2024 ANNUAL GENERAL MEETINGS
Tuesday, December 10, 2024 | Fleming Centre, Beamsville
Rotary Club of Lincoln
ANNUAL GENERAL MEETING MINUTES
Prepared by Lindsay Dressel, Club Secretary
1. Call to Order Joanne Serkeyn, Club President
2. 2023/2024 Combined Financial Statements John Maynard, Club Treasurer
With a quorum (16 members in attendance + 2 proxies), the assembly proceeded.
Club Treasurer John Maynard presented the Rotary Club of Lincoln & Rotary Club of Lincoln Foundation Inc. Combined Financial Statements
MOTION: Be it resolved that the combined financial statements of the Rotary Club of Lincoln and the Rotary Club of Lincoln Foundation Inc. for the fiscal year ended June 30, 2024 be approved as presented.
MOVED by: John Maynard; SECONDED by: Martha Kralt
Approved unanimously
Under the Ontario Not-For-Profit Corporations Act (2010) the members must consent if we do not have an audit or formal review engagement of the financial statements. Based on the Finance Committee and Board reviews, the Board of Directors of the Club and the Foundation do not feel a formal review is required and recommends the approval of the motion below.
MOTION: Be it resolved that the membership hereby waives the requirement to have a review engagement or audit done of the financial statements.
MOVED by: John Maynard; SECONDED by: Margaret Andrewes
Approved unanimously
3. 2024/2025 Board of Directors Nominations Report – Rotary Club of Lincoln
While noting that the position of Vice President remains open, Joanne Serkeyn presented the slate for the 2024/2025 Board of Directors as follows:
President - John Kralt
President Elect - Maria Derkacz
Vice President - Vacant
Secretary - Lindsay Dressel
Treasurer - John Maynard
Foundation Director - Robert Foster
Public Relations Director - Sue Foster
Club Administration Director - Barb Mitges
Past President - Joanne Serkeyn
MOTION: Be it resolved that the slate for the Rotary Club of Lincoln 2024/2025 Board of Directors be approved as presented.
MOVED by: John Maynard; SECONDED by: Nour Hage
Approved unanimously
4. Other Business
Brenda Kell-Kotwa, provided a presentation regarding the Peace Pole. Discussion to create a committee and further explore this imitative.
MOTION: That the Club accept the Rotary Peace Pole initiative.
MOVED by: Brenda Kell-Kotwa; SECONDED by: Martha Kralt
Approved unanimously
5. EXPENSE POLICY
John Maynard, Club Treasurer, provided a detailed Expense Policy. This policy applies to all Members who incur expenses or travel on behalf of the Rotary Club of Lincoln (the “Club”) business. Members are responsible for adhering to this policy and taking an active role in being good stewards of the organization’s resources while on Club assignments. A Rotary Club of Lincoln donation expense and reimbursement form was created and the following information is outlined in the policy:
BUSINESS EXPENSES
The Club will reimburse members for legitimate and reasonable expenses incurred while conducting authorized Club business assignments.
To obtain reimbursement for business expenses, members should submit an expense report within 60 days of completing their assignment and/or incurring the expense. Requests for expense reimbursement requests must explain the business purpose of each item entry and include all required documentation in order to be reimbursed.
TRAVEL
The purpose of Club funded travel is to support only bona fide Club or Rotary business purposes. Members should use their best judgment to ensure that expenses are as economical as possible. Travel should not be utilized to present a personal travel opportunity to the travelers.
Generally, travelers arriving for official meetings that require air travel may book their travel so they arrive one day before the first meeting date. The reasonable costs of air fare, lodging, meals, and general travel expenses for travelers observing these arrival requirements may be reimbursed.
Travelers who arrive earlier than provided in these guidelines or who stay longer than one night after their last official meeting must pay their own expenses for any extra days.
Some examples of reimbursable expenses are listed below:
- Airline tickets for economy class air travel
- Hotels/Lodging: The cost of moderately priced, standard hotel rooms
- Baggage fees: Fees for a maximum of two bags at standard airline weight limit
- Fees to obtain a visa required for your funded assignment
- Economical transportation to and from airport
- Reasonable taxis, rideshare services, shuttle buses, parking, tolls
- Rental cars: when less expensive than other transportation modes
- Tips/gratuities: Tips for hotel/airport staff, wait staff and drivers are allowable when appropriate and customary. Normally, tips will be no more than 15 percent to 20 percent of the bill, excluding sales tax.
The following are examples of expenses that are not reimbursable:
- Lost luggage: Club does not take responsibility for any lost luggage. A claim should be filed directly with the airline for reimbursement.
- Overweight and/or excess baggage fees
- Annual fees, late fees or interest fees for personal credit cards
- Parking tickets or traffic violations
DOCUMENTATION
Members are responsible for maintaining proper documentation. Documentation for expenses should be legible and should show the amount, date, place, general character of each expense, and include proof of payment. In all circumstances, itemized receipts are required. Credit card slips are not sufficient for reimbursement of meal expenses.
If paying for a meal for other individuals, all individuals present must be listed on the expense report.
Reimbursement requests submitted more than 60 days after they were incurred or the assignment may only be reimbursed with an approved exception request.
Club reserves the right to deny or reduce reimbursement of items which do not comply with this policy. If you are unsure whether an expense is reimbursable, please contact the Club Treasurer.
MEMBER DONATIONS
In certain circumstances, Club Members may wish to voluntarily make a donation to the Club or its Foundation to cover the reimbursable expenses that were not within the original Club or event budget. The Treasurer will review the nature of the expenses for compliance with this policy, and submit the request to the Board for approval prior to reimbursement.
The member may voluntarily make a general donation to the Rotary Club of Lincoln Foundation Inc. through a cheque or by directing the Club to forward the amount determined to be eligible for reimbursement to the Foundation. In such cases, the Member will receive a charitable donation receipt from the Foundation.
Canada Revenue Agency has issued guidance on donations of property and services to charitable organizations. The Treasurer for the Club will ensure that the reimbursement of the expenses is consistent with all CRA guidance at the time of reimbursement.
The Club Member must also acknowledge that they would be liable for any tax implications of the reimbursement if the CRA determines at a later date that the expense reimbursement or donation does not qualify for tax purposes.
MOTION: Be it resolved that the Travel and Expense Policy of the Rotary Club of Lincoln be approved as presented.
MOVED by: John Maynard; SECONDED by: Nour Hage
Approved unanimously
6. Adjournment Joanne Serkeyn @ 8:15am
________________________________________
Rotary Club of Lincoln Foundation Inc.
ANNUAL GENERAL MEETING MINUTES
Prepared by Lindsay Dressel, Club Secretary
1. Call to Order Robert Foster, President
2. 2023/2024 Financial Statements Margaret Andrewes, Treasurer
John Maynard, Director
MOTION: Be it resolved that the financial statements of the Rotary Club of Lincoln Foundation Inc. for the fiscal year ended June 30, 2024 be approved as presented.
MOVED by: John Maynard; SECONDED by: Margaret Andrewes
Approved unanimously
MOTION: Be it resolved that the members hereby waive the requirement to have a review engagement or audit done of the financial statements.
MOVED by: John Maynard; SECONDED by: Margaret Andrews
Approved unanimously
3. 2024/2025 Board of Directors Nominations Report
Presentation of the slate for the 2024/2025 Board of Directors:
President - Rob Foster
Vice President - Debbie Klassen
Secretary-Treasurer - Margaret Andrewes
Directors (2) - John Maynard; Nancy Neville
MOTION: Be it resolved that the slate for the Rotary Club of Lincoln Foundation Inc. 2024/2025 Board of Directors be approved as presented.
MOVED by: Rob Foster; SECONDED by: Terry Kotwa
Approved unanimously
4. Other Business
a) Rotary Club of Lincoln Foundation Inc. Articles of Incorporation (October 2024)
MOTION: Be it resolved that the RCLF Inc. Articles of Incorporation, as revised to be ONCA compliant, be approved.
MOVED by: Debbie Klassen; SECONDED by: Lindsay Dressel
Approved unanimously
b) Rotary Club of Lincoln Foundation Inc. Bylaws (October 2024)
MOTION: Be it resolved that the RCLF Inc. Bylaws, as revised to be ONCA compliant, be approved.
MOVED by: John Maynard; SECONDED by: John Kralt
Approved unanimously
5. Adjournment Rob Foster @ 8:21am
.png)
Finally…
