The meeting was called to order at 4:10 PM at the Prosecuting Attorney’s Conference Room. Present were President Allen, Caroline Manger, Sean Padget, Jeff Crandell, Craig Ottavelli, Renee Ries, Neil DeBoer and Dan Lehuta. Absent were Dale Hedden, Oscar Soule and Mike Hickman. Judy Henderson was introduced as a visitor.

President Allen welcomed back Past President Caroline Manger to the board of Directors as Immediate Past President.

The minutes of the Board meeting of August 22nd, 2006 were reviewed and approved with one name spelling correction.

Judy Henderson, chair of the Membership – Classification Committee, presented a comprehensive report on the health, challenges and recommendations to build and retain a productive Club membership. Our Club is considered healthy, has a “refreshed” membership and is service oriented. 50% of our members have been with the club 10 years, 1/3 have been members 5 years or less and ¼ are female. Of particular interest to the board were recruiting and retention strategies utilizing greater involvement of new members and the challenge of maintaining the interest of our longer term members. The idea of recruiting meetings to introduce potential new members to Rotary in an informal atmosphere was interesting to the board.

The results of the Club Member Survey were presented and generally discussed. Such matters as the size of our Club, potential members, types of programs and endowment of the Fred Balz Community Fund were a focus.

There was no Treasurer’s report.

Committee Reports

• Sean – Changes to the Club roster were going to press today. Pat Rants has joined the History Committee. The website is running well but the design is still being fine tuned. Renee reported that the Clubs contribution of $1,000.00 to the Jazz festival may not be in the budget. Dale Hedden will check the budget and report back to the board on this matter.
• Larry - The GSE interviews will be this weekend and three team leader candidates are from the Olympia area.
• Neil – The Vocational Service Committee has added a new member, John Sabo. They are still accepting nominations for the Vocational Service Award and would like to present the award in October. Denise Keegan is working on the Fellowship Committee and has some new ideas. Program Committee is running well. Sean needs the program information to keep the website updated.
• Craig – Craig says he is feeling under challenged and needs more work. Jeff Kingsbury is working on new ideas for the Birthday Committee.
• Renee – She will coordinate with Martin Meyer on the Interact Club project with Olympia High School. The Red Badge Committee will be meeting at Steve Ryan’s house next week on September 28th. Kim will discuss the Spaghetti Bowl and Larry will speak about GSE at that meeting.

Old Business
• Attendance – There was discussion by board members about their progress in contacting members with less than 60% attendance. We need to remind all members to take their badge from the badge box at meetings, as this is how attendance is determined. Attendance percentage has improved since the board members have been contacting members directly. In the future, the calling cycles will be at 6 month intervals, except for members in the 0%-20% attendance range. Dan will continue to run the attendance reports quarterly.
• Rotary Point – The City was rated very highly on projects for State grants. This bodes well for funding of this project.
• Interact Club – Martin Meyer is contacting the Olympia High School principal to move the project forward. A faculty advisor will be needed.
• Spaghetti Bowl – The dinner was well attended and appreciation for all volunteers was expressed. The Olympian did not properly publish the ad. Photos taken are available on the internet.

New Business
• Jazz Festival – The festival is in the final planning stage. North Thurston will not attend due to scheduling conflicts. Fund raising is continuing

Adjournment – It was moved and seconded to adjourn the meeting at 5:30PM.

Respectfully Submitted
Jeff Crandell
Secretary

Rotary Club of Olympia
Board Meeting of August 22, 2006

The meeting was called to order at 4:07PM by President Allen. In attendance were Oscar Soule, Larry Poplack, Dale Hedden, Suse Kent, Jeff Crandell, Dan Lehuta, Sean Padget, Craig Ottavelli, Renee Ries and Mike Hickman.

There were no visitors.

The minutes of the meeting of July 18, 2006 were reviewed. A motion for approval of the minutes was made by Suze and seconded by Craig. Motion carried.

President’s Report: President Allen reported that with Suse Kent leaving the area, her position of Immediate Past President would need to be filled by another former Past President. Carolyn Manger, the most recent Past President was put forward as the logical choice to fill the position. If Carolyn agrees to accept the position, she would also assume Suse’s positions as chair of the Carl Reder, Past Presidents and Nominations Committees. It was noted that any Past President can fill these roles if Carolyn was unable to serve.

President Allen questioned if all Past President badges had been given out. Suse reported that all badges had been distributed.

Craig is working to complete the report on the Member Survey and will forward to President Allen for distribution to board members.

The compliance of the Club with the Rotary 10% rule was generally discussed; President Allen will put this item on the agenda for the next board meeting.

Lynn Wofford, our Banker at West Coast Bank, has requested an update in the minutes that the new Club officers, Allen, Jeff and Dale, will be signers for the three bank accounts the Club has with West Coast Bank. Motion made by Suse and seconded by Larry. Motion carried.

President Allen asked for a motion to approve two proposed members, Edward Owens and Todd Tovani. Sean moved to approve both new members, seconded by Oscar. Motion carried.

Treasurer’s Report: Treasurer Dale Hedden presented the Club’s financial report for the month of July and the proposed budget for the current Rotary year. Dale noted that the $3,000.00 line item for The Gathering Project was money forwarded on short notice from our club to Warren Carlson’s project and that most of these funds will be reimbursed from other clubs participating in the project. Larry questioned that the line item amount for Group Study Exchange was $500.00 rather than $1,000.00 as previously agreed. It was noted that Birthday funds must be broken out from Happy Bucks contributions and attributed to the intended account. A motion was made by Mike to approve the annual budget, with amendment to increase the GSE line item to $1,000.00. Seconded by Oscar. Motion carried. Motion made by Renee to accept the Treasurer’s report, seconded by Suse. Motion carried.

Committee Reports:
• Sean reported that the IT Committee has the new website up and running
• Larry reports that Martin Meyer is chairing the Membership Development Task Force with a goal of 20 new members this year (we are currently at 8). Kim Dinsmore is chairing the Rotary Information Committee. GSE interviews will be next month; there are 3 Team Leader applications including Warren Carlson from our Club. We have cash on hand for 6-7 candidates with money left for inbounds.
• Renee reports we have interest in transfers from members of other Clubs. Riley Moore is chairing the Red Badge Committee and will be having a meeting at 11:30AM before the next Club meeting. Some members of the Membership Committee may want to attend.
Old Business: Dan presented a new matrix of meeting absentees and will reassign board members for a new round of reminder calls. The Board recognized Suse Kent for her many years of service to the Club and Board of Directors. Mike discussed options for new communication methods to better inform scholarship winners about Rotary. There will be a Rotary Point Park Committee meeting September 7.

New Business: Spaghetti Bowl is two Fridays away. Jeff Crooks has taken over Community Grants (Human Development) from John Clees. Discussion followed that this name was causing confusion with the other Grants (Rotary Grants) Committee. Motion made by Mike and seconded by Oscar to change Human Development Committee to Community Grants. Motion carried. This committee will be under Renee’s oversight. Motion made by Oscar and seconded by Sean to change the name of Rotary Grants Committee to The Rotary International Foundation Grants Committee. Motion carried. President Allen will discuss the changes with Warren Carlson and Bob Wubbena. The Birthday Committee has been inactive since Nancy Zussy resigned. Jeff Kingsbury will be committee chair and Craig will oversee.

Adjournment: Motion made by Oscar, seconded by Renee. Motion carried.

Respectfully submitted,
Jeff Crandell
Secretary

Rotary Club of Olympia
Board Meeting of July 18, 2006

The meeting was called to order at 4:05 PM by President Allen. In attendance were Dale Hedden, Renee Ries, Sean Padget, Dan Lehuta, Neil DeBoer, Jeff Crandell, Mike Hickman and Suse Kent.

Two red badge members were introduced, Riley Moore and Jack Belmont.

The minutes of the meeting of June 20, 2006 were reviewed. A motion for approval of the minutes was made by Renee and seconded by Sean. Motion carried.

President Allen reported that not all past presidents received their Past President badges and that Suse or Allen could present them at the next regular meeting.

Next Monday is Club assembly. President Allen asked if board members had reviewed the member survey and had any additional comments. Dan is to make the surveys available for all members to complete at the Club Assembly. President Allen asked Dan and Jeff to make committee posters available at the Club Assembly for committee volunteers to sign up as we have done at assemblies in the past.

President Allen led a discussion regarding endowment of the Fred Balz Community Fund. Several ideas were put forward concerning fund raising ideas to achieve this goal.

District Governor Erik will be visiting our Club meeting on July 31, 2006. He wants to meet with Allen and Jeff just prior to the meeting.

Discussion followed regarding Wheel publication for those members who do not have an email account. Dan will make printed copies of the Wheel for such members to be available at meetings.

Treasurer Dale Hedden reviewed the financial statements of the Club and the Olympia Rotary Foundation. Motion to approve the financials was made by Suse and seconded by Mike. Motion carried. Dale presented the proposed budget for the Club from July 2006 through June 2007. Motion made by Mike and seconded by Sean to approve the Club budget. Motion carried. Dale presented the proposed Fred Balz Fund budget from July 2006 through June 2007. Motion made by Sean and seconded by Mike to approve the budget. Motion carried. Dale presented the proposed budget for the Lee Brown Scholarship Fund from July 2006 through June 2007. Motion made by Sean and seconded by Suse to approve the budget. Motion carried.

Committee Reports:
• Mike reported that it seemed students were uninformed about the nature of Rotary during scholarship presentations. The schools do not inform the students about the scholarship sponsor until the scholarship is awarded. He suggests that our website could be used for conveying Rotary and scholarship information.
• Larry Poplack has requested an LOA for medical reasons. Motion made by Suse, seconded by Sean. Motion carried. We will postpone any GSE chair reassignment until further discussion with Larry. Allen will contact Pam Toal regarding Larry and Rotary Cares.
• Sean reports that the Jazz Festival is on track, History Committee is moving forward, the Wheel reporter process is being simplified and the new website is coming along nicely.
• Neil reports that Community Service committee needs more direction, Gloria Strait resigned from the Fellowship Committee last year and that committee has been inactive since. Jim Larson has the program committee under control. Suzanne Hidde has big plans for the PR committee and will coordinate with John Winn Miller regarding publicity. The Vocational Service award will be presented in October.
• Renee reports that Rotary Point Park design is done and we are waiting to see if State funding is available. Discussions have been opened with Bob Lovely regarding a District Simplified Grant. World Community Service chair Warren Carlson reports that Olympia Rotary has advanced funds for the container project to South Africa which will be reimbursed by RI. Warren is looking for funding for a small project at Rosie’s Teen Drop-in Center through District Simplified Grant monies. He is discussing this with Bob Lovely. Martin Meyer and the Youth Committee are working toward establishing an Interact Club in Olympia High School. The have met with OHS Principal Matt Grant who seemed receptive. They will need a dedicated faculty member. Mr. Grant will be in communication with Martin.

Old Business: Dan presented a matrix covering meeting attendance. The board will review the matrix and assign directors to contact absentee members.

New Business: All items previously discussed.

Next Board meeting will be August 22, 2006. Location to be determined.

Adjournment: Sean made a motion to adjourn the meeting, Mike seconded. Motion carried.

Respectfully submitted,
Jeff Crandell
Secretary