Our 12th meeting for the year 2019-20 was held at Normandie Hotel on Tuesday 5th November at 12.30pm. We acknowledged the start of a new month and new theme "Rotary Foundation" as we heard from our President on the Board Update. This month is also of great significance to us as World Diabetes Day is November 14th and our DG will be visiting us during the period 5th - 9th November.
October 2019 Board Update - President Marcia
President Marcia shared with the Club a comprehensive update on the outcome of the board meeting held on Tuesday 29th October with the main points as follows:
1.Finances - The plans and objectives of the Finance Committee was reviewed and agreed. Treasurer Charmaine advised that with the incorporation of our Club there will be additional responsibilities with the filing of annual returns. This will be undertaken by the Finance Committee. It was agreed that the arrears incurred by the Prisons for the printing service paid for by the Club and he repairs for the printer which is currently down will be paid for by the Club subject to the confirmed cost from the service provider, TSL.
2. Service projects - A comprehensive update on the projects was given as follows:
· Rampanalgas Christmas party: Chair Mary advised that it is the norm for members to carpool to this event and would need a sense of how many people will like to attend. Colin Borde has not yet been confirmed as Santa Clause.
· La Sieva RC School
o Music programme is in the works. Rtn Ann Marie is talking to Kwami Ryan to provide assistance with this. La Sieva is having a concert on 29th November from 1pm and will like to have the Club’s support
o Library Renovations: An invitation email is to be sent to all members advising the on the time of arrival for this event – 1.15pm
o IT training: We currently have a very active volunteer who is training the students in La Sieva daily. He has asked if we could get some computers donated and Chair Mary has reached out to People Bridge for sponsorship to see what’s possible
· Servol Kitchen upgrade and cooking classes: The cooking classes are going very well and equipment was purchased as the items are very old, over 15 years old. The cost of this has been estimated at $7000.
· Tidy T&T: We are still awaiting clarification on one of the reports however this has not yet been received.
· The National Museum: A comprehensive report with estimated prices was received from the National Museum for the renovation works needed. It was agreed that the works will be done over phases and the Projects Committee are currently working on sourcing sponsors for this work. It was agreed that the first area to be focused on will be Cazabon
Gallery. It was suggested that since the Museum is a specialty type building that we may need to confirm if they have a preferred contractor to do the works if we are looking at contractors being able to give of their time as a form of sponsorship.
· Cricket: The start date for this has been deferred to January 2020 to begin. Chair Mary advised that the principals have not responded to Colin as yet as to the things they need to put in place to begin the cricket programme next term. This is to be followed up on.
· RYLA: The planning committee of RLYA North America has not yet shared information on their 2020 programme. It was agreed that the selection will be done from the pool of Rotaractors in our Rotaract club with special preference to the positions of President and Secretary. For this year though, we will use Amanda who was to go to the WAS conference and the President-Elect when they are elected.
· “Show me how to connect” – Chair Tracey is following up with Flow and the commitment to sponsor.
3. Public Relations - The newsletter was shared to persons in Maraval including business owners. Improvements to the newsletter including having special features in the newsletter were discussed and also including the specific print date. This will however change the current format of the newsletter which will change it to be more in line with a magazine and will also cost more if we do it every quarter. Therefore, we may have special features such as for the reopening of the La Sieva library with President and featuring the Museum when that project is underway and do this as necessary. Balroop’s confirmed that our PA system is in working condition and we are good to go. Chair Donna currently has this and will bring it back for our use. Treasurer Charmaine clarified that there is no balance owing on the PA system to Balroop’s as it was written off due to the length of time it took for us to receive it after making our order. Club Blazers are in the works however they are delayed as the seamstress has claimed that they have taken on a lot more jobs and are a bit overworked. Chair Donna said she has asked for this to be completed on or before the mid November. Concerns were expressed about inadequacies in service but this internal deadline was agreed before pursuing a replacement. Rotary Showcase: This was discussed that PR will work with Projects to help update this platform as this is the way in which the District learns about what we do and also references certain stories from this to include in the District newsletter.
4. Club Administration - The Christmas dinner is confirmed for Saturday 14th December however at present catering options are within the range $300-$400 per person. It was suggested that as an alternative we can look at restaurants or professional catering at that price point
5. Membership - Guest Paula received her orientation before this board meeting. A suggestion was made to have a review panel for potential members to help facilitate cases where a potential member comes to the Club without a sponsor.
6. An update was given on Jazz where the final decision on the payment for the event manager was to be made. The feedback received was that Amanda be asked to give her terms and conditions so this decision can be made with all details in hand. It was also clarified that the addition of an event manager is not to help with the selling of tickets but rather to allow for a better planned and executed show as it removes this responsibility from our members who are not experts in this field.