Minutes January 5 2015

- The Board discussed the issue of electing the next board by club members.  It was agreed that the incoming president should have full autonomy for the Board composition, ideally based on members interest in the various positions. It was also agreed that the 3 current and past presidents should collaborate closely, share suggestions and ideas to the incoming president.

 

​- Winter Carnival is coming up Feb 6/7/8.  Again, our club will be participating and BBQ'ing.  Volunteers are needed on Saturday afternoon for about 2 hours.  Times TBD.  Please contact Arya if you can help.

 

Prior to the meeting, Jason sent everyone spreadsheets categorizing items that brought in the most value and those that had poor results.  These were discussed in order to assist members when canvassing for items next year.  Final results after costs are not yet available, but overall results are very similar to last year with about $40,000 raised in total, and $14,000 raised for the club.  These funds will enable the club to continue our international and community projects and commitments.

 

The floor was then open to comments/review/suggestions from the club members:

CP - suggested that we need to find ways to avoid excessive handling of the items.

Mark - commended the improved efficiency of the process -- we are raising the same amount of money in less time with less work.

Cyril - questioned whether we could have sponsors of the show, ie a donor pay us for some publicity.  Jason and Peter said that Rogers will not allow that. Mark suggested Rogers might allow a sponsored segment.  This can be discussed further with Rogers.  

Paul V - suggested donors would receive more visibility if website was up and running earlier and items were donated early.

Peter - website was unreliable and crashed on Saturday during the auction.  Says online bidding did not work.  Reported that his survey results had many comments that the "website sucks" and users did not want to use the 4Pay feature.  Jason commented that he was aware of these technical problems and they are being addressed.

David O - because Jag has to now follow up with everyone regarding tax receipts,  it would be helpful if there was a "tick box" when inputting the items if a tax receipt is required.

 

Auction Captains' Comments:

Gordon - Reported 42 items had zero bids -- need better quality of items.  At deadline for input, there were not enough items -- deadlines must be adhered to esp by club members.  There were multiple computer glitches. Volunteers did not show up when/where they were supposed to.  Some items were overvalued.  Does not believe the auction was successful.

Graham - Agrees some items were overvalued.  Says we have stiff competition as other sources offer great prices on things this time of year, so we must get quality items.  Says our auction allows us to continue the projects that we want to do for the community and the funds raised were right on target.  Also says this was the easiest year so far in his experience because of the earlier deadlines.

Paul V - Agrees there were good and bad issues but says Rotarians brought in more items than ever before.  Emphasized that ALL club members must bring in items.  Commented that there is increased pressure in today's economy to get items so we need to go out much earlier to canvass for items (March or April).  Says we must look at the broad picture, that even though we had some difficulties, we raised over $40,000 for the York Region Community.

Jason - cited the other clubs who have Rib Fests, they start planning the next as soon as one finishes and we should be doing the same.

Rick - Hockey tickets and sports items bring in 93% of retail value, so more of this type of item is needed.

Glen - Agrees competition for the best bargains is difficult to compete with.  Says club should continue our efforts to be innovative and come up with other fund raising initiatives.

 

Jason - A committee has been formed to review all comments and will report back to the club in a month or two.  Thank you everyone for your participation both with the Auction and for a frank review of results.

 

 

January 12 at the Sheraton.  DG Thompson will meet the Board at 5:30.  Spousal Night.