November Board Minutes

Board Meeting Minutes

Date: 27^th November, 2023

Held by Zoom: https://us02web.zoom.us/j/82890274990

Chaired by: District Governor Andrea Grosvenor

Meeting Opened: 1930

Agenda Item		Discussion
Attended		DG Andrea Grosvenor; DGE Rob Uhl; Treasurer Rosemary Everett; Secretary Jane Whitten; Area Governor Rep (Areas 1-3) Jennifer Newton; Area Governor Rep (Areas 4-6) Haseena Tweddle; District Rotaract Representative Libby O’Brien
1.	Welcome	DG Andrea Grosvenor
2.	Agreement	To record the meeting – all in favour - Carried
3.	Apologies	IPDG Geraldine Rurenga; DGN Robert Shore
4.	Conflict of Interest	Nil noted
5.	Acceptance of Minutes from Previous Meeting (25/09/2023)	Moved: Rob Uhl Sec: Jen Newton Carried Jane to ensure that the minutes uploaded on the web site and will check with John McKenzie. Rosemary would like the financial statements uploaded on the web site, apart from disbursements as they contain names.
	Business Arising	Nil Noted
6.	Finance Report	Statement of income and expenditure for the period 1 July - 19 November 2023 Balance Sheet as at 19 November2023 Receivables as at 19 November 2023 Statement of Dedicated District Funds for the period 1July - 19 November 2023 Statement of Disbursements for the period 16 September - 19 November 2023 Acceptance by the Board Moved: Rosemary Everett; Sec Rob Uhl; Carried The budget for the District Conference 2024 be approved. Jane will assist Judy to upload the registrations on to ClubRunner. Moved: Haseena Tweddle; Sec Jen Newton. Carried The Board notes its financial statements for the period of 1 July to 19 November for the Vulnerable Youth Project. Moved: Rosemary Everett; Sec: Rob Uhl; Carried The Youth Exchange Accounts be approved. Moved: Rosemary Everett; Seconded: Rob Uhl; Carried Addit: RYLA 20 people booked in; We need to get 43 to break even. Numbers need to be into the venue before 13^th December. Motion: Approval that the District underwrite up to $29k if we don’t get the numbers. Moved: Rosemary Everett; Sec: Rob Uhl Carried
7.	Indigenous Marathon Foundation Warrior Proposal	RECOMMENDATION That the Board agrees to changing the focus of the Indigenous Health Grants Program to support the IMF Warrior program, providing that the IHGPC provides the following draft documents for the Board’s approval: • Aims and Objectives of the District’s proposed involvement in the program be amended to be used for supporting the Warrior Program. • Guidelines for the expenditure of funds from the District account through the program • A revised Memorandum of Cooperation with the Indigenous Marathon Foundation setting out the roles and responsibilities of the parties in the implementation and operation of the program. Moved: Andrea; Sec Haseena Carried
8.	Future Meeting Dates	29^th January 2024 25^th March 2024 20^th May 2024.
9.	Reports	Operations Committee – Rob Uhl Dr Stephen Utick - Team Leader Environment Ian Whoolahan – Insurance Officer Regionalisation – Brief update. Planning meeting for PETS and District Learning and Development was successful. Area Governors are working with clubs well. DV Launch progressing well. Communities (for Regionalisation) were to be named in November but has been postponed to February/March.
		DG – Andrea Grosvenor Brief update on activities Area Governors please remind your Presidents that they are required to attend the AGM on Sunday. Congratulations in advance re the DV Launch – Many Clubs are doing many different things.
		DGE - Rob Uhl As Tabled
		DGN – Robert Shore As tabled
		AG (areas 1-3) - Jennifer Newton As Tabled
		AG (areas 4-6) – Haseena Tweddle As presented
		Rotaract – Libby O’Brien As Tabled
10.	Other Business	Jane to get list of Presidents, Secretaries and Treasurers to Rosemary before the end of the year.

Meeting Closed: 2045

Next Meeting: 29^th January 2024 via Zoom at 1930