Optimist Karl Jordan Residence
In attendance: Optimists Bill, Murray, Greg, Randy, Brian, Wilf, John, Jim, Steve B., Karl and Jeff.
Meeting called to order at 7:05 pm.
The current Financial Statement was discussed. The opinion was again expressed by some that the Club GIC be used to pay off our commitment to the new Rec. Centre. One of the reasons given was that keeping large sums of money on deposit from year to year may not satisfy Club auditing rules, and that any money we make in a given year should be spent, for fear that if the Club were ever audited the money may be subject to forfeit. Brian moved that we wait until November of this year to make a final, hopefully informed, decision on how to proceed with our excess funds, and perhaps make a presentation to representatives of the Rec. Centre at the Christmas dinner meeting. The motion was seconded by Murray, and was passed.
Randy asked members to check their memories for any previous Club By-Laws that might be incorporated in to the newest version being worked on, and hopefully the committee could meet again on Feb. 25 to continue moving forward with the update.
In regard to the March Break Swim at the Elmira Pool, Bill moved that we donate up to $300 for youth swimmers, and $50 for signage that could hopefully be used at the pool to advertise our sponsorship of the Swim, as well as at others events throughout the Opti- year. The motion was seconded by Randy, and passed. Jeff will approach the Pool about where such a banner or sign might be displayed.
Randy moved that we again subsidize Youth Bowling over March Break. The motion was seconded by Murray, and passed.
Jim is still working on the secure donation bucket for the Easter egg Hunt.
The Road Hockey Tournament is set for Sat., April 25th. Steve says 6 surfaces will be employed to keep things moving, and Jim will head up the food booth.
The Maple Syrup Festival application has been processed. In regard to food for that event, candy apples will be dropped because the amount of return does not justify the effort. It was suggested that because so many booths are selling bacon- on – a bun, chili might be a good alternative if it is allowed. Wilf will approach Sue Brenner on the Festival committee to see if it is considered “carnival food”, and therefore not acceptable. Bill will find out if we will be allowed to get power from the community centre again.
Lynne McLaughlin will appear at the March 2nd dinner meeting at the Elmira Golf Course with a couple of members of Robin In The Hood, to make a presentation to the Club.
Karl will look after permits for fireworks sales. Bill proposed that the YBC again be utilized to man the fireworks trailer with a 60% share to the Club, 40% to the YBC. Randy seconded, and the motion passed. It was wondered if new fireworks signage was required.
Club sponsorship of National Service Dogs was briefly discussed, and seems to be moving forward.
Randy reminded Club members responsible for particular events that he needs information in a timely manner in order to approach the community newspapers about coverage, so that the Club gets proper exposure for their events.
It was suggested that the Club may be in contravention of local by- laws when we use our mobile sign for events such as Easter egg Hunt, Ball Hockey Tournament and Fireworks without at least applying for permits. It was felt that this was something that should be looked in to, and Karl offered to investigate.
Jeff will contact Yuk – Yuks, and any other comedy providers, to see about alternative entertainment options for Comedy Night. Comedy Night is tentatively scheduled for October 24th.
A motion was made by Bill to accept the Business Meeting minutes from November 2008 and January 2009.
The motion was seconded by Wilf, and passed.
Greg discussed setting up a Club blog, where issues could be presented and discussed, Business Meeting minutes could be posted and commented on, etc. Greg will attempt to make this happen.
The meeting was adjourned at 8:55 pm.
Sunday, February 22, 2009
Monday, January 19, 2009
Business Meeting January 19, 2009
Meeting called to order at 8:05 PM. In attendance were Optimists Steve B., Bill M., Randy S., Murray H., Jim G., Brian C., Wilf D., Karl J., John K., and Jeff B.
The treasurer’s report was presented, and a very brief discussion ensued on the pros and cons of cashing the Club G.I.C., and using the proceeds to pay off the commitment to the Woolwich Rec. Centre. No motion to that effect was tabled. Wilf moved to accept the report as read, seconded by Randy, and passed.
The vacant position of Club President was next on the agenda. No one volunteered for the position, and a nomination was made to have Interim President Wilf Doll continue as official President. The nomination was uncontested, and Optimist Wilf agreed to serve as Club President for one year. Further discussion suggested that with two Vice-Presidents some of the duties of the Presidency could be shared if the Pres. was unavailable. It was also pointed out that if more members took responsibility for certain events, as was already the case in some instances, the job of President could be made less challenging.
Optimist Jim offered to be a Vice-President, as did Optimist Steve B. John moved that these volunteers be accepted, the motion was seconded by Randy, and the motion passed unopposed.
The issue of Club By-laws was discussed. Of the current By-law committee, some members were unable to find time to get as involved as they would like. Randy suggested that the committee be streamlined to expedite the process. To that end John and Jeff will meet with Randy at the Smith residence on Wednesday January 28th at 7 PM in an attempt to move the effort forward.
Snow collection for the Maple Syrup Festival Taffy pull was a big success, thanks to favourable conditions and excellent available help.
Jeff will contact Dave Ruetz at the Elmira Pool to establish terms of sponsorship for the March Break swim.
In regard to the upcoming Easter egg Hunt, Jim will fabricate a donation bucket that can’t be easily walked away with.
Wilf will head up the 2009 Maple Syrup Festival fundraiser, but will need a commitment from Club members to provide lots of assistance. Murray will look after procuring bacon and buns.
The Ball Hockey Tournament will take place on April 25th, and Steve B. will again head up this event.
Jeff will contact Lynn McLaughlin about appearing at the March 2nd dinner meeting to make a presentation on behalf of “Robin in the Hood”, in her effort to gain support from the Optimist Club of Elmira.
It is suggested that the Club be more diligent in acquiring Vendor Permits for the fireworks sales.
Discussion took place on the pro and cons of acquiring Server Intervention Program training for any and all members of the Club who will assist with Comedy Night. Randy will investigate a group rate at his school.
John made a motion that the Club endorses the Sight Dogs car Rally at the end of September. Wilf moved that such endorsement be contingent on OI rules regarding the handling of funds generated by the rally. Wilf will investigate rules and regulations that pertain. It was agreed that subject to OI constraints, the Club would support the rally
Randy Smith will liaise with local newspapers in regard to coverage of Optimist Club of Elmira events, so that the community learns what we are about, and becomes familiar with our presence.
In regard to February and March Dinner Meetings, Wilf will contact the Elmira Golf Course to see if accommodating the Club can be arranged, with a mind to establishing a regular venue for our Dinner meetings.
Meeting was adjourned at 8:40 PM
In retrospect, it occurred to the Secretary that the minutes of the November 2007 business meeting were not discussed and/or voted for acceptance. It was a busy night, and such things will happen, but those minutes should be accepted or denied before members forget the particulars of that meeting.
The treasurer’s report was presented, and a very brief discussion ensued on the pros and cons of cashing the Club G.I.C., and using the proceeds to pay off the commitment to the Woolwich Rec. Centre. No motion to that effect was tabled. Wilf moved to accept the report as read, seconded by Randy, and passed.
The vacant position of Club President was next on the agenda. No one volunteered for the position, and a nomination was made to have Interim President Wilf Doll continue as official President. The nomination was uncontested, and Optimist Wilf agreed to serve as Club President for one year. Further discussion suggested that with two Vice-Presidents some of the duties of the Presidency could be shared if the Pres. was unavailable. It was also pointed out that if more members took responsibility for certain events, as was already the case in some instances, the job of President could be made less challenging.
Optimist Jim offered to be a Vice-President, as did Optimist Steve B. John moved that these volunteers be accepted, the motion was seconded by Randy, and the motion passed unopposed.
The issue of Club By-laws was discussed. Of the current By-law committee, some members were unable to find time to get as involved as they would like. Randy suggested that the committee be streamlined to expedite the process. To that end John and Jeff will meet with Randy at the Smith residence on Wednesday January 28th at 7 PM in an attempt to move the effort forward.
Snow collection for the Maple Syrup Festival Taffy pull was a big success, thanks to favourable conditions and excellent available help.
Jeff will contact Dave Ruetz at the Elmira Pool to establish terms of sponsorship for the March Break swim.
In regard to the upcoming Easter egg Hunt, Jim will fabricate a donation bucket that can’t be easily walked away with.
Wilf will head up the 2009 Maple Syrup Festival fundraiser, but will need a commitment from Club members to provide lots of assistance. Murray will look after procuring bacon and buns.
The Ball Hockey Tournament will take place on April 25th, and Steve B. will again head up this event.
Jeff will contact Lynn McLaughlin about appearing at the March 2nd dinner meeting to make a presentation on behalf of “Robin in the Hood”, in her effort to gain support from the Optimist Club of Elmira.
It is suggested that the Club be more diligent in acquiring Vendor Permits for the fireworks sales.
Discussion took place on the pro and cons of acquiring Server Intervention Program training for any and all members of the Club who will assist with Comedy Night. Randy will investigate a group rate at his school.
John made a motion that the Club endorses the Sight Dogs car Rally at the end of September. Wilf moved that such endorsement be contingent on OI rules regarding the handling of funds generated by the rally. Wilf will investigate rules and regulations that pertain. It was agreed that subject to OI constraints, the Club would support the rally
Randy Smith will liaise with local newspapers in regard to coverage of Optimist Club of Elmira events, so that the community learns what we are about, and becomes familiar with our presence.
In regard to February and March Dinner Meetings, Wilf will contact the Elmira Golf Course to see if accommodating the Club can be arranged, with a mind to establishing a regular venue for our Dinner meetings.
Meeting was adjourned at 8:40 PM
In retrospect, it occurred to the Secretary that the minutes of the November 2007 business meeting were not discussed and/or voted for acceptance. It was a busy night, and such things will happen, but those minutes should be accepted or denied before members forget the particulars of that meeting.
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