Excelsior Rotary Foundation Meets on Band Shell Funding Request

Posted by Steve Frazier 
on Nov 22, 2011
 
Excelsior Rotary Foundation Board of Trustees
Minutes: November 22,  2011 @ 11:00 AM
Location:  Bayview Conference Center
 
 
The special meeting of the Excelsior Rotary Foundation Board of Trustees was called to order by Chairman Don Draayer.  All five Foundation Trustees were present: Don Draayer, Dean Friesen, Steve Frazier, and Dave Peterka, and Carl Zinn.  Also in attendance: Special Advisor, Gary Thompson; Rotary Club of Excelsior President, Woody Love; President-elect, Tim Litfin; and Rotary Board of Directors member, Terry Roerser.   
 
Chairman Don Draayer stated that the purposes of this special meeting:
1.      To remove the tabled motion from the table that was enacted at the November 14, 2011 Board of Trustees meeting (shown below);
2.      To open the matter for discussion, elaboration, and improved understanding; and,
3.      To pursue the desired courses of action:
 
…To fund a contribution of $4,000.00 for our share of the Feasibility Study for the Excelsior Band Shell.  It was moved by Steve Frazier, seconded by Carl Zinn to approve this contribution.  A lengthy discussion followed around two themes:
1.      Concern that this expenditure would draw down this year’s Annual Fund reserve of $17,239.74 for the entire year to less than $2,000.00 with almost seven and one and a half months left as well as an open question of what commitments have already been made to Camp Tonadonna (Golf Tournament beneficiary) that are not yet paid as well as scholarships that have not yet been paid.
2.      The desire for additional rationale behind this requested appropriation.  It was moved by Carl Zinn, seconded by Dean Friesen to approve that the motion be tabled, pending further review.  The motion to table carried unanimously. 
Don Draayer said he would draft a letter to President Woody Love regarding this matter, run it by Trustees for feedback prior to finalization, and forward it to Woody Love as soon as possible.
 
It was moved by Carl Zinn, seconded by Steve Frazier to take the above referenced tabled motion (#2 above) off the table.  The motion carried unanimously.
 
Ensuing discussion on the original motion included: the number of remaining dollars for 2011-2012 in the Woody Love Annual Fund; Treasurer Dean Friesen’s updated accounting of the Annual Fund allocation and expenditures; inquiry as to the whereabouts of an entry related to the $2000 obligation to the charity of choice question to two other clubs in 2011-2012 and 2012-2013 (that had earlier been agreed to by Tom Anderson, Woody Love, and Tim Litfin); reference to an expenditure authorized in a past administration (Dick Glover) and held in escrow but not yet paid out; accumulated interest earnings in the Lee Paris Fund; perceptions of the term feasibility study and the role of Rotary relative to it; commitments already made by the City of Excelsior and the morning Excelsior Rotary Club; Rotary 5950 goal of expanding local community awareness of Rotary through “signature type” community projects; review of a written timeline by Terry Roerser of steps already taken on the band shell project as well as the timeliness of Foundation action; and explanations and clarifications by Woody Love behind the request for $4,000 for the Feasibility Study for the Excelsior Band Shell.  
 
Rotary Club President Woody Love recommended that Trustees utilize accrued interest income from the Lee Paris Fund, rather than any dollars remaining in the Annual Fund for Woody Love. 
 
Steve Frazier moved, seconded by Carl Zinn, that the original motion approving the expenditure of $4,000 be amended to make clear that the funding request of $4,000, if approved, would be withdrawn from the accumulated interest earnings from the Lee Paris Fund.  The motion on the amendment carried unanimously.
 
At 12:00 noon, Trustee Chair Don Draayer announced that the Rotary Club weekly meeting was about to commence, that the hour long regular Rotary meeting would give time and opportunity for Trustees, as individuals, to process all that had been discussed, and that the Foundation Board of Trustees meeting on the matters at hand would be continued at 1:00 pm. 
 
Reassembling at 1:00 PM, Draayer asked each Trustee to share his thoughts, concerns, and perceptions prior to taking action on this amended motion:  That the Foundation Trustees approve the expenditure of $4,000.00 from the Lee Paris Fund accumulated investment earnings to help fund the Feasibility Study for the Excelsior Band Shell.    
 
Each Trustee expressed their thinking and feelings, which included pros and cons to the proposed action, following which time the Foundation Chair called for the vote.  The motion passed unanimously: 5 yes and 0 no.  
 
Adjournment:
There being no further business, it was moved by Dean Friesen and seconded by Dave Peterka to adjourn the meeting at 1:25 PM.  The motion carried unanimously.
 
Respectfully Submitted,
 
____________________
Dave Peterka,
Secretary
Rotary Foundation Board of Trustees