President’s Report
16 March, 2019
Fellow Rotarians and Friends,
We are well underway for the changeover of Boards, and had our first joint Board meeting last week. Feedback from this meeting at the end of this report.
Awards Night: This week we have our Community Service Awards Night, chaired by President Elect Mary, and we have three nominees and their guests. Dress is smart casual / business attire.
New job roles: As part of the Changeover of Boards, there is a transitions of positions and accountabilities that will take place from now and into the new year.
TT Bulletin: Firstly, we have a new Editor and Committee for the Terrigal Times Bulletin, Website, and Social Media tools eg facebook and meetup. PP Jill is the Editor, and Robyn Ratcliff is the subeditor. All Bulletin copy should at this stage go to Jill, and photos to Robyn. Please print: BULLETIN in the subject line. PP Lyn will also add photos to facebook. Also, in this committee is PE Mary, Janet, Mark Reynolds and me.
PowerPoint: As our Club computer is not compatible with the technology with the Smart TVs in the Club, Mark Reynolds will use his computer when we need to use the internet or Powerpoint for Club Assemblies and for guest speakers. If Mark is away, he will need to ensure someone else with a computer with a HMDI port and PowerPoint to use the Club’s TV. Mark will be looking after this for the remainder of this Rotary year and into the future.
Attendance: Michael Hickey has taken on this job, and expects Club members to use the Reservation link to book in guests, or to notify him of apologies. You are booked in and will be charged for a meal if don’t apologise There are three options: Apologies, Booking in yourself for a meal, or that if you were an apology, you are now attending, and booking in but you don’t require a meal. If you don’t require a meal, it is expected you pay $10 for coffee/tea and the fruit platter.
Square POS: With Harley leaving, we will need some members to be trained up and keep the Square POS. You can use this with your own Smart Phone, or we have a Smart Phone with internet capabilities and a tablet PC that has Square on it. You must ensure that this technology is charged up before the meeting! As I have a meeting to run, I will assist someone with this but will not be taking on this job until the new Rotary year.
Board Meeting Update: Some areas covered:
1. Our Secretary, and Social Secretary Andrew now has a Club Debit Card linked to our account so he can pay for take away coffees at the Book Sale, Pizzas on Vocational Visits etc.
2. On the 20th June, our Secretary Andrew will chair our Annual Reporting meeting where Directors will present their program for the year, and how funds were allocated according to their budgets. This will assist with the preparation of our Annual Report. Also, PE Mary will finalised the arrangements for the Changeover the following week, 27th June.
3. We have upgraded our Clubrunner Subscriptions to enable us to fully utilise this program for centralising our records, and that individual directors can have access and maintain the integrity of our membership records and information. Also, we will upgrade our domain website to increase our storage capacity, and that we will soon have 5 individual email accounts for Rotary and members of the public to contact our Club that are not pinned to individual email accounts eg Andrew will have secretary@terrigalrotary.org, and if he is away PE Mary will be able to access emails sent to the Club etc.
4. We had a far reaching discussion about Board Directors both under Rotary and the Corporations Act where we have special responsibilities, and must exercise our duties accordingly. I commented that part of this Strategic Plans that centralised recording keeping of key documentation for access is most critical. Harley has disposed of records over seven years old, but other later documents must be available to Board, especially the Secretary on behalf of the Board.
Andrew has asked that if something is to go to Board for an agenda item that it should have AGENDA ITEM in capitals in the subject line, and clearly itemised and not be be buried in the body of an email.
5.Our next Board meeting (13 June) we will be looking at the disbursements of funds based on individual Director budgets, so there is a progressive tally for allocation of our hard earned funds. This will assist with ongoing projects and programs that we annually support, as well as one off contributions, and not be a “fund feeding frenzy.”
Thanks for your continued support to enable Terrigal Rotary to go forward as a fun and friendly Club.
Happy days
Greggo