RCO Bulletin, April 20, 2020
Club Assembly
Sign-in to the meeting from 6:45 to 7:00
Meeting began at 7:10 (due to a small glitch with the Zoom link)
Rod:
- Toast to the Queen and Canada
- Invocation (grace without food)
- Introduction of new member, Riona Naidu
- Announcements?
George F: The RCO Foundation is confirming that their Annual general Meeting will occur on May 25, 2020. Also, three directors’ terms are expiring this year and we have had a resignation of one director; we have openings for four directors. The Board will advance a list of four possible replacements; if anyone has the desire to serve on the RCOF board, please put your names forward.
Rod: How many members do we have in attendance?
Larry: 23 people have joined the meeting, including one guest and one new member.
Rod: The land on which we gather today is the traditional territory of the Mississaugas of the New Credit First Nation
Committee reports in more or less this order
George V: Club Service
Committees: | Club Service (George V): PODs (Ralf), Program (Victoria), Financial Management (TBD) & Nominating Committees (Judy) |
Members: •PODs •Program •Financial Man •Nominating | Larry/Victoria, Lama/Nipun, Deborah/Ralf Victoria, Mike H, Lama, George V, Judy, Nick Len, George V, Rod, Mike H Len, Tareq, |
Meeting Frequency: As required
Committee health: Good
Budget: $500 for A/V improvements; not required for now
Pens with small scroll to simplify speaker thank you
Club Service Bylaw Proposal
Proposal: Nominating Committee to include the:
•Current president –enable feedback on the current boards functioning
•President Elect (PE) –Enable PE to have some input to the members that will serve on BOD during their term
Current Article 3 Section 1:
“The nominating committee shall consist of the seven most recent past presidents of the club who are still active members”
Proposal:
“The nominating committee shall consist of the seven most recent past presidents of the club who are still active members as well as the current President and the current President Elect”
So moved by George V; seconded by George F; all in favour.
Michael Conway: International
The International Service Committee have committed $5,000 to MOB for Guatemala hospital equipment. Projects presently in process and require a Global Grant Application to be completed:
1.Mexico San Miguel –Dry Composting Toilets Phase 2
Have provided a verbal commitment of $3,000
1.Kenya $4,500 Maternal and Child Health program
2.TCF Pakistan $2,300 School Funding Child Education and Literacy
3.Turkey Taskatel –Empowering woman headship workshops
4.HPIC Syrian RefugesMedical Assistance –not sure of the ask
5.India $4,000 Maternal and Child Health program (we may be the Host Club)
Mike H: Community Affairs
Committee: Community Affairs
Chair Kevin Shao
Members Judy W., Terry S., Mike H.
Meeting Frequency Monthly in person
Committee Health Monthly meetings with written agendas
Oakville Rotary Relief Fund
A committee of the four Oakville Rotary Clubs formed to address the community needs in response to Covid-19 crisis, meeting weekly.
•Each of the three fundraising clubs asked to donate $10,000 to the fund, an additional $10,000 to be raised through donations from the public.
•This money to be disbursed by June 30 to address the most pressing needs in the community.
•Softening some of the granting guidelines requirements to facilitate timely relief
•Community Directors attending weekly meetings of the Halton Granters Round Table along with other local donors to prioritize and to coordinate donations.
•Community Affairs Committees will be involved in identifying & assessing potential donations.
•Decision criteria to be finalized this week by the Oakville Rotary Relief Fund Committee.
•A number of requests have been received to date as well as referrals from Granters Round Table. First donation decision expected this week.
Rod: The RCO Board approved RCO CT to donate $10,000 to the fund
Questions from members:
Is the money available from RCO CT? (Yes, some committees have not spent their budgets.)
Does this account for no fundraising from the Speakers Series? (Yes, money raised from last year’s successful Speakers Series is in this year’s budget.)
Mike: An example of a project is the intubation dummy to train ER staff to insert intubation tubes into COVID-19 patients.
Mike: We request approval of the membership for this $10,000 donation; seconded by George F; all in favour.
Larry: Membership Committee
Committee Mandate
We have established clear committee objectives:
•Bring on new members
•Engage new and existing members in the activities of the Club
•Working with the Program Committee, further develop technical and management skills of members
New Members
We have inducted two new members since Jan 1, 2020:
•Stuart Lam: Completed his classification talk on April 6
•Mitch Sabsabi: Doing his classification talk May 4
The third new member, Riona Naidu, has just been approved (April 19)
Created a Membership Approval Process
•Clearly defined a membership approval process, the main objective being that we do not drop the ball and that we bring on fully-vetted new members:
•Understand the values of Rotary—Community before Self
•Willing to contribute financially and personally in club meetings and on committees
Mentorship Process
•We have defined a mentorship process
•Identified and recruited volunteers to become mentors. The mentors we approached have all agreed to become mentors.
•Established a rota so mentors can anticipate when their turns are approaching
•Assigned three mentors to the three new members
•Considering a Fireside Chat for new members within first year to ensure that we are mutually meeting each other’s expectations
George V: Just a comment: The Membership Committee is a fun, high performing committee because of how it runs its meetings; they tend to have wine cheese and crackers.
Jean: Youth Services
Dana Dennaoui
Area | Goal Description | Goal | Result to Date |
Committee Health | Current terms of reference | Metrics monitored regularly | Growth and reach in audience & engagement |
Role and Objective | Continue to build and maintain RCO’s brand through marketing and publicity | sharing club news/ updates events with our wider community | Improved brand recognition |
PR and Marketing | Maintain and monitor uniform messaging and content across ATL and BTL platforms: conventional media+ online | Maintenance; new content; enhanced engagement experiences | Delivering content on club news & projects, press releases, working with agencies when needed, nourishing media relationships |
Area | Goal Description | Goal | Result to Date |
Events and Fundraisers | Provide support to committees by announcing, publicizing and marketing events and fundraisers | Support sale of tickets to club events, enhance public engagement, increase brand recognition | Trade show PH Award 540 Fundraiser Legacy Golf to Give SS |
Communicate, collaborate and connect with District and RI Resources | Create leverage of resources by engaging with other Rotary clubs and working together on common goals | Work together to deliver on common events | Delivered combined press release with other clubs on PH Awards, and COVID 19 |
Ralf: Indigenous Committee
Area | Goal Description | Goal | Result |
University of Sudbury | Rotary Indigenous Scholarship Joined RCOT’s ongoing scholarship program targeting mature Indigenous students at U of Sudbury. Earliest start of scholarship is student’s 2ndyear, max. 3 year commitment. | Jointly offer a $5,000 scholarship annually to a mature student. | In partnership with RCOT, we chose the winner, Kayla Sunshine, for this year’s three-year scholarship at $5,000/year. Cost has been accrued this Rotary year for September pay-out. |
Sheridan College Emergency Support program | Created a support program with Sheridan’s Centre for Indigenous Learning & Support. | Provide $1,000 annually for Centre to purchase food and transit vouchers for indigenous | Centre for Indigenous Learning very pleased with success to date. Once we confirm the impact made, we will |
Six Nations Polytechnic Unsure of whether or not the 15 $200 scholarships will be awarded this year due to the COVID-19 pandemic. We are budgeting for a June payout of $3000, five scholarships for each of the five STE(A)M subject areas for each of grades 9, 10 and 11. Next year, this will increase to 20 scholarships since SNP are adding a Grade 12 class. We anticipate that we will be donating another two scholarships at $2000 each for university or college in September through the Grand River Post-Secondary Education Office. They make the choices and we fund their choices. Step One of the mentorship program was successfully implemented with 100 (of 112) students undergoing both a Myers-Briggs Type Indicator and Strength Inventory. Step Two, which is the Meet the Pros session, has not been scheduled since we do not know if their school year will be resumed. RCOT has volunteered to contribute to the identification and scheduling of the “Pros” who will include professionals and skilled tradespeople. Other Projects Being Considered Water First: A training program to build indigenous skills in the operation and maintenance of water treatment plants on reserves. We have agreed at the committee level to finance one seat for approximately $5,000 at an upcoming session. We have board approval for this project. We are also talking to the cluster centred on the Belleville Rotary Club to partner with them on their projects. |
Mahendra: Treasurer’s Report
RCO Financials
See slides in Bulletin email
RCO Charitable Trust Financials
See slides in Bulletin email
Mahendra: I move that we accept the Treasurer’s Report. Seconded by Richard; all in favour.
Meeting ended at 8:20 pm.
