Minutes for the Rocky
Mountain RYLA Quarterly Board Meeting
Wednesday February 16, 2011 at 7:00 p.m.
Via
Teleconference: 218-936-7979; 140651#
------------------------------------------------------------------------------------
Note that the written
reports can be found on the website. Go to the club area (in the upper rt.
corner) then go to the February calendar page. February 16th
is a link to the reports.
----------------------------------------------------------------------------------
7:00
CALL TO ORDER AND ROLL CALL:
Jessica-YRYLA;
Suzie-RYLA; Jim Hoops-President; Bill Rubin: Norm Lister; Dave Boon; George
McIllvaine; Patricia Fiske; Junior Weed-Zeigler; Lloyd Thomas; Kevin Farrell-Treasurer; Bev
Stewart (new); Joni Van Sickle (new); Marianne ?? (new);
Dave Amen-Registrar; Kelly Albright; Craig Essex; Bill Manning; Michelle
???-YRYLA.
Head JCs are noted by conference
affiliation;
7:05
ADDITIONS/CHANGES TO AGENDA
APPROVAL
OF MINUTES:
On motion by Dave Boon, seconded by Norm Lister, the
minutes of the previous meeting, October 26, 2010 were unanimously approved.
7:10
REVIEW ITEMS – NO ACTION REQUIRED
A.
Official
Announcement-new board members-Jim H. new directors are noted above. Jim Hoops noted that Rolando Cuadrado (?) is
also a new director. As Junior needs to leave the meeting early, the YRYLA
report is moved up on the agenda. See
written report. In order to provide time
for a last team session, want to have Friday close at 12:30PM.. Dave Amen is not comfortable with the effects
of the change on the communication process with clubs and parents.
B.
Report on
Visioning-Bill Rubin- See written report sent to directors. Bill commented on importance of the project,
especially governance, to maintaining excellence in the future. He recommended that the
committee meet year-round and focus on the four areas cited in the written
report.
C.
Report from
YRYLA Chair – Junior Weed Ziegler. The program has been tweaked a bit. The 4
Way Test is being moved to better relate to Core Values. Many of the changes
were just moving items to a different time to fit the schedule. Kick Ball has
been changed to “RYLA Ball”. The Walk of
Possibilities has been split into two groups to save time. Take a Look Around
has been improved by having so that it can be processed afterwards in teams.
Friday pick up times are in the process of being delayed. Dave Amen expressed
some concerns about the difference in pick up with RYLA. See website for
written report.
D.
Report from
RYLA Chair-Kelly Albright- Speakers essentially selected; changes to training
and activities discussed. Discussion of
using non-Rotarians as SCs. After some
discussion on parameters, general agreement that there are great SCs and future
Rotarians among those being considered. See website for written report.
E.
Report from
Treasurer-Kevin Farrell. See written
report including the progress on the 25th anniversary celebration
planned for Saturday, July 16th at the Estes Park YMCA Conference
Center. Suggestion were made about the schedule and invitees (JCs, SCs, DGs,
PDGs, Club RYLA reps). The cost will be
$18 per person and upwards of 200 are planned for. Subsequent to the meeting, plans are being
made for the JCs to do interviews and video tape the celebration. Also, Audio tape of 2008 interviews with
Murph W, Kevin F, Doug A. and others will be online (is now). Dave noted that
registration for the 25th is online and can take credit cards. Wayne Markel was suggested as a source for
putting together the video/slide show for the event.
F.
Report from
Registrar-Dave Amen – see written report.
Dave supplemented his written report with some stats that showed the
conferences were filling up faster with slot reservations and fewer club had
responded by the deadline of March 1.
Suggests that the board needs to keep in focus the need to expand.
G.
Discussion of board member guidelines – A. Andrews ???
H.
Discussion of
possible SCs for the 2011 conferences – RYLA still needs three and YRYLA needs
at least one plus alternates for both.
9:00
PM
ACTION ITEMS Note: All the following items were unanimously
approved
A.
Acceptance of
Unaudited Financial Reports – motion by Kelly A., second by
Marianne ??
B.
Approval of
Expenditures –July 2010-December 2010 – motion by Norm L., second by Marianne
C.
Appointment of
Officers, Conference Chairs – motion by Dave B., second by Craig E.
D.
Ratification of
Consulting Agreement for registrar services with Amen Consulting dated January
1, 2008 – motion by Kelly A, second by Dave B.
E.
Ratification of
Engagement Letter with Consulting Accountants, P.C. (Kevin Farrell) -
motion by Dave B, second by Kelly
A.
F.
Ratification of
contract with YMCA Estes Park Center for RYLA Conferences 2011 and 2012 –
motion by Kelly A., second by Marianne
G.
Ratification of
contract with Ponderosa Conference Center for YRYLA Conference 2011 – motion by
Marianne, second by Norm L.
H.
Discussion of
policy on sending home conferees prior to the end of the conference. Discussion evolved into selection process and
insuring no-violent conferees. Jim Hoops
appointed committee of Dave B., Kelly A and Bill M. to review and propose
improvements to the selection process.
I.
Adjournment at
9:30 PM on motion by Dave B., second by Kelly A.
Next meeting tentatively set for April 18th…CHANGED
TO SATURDAY, April 23rd.
DETAILS TBD AND TBA
B.
C.
D.
E.
F.
Ratification of
Engagement Letter for bookkeeping services-Consulting Accountants, P.C. (Kevin
Farrell)
1. Commenced July 1, 2010 @ $400/ Qtr; Previously emailed
to board; approved by J. Hoops
9:00
ADJOURN