Draft – May 15, 2012

Executive Committee Meeting

Saturday, 21 April 2012

At the end of the District Team Training Seminar at DHMC

  1. 2011/2012 Budget – Members reviewed the year-to-date data. The only account at the moment that will be over budget is AG Training. Every AG needed to go the AG Training in PETS this year. This added to our overall expense for this item. The committee gave Marilyn Bedell permission to go over budget by $3,000 for this line item. This may be off-set by other travel lines in the budget. At the moment AG travel is significantly under budget.
  1. Governor Tract Expenses – Steve Dates presented a 5+ year review of Governor Tract positions travel expenses. For the past few years we have been under budget for these positions when reviewed combined, but each year one or more of the positions will be over budget and others will be significantly under budget. Steve requested that we consider “managing to the bottom line” of the entire governor tract position. This will be formally reviewed by the finance committee as Steve builds the 2013/2014 budget. In concept the group agree with Steve’s recommendation.
  1. District Governor Call for Nominees for 2015/2016 – Marilyn Bedell reminded the group that we will be looking for qualified candidates to apply for the 2012/2016 District Governor position. The official process will begin in July with a call to Clubs for nominations.
  1. Disaster Grant Update – Marilyn Bedell is still cautiously optimistic that the grant will be approved. It is to be reviewed by the Trustee at the International Convention in Bangkok.
  1. Request from Walter Hughes for DDF for new Ghana Water Project – Marilyn presented a request for District 7850 to participate in a new water project to eradicate Guiana Worm in Ghana. After discussing this at length, John Morgan suggested that we support this grant with the $3500 requested, and decrease our donation to PolioPlus in 2012-2013 by this amount. This will leave the rest of the money available to do other projects in the 2012-13 Rotary year. This plan was approved by the committee. Marilyn will notify Walter Hughes that the transfer of money to his grant will be approved. This will be announced at the District Conference at the end of Walter Hughes talk.
  1. Child Protection Policy - Discussed that we must come up with a plan to educate our Clubs about the policy we developed this year. Guy will give a brief update at the District Conference Business meeting. We discussed having a session on Child Protection at the same time we bring Club together to educate them about Future Vision. Sonny Holt will need to work with Guy and Marilyn to determine when to do this meeting.
  1. District Conference Business Meeting – Build Agenda – It was determined that an hour should be adequate for this meeting. The Agenda will include:
  2. State of the District – Marilyn
  3. Endorse/Declare the 2014/2015 District Governor - Marilyn
  4. 2010/2011 Budget & Audit Report– Bill, Guy
  5. Bylaw changes – vote - All
  6. RI Director Nominating Committee – vote (paper ballot)
  7. Child Protection Policy – Guy
  8. Foundation– APF, Permanent Fund, PolioPlus, Future – John
  9. PR Grants – Earl Wertheim
  10. Presidential Citations - Marilyn
  1. District Conference – Voting Procedure – Guy and Marilyn reviewed the voting procedure for the District’s RI Director Nominating Committee. We need to have a paper ballot. We have two candidates for the position, Ron Bedell and Bill Thompson. Marilyn will send out Delegate forms to the Club.
  1. District Conference 2013 – a variety of questions came up about the 2013conference. Marilyn compiled the list and will send it to Sonny Holt and ask him to respond to the questions as he was unable to be at the meeting due to a death in his family.