ROTARY CLUB OF TACOMA #8 JULY 2015 MEETING MINUTES Monday July 20, 2015 at 4:00 P.M.

President Barry Benson, Presiding

Board Member Office Present Absent

Barry Benson President X

Becky Fontaine President Elect X

Ray Schuler Immediate Past President X

Cap Pearson Secretary 2014-2016 X

Ed Ulman Treasurer 2015-2017 X

Kathryn Nelson Board Member 2013-2016 Term X

Peter Norman Board Member 2013-2016 Term X

Bill Pickles Board Member 2013-2016 Term X

Carol Webster Board Member 2013-2016 Term X

Peter Carlstrom Board Member 2014-2017 Term X

Melanie Manista-Rushforth Board Member 2014-2017 Term X

Jim Merritt Board Member 2014-2017 Term X

Kirsten Willis Board Member 2014-2017 Term X

Jeff Albers Board Member 2015-2018 Term X

Tracy Peacock Board Member 2015-2018 Term X

Maria DeVore Board Member 2015-2018 Term X

Elliot Stockstad Board Member 2015-2018 Term X

Interested Parties and Guests

Staff- Beverly Vincent

Meeting called to order at 4:00 PM or shortly after.

A. APPROVAL OF MINUTES FROM THE JUNE 22, 2015 MEETING It was moved by Carol Webster to approve the minutes as distributed. Becky Fontaine seconded the motion. Motion passed.

B. MEMBERSHIP ITEMS

1. Approval of Membership Item: It was moved by Pete Norman to approve the membership items. The motion was seconded by Kirstin Willis. Motion passed.

C. PRESIDENT’S DISCUSSION – Barry Benson

1. Pre-paid meals charged to all members: Analysis appears to show the possibility of a financial loss due to there is likelihood, because of discounted cost of the meals, that money received wouldn’t cover the cost of the meals, therefore requiring Rotary8 to make up the difference. So for the time being the idea of Pre-Paid meals being charged to all members is being dropped.

2. Club Assembly to take place on July 30th at Barry’s Cabin at Lakebay. From 4:00 P.M to 7:00

P.M.

3. ClubRunner: The Board of Directors and the Committee Chairs will be getting an e-mail this week that provides a link in to ClubRunner, and a Cheat Sheet attached to the e-mail on how to login and get started in using the program. There are three things that are requested to be done once logged in to ClubRunner:

a. To edit your personal profile. (for example changing your login user ID)

b. To view the Rotary 8 Roster

c. To use ClubRunner to send an e-mail to other Rotarian(s) in the club.

4. Consent Agenda: Barry Benson is suggesting that at least three items on the BOD agenda be setup as a Consent Agenda. A Consent Agenda is usually a group of items that need to be part of the agenda but normally don’t need any discussion and get approved as an overall motion. This is not to say that if something comes up that a Board Member wants to discuss that the item be removed and moved to the regular agenda: The three items are:

a. Treasurer’s report, except in this case the Treasurer’s report will be a regular agenda item quarterly. (October, January, April and July).

b. The Board of Directors’ Meeting Minutes.

c. The Avenue Chair Reports. The timing will need to be modified so that the Reports are submitted in time to be included in the BOD meeting packets.

It was moved by Maria DeVore to adopt the Consent Agenda Proposal. The motion was seconded by Carol Webster. Motion passed.

D. TREASURER’S REPORT – Ed Ulman: Kirstin Willis moved to approve the Treasurer’s Report. The motion was seconded by Tracy Peacock. Motion passed.

1. Foundation Report: Market has not been kind.

2. Financials: Loss generally because of the extra cost due to not meeting the requirement to have an average of 115 meals per meeting purchased in any given month.

E. AVENUE CHAIRS

1. International Service – Jim Merritt

a. World Community Services

b. Rotary International Fund

2. Club Service, Group 1 – Pete Norman

a. Communications/PR

b. Membership Development

Membership Committee Meeting

July 9, 2015

In attendance; Chair- Greg Rolsma, Jan Brazzell, Wild Jones, Larry Norvell and Kathi Willis. Also

attending Beverly Vincent

Reviewed the list of prospects that have recently been in the pipeline; Sheila Ruhland, John Pfaff, Julie

Foley, Stan Kanarowski and Karen Boedecker. All except Karen have been introduced and she will be

introduced today. Wes Wenhardt has paid his initiation fee (June 30) and will be introduced soon. The

Classification Committee will be reviewing a proposal on Tuesday July 14, from True Blue to have their

CIO become a corporate member.

We briefly reviewed the list of our 32 new members in 2014-15 and were pleased to note that many have

become active and engaged Rotarians, committee members will reach out to some to encourage

committee participation. Beverly will provide a list of all of the committee signups for us to review at the

next meeting and after that we will call some of the Pandakas to make sure that they have been invited to

join a committee. We will also reach out to committee chairs to suggest that they make personal

invitations.

We do not have the firm list of what our net gain was for the year as it is anticipated more resignations

and terminations will occur in the next couple of months.

Greg assigned the following for birthday calls

Week of

July 5 Jim Whitaker

July 12 Harrison Laird

July 19 Carlyn Roy

July 26 Larry Norvell

Aug 2 Jan Brazzell

Aug 9 Bill Baxter

Aug 16 Wild Jones

Aug 23 Larry Norvell

We will be having assigned table days again this year and this will be discussed at a future meeting.

Larry and Wild are looking at prospective Pandaka Graduation days and are anticipating the first will be in

September. They will also amend the Pandaka checklist and include signing up for a committee (and

maybe even talking with the committee chair). They will review the entire checklist and provide changes to

Beverly. Wild is looking at developing a list of things for mentors to do for their assigned Pandaka i.e.

remind them that parking is free, review the checklist in the book, invite them to a meeting of another club.

c. Program Committee:

MINUTES Rotary 8 Program Committee – July 14, 2015

Attended: Connie Brown, Libby Catalinich, Dawn Lucien, Debbie Regala, Sarah Rumbaugh, Pamela Transue, Jack Warnick, Carol Webster

Item Discussion Decision Assignment 1. Review – to review

and confirm upcoming speakers, through August.

Members reviewed the calendar through August.

To contact and re-confirm all speakers.

Need a member to introduce Susan Barbeau, who is speaking, not introducing, on 8/20.

2. Review of Procedures – to discuss how our Speakers Guidelines and our own introductions are working.

Members reviewed the Speakers Guidelines and our time “rule” for introducing a speaker(s).

Agreed that our speakers should arrive no later than 11:45. Committee members may ask their speaker to arrive earlier, if necessary. Agreed that introductions need to be kept to one minute and not to repeat all the material already printed in the Gearshift.

All committee members to send out the Speakers Guidelines to their speakers. All committee members to keep an introduction to 60

seconds.

3. Survey – to discuss an offer of a free survey about our speakers, by a former Rotarian.

Members discussed the offer of a free survey about programs by a former Rotarian.

Do research on what he offers. If he is good, let him do the survey. Otherwise, committee will do a Survey Monkey survey, or take 5 minutes to do a survey by card, at each table at a fall meeting.

Debbie and Carol to follow up with him and report back to the committee.

Item Discussion Decision Assignment 4. Potential speakers -

to discuss potential speakers, from September forward, and to brainstorm others.

Members reviewed the calendar from September on and discussed possible speakers.

To contact and re-confirm all speakers. To contact potential speakers.

Connie and Dawn to report back on who (Bob Mack or Nick Leider) is speaking on 12/10 and 1/7. Libby to introduce Mallerie Kost, of Communities in Schools, on 11/5. Jack to contact Bob Ericksen, of PLU, to present on the Holocaust. Debbie to confirm a date for Gene Duvernoy, of Forterra. Dawn will confirm Larry Norvell, of Pt. Defiance Zoo, for 2/18. Libby to plan a program, on sports, in Tacoma. Libby to plan a program, on wine and/or craft beer businesses, in Tacoma. Connie to investigate a possible program on the Karpeles Manuscript Museum. Dawn to contact Mark Anderson about new leadership at JBLM and a possible program. Debbie to plan a program with Judge Tom Larkin about his time on the bench. Debbie to plan a program on travel to Cuba with Mary Jo and Neil Birnbaum. Carol to ask Beverly to place a card on each table, asking for program ideas – possibly with survey in fall. Pamela to plan a program about the Manufacturers’ Alliance at the Port of Tacoma. Debbie to see if yoga program re: PTSD clients has a good speaker. Sarah will ask Lyle Quasim to speak about history of activism in Tacoma.

3. Fundraising: Auction & Project Greater Good – Kirsten Willis

a. Auction

b. Project Greater Good

4. Vocational Service – Melanie Manista-Rushforth

a. Classification: Meeting of July 14, 2015

All,

There was one proposal, and it was approved unanimously. Two classification changes were also

approved.

Scott Sutherland

b. Fellowship & Relationship Building

c. Military Affairs

d. Vocational Services

5. Community Service, Group 1 – Carol Webster

a. Literacy Rotary Literacy Committee Notes – July 2015

DATE/TIME: July 9, 2015, 11:15 AM LOCATION: Landmark Convention Center, 47 St. Helens Ave, Ste 200, Tacoma, WA 98402 MEMEBERS PRESENT: Susan Barbeau (Chair), Tanya Andrews (Co-chair), Enid Harris, Debbie Regala, Carol Webster, Jim Boardman, Michele Johnson, Corey Hjalseth.

ITEM DESCRIPTION

1. Welcome/Introductions

Member Introductions, Agenda Review

2. Little Free Library Update

Re-cap of the Little Free Library Build Day event, and discuss what’s next with this project including: Installation of the libraries

• We will install the library at Tanya’s house on Monday July 13th at 6:00 pm - 508 South 36

th

o Susan, Carol, Jim, Corey, and Debbie are interested in doing the install. o Corey will bring post hole digger o Jim will bring cement o Carol will bring drill o Susan will bring the library box and the post o Tanya will bring the paint and wine!

• Second library will be installed at Velma Wright Academy- 3640 S M St. o Date of installation TBD – Susan will coordinate and email Rotarians once date is confirmed.

Weekday evenings are preferred.

• Tanya also owns a rental house on 40th and G, and offered to have a library installed there as well

• United Way, Graduate Tacoma and Project Child Success, will be canvassing the neighborhood on July 31 @ 2:00 pm- to see if we can get interest in other steward locations. Email Susan if you are interested in participating.

Book purchases

• Susan and Tanya purchased books for the libraries using remaining funds from last year’s budget.

Media promotion of the build day

• Blog post of the build day, with pictures can be found at projectchildsuccess.org/news-updates/. Susan will also be submitting an article to the Gear Shift and Rotary Communications Committee.

ITEM DESCRIPTION

3. August 20th

Early Learning Focus for Rotary Meeting

Susan Barbeau has secured the speaker spot for the August 20th meeting and will be discussing the state of Early

Learning in Pierce County. Discuss details of the event including:

• Reviewed sample fast facts and discussed some modifications. o Jim Boardman has agreed to print 20 copies. Susan will send file to Jim for review and printing.

• We have confirmed 20 “early learning experts” to attend the lunch that day. o Guest lunches will be paid for out of birthday fees, fines, and other donation designations that

have been made to Literacy Committee. o Need 20 Rotarians to host each visitor. Host will be responsible for meeting guest before the

lunch, sitting with them at the table, and introducing them as a guest. Please notify Susan if you are able to be a host.

4. Other Items/Next Steps

No other updates given.

b. Community Service Grants: Grant Proposals

Rotary 8 Grant Committee Meeting Tuesday July 7, 2015 – Notes by Cindy Rush Grady

Thank you to those committee members who were able to make it to this morning’s meeting (Bev, attendance sheet attached for credits, and Miriam, thank you again for the use of your offices this month!) Barry, it was nice to have you join us!

After a hearty discussion of the “big ideas” and “technical ideas” brainstormed at Carol’s, we were able to make some decisions we all feel will be an improvement for our process.

Process Updates:

We will continue to have 3 phases, or rounds of grants each year. No changes being made in our priorities or in timing of when applicants have to sit out (still 3 years after receiving). We all agreed we like there to be multiple awards during the year, but Kathy came up with an idea which should improve our decision making in flowing of funds. In both Phase 1 and Phase 2, we will ONLY award those applicants who score 90% or better. Those will be announced, and those who didn’t receive awards those rounds will get a letter stating that we are holding back some grant money, and they may be awarded some in May when we finalize our third round. We will also decide at that time if we will add a larger grant to any or all of the phases. This will be a clean decision making process as we will have all the facts of who is applying for the full season.

Website Updates:

In addition to the dates that need updating on our applications, procedures and policies, we also would like to see the “E-1 Funding Status 2010-11” tab be incorporated into the application so it doesn’t get missed.

In the link that has the description of how funds were used by Grant recipients, we’d like to update that to include recipients in the last 2 years cycles, and eliminate any earlier ones.

Note: Bev, I’m happy to come into the office and work with you on theseNI’ve got them all printed and highlighted, which might make your life easier? Let me know!

Committee meeting updates:

An agenda and reminder about the meetings will be sent out prior to timing. We won’t bring printed copies of the agenda to the meeting, so if you like to have it, please print and bring.

We discussed the importance of each site visitor evaluating the priority numbers the non-profit scored themselves vs. what you would score them. We feel it would be beneficial to all if during the report to the committee, we briefly speak to these scores, and your agreement or changes. We still will just spend about 5 – 7 minutes giving the report, but think these being focused on a bit more is important for group scoring. We’re all using the same scoring tool questionnaire, and want to be sure we’re all evaluating thoroughly after reading and interviewing.

Other:

President Barry asked us to recommend a few grant recipients who would be good to use in a marketing video keyed to highlight reasons to join Rotary. After evaluating most recent recipients, we recommended St. Leo Food Connection or FISH, YWCA, and Neighborhood Clinic. These would represent homeless, hungry, children and seniors, our primary priorities. Barry has asked for both a committee person to be the recipient contact, and a contact at the non-profit. Here is what we propose:

St Leo Food Connection: Cynthia Darling contact Kevin Glackin-Coley FISH Food Bank of Pierce County: Carol Webster contact Emily Happy YWCA: Cindy Grady contact Miriam Barnett (just being uniform in having an interviewer and intervieweeN) Neighborhood Clinic: Kathy Willis contact Bette Miller

Barry will give us more detail of timing in the near future. We should also develop a set of questions so the interviews cover what they want shown!

Again, thanks for the diligence this morning in getting this accomplished. Please don’t hesitate to let us know if something isn’t clear, or there are questions!

6. Community Service, Group 2 – Kathryn Nelson

a. Projects

b. Tacoma Rotary Foundation

Kathryn,

We have not had a meeting since the last board meeting, However I do have end of year numbers for

TRF giving we received $22,778.42 from 129 members. (this is a little less than the 2013-14 year

$24,000) . If you are comfortable reporting; I am disappointed that not all Board members support our

local foundation and we look forward to 100% participation this year. We are working on plans for

Project Greater Giving and hope to have letters out at the end of the month. (this is kind of a combined

effort of the TRF and RIF chairs with Barry's leadership)

I noticed that you signed up for the committee which will only meet about 5 times during this coming

Rotary year.

Thanks for your help and leadership.

Kathi

7. Youth Services – Bill Pickles

a. Interact

b. Scholarships

c. Youth Exchange

d. Rotaract Committee

F. Meeting adjourned

Next Meeting – 3rd

Monday of August, August 17, 2015, Mount Adams Room