Club Board/Executive Minutes
MAY 21, 2024
R.C. Of SASKATOON NORTH BOARD MEETING MINUTES—4:30 at the home of K.J. SIMMIE
In attendance: Doyle Wiebe, Jim Coulter, Rob Maguire, Brenda Banbury, Ruth Marritt, Sarah
Herman, Kathy Jo Simmie
Regrets: Jeff Parker
Acceptance of resignation of Melissa McGillvary.
Meeting called to order by K.J. Simmie at 4:40.
Adoption of Minutes from April 16, 2024. Brenda/Sarah; motion passed.
Adoption of Agenda with additions. Jim/Ruth; motion passed.
Additions to New Business
A) Literacy Report
B) Change over of Signing Authority at RBC
OLD BUSINESS
4) Review of District Conference held in Moose Jaw
Members who attended were generally very satisfied with the organization of the
Conference as well as with the caliber of the speeches. Suggestions for conferences going
forward included: a) try to connect the topic choice ( in this case Mental Health
concerns/testimonials) with a project or intervention by a Rotary Club and b) include break
out/discussion sessions regarding the topics during the conference.
5) AIM Update
-contracts for catering completed
-only minimal increases in food costs over last year
-Sarah and Melissa are working on an outline of requirements/job duties for volunteers
-Melissa will inquire with Jeff Parker about the possibility of preparing more Rotary aprons
as well as checking on the electronic payment machine options.
(Although Melissa will no longer be a formal member of R.C. of Saskatoon North she has
offered to continue as a committee member/volunteer at AIM.
-It was moved by Ruth, seconded by Rob that we send a formal request to the Riverside
Rotary Club to participate in this fund raising event. The request will include an outline for
responsibilities as volunteers and arrangements for payment for their assistance. Ruth
will send this letter of request. Motion passed.
-Fairhaven School staff will assist with set up on Monday July 15th.
EXECUTIVE REPORTS
6) Community Projects—request from the Community Gardens organizers
A formal request for $5000 towards tools, gardening supplies, and labour was received.
The situation with the Gardens has changed since one of their host organizations has had
a change in location and thus did not renew the lease on the land. This caused financial
distress for the Garden collective and thus immediate alternate funding has been
necessary. The Board’s decision at this meeting was to table the discussion as the budget for
the 2023-24 year has been expended and the new budget is yet to be determined. It was
suggested that at the May 23rd Club meeting members be asked for donations in kind to
be delivered to the Gardens. In kind donations could include small shovels, watering cans,
wheelbarrow, rubber hose, wood mulch, etc.
7) International Service—-no new update
8) Treasurer’s report
Current Account———$33,186.34
R.C. Of SASKATOON NORTH BOARD MEETING MINUTES—4:30 at the home of K.J. SIMMIE
In attendance: Doyle Wiebe, Jim Coulter, Rob Maguire, Brenda Banbury, Ruth Marritt, Sarah
Herman, Kathy Jo Simmie
Regrets: Jeff Parker
Acceptance of resignation of Melissa McGillvary.
Meeting called to order by K.J. Simmie at 4:40.
Adoption of Minutes from April 16, 2024. Brenda/Sarah; motion passed.
Adoption of Agenda with additions. Jim/Ruth; motion passed.
Additions to New Business
A) Literacy Report
B) Change over of Signing Authority at RBC
OLD BUSINESS
4) Review of District Conference held in Moose Jaw
Members who attended were generally very satisfied with the organization of the
Conference as well as with the caliber of the speeches. Suggestions for conferences going
forward included: a) try to connect the topic choice ( in this case Mental Health
concerns/testimonials) with a project or intervention by a Rotary Club and b) include break
out/discussion sessions regarding the topics during the conference.
5) AIM Update
-contracts for catering completed
-only minimal increases in food costs over last year
-Sarah and Melissa are working on an outline of requirements/job duties for volunteers
-Melissa will inquire with Jeff Parker about the possibility of preparing more Rotary aprons
as well as checking on the electronic payment machine options.
(Although Melissa will no longer be a formal member of R.C. of Saskatoon North she has
offered to continue as a committee member/volunteer at AIM.
-It was moved by Ruth, seconded by Rob that we send a formal request to the Riverside
Rotary Club to participate in this fund raising event. The request will include an outline for
responsibilities as volunteers and arrangements for payment for their assistance. Ruth
will send this letter of request. Motion passed.
-Fairhaven School staff will assist with set up on Monday July 15th.
EXECUTIVE REPORTS
6) Community Projects—request from the Community Gardens organizers
A formal request for $5000 towards tools, gardening supplies, and labour was received.
The situation with the Gardens has changed since one of their host organizations has had
a change in location and thus did not renew the lease on the land. This caused financial
distress for the Garden collective and thus immediate alternate funding has been
necessary. The Board’s decision at this meeting was to table the discussion as the budget for
the 2023-24 year has been expended and the new budget is yet to be determined. It was
suggested that at the May 23rd Club meeting members be asked for donations in kind to
be delivered to the Gardens. In kind donations could include small shovels, watering cans,
wheelbarrow, rubber hose, wood mulch, etc.
7) International Service—-no new update
8) Treasurer’s report
Current Account———$33,186.34
Bingo Account ———$21,749.08
Lottery Account———-$3564.95
Money Market Acc’t—-$6299.06
ACTION REQUIRED: Moved by Sarah, seconded by Brenda to clear out the Lottery Account
by paying equal amounts to the 2 agencies chosen to be recipients of the Cash Calendar
earnings. (Food Bank and Salvation Army…$1777.48 each)
9) Fundraising report—-No report
10) RYLA—-No report
NEW BUSINESS
ACTION REQUIRED: Moved by Jim C. and seconded by Brenda B. that we sunset the
membership initiative started during the year of Kathy Jo and Rob as Co-Presidents and
consider a broader 5 club initiative in the Fall during the year of Co-Presidents, Doyle and Jim.
Motion passed. Rob will alert Kelvin P., our former membership coordinator about this motion.
President’s BBQ/Appreciation evening——to be held following the fundraising event, AIM.
Date to be determined at a later time.
3. Plan for June 20th Club meeting——this will be a fellowship meeting as a final meeting of
the year as well as a gavel hand off/pinning opportunity.
4. Rotary District Conference for 2025 will be held as a virtual conference with the encourage-
ment for members to gather in their own home communities to watch the conference,
discuss the presentations and socialize. It is also hoped that many members from District
5550 will attend the International Conference being held in Calgary June 20-24, 2025.
5. Ripple Effect—-Brenda will present a video presentation about the Ripple Effect program
In Guatemala in September.
6. Literacy Report—Candace Odishaw from the Nutana Club has headed up this Committee
for the District for a number of years and queried the North Club recently about why we had
not made application for a recognition award by the District. Rob replied to her to indicate
that over the past year our projects in support of literacy had not changed from the
Previous year and thus it did not seem reasonable to submit another application form.
7. Re: recognition of speakers for meetings—-It was noted that clarification was required for
how we indicate our donation for speaker. Commentary should be: “Rather than provide
individual tokens of appreciation for speakers at the meetings, the Club makes a donation to
one of our Community Projects as an expression of appreciation for all speakers throughout the
year.”
8. June 6th meeting will feature the 2 new Co-Presidents presenting their plan for the 2024-
2025 year.
9. ACTION REQUIRED: Signing Authority for New Board for July 1/24 to June
30/25——Moved by Rob and seconded by Sarah that the names of the signing authorities at
RBC for the Rotary Club of Saskatoon North for the 2024-2025 Rotary year beginning July 1,
2024, and ending June 30, 2025 be changed to include:
Jim Coulter, Co-President,
Doyle Wiebe, Co-President
Rob Maguire, Chair of Finance Committee
Ruth Marritt, Treasurer
Motion passed.
Meeting adjourned at 7:30 p.m.
Lottery Account———-$3564.95
Money Market Acc’t—-$6299.06
ACTION REQUIRED: Moved by Sarah, seconded by Brenda to clear out the Lottery Account
by paying equal amounts to the 2 agencies chosen to be recipients of the Cash Calendar
earnings. (Food Bank and Salvation Army…$1777.48 each)
9) Fundraising report—-No report
10) RYLA—-No report
NEW BUSINESS
ACTION REQUIRED: Moved by Jim C. and seconded by Brenda B. that we sunset the
membership initiative started during the year of Kathy Jo and Rob as Co-Presidents and
consider a broader 5 club initiative in the Fall during the year of Co-Presidents, Doyle and Jim.
Motion passed. Rob will alert Kelvin P., our former membership coordinator about this motion.
President’s BBQ/Appreciation evening——to be held following the fundraising event, AIM.
Date to be determined at a later time.
3. Plan for June 20th Club meeting——this will be a fellowship meeting as a final meeting of
the year as well as a gavel hand off/pinning opportunity.
4. Rotary District Conference for 2025 will be held as a virtual conference with the encourage-
ment for members to gather in their own home communities to watch the conference,
discuss the presentations and socialize. It is also hoped that many members from District
5550 will attend the International Conference being held in Calgary June 20-24, 2025.
5. Ripple Effect—-Brenda will present a video presentation about the Ripple Effect program
In Guatemala in September.
6. Literacy Report—Candace Odishaw from the Nutana Club has headed up this Committee
for the District for a number of years and queried the North Club recently about why we had
not made application for a recognition award by the District. Rob replied to her to indicate
that over the past year our projects in support of literacy had not changed from the
Previous year and thus it did not seem reasonable to submit another application form.
7. Re: recognition of speakers for meetings—-It was noted that clarification was required for
how we indicate our donation for speaker. Commentary should be: “Rather than provide
individual tokens of appreciation for speakers at the meetings, the Club makes a donation to
one of our Community Projects as an expression of appreciation for all speakers throughout the
year.”
8. June 6th meeting will feature the 2 new Co-Presidents presenting their plan for the 2024-
2025 year.
9. ACTION REQUIRED: Signing Authority for New Board for July 1/24 to June
30/25——Moved by Rob and seconded by Sarah that the names of the signing authorities at
RBC for the Rotary Club of Saskatoon North for the 2024-2025 Rotary year beginning July 1,
2024, and ending June 30, 2025 be changed to include:
Jim Coulter, Co-President,
Doyle Wiebe, Co-President
Rob Maguire, Chair of Finance Committee
Ruth Marritt, Treasurer
Motion passed.
Meeting adjourned at 7:30 p.m.
Minutes prepared by
Kathy Jo Simmie
Kathy Jo Simmie
Co-President
R.C. of Saskatoon North
R.C. of Saskatoon North
April Board Meeting
MINUTES ZOOM BOARD MEETING APRIL 16,2024
In attendance: Brenda, Jim, Kathy Jo, Rob, Jeff and Doyle
1) Kathy Jo called the meeting to order at 3:47
2) Minutes of March board meeting approved. Jim/Doyle
3) Issues arising from minutes:
- Prize Package at AIM update – Jeff. Jeff will contact WJ, AC,
Porter Airlines once he has information he needs from
Ruth/Melissa. Ed B provide Jeff with contact information regarding
cruises.
- President’s BBQ – June 20, the where still unknown
4) Badge, Shield & Star is next week with some of our club members
attending.
5) District Governor visit April 25 – KJ has reached out to Sonja
regarding any dietary restrictions and technology. Jim will contact
both Peter Sen and Earle Newton and offer transportation.
6) Speakers:
April 25 – Sonja Susuts, DG
May 9 – Robin Bellamy
May 23 – speaker from Polytech re treaties – organized by Doyle
June 6 – Jim and Doyle Show
7) Update from Jim and Doyle following President Elect training in
Russell
- Training and socializing Friday evening, Saturday and Sunday am
- DG Sonja Susats was not in attendance but 4 PDG’s were
- Doyle and Jim will present the committee structure at the next
board meeting.
- Jim and Doyle discovered they can work very effectively together
and move towards doing this differently
- Rotary Theme for 24-25 is ‘Magic of Rotary’ which will be the last
year with a Rotary theme.
- 2025 District Conference will be virtual
8) Committee Reports:
- Fundraising – AIM Rotary Food Tent, AIM Prize Package and
Rotary Calendar
- Community projects – all funds have been distributed
- International projects – all funds have been distributed
- RYLA – no report
- Treasurers Report – no balance statements . Current account
$61,405, Bingo account 19,841, Lottery account $3547, MM
In attendance: Brenda, Jim, Kathy Jo, Rob, Jeff and Doyle
1) Kathy Jo called the meeting to order at 3:47
2) Minutes of March board meeting approved. Jim/Doyle
3) Issues arising from minutes:
- Prize Package at AIM update – Jeff. Jeff will contact WJ, AC,
Porter Airlines once he has information he needs from
Ruth/Melissa. Ed B provide Jeff with contact information regarding
cruises.
- President’s BBQ – June 20, the where still unknown
4) Badge, Shield & Star is next week with some of our club members
attending.
5) District Governor visit April 25 – KJ has reached out to Sonja
regarding any dietary restrictions and technology. Jim will contact
both Peter Sen and Earle Newton and offer transportation.
6) Speakers:
April 25 – Sonja Susuts, DG
May 9 – Robin Bellamy
May 23 – speaker from Polytech re treaties – organized by Doyle
June 6 – Jim and Doyle Show
7) Update from Jim and Doyle following President Elect training in
Russell
- Training and socializing Friday evening, Saturday and Sunday am
- DG Sonja Susats was not in attendance but 4 PDG’s were
- Doyle and Jim will present the committee structure at the next
board meeting.
- Jim and Doyle discovered they can work very effectively together
and move towards doing this differently
- Rotary Theme for 24-25 is ‘Magic of Rotary’ which will be the last
year with a Rotary theme.
- 2025 District Conference will be virtual
8) Committee Reports:
- Fundraising – AIM Rotary Food Tent, AIM Prize Package and
Rotary Calendar
- Community projects – all funds have been distributed
- International projects – all funds have been distributed
- RYLA – no report
- Treasurers Report – no balance statements . Current account
$61,405, Bingo account 19,841, Lottery account $3547, MM
account $6271. Outstanding cheques/invoices – Zoom account,
Storage unit rental and payment for bingo runners.
- Jim and Doyl are considering a budget for a Global fund which
would cover both community and IS – with distribution being
determined by the committee.
9) Rob has sent letters requesting criminal records check to Brenda B,
Brenda & Bob King and Sarah. A copy of the response from the
Police Service needs to be provided to Rob
10) Next meeting at Kathy Jo’s on May 21 – complete with wine
and food. KJ will send out an invitation to board members with date
and time.
11) Meeting adjourned at 4:35 by Doyle
Storage unit rental and payment for bingo runners.
- Jim and Doyl are considering a budget for a Global fund which
would cover both community and IS – with distribution being
determined by the committee.
9) Rob has sent letters requesting criminal records check to Brenda B,
Brenda & Bob King and Sarah. A copy of the response from the
Police Service needs to be provided to Rob
10) Next meeting at Kathy Jo’s on May 21 – complete with wine
and food. KJ will send out an invitation to board members with date
and time.
11) Meeting adjourned at 4:35 by Doyle
January, 2024 Meeting
Minutes of Exec Board Meeting
Attending: Jim Coulter, Doyle Wiebe, Jeff Parker, KJ Simmie Chair, Rob Maguire Secretary, Ruth Marritt
Regrets/Absent: Brenda Banburry, Melissa McGillivary, Priscilla Mah, Sarah Herman, Kelvin Pankiw (Membership as required)
Move to adopt agenda - Jeff/Ruth
Motion to adopt previous minutes - Jeff/Ruth
Business Arising:
Kathy Jo provided a huge thank you to Sarah and Mellissa for the Christmas Fellowship event
New Business:
International Projects - nil
Status of Fairhaven Submission remains unknown, Kathy Jo volunteered to email Brenda and Jeff was contacting Bob and/or could seek information from Fairhaven.
Community Projects: Kathy Jo reported that Priscilla has resigned from the Board. She will agree to finish coordination with the Friendship Inn volunteerism. Jim suggests/feels mentors or succession plans needed for positions and wondered if term limits should be made for portfolios as people get burned out. KJ will meet with Priscilla, Doyle and Jim to plan the orderly hand off after February 10th.
Treasurer's Report - As per distributed financial statements. Future use of EFT for payments can be tabled once Ruth design a two signature internal payment approval/voucher.
Fundraising Report:
Jeff advised cash calendar sales at $3,382 about $2,400 in thru Square. Jim and Jay to help with winners draw. Combination of cheques and EFT for the prize awards.
Membership Drive: N/A Nil report. Jim and Doyle to discuss next steps for 2024/2025.
President's Elect Report:
Seeking inputs from Executive Members of the Board. Feeling positive for the Future.
Board Mtg dates 3rd Tues of month 3:30 pm by Zoom. (subject to change):
Feb 20,
Mar 19,
Apr 16,
May 21
and June 18.
Reminder to share info on Parktown speaker in February via Melissa for all members.
Adjournment motion: Rob
October 24, 2023 Board Minutes
Saskatoon North Rotary Club – Board Meeting October 24. 2023
Attending: Ruth, Rob, Jeff, Sarah, Brenda, Regrets: Priscilla, Melissa and Kathy-Jo
Approval of Previous Minutes. Motion Ruth/Sarah carried (unanimously unless otherwise noted)
Standard Agenda Adoption.
Old Business: Nil arising.
New Business:
Community Svc – nil report. Board thanked Priscilla in her absence for arranging community volunteer
events
International Svc: District Grant training in Nov. Brenda registered, Priscilla and Jeff will hopefully
register. PHF annual donations reminder for 2023 before end of tax year Brenda will share reminders.
RYLA: Nil by Sarah
Treasurer Report: Ruth reported $55,847 is current account balance (payments pending not reported),
$32,000 Bingo and $6,119 in money market fund. 50-50 raffle funds still in current account not sure if
they have to be expended before Jun 30/24 awaiting clarity from Melissa. 7 members still owe their
annual dues. Ruth will send them reminders. St. Mary’s $1,000 cheque delivered by Ruth. MRCI milk
cheque needs delivery by Priscilla or Rob. Rob to follow-up.
Jeff: Jim Colter launched CFL grey cup pool, Cash calendar and license pending for Feb 2024. A square
payment account discussed as needed for fundraising sales and will be set up given no monthly fee just a
2.9% fee on donations/lotto sales. Will be linked to lotto account only.
Sarah: She and Melissa have been discussing the Christmas party. Looking to secure Corman Park cabin
for a potluck event, Dec 17th (Sunday) 2-6 pm for music, food, fun games, donated items for needy
details to follow. Please book if $300 or less for the venue general board consensus.
Dec meeting dates: Dec 7th and Dec 21st. We should seek Kelvin to speak Dec 21 and RYLA students Rylie
and Kaitlin on Dec 7th
Approval of Previous Minutes. Motion Ruth/Sarah carried (unanimously unless otherwise noted)
Standard Agenda Adoption.
Old Business: Nil arising.
New Business:
Community Svc – nil report. Board thanked Priscilla in her absence for arranging community volunteer
events
International Svc: District Grant training in Nov. Brenda registered, Priscilla and Jeff will hopefully
register. PHF annual donations reminder for 2023 before end of tax year Brenda will share reminders.
RYLA: Nil by Sarah
Treasurer Report: Ruth reported $55,847 is current account balance (payments pending not reported),
$32,000 Bingo and $6,119 in money market fund. 50-50 raffle funds still in current account not sure if
they have to be expended before Jun 30/24 awaiting clarity from Melissa. 7 members still owe their
annual dues. Ruth will send them reminders. St. Mary’s $1,000 cheque delivered by Ruth. MRCI milk
cheque needs delivery by Priscilla or Rob. Rob to follow-up.
Jeff: Jim Colter launched CFL grey cup pool, Cash calendar and license pending for Feb 2024. A square
payment account discussed as needed for fundraising sales and will be set up given no monthly fee just a
2.9% fee on donations/lotto sales. Will be linked to lotto account only.
Sarah: She and Melissa have been discussing the Christmas party. Looking to secure Corman Park cabin
for a potluck event, Dec 17th (Sunday) 2-6 pm for music, food, fun games, donated items for needy
details to follow. Please book if $300 or less for the venue general board consensus.
Dec meeting dates: Dec 7th and Dec 21st. We should seek Kelvin to speak Dec 21 and RYLA students Rylie
and Kaitlin on Dec 7th
. If Dec 17th party is booked we can ask members if they want the Dec 21 mtg and
to reschedule Kelvin.
2 members will be attending the Saskatoon Club Oct 30th meeting – Rob to let Wendy Cooper know.
2 members will be attending the Saskatoon Club Oct 30th meeting – Rob to let Wendy Cooper know.
Next meeting of the Executive Board is 3:30 pm on Nov 14th by Zoom.