Club Assembly:

Board of directors to present plans and budget for the upcoming year.

Introductory presentation by Mike covering:

• Impacts of Covid 19,
• Uncertainty in US,
• Black lives matter, etc.
• Challenge to continue activities during these interesting times. We require the commitment of all members to ensure that we continue to contribute during these times i.e. attend meetings, obtain strong speakers etc.

Agenda for Club Assembly presented:

Club Service: Rod Craig

• Pods and the Program going well.
• Committee Health: pretty much okay with this committee at present.
• Succession Planning – We still need a president for next year. There is also an executive of 3 people. Anyone interested in the president elect position to reach out. We need a treasury understudy as well. Dana in place for 2022/23 for president elect.

Centennial Committee:

• Celebrating in April 2025. Looking at possibly one celebration or multiple celebrations during the year. We should showcase activities and achievements in the past 5 years leading up to the centenary celebration.

International Committee: Michael Conway 

• Thanks to last year group. Documented what we spent money on last year. A lot of good projects last year. A good few projects identified for next year. Same budget as last year. Should they require additional funds – will ask for more.
• Riona is new to the team – there is only 4 members at present. Will meet 2^nd Wednesday of the month via Zoom from 8pm to 9pm.
• Opportunity for improvement: telling the story externally. Always need more projects in the pipe as quite a few disappear.
• Reena also voiced intention to be apart of the team.

Community Affair: Kevin Shao

• Members Kevin, Judy, Tareq, Riona, Mitch. Meeting Monthly. Last committee description update: 2018. Budget if applicable: $30 000. Goals: Donations to Community projects.
• 4 projects approved last year $19 500 (March of Dimes, Lighthouse of Grieving Children, Acclaim Health, Neighbour Care network). Under review is Children’s Aid Foundation for $10 000.
• Declined: MADD and OTMH for a total sum of $7 000.
• Goals for this year: Minimum one project per quarter. Participation of 12 members or more at each event.
• Comments: Looking into doing social-distanced hands on projects. Recent request for donations has gone through the Rotary Relief Fund. Re-engaged with the Halton Granters Round Table.

Youth Service: Michael Bissauge:

• Complicated set-up with Covide-19. Find out how to engage students. Rotaract: Support Rotaract – Sustain Existing Club. Support and develop young leaders: Education awards – 10 bursaries.
• We need to members to join the committee. Camp Enterprise – Committee to meet in October and assess situation. RYLA – 2 candidates. Phytons, Frances Stone Scholarship and Adventures in Citizenship – (On Hold).
• Kevin Shao provided update on Rotaract. Rotaract club of Oakville and Burlington merged. They changed from Rotary club of Oakville to Rotary Club of Halton to attract more people. Changed Club bylaws and guidelines. Attracting new members as a result.

Fundraising: George Vincent

• Need to think of other ways to raise funds, considering that the 2 events have been cancelled. Meetings not happened so far. Will meet later in the year and a few times in the year. Need to identify new fund-raising approaches reflecting evolving environment including Covid. Needs additional members.

Membership: George Vincent

• Tasked with recruiting and onboarding new members. Last year there was good progress made. Re-invented some processes previously.
• Emphasis is on cementing processes e.g. mentorship program. Focus is also on development – which is quite expansive in definition. 10 meetings per year. Looking for new members.

PR / Marketing: Dana

• Members: Rod, Riona, Stuart. Meet as and when needed. Committee Health: Regular.
• Riona, Stuart and Dana met. Spoke about what can be offered to the club. Will continue to use social media. Considering the pandemic, gave us opportunity to think out of the box. Art Project doing very well with social media for e.g. Have not had much in terms of advertising. For the coming year, will pull on this lever as required. Created relationships with the local media which is something new for this year. Going to leverage media the best ways they can.
• Focus for this year is to enhance the website. Use the website to fulfil our club’s objectives of communication, branding, and increased membership etc.

Indigenous Committee: Ralf Soeder

• Has 9 members. Goal to research the needs of Indigenous Communities. Develop alliances with other organizations. Set up sub committees to report back to monthly meetings. This is working well. Meeting 9-10 meetings a year. Current Project: Rotary Indigenous Scholarships, Six Nations Polytechnic Scholarships, Water First, Art for Aid. Kayla, one of the recipients of the scholarships will be speaking next week.
• Post secondary: Drop out rate of secondary students higher than Post secondary students. Initiatives implemented to try to combat this. Awards given to students which has the effect spurring on students and keeping them in school.
• Water First is a project introduced by Mahendra. The importance of water played in the indigenous community. They presented 4 months ago.
• Art for Aid is a new project launched by Judy – great example of finding out the community’s needs and trying to solve these.
• Alliances: Paired with RC of Oakville Trafalgar. Indigenous Peoples Partnerships Committee. Guelf Rotary Cluster. Hip. Circle.

TSH/OCHI Update: Mike Henry

• negotiations are progressing.
• RCO CT/ RCO CF Update everything from a legal perspective has been completed.

Oakville Rotary Golf to Give Committee: Mike Henry

• No golf tournament this year. Can apply for a tournament for 20/21. Want to keep it alive with regular sponsors and golfers. Online Auctions to raise funds, as well as reach out to donors for donations.
• Bob raised a question on documentation.
• Bent and Mike answered – documentation given to various donors asking for donations. Documentation available online.

Speaker Series:

• Need to establish where the speaker series has been left. Looking at some strong speakers for the coming year.

Financial Review: Mahendra Shah

• Mahendra presented the financials for the club.
• Vote proposed: Rod makes the motion to approve financial report. Dana seconds it. All approved. Budget approved. 21 participants.

• Judy Warrington – We are working on a socially distanced event. Stay tuned.
• Bent: Thanked the club.