The Rotary Club of Albuquerque Del Sol Latest News Blog

November Governors' Ball Meeting Minutes

Mon, 12 Nov 2012 12:00:18 GMT

November 9^th Governors’ Ball Meeting Minutes

Attendees

Shirley Anderson

Bruce Bortner

Andy Braman (NMX Sports and Rotary Albuquerque Sandia)

Fred Bryant (Rotary Albuquerque Del Norte)

Dean Constantine

Jamie Cox

Matthew Deller (NMX Sports)

Julie Frendle

John Gordon

Ron Hensley

Jacqueline Hockey

Scott Lardner

Deb Livingston

Valeria Ojeda (NMX Sports)

Helen Pino (Camp Enchantment)

Tony Pino

Sandra Pugh (Rotary Albuquerque Metro)

Vee Seal

Dave Seely

Jeff Weinrach

John and Jim Garcia will be serving as Auctioneers this year. In lieu of payment, John asked that we make a donation in his name to the St. Vincent de Paul Society of Belen, a charity very important to John. Dean and Jeff are working on documentation outlining our relationship with the Garcias, and we will address the donation in the documentation,

The Governors’ Ball website (http://www.nmgovernorsball.org) has been updated with this year’s information. It is ready to be shown and used.

The Auction Committee will be meeting the week of November 12^th to review the silent auction and raffle options and to finalize a decision on this item.

Sandra Pugh from the Metro Rotary Club and KRQE presented some excellent marketing and advertising ideas (including posting information in local French restaurants, coffee shops, etc.) as well as a proposal for some specific billboard and other media opportunities, which we will review over the next month.

Ron Hensley, John Gordon, and I will be meeting with the UNM Rotaract Club on Wednesday November 14^th to see how they can help us, including with social media.

Sponsor packets are being distributed, and save the date cards (both printed copies as well as an electronic version) are being distributed. Tickets will be ready in a week or two.

The Club Board resolution describing the distributions for the charity recipients for this year’s ball is in the members’ only section of the Del Sol website under “Foundation Governing Documents.”

Action Items in preparation for next meeting (December 14^th):

Tony and VIP Committee – continue to work on Governor participation including use of Governor’s stationary
Auction Committee – Finalize silent auction vs. raffle decision
Full Committee – Review Sandra’s proposal and determine next steps.
Ron, John, and Jeff – Meet with UNM Rotaract Club to determine its role for this year.
Dean – Draw up contracts for the Garcias, for the Weldon Good Band, and for Kim Jew Photography

October Goveernors' Ball Meeting Minutes

Tue, 16 Oct 2012 13:33:37 GMT

Oct. 12^th Governors’ Ball Meeting Minutes

Attendees

Shirley Anderson

Bruce Bortner

Andy Braman (NMX Sports)

Fred Bryant (Del Norte)

Dean Constantine

Jamie Cox

John Gordon

Ron Hensley

Jacqueline Hockey

Judy Jeffrey (Sandia)

Wim Kramer (Sandia)

Barry Mills

Helen Pino (Camp Enchantment)

Tony Pino

Ed Robertson

Carlos Vigil (NMX Sports)

Jeff Weinrach

Introductions and Review of Goals/Committees – After introductions, we reviewed the Goals for the Ball and to make sure that any decisions that we make will help us achieve one or more of them. We also reviewed the various Ball Committees, especially for the representatives from the charities and the Rotary Club of Albuquerque Sandia so that we can determine the best fit for their volunteer contributions.

Tony provided an update regarding Governors’ participation/attendance. Even though the discussions continue; not just regarding Governor Martinez but also regarding past state Governors, tribal Governors, current Rotary District Governor Mark Glenn, and other Governors; we decided to keep the name Governors’ Ball but to work in a coordinated fashion to do the best that we can to ensure some attendance and/or participation. This includes requesting the use of Governor’s stationary for some of our printed materials.

Jeff provided updates on some of the action items, including having John and Jim Garcia serve as the Ball auctioneers. John agreed, and in lieu of payment to him, he would like some money to be donated to a charity in his name. We will work the details out with John as we move forward. Jeff will also contact the Weldon Good Band next week when they are back in town to get some dates when they will be playing locally so we can make a final decision about them being our band this year.

We discussed the distribution of Ball proceeds to the Del Sol Foundation and to the selected charities. After the Del Sol Club voted on various options, it was determined that 33.3% of the proceeds will go to the Del Sol Foundation. The remaining 66.7% of the proceeds will be divided equally between the two selected charities (Camp Enchantment and NMX Sports).

We agreed that the theme of the Ball will be “April in Paris” or something similar such as “evening in Paris.” Jeff will draft sponsor levels based on this theme.

We agreed that the charities would have an opportunity to present at the Ball. This would likely happen prior to asking for direct contributions (such as through the “Paddle Raise” approach that Helen Pino discussed with us).

We discussed the raffle option as opposed to the silent auction approach. After hearing about the pros and cons of both approaches, we decided to pursue the raffle approach in lieu of the silent auction (the live auction would continue). Over the next month or so, we will work out the logistics of how this would work and make sure to communicate about the raffle in our marketing and promotional materials.

The next meeting of the full Governors’ Ball Committee will be Friday November 9^th at The Egg and I.

Action Items in preparation for next meeting:

Jeff – prepare sponsor packets by COB Friday 10/19
Tony – request and receive Governors’ stationary for Governors’ Ball communications
Helen – send “Paddle Raise” fund-raising information to Committee
Jamie, Jeff, and Charities – develop contact database for “save the date” cards and other communication
Charities – provide Jeff and/or Bill Rothweiler material including videos for Governors’ Ball website
Jeff – contact Weldon Good band and notify Committee members where and when they will be playing so we can check them out.
John Gordon, Jeff, and Marketing/Advertising/Printing Committee – develop timelines for development and distribution of printed materials and other advertising media (social media, website, etc.)
Jeff and Tony – contact John Garcia about moving forward with auctioneering role
Jeff and Bill Rothweiler – update website with Governors’ Ball information
Sandia and Metro Clubs – determine (in part, based on needs) volunteers who would be able to help us, and have them contact us so we can bring them into the “fold.”
Jeff – contact Michael Dennis about helping with social media advertising
Jeff – contact Governor Mark Glenn about his participation

September Governors' Ball Meeting Minutes

Thu, 20 Sep 2012 13:48:53 GMT

Sept. 14^th Governors’ Ball Meeting Minutes

Attendees

Shirley Anderson

Fred Bryant

Dean Constantine

John Gordon

Ron Hensley

Jacqueline Hockey

Scott Lardner

Barry Mills

Tony Pino

Ed Robertson

Dave Seely

Jeff Weinrach

Review of Goals - We reviewed the Goals for the Ball and to make sure that any decisions that we make will help us achieve one or more of them.

We discussed an opportunity to have the Metro Rotary Club of Albuquerque (and perhaps the Rotary Club of Albuquerque Sandia) participate in the Governors’ Ball, both in terms of providing volunteers, especially those that have skills that would complement our skills, and selling tables/sponsorships. The Committee agreed to pursue this opportunity by developing a proposal describing the nature of the relationship and by meeting with the Metro Club to discuss, revise if appropriate, and move forward. Jeff will be contacting Willie Edwards, President of the Metro Club to let him know that we are interested. A sub-group of the Governors’ Ball Committee with draft the proposal and meet with the Metro Club some time over the next month to discuss and decide. If the proposal is well received, we will also consider a similar proposal to the Sandia Club. [Note that by the Metro and Sandia Clubs receiving some revenue from the Ball based on ticket sales and sponsorships, it does not need to be reflected in our distributions to the charities and to the Del Sol Foundation.]

We agreed to pursue the Weldon Good band and to develop a contract for their services. The band quoted me a price of $500, but we will make sure that (or a similar price) will be the price during our negotiation.

We agreed to pursue other auctioneers. Fred Bryant will be sending us information on the auctioneer that Del Norte will be using for their 25^th anniversary. We will also consider other auctioneers and will make a decision in the next month or two.

Tony provided an update on participation by Governor Martinez. He asked for an extension to work his connections, and we agreed but that we would need to have a final decision and name by mid-October so that we can start our printing and advertising efforts. So, while Tony is continuing to work on having the Governor participate, we will determine an alternative name for the Ball so we can start our advertising and printing efforts in mid-October in either instance.

We discussed the distribution of Ball proceeds to the Foundation and to the selected charities. We determined that 30% to the Foundation is a minimum and that if the Club membership wants the Foundation to receive more than 30% in conjunction with our 2020 goal, we can do this without having to change the MOU or other documentation. So, Jeff will send a request to the Club membership for their input on what the allocation should be for the Foundation. Based on their feedback, the Club Board will then at its next meeting draft a resolution as to what the percent allocation to the Foundation will be. The remaining proceeds would then be disturbed equally between the two selected charities.

We agreed that some Committees can start their work now without definitively knowing the Ball name. Specifically, the auction committee can begin soliciting silent and live auction items. And the Event/Logistics Committee can start working on the menu, decorations, theme, etc.

We should plan for our next meeting in mid-October in line with the final decision about the Governor and the name of the Ball. I would propose Friday October 12^th from 7:00 to 8:30 (or 7:30 to 9:00 if you are so inclined!)

Action Items in preparation for next meeting:

Jeff – send e-mail to Club membership regarding the allocation for the Foundation.
Jeff – send membership information to the respective Committee Chairs and co-Chairs.
Jeff – contact Willie Edwards regarding collaboration
Jeff, Dean, Barry, Dave – develop proposal for Metro Club (and potentially Sandia Club) participation
Jeff – contact Weldon Good band and notify Committee members where and when they will be playing so we can check them out.
Fred and any other Committee members with auctioneer possibilities – send auctioneer information to Committee for review and decision.
Tony – Continue work with Governor Martinez and notify the Club at the October meeting what the likelihood will be of her participation.
Committee – Determine alternative name for the Ball in case we decide not to use “Governors” Ball” based on unlikely participation.
Jeff – Work with Bill Rothweiler to update both websites including the date of the Ball.

July Governors' Ball Meeting Minutes

Sun, 29 Jul 2012 15:46:28 GMT

July 20^th Governors’ Ball Meeting Minutes

Attendees

Shirley Anderson

Bruce Bortner

Robert Brown

Jamie Cox

Julie Frendle

John Gordon

Ron Hensley

Deb Livingston

Ed Robertson

Bill Rothweiler

Dave Seely

Jeff Weinrach

I. Goals - We reviewed the Goals for the Ball and decided to add sponsors as a customer group, with corresponding expectations.

II. Ball Committees - Because of Ed Robertson’s previous and current role as Foundation Treasurer monitoring the financials for the Ball including tracking table sales revenue and expenses, Ed has agreed to serve as Chair for the Revenue Committee, with Jamie Cox serving as co-Chair (with her focus being on sponsorships). The primary role of this Committee is to monitor table sales and sponsorships so the club is continually aware of how we are doing with respect to our financial goal.

III. We discussed the ongoing activities including having a signed contract with the hotel and soliciting recipient charities. Tony Pino was unable to join us, so we did not get an update on the communications with Governor Martinez or past Governors to determine their likelihood of participation and/or attendance. We discussed the possibility of using the current discussions with Governor Martinez to identify a particular charity that she supports in order to more likely have her participate. Jeff will communicate with Tony to share this with him. Even if the Governor is involved in this, it would not affect our timetable for final charity selection, which means that we would need something from the Governor by mid-August.

IV. We decided to recommend to the Club that the charity split change from the current 30-35-35 (with the foundation receiving the 30%) to an even split amongst all of the charities. If the Club approves, we will need to revise any governing document to reflect this change. We decided against specifically calling out a 33-33-33 split in case we had more than three recipient charities (for example, if the Governor was involved in selecting one of the recipient charities).

V. Regarding entertainment, we agreed to look at some other options including the Pink Flamingos, local country-western bands, or a comedian. We will work on this over the next month and make a final decision at our next meeting in late August – early September.

VI. Regarding a photographer, we agreed to look at some other options including Kim Jew Photography. We also agreed that we need to do a better job of coordinating with and managing the photographer so that we get the pictures that we want and so that the participants clearly know how to use the photographer for their own pictures.

VII. Regarding the Master of Ceremonies, we agreed to contact Bob Clark as our first option and Steve Stucker as our section option.

VIII. Regarding the auctioneer, we agreed to look at some other options before going with Howard, but we also agreed that we need to be more effective in managing the auctioneering process.

IX. Regarding the possibility of having a golf event in conjunction with the Ball (similar to Michael’s idea last year), we decided not to pursue this option. However, we may consider it as a separate fund-raising event for the Club in the future.

X. Regarding ideas to consider, Jamie suggested (and other concurred) to shift from an auction to more of a raffle. From her recent experiences, the raffle tended to raise more money with not much additional work. Over the next few months, we will get more specifics on the logistics of the raffle to see how it would work for us. (We may get some additional insight from Fred Bryant since he will be overseeing the First Sergeant’s process and may have some familiarity with the raffle approach. Jamie also recommended that we have clearer categories of auction items to facilitate the decision-making by the bidders.

XI. We discussed the possibility of using the website to start auctioning some of the items prior to the event. If the logistics make it difficult to revise the website to handle this change, we would still consider posting pictures of some of the items on the website prior to the auction to pique people’s interests.

XII. We agreed to consider having some of the auction items directly supporting the charities. We will have the opportunity to pursue this more specifically after the charities have been selected.

XIII. The next meeting will take place in late August or early September depending on Tony Pino’s availability. The primary item to be discussed at the next meeting is efforts over the summer to garner the Governor’s interest, and to subsequently make a decision on the name of the Ball and to start the marketing and advertising campaign.

XIV. Action Items in preparation for next meeting:

a. Jeff – communicate with Tony about today’s discussion with respect to the Governor’s possible involvement in charity selection

b. Jeff - Look into entertainment options and make recommendation to the Committee

c. Jeff – Look into photography options and make recommendation to the Committee

d. Jeff – Contact Bob Clark (or Steve Stucker if Bob is not available) regarding Master of Ceremonies duties

e. Ed R. – provide breakout of last year’s Ball-related revenues and expenses to the Committee

f. Jeff – present proposal to the Club to officially change charity split to an even split (could be more than three recipients) as opposed to the 30-35-35 current split

g. Jeff, Dean, Barry, Ed S., Ed R., Dave – if Club approves change to charity distribution, modify existing Club documentation to reflect the change.

h. Tony – complete due diligence regarding Governors’ attendance and/or participation

June Club Board Minutes

Sat, 30 Jun 2012 09:58:26 GMT

Rotary del Sol

Board of Directors Minutes

June 15, 2012

Attending: Steve Reynolds, Jeff Weinrach, Bill Stewart, Barry Mills, Alma Giron, Julie Frendle, and Dave Seely

Steve Reynolds, President called the meeting to order at 7:00 a.m.

Approval of May Board Meeting Minutes

The Club Board had revised the May Board Meeting Minutes via e-mail, and approved of the minutes being posted on the Rotary Del Sol Website, which was done on June 2^nd. Even though the minutes for the meeting had already been posted on the website for both the Club membership and the public, the Board still officially approved the minutes.

Barry motioned approval

Dave seconded

All approved

Report of Treasurer:

Barry Mills provided the Treasurer’s report to the Board members for consideration. As of 6/15/2012:

Bank balance $4,622.53

Accounts payable: Meals on Wheels - $350, and Paul Harris Fellow Medallions - $60.

Accounts receivable: $1,255 including $480 over 180 days and $225 between 151 and 180 days, most of which are member-related dues and food costs.

Statements were sent on May 1^st and again on June 1^st. New billing will go out beginning of July.

Taking into account the projected end-of-year financials, the Club Board motioned to provide the Del Sol Foundation $3000 for Mary Martin Fellowships matches.

Jeff motioned approval of the $3000 allocation to the Foundation

Alma seconded

All approved

The Board also agreed to write a directive to the Del Sol Foundation for $1000 to support Julie Frendle’s South Africa projects. The $1000 would supplement other monies collected through matching grants. Barry agreed to write the directive to provide to the Foundation.

Dave motioned approval of the Treasurer’s Report

Julie seconded

All approved.

Club Service:

Julie Frendle discussed the Induction Dinner on June 30^th. July’s Freeloaders will be hosted by Kit Turpen, and August’s Freeloaders will be hosted by Vee Seal. We also discussed Michele Wallace’s status as an Honorary Member of the Club because the intent is to give her a badge at the Induction Dinner. Our previous Board minutes had not conveyed that Michele had officially been asked to be an Honorary Member, so we will verify off-line whether this had, in fact, been done.

Community Service:

The Board discussed, as an option, to do a community service project next Rotary year for the New Mexico Boys and Girls Ranches as a gift to Governor Bobby. Alma Giron also provided a RYLA update that the Club will be sponsoring two students this year.

International Service:

Dacia Comunas was unable to attend the meeting so there was not an update on International Service.

Vocational Service:

Vicki Turpen was unable to attend the meeting so there was not an update on Vocational Service.

Membership:

Bruce Bortner was unable to attend the meeting so there was not an update on Membership.

Other Business:

The Board discussed Barry’s letter to the Board regarding speaker selection. The Board agreed to form a Speaker Guidance Committee, whose members will include Scott Lardner (as current and incoming Program Chair), Julie Frendle, and Barry Mills). As an initial step, Julie will look at the speaker guidelines for the Downtown Rotary Club. The Committee will review our current guidelines and make any changes to ensure sufficient balance in our speakers and topics.

Julie motioned approval for the Speaker Guidance Committee and its actions.

Jeff seconded

All approved

Meeting adjourned.

Minutes submitted by Jeff Weinrach, Secretary for Rotary Del Sol of Albuquerque.

Governors' Ball Planning Meeting Minutes (5/17/12)

Sat, 02 Jun 2012 13:46:00 GMT

Rotary del Sol

Governors’ Ball Planning Meeting Minutes

May 17, 2012

Attending: Steve Reynolds, Jeff Weinrach, Dacia Comunas, Barry Mills, Alma Giron, Paul Layer, Scot McLelland, Brian Baughman, Shirley Anderson, Dan Wilkinson, Ron Hensley, Brad Sackett, Tony Pino, Vee Seal, Ed Robertson, Jacqueline Hockey, and Dean Constantine

Jeff Weinrach, Governors’ Ball Chair, called the meeting to order at 7:00 a.m.

Lessons Learned from previous Governors’ Balls, especially this past year’s event:

Valet Parking was slow…hotel needs to make sure that sufficient staff are available to handle valet parking in a timely manner.

Some complaints about the food…the menu had changed without a subsequent food tasting, so we and the hotel catering department need to make sure that food tasting occurs if there are any changes to the menu.

Sound system was inadequate…it was difficult to hear in the silent auction area, so hotel and its contractors need to make sure that the sound system is sufficient for people in the silent auction area to hear announcements.

Goal Review:

Club Members were agreeable with the three goals that had been provided as a draft for review.

1. Financial goal - $100,000 profit to support the selected charities and the Del Sol Foundation.

2. Workforce goal – Every active member of the Club has some defined role, major or minor, with the Ball; and our members’ contributions constitute between 66% and 75% of the total work involved. The remaining 25% to 33% would come from the charities and from our partners.

3. “Customer” goal – We will, at a minimum, meet but more likely exceed the expectations of the two major customer groups: the charities and the Ball attendees. (In order to achieve this goal, we need to make sure that we are clear on what the expectations of these two groups are.)

Event Name and Date:

We discussed whether we should keep the name “Governors’ Ball” or change it to something else, primarily because Governors have not been attending the Ball over the last few years. The Club decided that we should keep the name temporary and see to what degree we can get firm commitments from Governors by the end of the summer to attend the Ball. If, by the end of the summer, we do not have firm commitments and think that it would be unlikely that they would attend, we would look to rename the Ball at that time. If, on the other hand, we do get firm commitments from Governors to attend, we would keep the name, at least for this year.

We discussed February vs. April dates for the Ball. After looking at the various pros and cons for the date, we decided on an April date, but with the caveat that we need to make sure that we focus our attention on sponsorships during the last quarter of 2012 and not wait until 2013. (At the meeting, we had decided on April 27^th, but after we heard from Sandia Resort and Casino that the 27^th was already booked, we switched to April 13^th and the Club agreed to this date.)

Committee Structure and Member Participation:

The Club membership agreed to the draft Committee structure that they had reviewed. The Key Committees are:

•· Administrative Committee

•· VIP/Governors Committee

•· Charity Committee

•· Auction Committee

•· Event Logistics Committee

•· Marketing/Advertising/Printing Committee

•· Revenue Committee

The membership also agreed that we need to have as many active Club members participate in some capacity on at least one of these Committees, but also ask for participation from the charities and our partners to make sure that we spread the workload among as many people as possible.

First Set of Actions:

We decided that, once the members had chosen which committee(s) they would like to serve on, the first two critical actions for the summer months are to select the recipient charities and to start communicating with Governors to determine likelihood of their attendance and/or otherwise participate (providing stationary, for example).

Meeting adjourned.

Minutes submitted by Jeff Weinrach, Governors’ Ball Chair.

May Club Board Minutes

Sat, 02 Jun 2012 09:58:30 GMT

Rotary del Sol

Board of Directors Minutes

May 15, 2012

Attending: Steve Reynolds, Jeff Weinrach, Bill Stewart, Dacia Comunas, Barry Mills, Alma Giron, Julie Frendle, and Teri Glaspy (guest)

Steve Reynolds, President called the meeting to order at 7:00 a.m.

Approval of April Board Meeting Minutes

The Club Board had revised the April Board Meeting Minutes via e-mail, and approved of the minutes being posted on the Rotary Del Sol Website, which was done on May 4^th. Even though the minutes for the meeting had already been posted on the website for both the Club membership and the public, the Board still officially approved the minutes.

Barry motioned approval

Dacia seconded

All approved

A second motion was made to amend the cost per person for the upcoming induction dinner from $35 to $40, based on additional information from Dave Seely provided to the Board after the April Board meeting.

Barry motioned approval

Dacia seconded

All approved

Report of Treasurer:

Barry Mills provided the Treasurer’s report to the Board members for consideration. As of 5/15/2012:

Bank balance $7,335.04

Accounts payable: monthly allowance to our exchange student, Elizabeth Behnsen and $134 printing (for Club brochures)

Accounts receivable: $1,645 including $480 over 180 days and $330 between 121 and 150 days, most of which are member-related dues and food costs.

4^th quarter billing was sent on April 1, and statements were sent on May 1.

Julie motioned approval of the Treasurer’s Report

Dacia seconded

All approved

During the review of the Treasurer’s Report, another item was addressed dealing with speaker selection. Barry Mills submitted an official protest letter to the Board noting that the Club did not have appropriate speaker balance recently when Mr. Allen Weh spoke to the Club. Below is Barry’s letter in full.

From: Barry Mills, Charter Member Date: May 15, 2012

Subject: Official Protest presented to the Club Board

I request that this protest be added to the meeting minutes.

I wish to officially protest the selection of the speaker for 5/3, Mr. Allen Weh. Mr. Weh identified himself as a politician. He ran as the Republican candidate for Governor, losing to Susana Martinez. Prior to that event he was the chairman of the NM Republican Party.

Prior to the meeting I objected to having a political speaker without having prior arrangements in place for the opposing view point. I was advised by club officers that Mr. Weh would not be giving a political speech; instead he would be discussing jobs in New Mexico. Clearly his entire presentation consisted of national Republican talking points. I suggested that allowing Mr. Weh to speak did not comply with the intent of the four way test, ie; being “fair to all concerned”. Instead exception was taken to my request. I am currently unaware of a speaker being scheduled with an opposing viewpoint. Further, another Republican politician/now lobbyist, Kent Cravens, is scheduled to speak in the near future.

I have brought this subject up repeatedly and have been repeatedly dismissed. I feel that my concerns have been minimized and almost belittled. Rotary is neither Republican, nor Christian. I believe we should be an example of minimizing partisanship rather than exacerbating it.

We have lost a number of good members and missed likely new members because of our club’s Republican, conservative, Christian leanings and agenda. This is difficult to relate to Rotary’s desire for membership growth.

Rotary is an apolitical and non-religious organization that strives for diverse membership. We need to do more to recognize that our members, guests and potential members hold a diverse set of political and religious beliefs. With the election season beginning, I am concerned that the evidenced bias will become even more pronounced.

In attempting to conform to the four way test, I would recommend that when a political speaker (or a speaker on a controversial issue) is invited or allowed to speak, both sides be presented on the same program or both sides be scheduled consecutively. It is imperative that both sides be scheduled PRIOR to confirming either speaker. I believe it best that we avoid divisive issues altogether, but if we can’t, then both viewpoints must be presented each and every time. If a balancing speaker cannot be arranged, the first speaker must be declined to be fair.

I request that this issue be scheduled as a board agenda item and an appropriate requirement be developed to be added to the Speaker Guidelines for Confirmed Speakers on the webpage and a caution to speakers about the apolitical nature of the club.

Please see the attached page for appropriate references.

Respectfully submitted, Barry Mills, Charter Member.

References:

Our own club website previously stated “Rotary Clubs…are non-political, non -religious and open to all…” however, I cannot find this quote on the current website.

Page 16 – Manual of Procedure -Club Programs – “A club may properly discuss public questions of interest to its members provided that, when such questions are controversial, both sides are adequately presented”.

Page 24 of the Manual of Procedure – Rotary and Politics –“...(Rotarians are) expected to seek reliable information through balanced programs…so that members can reach their own conclusions after a fair, collective examination of the issues”.

Page 90 of the Manual of Procedure – Responsibility of the Club – A Rotary Club may properly provide a forum for the presentation of public questions where such a course of action is designed to foster the fourth avenue of service. Where such questions are controversial, both sides must be adequately presented.”

Quotations from Paul Harris

“It has been the way of Rotary to focus thought upon matters in which members are in agreement, rather than matters in which they are in disagreement”. Paul Harris

“Obviously the only possible means of holding together the little group of Rotarians of 1905, consisting as it did of men of variant racial origins and religious faiths, was through the exercise of tolerance.” Paul Harris.

“There is nothing in the genius of America more precious today than the spirit of religious and political tolerance in its application to our own people.” Paul Harris

The Board agreed to review Barry’s protest letter and will formally address the matter at the June Club Board Meeting.

Club Service:

Julie Frendle discussed upcoming Freeloaders: Steve Reynolds is tentatively scheduled to host Freeloaders but it may be canceled because of the induction dinner. July’s Freeloaders will be hosted by Kit Turpen, and August’s Freeloaders will be hosted by Vee Seal.

Community Service:

Alma Giron provided a RYLA update. The Club will be sponsoring two students this year: Rachel McLelland (Scot’s daughter) and Jacqueline Luchini (Tony Pino’s recommendation).

International Service:

Dacia Comunas reported that Bill Stewart has agreed to host the incoming exchange student for the first semester. With Bill hosting, the student will attend La Cueva High School instead of Sandia High school. We still need a host for the second semester.

Julie mentioned that there are only 5 team member applications for the next GSE trip to India. There is a little time to submit additional team member applications.

Vocational Service:

Vicki Turpen was unable to attend the meeting so there was not an update on Vocational Service.

Membership:

Bruce Bortner was unable to attend the meeting so there was not an update on Membership.

Other Business:

The Board briefly discussed some issues related to the 2013 Governors’ Ball, the kick-off meeting taking place on Thursday May 17^th. The minutes of that meeting will be posted on the Del Sol website the following week (after the District Conference).

Meeting adjourned.

Minutes submitted by Jeff Weinrach, Secretary for Rotary Del Sol of Albuquerque.

April Club Board Minutes

Fri, 04 May 2012 21:14:57 GMT

Rotary del Sol

Board of Directors Minutes

April 24, 2012

Attending: Steve Reynolds, Jeff Weinrach, Bill Stewart, Dave Seely, Dacia Comunas, Barry Mills, Dan Wilkinson (guest)

Steve Reynolds, President called the meeting to order at 7:00 a.m.

Approval of March Board Meeting Minutes

The Club Board had revised the March Board Meeting Minutes via e-mail, and approved of the minutes being posted on the Rotary Del Sol Website, which was done on April 6^th. Also, the minutes for the special Board Meeting that took place after the April 5^th regular breakfast meeting were also posted on the Rotary Del sol Website on April 6^th. Even though the minutes for both meetings had already been posted on the website for both the Club membership and the public, the Board still officially approved the minutes.

Barry motioned approval

Bill seconded

All approved

Report of Treasurer:

Barry Mills provided the Treasurer’s report to the Board members for consideration. As of 4/23/2012:

Bank balance $7,959.954

Accounts payable: $0

Accounts receivable: $2,815 including $480 over 180 days and $785 between 91 and 120 days, most of which are member-related dues and food costs.

4^th quarter billing was sent on April 1, and statements will be sent on May 1.

Dave motioned approval of the Treasurer’s Report

Dacia seconded

All approved

During the review of the Treasurer’s Report, several other items were addressed. One is that Barry will draft a list of current leave-of-absence Club members and forward to the Board for any changes or updates. The final list will be maintained and updated, as appropriate.

We also discussed Julie’s opportunities to identify potential international projects while with the GSE team in South Africa. Even though the Club Board had previously agreed (see January Club Board minutes) that Julie should have some discretion in identifying and supporting these types of projects, it was agreed that she should identify potential international projects (including both international charities and a local Rotary Club to partner on the project) but that the Club should go through the matching grant process to add money to the projects. A motion was made to give Julie the discretion to identify $1000 worth of potential international projects to bring back to the Club for the matching grant process. These projects would need to be already in the planning phase (that is, the paperwork has already started on the projects).

Bill motioned approval

Dacia seconded

All approved

The Club also agreed to allocate $200 for incidentals for Julie’s trip.

Dacia motioned approval

Dave seconded

All approved

Steve will contact Julie to discuss this.

Club Service:

Julie Frendle was unable to attend the meeting so there was not an update on club service.

Community Service:

Alma Giron was unable to attend the meeting so there was not an update on community service.

International Service:

Dacia Comunas reported that we still do not yet have volunteers to host the incoming exchange student. We cannot finalize who the student will be until we have identified a home for the student. It is preferable that the host be a Rotarian but it is not a requirement. We will continue to remind the Club about this at upcoming breakfast meetings.

Vocational Service:

Vicki Turpen was unable to attend the meeting so there was not an update on Vocational Service.

Membership:

Bruce Bortner was unable to attend the meeting so there was not an update on Membership.

Other Business:

The Board decided to invite Dan Wilkinson to participate in next month’s Board meeting to provide an update, including financials, on the “Don’t Meth With Us” project. Dan attended this Board meeting but came too late for the Board to get the update from him.

Dave discussed plans for the induction dinner in June. He recommended Saturday June 30^th at the Unser Museum. We need to provide the Museum with $1000 deposit before April 30^th. The Board decided on New Mexican cuisine and a no-host cash bar (beer, wine, and tequila for margaritas). Cocktails would be served starting at 6:00 and dinner would start at 7:00. The Board agreed to $35 per person (although, in a later message, Dave suggested that it be increased to $40 based on the number of attendees). An additional $500 would be allocated for non-food items (party favors, decorations, etc.). Two motions were made:

The first was for $35/person

Dacia motioned approval

Bill seconded

All approved

The second was for the additional $500 for additional costs.

Dacia motioned approval.

Dave seconded

All approved.

Dave also discussed particular Club goals (based on District request) for the upcoming Rotary year. He also mentioned that Governor Glenn is planning to visit the Club on Thursday, August 23^rd. We will have a special Board meeting with Governor Glenn immediately following the breakfast meeting. Dave also mentioned that Teri has agreed to serve as Membership Chair. Finally, Dave mentioned that Tom will not be serving as Governors’ Ball Chair this upcoming Rotary year. Jeff tentatively agreed to Chair the Governors’ Ball unless a more experienced Club member is interested in serving in this role. At the upcoming breakfast meeting, we will discuss this and see if there are other interested members of the Club.

Meeting adjourned.

Minutes submitted by Jeff Weinrach, Secretary for Rotary Del Sol of Albuquerque.

March Club Board Minutes

Fri, 06 Apr 2012 22:11:49 GMT

Rotary del Sol

Board of Directors Minutes

March 20, 2012

Attending: Steve Reynolds, Jeff Weinrach, Bill Stewart, Bruce Bortner, Alma Giron, Dave Seely, Dacia Comunas

Steve Reynolds, President called the meeting to order at 7:00 a.m.

Approval of February Board Meeting Minutes

The Club Board had revised the February Board Meeting Minutes via e-mail, and approved of the minutes being posted on the Rotary Del Sol Website, which was done on March 10^th. Even though the minutes had already been posted on the website for both the Club membership and the public, the Board still officially approved the minutes.

Bruce motioned approval

Bill seconded

All approved

Report of Treasurer:

Barry Mills was unable to attend the meeting but he sent the Treasurer’s report to the Board members for consideration. As of 3/16/2012:

Bank balance $6,795.70

Accounts payable: $568.50 (for Meals on Wheels)

Accounts receivable: $1,135.00 including $400 over 180 days

Statements were sent again on March 15^th, and 4^th quarter billing will go out on April 1^st.

Dacia motioned approval of the Treasurer’s Report

Dave seconded

All approved

Club Service:

Julie Frendle was unable to attend the meeting so there was not an update on club service. It was reported by other Board members that Judy Givens will be heading up the “Wall of Fame” effort for the upcoming District Conference.

Community Service:

Alma Giron reported that we have two student slots available for RYLA this year (already paid for – see February Club Board Minutes). We need to identify student candidates.

International Service:

Dacia Comunas reported that we do not yet have volunteers to host the incoming exchange student. It is possible that the family that is currently hosting Elizabeth can host the new student for half of the year, but even in this case we would still need to identify a second host for the other half of the year. APS has saved a slot for the exchange student at Sandia High School. We need to finalize hosts over the next month.

Vocational Service:

Vicki Turpen was unable to attend the meeting so there was not an update on Vocational Service.

Membership:

Bruce Bortner provided the other Board members with the latest draft of the Club Brochure. Several minor suggestions for revision were made, and the final version of the brochure has been developed. The printing costs for the brochure are $117 for 300 and $195 for 500. The Board agreed to approve 300 copies.

Alma motioned approval of $117 for 300 brochure copies

Jeff seconded motion

All approved

Other Business:

Ron Hensley will be rejoining the club the first meeting in April.

Dave discussed initial planning for the induction dinner in June. He would like to have it at the Unser Museum. We will look at June dates and contact the Unser Museum to make the arrangements. Other than inducting Dave as the new Club President, we will also use the induction dinner to recognize Steve Reynolds as outgoing President as well as Bobby Wallace as outgoing District Governor.

Meeting adjourned.

Minutes submitted by Jeff Weinrach, Secretary for Rotary Del Sol of Albuquerque.

Special Club Board Meeting

Fri, 06 Apr 2012 13:47:42 GMT

A special board meeting of Rotary Del Sol was called by the president right after the regular Thrusday meeting on April 5^th 2012. The president made board members aware there was an issue concerning the distribution of funds from the Governor’s Ball that needed immediate attention.

The board had made a past decision to divide the proceeds with 40% going to the foundation and the balance to be divided between the two children’s organizations.

However the change from a 1/3, 1/3, 1/3 distribution in previous years was not made known to the club as a whole. Consequently members assured both the recipients, ie, The National Dance Institute and the Ty Detmer Youth Football League that they would each receive 1/3 of the proceeds.

In addition entities solicited for donations were not aware of the 40% change.

The board discussed the possibility of making up the 40% from other funds to be in compliance with their own decision. However a motion was made and passed that the children’s organizations would receive the 1/3 promised.

The possibility of making up the 40% from other funds was tabled at this time. It was decided that the 40% decision should be presented to the whole club for their input in considering the distribution from the Governor’s Ball in the future.

Submitted By Vicki Turpen for Jeff

February Club Board Minutes

Sat, 10 Mar 2012 12:54:06 GMT

Rotary del Sol

Board of Directors Minutes

February 21, 2012

Attending: Steve Reynolds, Barry Mills, Jeff Weinrach, Julie Frendle, Bill Stewart, Scot McLelland

Steve Reynolds, President called the meeting to order at 7:00 a.m.

Approval of January Board Meeting Minutes and Revised Club Bylaws

The Club Board had revised the January Board Meeting Minutes via e-mail, and approved of the minutes being posted on the Rotary Del Sol Website, which was done on February 9^th. Even though the minutes had already been posted on the website for both the Club membership and the public, the Board still officially approved the minutes.

Barry motioned approval

Julie seconded

All approved

The Board then reviewed and approved the revised bylaws including updates to the composition of the Club Board and Committees as well as other updates.

Julie motioned approval

Scot seconded

All approved

The revised Bylaws are now posted in the members-only portion of the Del Sol Website.

Report of Treasurer:

Barry Mills presented the Treasurer’s report (as of 2/20/2012).

Bank balance $7,744.26

Accounts payable: $0 (includes January payments of $1505.46 for Rotary International Dues and $1000.00 for RYLA)

Accounts receivable: $2,375.00 including $450 over 180 days, primarily from member dues.

Club Service:

Julie Frendle reported on several club service activities:

1) Ed & Joyce Robertson will be hosting the February Freeloaders. We need volunteers for April and May (no Freeloaders in March due to Governors’ Ball.).

2) The Rotary Del Sol Anniversary Breakfast meeting will be held on April 5^th (location to be determined). Judy Givens will be chairing an ad-hoc committee to oversee the anniversary breakfast, including handling invitations to past members.

Community Service:

Alma Giron was unable to attend the meeting so there was not an update on community service.

International Service:

Dacia Comunas was unable to attend the meeting so there was not an update on international service.

Vocational Service:

Vicki Turpen was unable to attend the meeting so there was not an update on Vocational Service.

Membership:

Bruce Bortner was unable to attend the meeting so there was not an update on membership.

Other Business:

The Club voted to contribute $1000 for the district conference. This is greater than the requested amount of $200 - $500; but this higher amount is in support of District Governor Bobby Wallace, who is an active member of our Club.

Julie motioned approval

Jeff seconded

All approved

The District Conference will have a “Wall of Fame” for each club to showcase its achievements for the year. The Board agreed to include the banner and other materials from the “Don’t Meth With Us” campaign as well as Governors’ Ball materials. The Board will be asking for assistance from other Club members to put together the “Wall of Fame” display.

Another feature of the District Conference is the “Heroes Dinner” to recognize police officers, fire fighters, and other personnel (not Rotary members) who exemplify heroism on a daily basis. The Board will ask Jay Bledsoe to help identify potential candidates to invite to the dinner as the Club’s guests.

Our primary role at the District Conference will be to handle conference registration. John Gordon is serving as the Club’s liaison regarding registration, and more information including sign-up times for us will be provided over the next month or two.

The Club discussed the status of one member. He wants to remain a member by paying his monthly dues but without the meal charges because of his travel schedule. The Club decided to put the member on Leave of Absence for 6 months effective 1/1/12, and then decide at the end of the 6 months how to resolve the membership.

Barry motioned approval

Bill seconded

All approved

Finally, the Club Board reiterated that we need to identify a host Club member and school for the inbound student. While we are identifying the host Club member, we will hold a slot for the inbound student at Sandia High School.

Meeting adjourned.

Minutes submitted by Jeff Weinrach, Secretary for Rotary Del Sol of Albuquerque.

January Club Board Minutes

Thu, 09 Feb 2012 11:36:16 GMT

Rotary del Sol

Board of Directors Minutes

January 24, 2012

Attending: Steve Reynolds, Barry Mills, Alma Giron, Dacia Comunas, Jeff Weinrach, Julie Frendle, Bill Stewart, Ed Street (Foundation President), and Dan Wilkinson (guest)

Steve Reynolds, President called the meeting to order at 7:00 a.m.

Approval of December Board Meeting Minutes

The Club Board had revised the December Board Meeting Minutes via e-mail, and approved of the minutes being posted on the Rotary Del Sol Website, which was done on January 22^nd. Even though the minutes had already been posted on the website for both the Club membership and the public, the Board still officially approved the minutes.

Barry motioned approval

Julie seconded

All approved

Report of Treasurer:

Barry Mills presented the Treasurer’s report (as of 1/23/2012).

Bank balance $8,704.09

Accounts payable: ~$3245.00 (2 students for RYLA at $500 each, $370 for Meals on Wheels with another $370 not yet invoiced to Club, and $1505 for RI based on Semi-Annual Report)

Accounts receivable: $6,435.00

There are still two $500 PHF matches (points) available.

Barry reported that, for accounts receivable, the club has $835.00 over 180 days, primarily from member dues.

The Club Board voted to reverse the outstanding charges to two members.

Julie motioned approval

Dacia seconded

All approved

Based on information from Bruce Bortner, who was unable to attend the meeting, the Club Board voted to approve $200 for the purchase of 20 “My Road to Rotary” books at $10 each.

Barry motioned approval

Dacia seconded

All approved

Club Service:

Julie Frendle reported on several club service activities:

1) Dean hosted the January Freeloaders. Ed Robertson is considering hosting the February Freeloaders. There will not be a Freeloaders get-together in March due to the Governors’ Ball. When the GSE team is here in May, we may have a Freeloaders at that time as well.

2) Julie mentioned that Mike Lee and John Coffee may be interested in rejoining the club and should be contacted.

3) The Anniversary Breakfast has been postponed until April 5^th so that it does not conflict with PETS.

Community Service:

Alma Giron reported on several community service activities:

1) The next Roadrunner Food Bank Distribution will be held on February 14^th from 1:30 to 4:00 to distribute ~2500 pounds of food.

2) So far, the Del Sol Club has donated 546 pounds of food for the project.

International Service:

Dacia reported that Celia received her first choice for her outbound trip, which is Brazil. Elizabeth is now living at Celia’s and Maya’s house for the remainder of her stay.

By early February, we need homes for the inbound students and to identify the school(s) that they will be attending so slots will be left open.

Julie, who will be serving as Team Leader for our GSE team to South Africa, mentioned that she spoke with other team leaders and that she should bring money to support international projects that she learns about during her trip. The Board agreed that Julie will have the opportunity to financially support these types of projects on behalf of the Club while on the GSE. At a future meeting, the Board will approve the budget for this.

Vocational Service:

Vicki Turpen was unable to attend the meeting so there was not an update on Vocational Service.

Membership:

Bruce Bortner was unable to attend the meeting, but it was reported that Ron Hensley will likely rejoin the Club in April.

Other Business:

The Club Board is in the process of revising the Bylaws and will likely have the updated Bylaws approved in February.

Dan Wilkinson provided an update to the Board on the “Don’t Meth With Us” campaign. Dan has received approval from Albuquerque Public Schools for the campaign, but wants to include other drugs (ATOD – Alcohol, Tobacco, and Other Drugs). Eight Elementary Schools in APS would likely be the first group to bring the campaign in with the approval of their fifth grade teams (groups of teachers). Gordon Hennessy (President of the Rotary Club of Albuquerque) has prepared a more detailed concept paper on the campaign for us and others to review. Dan provided the Club Board with a Volunteer Registration Form for participation in the campaign in order to receive Board approval. The Club Board needs to clarify with Governor Bobby Wallace whether we have District and/or RI insurance for the campaign. Jeff will contact Bobby in this regard.

The Board approved the form that Dan provided for review.

Alma motioned approval

Bill seconded

All agreed.

The Board also approved support of Dan’s continuing work on the “Don’t Meth With Us” Campaign.

Alma motioned approval

Dacia seconded

All approved.

Meeting adjourned.

Minutes submitted by

Jeff Weinrach, Secretary for Rotary Del Sol of Albuquerque.

December Club Board Minutes

Sun, 22 Jan 2012 23:58:09 GMT

Rotary del Sol

Board of Directors Minutes

December 20, 2011

Attending: Steve Reynolds, Barry Mills, Alma Giron, Vicki Turpen, Dacia Comunas, Jeff Weinrach, Scot McLelland, Julie Frendle, Dave Seely, and Bruce Bortner

Steve Reynolds, President called the meeting to order at 7:00 a.m.

Approval of November Board Meeting Minutes

The Club Board had revised the November Board Meeting Minutes via e-mail, and approved of the minutes being sent to the full Club Membership, which was done on December 14^th. Even though the minutes had already been sent to the Club members, the Board still officially approved the minutes.

Dacia motioned approval

Barry seconded

All approved

Report of Treasurer:

Barry Mills presented the Treasurer’s report (as of 12/20/2011).

Bank balance $4,111.22

Accounts payable: $0

Accounts receivable: $2,189.87

There are still two $500 PHF matches (points) available.

Barry reported that, for accounts receivable, the club has $1213.75 over 150 days, primarily from member dues.

Club Service:

Julie Frendle reported on several club service activities:

1) The Christmas Party was on December 11^th at Steve Reynolds’ house (pot luck). Through the Angel Gifts, we were able to help 15 Boys and Girls Ranches children have a Merry Christmas with ~$50 worth of gifts per child donated. Thank you all for your generosity!

2) We will likely be having Freeloaders in both January and February. Dates and locations to be determined.

3) Also, the Club will celebrate its 15^th year anniversary during a regular Thursday breakfast on March 8^th at the Marriott Pyramid. The Club’s Past Presidents and others VIP’s will be invited.

Community Service:

Alma Giron reported on several community service activities:

1) The Club participated in December’s Roadrunner Food Bank Project. Eighteen people representing Rotary Del Sol (including 11 Club members) participated in the food distribution. The club paid $150 to participate in the project; and, in total, 67 families were provided with ~2500 pounds of food. The next Roadrunner Food Bank Project will be on February 14^th.

2) The Food Drive is ongoing. So far, for December, the Club has donated 292 pounds of food. For January, the emphasis will be on peanut butter (and peanut butter related) donations.

International Service:

Dacia reported that Celia was selected for the outbound student exchange program. Also, Elizabeth will be moving to Celia’s and Maya’s house for the last half of her stay here. Because Celia was selected for the outbound program, we will need volunteers to host for the inbound students.

Bruce reported that the Sandia Rotary Club is doing its first matching grant with Rotary clubs of El Paso and Juarez Oriente.

The $21,000 grant is for cancer treatment for 20 children in Juarez, Mexico. Del Sol has been asked to contribute $500 to the project, which would come from the Del Sol Foundation. For this to occur, Bruce made a motion, Julie seconded, and all approved a resolution to be prepared by Barry and submitted to the Foundation for the $500. The Board will also inform the Club membership at an upcoming regular meeting.

Vocational Service:

Vicki Turpen provided a summary of the Retro meetings (Shirley, Tony, and Michael as hosts). She also reported that the Cruise Tickets fund-raiser for the Rotary Foundation will start in January. The Board also discussed that we need to take more advantage of matching grant opportunities.

Membership:

Bruce Bortner reported on the two new members of the Club, Jay Bledsoe and Brian Baughman. The Club has several other new member candidates including Matt Sanchez, whose membership proposal is currently being reviewed by the Board. Bruce is still working on the Club Bi-Fold brochure.

Other Business:

President-Elect Dave Seely discussed proposed changes to the Club Board and Committee structure for his term as President, including changes to the Club’s Bylaws to reflect these structural changes. Dave’s proposal is to revise the make-up of the Board to align with the suggested structure from Rotary International. The major changes would entail having a Club Board of seven defined positions (President, Past President, President-Elect, Vice President, Secretary, Treasurer, and Sergeant-at-Arms) and several additional Directors serving in roles to be determined. There would also be a change in the Committee Structure with the new Committees being Membership, Public Relations, Club Administration, Rotary Foundation, Service Projects, and New Generations (fifth avenue of service). We would also continue the Governors’ Ball Committee, unique to our Club.

After Dave provided the overview, the Club Board voted whether to accept these recommendations and to have Dave discuss the changes with the Club membership.

Dave made the motion.

Dacia seconded the motion.

All approved the motion.

Meeting adjourned.

Minutes submitted by

Jeff Weinrach, Secretary for Rotary Del Sol of Albuquerque.