship, perhaps in conjuction with the club's upcoming 60th anniversary
   • an internal club committee with at least Elaine, Jennifer, Don P and others TBD to start planning
6. Discussion of the club's 60th anniversary which will occur on May 4, 2026
   • an internal club committee headed by Elaine, with Fred, Russ and others TBD to start planning
7. M-C presented plans for the Holiday Dinner
   • to be held on December 10, 2025 at the Loaf N' Ale
   • 3-course dinner - turkey or roast beef - for $37.99+ tax, tip, drinks
8. Don P to re-send the link for the Holy Cross musical "School of Rock"
   • tickets on sale Nov 19, 2025 and going fast
   • interested Rotary members to attend on Thursday December 4, 2025
9. Adjourn
   • Motion:  M-C  / 2nd:  Douglas

Next meeting to be held December 17, 2025

Following the meeting, at the regular Club meeting, a vote of members was held for the 2026-27 Club Executive.  Approved as presented.  

• 2026-27 President:  Elaine Matthew
• President-elect:  Douglas Tanton
• Treasurer & Past-president:  Trevor Dagilis
• Secretary & Membership Chair:  RandyBeck
• Ways & Means:  John Mirski
• Club Service:  M-C van der Merwe
• International Service:  Douglas |Tanton
• Community Service:  Jennifer Patelli
• Youth/ Vocational Service & Webmaster:  Don Polk
• Foundation Chair:  Fred Richmond