Minutes for the RMRYLA Board Meeting Conference Call 10-26-10

 

Attending:  Suzi Warren, Dave Amen, Kevin Farrell, Jim Hoops, Junior Weed-Ziegler Bill Manning, Michelle Maddox, Brady Foreman, Dave Boon.  Absent: Kelly Albright, Norm Lyster and Leslie Calkins

 

Agenda:

Introductions, Treasures report, Registrars report, YRYLA, RYLA, Debriefs from conferences last year, Visioning, need for new Board Members, scheduling Board Meeting for the year.

 

Treasures Report:  Kevin Farrell

 

We had no hard copies in hand.

Costs of all 2009 RMRYLA conferences were $6,500 over budget.  2010, again we were over budget by approximately $5,000.  Costs continue to rise and even with the increase of YRYLA fees up to $400.00, it doesn’t cover the expenses.  We have $31,000 in the including $21,000 in a CD.  The CD comes from rmRYLA being “the bank” for several Rotary Clubs who have sent in money in advance of their candidate being accepted into the program…thus these funds are held over to the next year.  Kevin believes that the 2011 conference could lose as much as $14, 000. Notwithstanding this situation, we are in fine shape for cash for 2011. He assures us that we can operate for 2 years based on existing cash balances and cost containment efforts that will be reflected in the 2011 conference budgets. Facility costs are really going up!, especially at Ponderosa Conference Center. The cost at Ponderosa has gone up by 30% in the last 3 years. A fee increase recommendation will follow!

 

YRYLA:  Junior Weed-Ziegler

 

Junior reported that things are moving along.  Conference call is scheduled for Thursday, 10-28 with Head JCs, Michelle Maddox and Jessica Behring.  A brief introduction of these fine ladies was made.  Time lines are being drawn up.  Last year’s veteran JCs are being considered for this summer.  We are attempting to keep it 6 and 6.  With this choice we continue to have veteran JCs and new JCs and continue to help support the program into the next year.  Junior was asked by Dave Boon to get the dates of the YRYLA training to him ASAP so he can reserve the Boy’s and Girl’s Club facility for us.  (Apparently the reservation for RYLA has been made.)  Following the end date for JC applications, November 1-30, the process will begin to determine the new candidates.  It is set up to have a conference call in early December with the 4 Head JCs and Kelly Albright and Junior.

 

Kevin was asked about a RYLA Reunion that is being planned to celebrate the 25th Anniversary of RYLA.  It is scheduled for July 17th, in the afternoon of the Saturday of the RYLA Conference 2011 at the YMCA.  They may be expecting 250-300 participants.  An online registration will occur.  It was discussed that the RMRYLA Board would pay for meals for the participants.  We decided then to charge each person who attends a minimal charge of $10 or $15 to cover the cost of the meal.  After sign in, there will be a welcome, introductions, icebreakers, a word of focus, and a video of the history of RYLA.  A paper is now being compiled about the History of RYLA and will be presented to the President of the Board, Jim Hoops.  We have approved any expenses that will be needed for a banner about the 25th Anniversary of RYLA, and other costs, approximately $2,500-$3,000.  We did put off making a motion about this 25th Anniversary Gig until a later time.  Dave Amen, Registrar, will assist with an email list of past participants and he will provide online registration.  Bill Manning suggested in order hold costs down, that we pay for our own meals.  Or that we solicit a large donation to help pick up costs for previous JCs in attendance, etc.

 

Registrar’s Report:  Dave Amen

 

The application date for registration for JCs is November 1-30.  Then he asked for all of the head JCs and the Chairs to keep their eyes open for possible candidates from the pool of JCs to help out with registrations.  This is a mammoth job.  Time commitment will be approximately 60-75 total hours.  As an example, for YRYLA, there are 120 sets of 10 pages each.  It takes lots of time to go through them.  Approximately one fourth to one third are sent in correct.  The others need to be gone over with the Rotary Representative that sent it in and get corrected.  This could take up to an hour each.  The advantage to this person, is that they really get to know all of the conferees.

 

RYLA:  Susie Warren

 

Susie reported that they have interviewed all of the returning JCs and will soon be deciding on 10 of the 13 available.  (For those candidates who are turned down, it was suggested by Dave Boon that it is made clear that this is not an issue of incompetence by any means and that a letter of recommendation should be written for anyone requesting one.)  Susie continued that they are working on changing some of the schedule, eliminating some concerns and coming up with some new good ideas. (Scavenger Hunt being one)  One the things they want this year is better and closer relationships between the Head JCs and the JCs and between the SCs and JCs.  An effort to improve bonding will be made.  All speakers are committed for next summer.  At training an emphasis will be made to improve rap sessions and debrief sessions.  Instead of the old JCs reapplying into Dave Amen applications for JC, he suggested we just interview them through our own application process and not let them get buried into the paperwork.  And RYLA has done just that, with an 11-question interview done by skyping.  It was suggested that it is very important to get an extra JC…go with 11 for RYLA and YRYLA, go with 7.  “Load up with alternates,” they very likely will be needed.  And it is important to get an assistant or “side kick” to the Head JCs.

 

Concerns from the Debriefs from last year

 

It is important to emphasize that SCs are there for JCs…strengthen this.  Jim Hoops complemented Bill Manning on some games he had suggested the conferences could use.

 

 

 

New Board Members:  Jim Hoops

 

District 5450 will be loosing three:  Patricia Fiske, Curt and Mat Matson.

District 5440 will be loosing two:  George M. and Lloyd T.

 

Some suggestions were made.  For District 5450, Rolo Cuadrado, Peggy Halderman, Heather Amen, Steve Miller.  Jim Hoops will check these candidates willingness to serve.  District 5440 had Dave Scriven and Brian Cook (after his tenure as District Governor) suggested.  Dave Boon will check on them.  There was much discussion about having the District Governors make suggestions.  Then, if they did, would those people be guaranteed to be on the Board?  Some ideas: 1. Use open discussion via email.  Invite them to the next phone conference/board meeting. 2. Should we be more formal?  a slate? 3.  Let District Governors send out requests for interested people.  Decided, we the board should make the final choice.  Bill Manning will speak to the Governors about their approach to letting them know we have 5 slots open.  Topics of concern:  What is your experience with (Y) RYLA? What is your background in leadership?  Where is your passion?  Kevin will rework the SC Application form from the web site and get it to Jim so he can send it out and it can be utilized to fill these slots.  Deadline is mid December.  A brief discussion about ad hoc Board Members occasionally attending meetings and voicing their opinion was ok’d.

 

Visioning:  Jim Hoops

 

Jim read the mission statement drawn up after our Visioning Workshop on September 25th.  He told us again of the members on the committee: Bill Rubin, Heather Amen, Kevin Farrell, Mat Matson, Rolo Cuadrado, and Peggy Halderman.  They will come up with a Plan of Attack.  It will involve reporting back to us by Dec. 15th.

 

Board Meetings for the future:

 

We decided to meet the first Wednesday of every other month.  January 5th, March 2nd and May 4th.  The January 5th meeting should be after the JCs for 2011 have been selected.

 

The recommendation from Kevin about fees going up:

 

There was much discussion about raising the fee to send a candidate to RYLA.  Suggested, $25 for each of the next 2 years:  $425, 2011 and $450 for 2012.  Each $25.00 brings in $9,000 to revenue.  In 2010 revenue was $143,000.  With the extra $25.00, revenue will go up to$152,000.  The prediction for all conferences, Internal, Advanced, RYLA, and YRYLA, will be $155,000. After lots of discussion it was decided that we should keep the fees the same, $400.00 for 2011.  We will raise them $50.00 to $450.00 for 2012.  Dave Amen will let all of the Clubs know that this is going to happen as they pay fees for 2011.  We felt this provided some integrity.  The motion passed 100%.

-----?? Jim will check with both Districts about any conflicts??  Meeting adjourned, 7:52