In attendance were Grant, John, Wilf, Greg, Brian and Jeff
Pres. Grant presented an agenda for the meeting. Minutes of the Oct. 20/ 08 business meeting were read. Motion was tabled by Brian to accept as read, seconded by Wilf, and passed.
The treasurer’s report was tabled. Approximately $1200 was determined to have been cleared at the 2008 Comedy Night. Motion to accept Treasurer’s report by Wilf, seconded by Jeff, and passed.
The mail included an invitation from the Optimist Club of North London to attend their 45th anniversary, and a request from Betty Boyer to donate a substantial amount ($5000) for the purchase of chairs at St. Mary’s Hospital. No interest was expressed in the North London invite, and the funding request was declined, based on the amount, the adult oriented target, and the distance from our area of operation.
In regard to Club By-laws, it was reported by John that no effective meeting would be possible until December at the earliest because of the unavailability of certain members. Because Derek will be busy with his wife’s new store, Greg would try to fill in as best as his uncertain schedule would allow.
The ongoing request by “Robin in the Hood” for financial assistance met with serious opposition. It was suggested they again issue a formal request for donation.
John said Randy had not seen any response to the Service Club interaction proposal.
Grant emphasized a request for volunteers to head various fund raisers or sponsored events in the coming year. Because of the small number of members present, it is hard to plan too far ahead.
In new business, Jeff will attempt to make contact with Dave at the Elmira Pool about sponsoring a Christmas swim, and Wilf will discuss with Carl the idea of sponsoring Christmas bowling.
A brief discussion followed on the thought of using available cash to accelerate payments to the “Fit for the Future” , to more quickly clear the books of that commitment.
Grant, Brian and Jeff agreed to meet to discuss formulating a budget.
Grant suggested the Club should work toward a more structured method of operation, so that if a current member running an event were to move on or become unavailable, that the Club would have access to the information required to carry on with that event.
John informed that the alarm for the Community Centre would cost $120, and would end up getting billed to the Club via Brubacher Plumbing, because that was the only way to purchase the part(s) required.
Meeting adjourned @ 8:40 PM.
Monday, November 17, 2008
Monday, October 20, 2008
Business Meeting October 20, 2008
IN ATTENDANCE: BILL M, BRIAN C, GRANT B, JIM G, WILF D, JOHN K, JEFF B
MEETING COMMENCED AT 7:04 PM
MINUTES OF THE SEPT. MEETING WERE READ. A MOTION WAS MADE BY GRANT TO ACCEPT THE MINUTES AS READ, SECONDED BY WILF, AND PASSED WITHOUT CHANGE.
RECEIVED MAIL WAS DISCUSSED. ANYTHING OUTSIDE OF ELMIRA AREA WAS DISREGARDED.
CONTINUANCE OF REMEMBRANCE DAY POPPY FUND DONATION WAS PROPOSED BY GRANT, SECONDED BY WILF, PASSED.
MEMBERSHIP DUES WERE DISCUSSED. IT WAS DECIDED TO MAINTAIN THE STATUS QUO.
TREASURER’S REPORT WAS EXAMINED. MOTION WAS MADE BY JEFF TO ACCEPT AS PRESENTED, SECONDED BY BILL AND PASSED.
DISCUSSIONS FOLLOWED ON SEWAGE VS. STORM ALARM FOR COMMUNITY CENTRE.
THE OPTIMIST TRAILER WAS DISCUSSED. A NEW TRAILER WAS DEEMED TOO EXPENSIVE.
ALTERNATIVES SUCH AS A USED SITE CONSTRUCTION TRAILER, OR SOMETHING FROM AN RV CENTRE, WERE PROPOSED. JOHN K. WILL INVESTIGATE. GRANT SUGGESTED THAT BY-LAWS MAY PREVENT THE SALE OF FIREWORKS FROM PORTABLE TRAILERS.
OPTIONS FOR THE OPTIMIST SIGN WERE DISCUSSED. IT WAS AGREED THAT THERE WAS TIME TO RESEARCH THE OPTIONS FURTHER, WHICH INCLUDED SIGN RENTAL OVER AN EXTENDED PERIOD VS. BUYING A NEW ONE OR SPENDING MONEY ON BRIGHTENING UP THE EXISTING SIGN. GRANT SUGGESTED THAT FRIEND OF THE OPTIMIST’S PETE V. COULD MAKE A NEW ONE AND THAT SEEMED LIKE A GOOD AVENUE TO PURSUE.
POOR TO DATE SALES OF COMEDY NIGHT TICKETS PROMPTED A DISCUSSION ON ALTERNATIVE FUND RAISING INITIATIVES ON A ROTATING BASIS, TO BE DISCUSSED FURTHER WHEN RECEIPTS WERE COUNTED.
THE ISSUE OF SMART SERVE AROSE. JOHN READ DOCUMENTS SUGGESTING IT WAS ADVISABLE, BUT NOT MANDATORY FOR A ONE-OFF SPECIAL OCCASSSION FUND RAISER.
IF SMART SERVE WAS REQUIRED, WOULD THE CLUB PICK UP THE COST OF ACQUIRING IT?
IT WAS AGREED TO MAKE SIGNS ESTABLISHING AGE OF MAJORITY CARDS AS NECESSARY IF WE DECIDED TO ASK FOR PROOF OF AGE.
TIMING OF HALL PREP, FOOD PREP, WORK LOAD DURING THE EVENT AND SUNDAY MORNING CLEAN UP WERE DISCUSSED, AND IT WAS AGRREED THAT ALL WOULD HELP AS MUCH AS THEY COULD..
ALCOHOL PRICING OF $4 PER DRINK (BEER OR LIQUOR) AND $20 FOR A BOTTLE OF WINE WERE ESTABLISHED. 50/50 TICKETS WILL BE $2 EACH OR 3 FOR $5.
MEETING ADJOURNED AT 8:25 PM.
MEETING COMMENCED AT 7:04 PM
MINUTES OF THE SEPT. MEETING WERE READ. A MOTION WAS MADE BY GRANT TO ACCEPT THE MINUTES AS READ, SECONDED BY WILF, AND PASSED WITHOUT CHANGE.
RECEIVED MAIL WAS DISCUSSED. ANYTHING OUTSIDE OF ELMIRA AREA WAS DISREGARDED.
CONTINUANCE OF REMEMBRANCE DAY POPPY FUND DONATION WAS PROPOSED BY GRANT, SECONDED BY WILF, PASSED.
MEMBERSHIP DUES WERE DISCUSSED. IT WAS DECIDED TO MAINTAIN THE STATUS QUO.
TREASURER’S REPORT WAS EXAMINED. MOTION WAS MADE BY JEFF TO ACCEPT AS PRESENTED, SECONDED BY BILL AND PASSED.
DISCUSSIONS FOLLOWED ON SEWAGE VS. STORM ALARM FOR COMMUNITY CENTRE.
THE OPTIMIST TRAILER WAS DISCUSSED. A NEW TRAILER WAS DEEMED TOO EXPENSIVE.
ALTERNATIVES SUCH AS A USED SITE CONSTRUCTION TRAILER, OR SOMETHING FROM AN RV CENTRE, WERE PROPOSED. JOHN K. WILL INVESTIGATE. GRANT SUGGESTED THAT BY-LAWS MAY PREVENT THE SALE OF FIREWORKS FROM PORTABLE TRAILERS.
OPTIONS FOR THE OPTIMIST SIGN WERE DISCUSSED. IT WAS AGREED THAT THERE WAS TIME TO RESEARCH THE OPTIONS FURTHER, WHICH INCLUDED SIGN RENTAL OVER AN EXTENDED PERIOD VS. BUYING A NEW ONE OR SPENDING MONEY ON BRIGHTENING UP THE EXISTING SIGN. GRANT SUGGESTED THAT FRIEND OF THE OPTIMIST’S PETE V. COULD MAKE A NEW ONE AND THAT SEEMED LIKE A GOOD AVENUE TO PURSUE.
POOR TO DATE SALES OF COMEDY NIGHT TICKETS PROMPTED A DISCUSSION ON ALTERNATIVE FUND RAISING INITIATIVES ON A ROTATING BASIS, TO BE DISCUSSED FURTHER WHEN RECEIPTS WERE COUNTED.
THE ISSUE OF SMART SERVE AROSE. JOHN READ DOCUMENTS SUGGESTING IT WAS ADVISABLE, BUT NOT MANDATORY FOR A ONE-OFF SPECIAL OCCASSSION FUND RAISER.
IF SMART SERVE WAS REQUIRED, WOULD THE CLUB PICK UP THE COST OF ACQUIRING IT?
IT WAS AGREED TO MAKE SIGNS ESTABLISHING AGE OF MAJORITY CARDS AS NECESSARY IF WE DECIDED TO ASK FOR PROOF OF AGE.
TIMING OF HALL PREP, FOOD PREP, WORK LOAD DURING THE EVENT AND SUNDAY MORNING CLEAN UP WERE DISCUSSED, AND IT WAS AGRREED THAT ALL WOULD HELP AS MUCH AS THEY COULD..
ALCOHOL PRICING OF $4 PER DRINK (BEER OR LIQUOR) AND $20 FOR A BOTTLE OF WINE WERE ESTABLISHED. 50/50 TICKETS WILL BE $2 EACH OR 3 FOR $5.
MEETING ADJOURNED AT 8:25 PM.
Monday, June 16, 2008
Business Meeting June 16, 2008
Meeting called to order at 7:10 PM
In attendance: Murray, Randy, Brian, Bill, Wilf, John K., Grant, Jeff
Discussion was raised on the propriety of expecting membership dues from people who were already donating their time. Mention was made of Clubs which used corporate donations to defer the cost of dues, and other Clubs which paid the yearly Club fees to Optimist International directly out of monies raised. The consensus seemed to be that the zone breakfast in the fall would be a good time to canvass other Clubs on their method of dealing with annual dues. No motion was made and no vote was taken.
The Treasurer’s report inspired a discussion on designing a budget based on the previous year’s income and expenditures, and a committee to facilitate this. John K. suggested that a detailed list of the previous year’s receipts and debits would be essential to designing a budget. This was deferred to the September business meeting, to allow Treasurer Brian time to gather the appropriate info. Mention was made of building the cost of a tent in to a budget, including talk of renting versus buying outright.
Grant moved to accept the Treasurer’s report, seconded by Wilf, and was passed.
President Grant informed the members of Veteran’s appreciation day taking place in Waterloo July 8th in Waterloo.
A letter from Lynn McLaughlin representing “Robin in the Hood”, requesting a donation from the Club, was presented. Grant gave a brief description of the event based on his experience with the event, and how it involved many hundreds, perhaps thousands of local and area youth. It was agreed that this was the sort of event that the Optimist Club of Elmira should be supporting in as many ways as possible. Jeff will contact Lynn about appearing at the September dinner meeting, hopefully with a couple of members of the production, to more fully describe their operation. This will better assist the Club membership in deciding on an appropriate contribution of money, and perhaps time and energy.
Canada Day fireworks sales were discussed. A shift schedule from Karl is required and expected soon.
Murray is working on a schedule for Canada Day celebration hotdog help.
Grant voiced a need to have more people take responsibility for specific events throughout the year, to take some of the pressure off of the President’s office.
Comedy Night and the increased cost of improved comedic talent leading to a higher ticket price was discussed. Molson’s support of the event was described. They will bring the beer to the hall, take away anything unused, and probably supply beer cups. One of the comedians coming from a distance (Windsor?) will require the club to pay for a room for the night of the event. Grant will look into booking said room and paying for it directly out of the proceeds of the evening. Further to the opening topic of discussion, it was agreed that anyone, Club member or not, who assists with the event should not have to pay for a ticket to attend.
It was agreed that minutes of minutes should be emailed to members for approval.
The question of defining the qualifications and requirements for membership in the Optimist Club of Elmira were discussed. No motion was tabled and no vote taken because it was felt by several members that what the Club was actually voting on should be more accurately defined. Opinion drifted toward appointing a committee to draft new bylaws that could be voted on as a complete package. Randy and John agreed to work toward drafting new bylaws to be voted on at the September business meeting. Jeff tabled a motion to this effect. It was seconded by Randy with the addendum that one of the newer members be involved. The motion was voted on in these terms and passed.
The Community Centre fiasco was discussed. John K. agreed to get pricing on a proper circuit alarm for the Centre to prevent the accident from happening again. Grant will talk to our contact at the centre about the Club installing this alarm as a good will gesture. A budget of $300.00 was proposed by Murray, seconded by Grant, and passed.
Monday, May 12, 2008
Business Meeting May 12, 2008
Meeting called to order at 8: 07 PM
In attendance were Optimist Pres. Grant Beattie, Optimist Secretary-treasurer Brian Crozier, and Optimist members Greg Thompson, Steve Bisbee, Randy Smith, John Kearsley, Wilf Doll and Jeff Bechard.
Brian presented the treasurer’s report, and after a brief discussion Steve tabled a motion that the report be accepted as presented, seconded by Jeff Bechard , and the motion carried unanimously.
President Grant proceeded with the first item on the Agenda, which was the Victoria Day fireworks sale results. A figure of $1700 and change was given as profit for this year, down by approximately $1300 from last year. The bad weather and increased availability of fireworks at other locations were given as possible reasons for the drop in revenue.
Mention was made of the possibility of not trying to sell as many large ticket kits, because very few moved.
The condition of the trailer and it’s leaky roof were discussed, as to whether a rebuild of the trailer was a project the Club could undertake. No decisions were made.
A brief discussion followed on the situation at the Community Centre and the Maple Syrup Day flood. President Grant indicated that our insurance plan required no deductible, and that more information was expected from the Community Centre regarding how and when the repair would take place.
A donation request from the EDSS Lancers Golf Classic was discussed. Steve Bisbee indicated that when we had sponsored in the past, the promises of exposure and recognition in exchange for the donation were never kept by the Golf Classic committee. Steve Bisbee tabled a motion to deny the donation request, and to send a letter indicating the reason for the denial. Motion was seconded by
A donation request from Minor Baseball was discussed. Club concerns about a lack of accountability on the part of Minor Ball were mentioned. There seemed to be no guarantee that our past donations had been used to the benefit of all minor ballplayers. Decision on a donation was deferred until Steve Bisbee can contact Larry Devitt about this accountability issue.
A donation request from the 1st Elmira Scouts was received. Steve Bisbee tabled a motion to support the Scouts with a $500 donation. Randy Smith seconded, and the motion carried.
A donation request was received from the Elmira Youth Bowling Council to help offset league registration costs and league fees. A motion to donate $500 was tabled by , seconded by Steve Bisbee, and was carried.
A donation request by the YMCA was bypassed.
In regard to Club elections, although all attending members voted in favour of President Grant and Secretary-treasurer Brian continuing in office for another year, a motion was passed to send an email to members not in attendance, offering them a chance to proclaim their desire to run for those offices, or to fill the vacant Vice President position. If no one expresses an interest, Grant and Brian will be returned to office by acclamation.
A brief discussion followed concerning Canada Day celebrations. President Grant expressed a need to have someone step up and assume a leadership role, so that he could inform the Township (?) that the Optimist Club of Elmira would be involved. No one at the meeting was willing to commit , so it was decided to send a general email looking for a front man.
President Grant reminded the members of the zone breakfast on June 14th at The Crossroads. It was indicated that $13.60 per plate would be the cost.
The issue of Club gender was brought to discussion. Many good points, pro and con, were expressed. The issue of Optimist International directives regarding this issue were debated. It was decided to notify all members by email that a vote would be taken at some point in the near future, and all should attend.
The meeting was adjourned at 8:16 PM.
Subscribe to:
Posts (Atom)