Board Meeting Minutes – 4th April 2018

ROTARY CLUB OF KNIGHTS PENDRAGON
BOARD MEETING
Wednesday 4th April 2018
Venue: – Belgravia Bowling Club Bedfordview Time: 17H30

MINUTES

1. Welcome:

President Graham Wallett welcomed the members of the Board to the meeting, noting that the requisite quorum of Board members were present and accordingly declared the meeting open for the agenda items to

2. Four Way Test:

Past President Andy Stevenson read the Four Way

3. Attendance: 

President Graham Wallett, Past President Ron Smith, President Elect Andy Stevenson, Past President John Anticevich, Past President Bill Brunjes and Past President Howard Barratt.

4. Apologies : 

 Apologies had been received from Past President Andy Jacobs, Past President Andy Connold, Rotarian Richard Eley, Past President Kevin Pearson and Past President Ray Hewson.

5. Previous Minutes:

Minutes of the Board Meeting held on the 7th march 2018 were tabled and proposed by Past President John Anticevich and seconded by Past President Howard Barratt.

6. Matters Arising:

There were no matters arising from the minutes of the meeting held on 7th March 2018.

7.    Specific items for Board decisions:

There were no specific items tabled for decisions at this meeting but President Graham Wallett covered some of the ground work currently in progress regarding the development of formal training to meet the strategic needs of members being prepared prior to taking up leadership roles in the Rotary Club of Knights Pendragon. A formal proposal will be tabled for consideration by the Board at its next meeting.

Club Membership was considered to be of paramount strategic importance, with particular reference to the elements of membership diversity and the ageing composition of our current membership base. Accordingly, President Graham Wallett tabled a specific event to address membership development which was agreed to by all the Board members present and planning and implementation would commence immediately in light of its strategic

importance. The event was scheduled to take place on 12th May 2018 at Legae La Nnete, the drug rehabilitation home which was considered a flagship project already receiving significant support from our club and as such an appropriate venue to showcase our work and introduce potential new members..

8.    Club progress reports:

8.1 Treasurers Report and accounts for the Rotary year to date, covering the 9 completed months, as at 31st March 2018 had not as yet been completed and as such, would be held over to the next meeting.

8.2 Fund Raising: Director, Bill Brunjes confirmed that fund raising initiatives were making significant progress. While much progress had been made, there were important areas requiring the necessary attention to ensure we succeed. The rotary Club of Knights Pendragon Annual golf challenge for 2018 had gained approval by club members and formal arrangements were well underway. Progress is being formally communicated regularly to members to ensure the success of this event.

The main sponsors of this event had been identified and approached for their support. Significant progress had been made and the necessary communications were being prepared as per their requirements.

Progress in relation to the formal Budget as recorded in our financial accounts would be used to gauge progress and ensure budgets were met.

8.3 Service Projects: Director, Ron Smith reported that Cresset House had outlined a requirements specification on their short to medium term needs. An initial amount of R5,000 had been approved for the construction of wooden benches for installation at the home. This amount had been matched by Milan Cerima, the owner of Stornoway Lodge in Lanseria bringing the total funds available to R10,000. The benches, for the use of residents at Cresset House were being produced as per their requirement specification.

Ron further reported that, through the efforts of Past President Bill Brunjes, amongst others the Bethany Home restoration project phase 1 had now been completed. The next phase had been scoped and work had commenced as planned.

The ongoing monthly provision of groceries, personal hygiene products and cleaning materials was also on track as planned.

A new development for our club was the extensive use now being made of the Humanitarian Distribution Centre of Southern Africa (HDCSA) facility by our club. Through a donation of writing materials by Pilot Pen SA, valued at R490, 000, we were able to take on the successful distribution through HDCSA to a range of needy charitable causes who benefitted from this project. This project has now been completed.

We have also become more aware of the capability of the HDCSA infrastructures and we have been successful in obtaining many different forms of useful supplies to the ultimate benefit of the charities we serve.

8.4 Rotary Foundation (RIF): Director, John Anticevich.

Funding for certain specific Rotary International initiatives (ERAY US$2000 and Polio Plus US$3000) had been raised and approved for payment in this Rotary Year.

There had been an amount or R6,000 advanced by our club for the hire of transport services to participants at the Rotary Family Health day’s event which was to be fully recovered from Rotary District 9400. This amount has been fully recovered by our club.

8.5 New Generations/Membership development: Director, PP Kevin Pearson who was not present at the meeting provided a report on progress on the Annual Leadership weekend. All schools had been approached and the attendance confirmations were awaited. Funds still needed to be raised and final planning on the format of the leadership training program still needs to be finalized.

8.6 Club Administration: Director Administration, Ray Hewson was not present and there was no further business to discuss in regard to administration.

8.7 Public Relations, IT and Communications: Director, Andy Connold was also not present at the meeting but a written report on progress had been submitted for consideration by the Board advising of the completion of the club “members only” private access to certain specific club information on our website now made available for the use of members. The registration process for members had also been implemented with the majority of our members now registered.

In addition, Calendar event updates and the promotion of club meeting events had all been completed. Publications of March Rotary Theme: Water  & Sanitation, the National Sea Rescue Institute (NSRI) station 25 Boathouse opening and the Golf Charity event to be held on 23rd May had all been publicized. Extensive use was being made of our electronic technology

platforms such as social media and internet to advertise and promote the club activities and events The number of users and the interest shown by the public at large was showing signs of significant improvements.

Rotary International Digital Media, registrations by our members is almost complete with members being encouraged to establish their full profiles on the site.

8.8 Secretary: Director, Andy Jacobs was not present at this meeting and there were no further items raised for discussion under this item.

9. General: No items raised for discussion.

10. Closure: Meeting closed at 18H30

11. The next Board Meeting: 17h30 Wednesday 2nd May 2018