OFFICIAL MINUTES

OFFI= CIAL BOARD OF DIRECTORS MEETNG

KIWANIS CLUB OF RAMONA & RAMONA K= IWANIS CLUB FOUNDATION

Meeting Held February 02, 2011

(Subject to approval at next regular board meeting)

________________________________________________= _____________________________________

A REGULAR MEE= TING of the 2010-11 Board of Directors at St. Mary’s-In-The-Valley Episcop= al Church, Corner of San Vicente Rd. and 12^th St., Ramona, CA 92065. The meeting was called to or= der at 6:00 p.m. by President Chris Smith.

Present:=

&= nbsp; Officers: &= nbsp; Jeff Funk, Chris Smith, Richard Wade

&nbs= p; Directors: Walter Ainslie, Darrell Beck, Jim Cooper, Mary Halliday, Debi Purcell,

Tom Taylo= r

Absent:<= /o:p>

&= nbsp; Officers: &= nbsp; Bob Hailey, Chris Smith, Rick Terrazas

&nbs= p; Directors: None

Other Members Present: Jose Alvarado = = = &nb= sp; = &nb= sp; = &nb= sp; =

Guests in Attendance: &nb= sp; Scotty Barber, Boy Scout, Julie Bar= ber (Scotty’s mother)

______________________________________________________= ______________________

ORDE= R OF BUSINESS

CHANGES/ADDITIONS TO AGENDA: None

Darrell Beck suggested= that in the future, if there are no consent items for review/discussion that we inc= lude a “No consent items” statement on the agenda.

CONSENT ITEMS: No= ne

VOTE TO APPROVE AGENDA & CONSENT ITEMS: Motion made by Darrell Beck, seconded by Jim Cooper, and carried without dissention, that the Agenda be accepted as presented.<= /b>

MINUTES OF PREVIOUS MEETINGS: Motion made by Darrell Beck, seconded by Jim Cooper, and carried without dissention, that the board minutes of a regular meeting held on Jan= uary 05, 2011 be approved as read.

SPECIAL PRESENTATION: (Scotty Barber – Boy Scout)

Scotty gave a presentation on his Eagle Scout project = of planting trees, bushes, and the purchase of a flagpole and other materials = for the new Ramona Library. He to= ld us that the project is complete, however, he still needs donations to pay for = the remaining $500.00 of the total $1,600.00 cost for the flag pole. Scotty and his mother answered all= of our questions regarding the project, and then departed the meeting at 6:10 = pm.

PRESIDENT’S REPORT: &nb= sp; None

SECRETARY’S REPORT & CORRESPONDENCE: Secretary Jeff Funk read and/or provided

the following:

    1.   Letter dated January 24, 201= 1 from Damon Baldwin, Athletic Director, Ramona High School.

          The letter requests we donate towards the $7,495.00 needed to purcha= se a photo timing

        = device to use in validating runner time’s at RHS Cross country= and track events.

          (See New Business)            =             &nb= sp;            =             &nb= sp;            =             &nb= sp;

Page 1 of 5

        &= nbsp;           &nbs= p;            &= nbsp;           &nbs= p;            &= nbsp;           &nbs= p;            &= nbsp;            KCR Form 011 (10-01-10)

Kiwanis Club of Ramona & Ramona Kiwanis Club Foundation Board Meeting February 02, 2011

SECRETARY’S REPORT & CORRESPONDENCE: (continued)

<= /p>
     2. Request from Elaine Lyttle requesti= ng we provide a letter of support for the Ramona Mural

=           Project. (See New Business)

     3.   Club has registered and paid the $8= 0.00 fee for President Chris Smith and Secretary Jeff

      Funk to at= tend the Cal-Nev-Ha Midwinter Conference to be held in San Diego on

      Saturday, February 19, 2011. Mary Halli= day reported that she has also registered for the

     mid-winter conference.

= 4. The application and $20.00 fee has= been submitted to California Department of Justice

=      required for the raffle to be held at our Bow-Wow-Pow-Wow event on June 11, 2011.

<= /p>
= 5. Request from Lt. Governor Betty Pa= rker that we spend $25.00 to purchase three opportunity

=     drawing tickets and that we deliver= a check, payable to Kiwanis Cal-Nev-Ha Foundation,

=     to the February DCM. Proceeds go to support the Pediatr= ic Trauma Program and children

=     programs in our district. Prizes include a 40” 3DTV an= d cash prizes of $500.00 and $250.00.

=   (See New Business)

TRASURER̵= 7;S REPORT:   Treasurer R= ichard Wade reported he still has concerns regarding our foundation bank balances. He noted we anticip= ate no income to the foundation until after our Kiwanis/Rotary Music Fest on April= 9, and Bow-Wow-Pow-Wow on June 11. He also noted that based on our weekly meeting income, (fines, birthdays, meal= s, auctions, etc.) our administrative income is somewhat behind expectations. = He noted we should curtail costs as= much as possible on spending, and that we continue the freeze on foundation spen= ding (without board approval) until at least March 15 when our foundation CD matures. He cautioned we shou= ld minimize pay-outs on budgeted donation= s to individuals/organizations until such time they plan to use the money. (See Attached Treasurer’s Report) The President’s philosophy and practice this year has been, “If we have foundation funds in-hand, these funds should be expended = to needy parties when it is most beneficial to these parties, not when it is m= ost convenient for the club.” This was what was accomplished in the fall, when we presented checks= to the various educational programs within RUSD. These programs are on an academic-= year cycle; therefore their needs (immediate and planning) are in the fall. Current issues are “cash-flow”, with a significant amount of foundation funds tied= up in a CD. In hindsight, we sho= uld not have renewed the CD. The President also noted that in the future all of our foundation funds should = be “fluid” such that we have immediate, instant access to these fu= nds. No foundation funds should be plac= ed in any “market account” that limits our access to these funds as h= as been the practice in the past when interest rates were high and we had large year-to-year carry forward/reserves. We learn from our errors.

        =

STANDING COMMITTEE REPORTS:

Community = Service: Chairman Kelley Bayne didn’t submi= t a report.

Human & Spiritual Values Chairman Michael Harrison’s didn= 217;t submit a report.

Inter-club: Chairman Bob Hailey reported that our only interclub = was on January 8 with the Vista Golden K being the host club and that we had four members in attendance.



Page 2 of= 5        =             &nb= sp;            =       =       KCR Form 011 (10-01-10)

Kiwanis Club of Ramona & Ramona Kiwanis Club Foundation Board Meeting February 02, 2011

Service Leadership Programs (SLP): Chairman Walter Ainslie reported th= at no SLP projects were completed in January.

Young Children Priority One & Seniors Priority Two:   Chairman Mary Halliday repor= ted the following.

1.     Made 25 Pediatric Dolls for Children’s Hospital. (1 person with a cost of $43.75)

2.     Delivered 28 books to Head Start for literacy program. (1 Kiwanian with a cost of $3.50)<= /p>

Youth Services: Chairman Walter Ainslie reported t= hat he spent 36.5 hours mentoring students, and spent $135.00 on the Ramona High School Robotics Program.

OTHER COMMITT= EES:

Membership & Growth:&nb= sp; Chairman Pat Bell w= as not in attendance

=

Publicity: Chairman Tom Taylor briefed us, and provided copies to the secretary, on the numerous club activities which appeared in local publications during January.

Insurance = & Risk Management: Chairman Tom Taylor had nothing to report.

UNFINISHED BUSINESS:

Boy Scout = Eagle Scout Project: (See Special Presentation on page 1= )

Motion made by Darrell Beck, seconded by Richard Wade,= and carried without dissention, that we donate $250.00 to assist Scotty Barber = in paying the remaining $500.00 of the total cost of the flag pole he installe= d at the new Ramona Library. Presi= dent Chris Smith noted that we should insure Kiwanis is included as one of donor= s, on any plaque, etc. to be displayed at the library.

Ramona Commu= nity School Spaghetti Dinner: Bob Hailey was not in attendanc= e, thus no update on this coming community service project.

Dispositio= n of Old Club Utility Trailer: Darrell Beck said that the 2002 Apa= che trailer has been officially transferred to the Ramona Town Hall, Inc., and is now in their possession for use by the Ramona Town Hall Brass Band. He further noted he will set up a = staged photo opportunity of the transfer and requests that President Chris Smith a= nd club photographer, Tom Taylor make themselves available for such opportunit= y.

New Traile= r Status: Darrell Beck noted that the 2008 Wells Fargo Road Force Trailer will be ready for our Kiwanis/Rotary Music fest on April 9. Darrell donated the $400.00 cost o= f his recent purchase of a hitch, shelf material, and tools necessary for our customizat= ion of the trailer. Darrell said = all he is waiting for is for Wagon Master Pat Bell to show him where to put what in regard to shelf placement, spacing, etc.&n= bsp; Jim Cooper advised he has a source willing to sell a like-new load leveling hitch for $100.00, stabilizing bars and a sway bar for $180.00. Motion made by Tom Taylor, seconded= by Darrell Beck, and carried without dissention, that we purchase the load lev= eling hitch, stabilizing bars and sway bar for a total of $280.00.

Relay for = Life: Our walk team leader, Walter A= inslie, advised he has no problem with our using non-Kiwanian volunteers as walkers= . Bob Hailey was not present, thus d= id not report on progress related to our serving food, etc. for this event.

Page 3 of= 5        =             &nb= sp;                =      CR Form 011 (10-01-10)

Kiwanis Club of Ramona & Ramona Kiwanis Club Foundation Board Meeting February 02, 2011

Approved B= udgeted Amount for Seniors Priority Two Program:

It was requested by Mary Halliday that we consider usi= ng $250.00 from our budgeted $400.00 for Seniors Priority Two, and adding it to the $250.00 already budgeted for the Ramona Senior Center. This would then enable us to make a donation of $500.00 to the center. Motion so made by Mary Halliday, seconded by Jim Cooper and carried without dissention. Mary plan= s for us present this donation to the Senior Center Director, Ray Cardona, at our Saturday meeting on March 5, 2011.

NEW BUSINESS:=

2011-12 Scholarship Program: = Jose Alvarado, Scholarship Chairman presented his revised Scholarship Application Packet (document of official rules and procedures).   He noted that most changes we= re in formatting, etc., however noted two important changes he and the scholarship committee recommend.

1.&n= bsp;    Including specific directions regarding letters of recommendation.

2.&n= bsp;    Revised the category rating scale to give more cred= it to community service than for paid work experience.

Motion made by Jeff Funk, seconded by Jim Cooper, and carried without dissention, that we

approve the revised Scholarship Application Packet doc= ument as presented by Jose Alvarado.

Comments: Tom Taylor will make the application packet available on our web-site. Jim Cooper reminded Jose the commi= ttee should insure students desiring to attend vocational/trade schools are made aware of this opportunity to apply for our available scholarships.

July 4th Fireworks: Bob Hailey= was not in attendance, thus this item was not discussed.

Donation t= o RHS Cross Country & Track Event: (See Secretary Report & Correspondence, Item #1 on page 1)
No action taken.

Letter of = Support for downtown Ramona Mural Project: (See Secretary Report & Correspondence Item #4 on page 2)

Motion made by Jim Cooper, seconded by Tom Taylor, and carried without dissention, that we provide a letter of support, as present= ed by Jeff Funk, for the Ramona Mural Project. The Club President and Secret w= ere signatories on the letter.

Donation to Ramona Girls Softball: Walter Ainslie hasn’t been able to make contact regarding dela= ying our budgeted donation to this organization.

Cal-Nev-Ha= Opportunity Drawing Tickets: :

(See Secretary Report & Correspondence Item #5 on = page 2)

Motion made by Jim Cooper, seconded by Richard Wade, a= nd carried without dissention, that we purchase three tickets for $25.00.   Comment: President Chris will deliver the m= oney to, and pick up tickets from Lt. Governor Cathy Kerley at the DCM on Saturd= ay, February 5, 2011.

        =             &nb= sp;                  =             &nb= sp;          Page 4 of 5        =             &nb= sp;

KCR Form 011 (10-01-10)

Kiwanis Club of Ramona & Ramona Kiwanis Club Foundation Board Meeting February 02, 2011

Kiwanis Si= gn: Jim Cooper noted that the Chamber = of Commerce display of Ramona Service Club signs does not include a Kiwanis si= gn. This is the display on Highway 78 = coming into Ramona from Julian. Darr= ell Beck noted he has a sign in his possession. President Smith tasked Jeff Funk w= ith contacting the chamber for authorization to install Kiwanis Club signs at a= ll sites.

Income Tax= Form Submission: Richard W= ade noted that although Cal-Nev-Ha recommends all clubs submit a 990 tax form a= nd that unless otherwise directed, he will only submit the 990EZ. The 990 is required for non-profit= s with gross receipts of $25,000 or more. Our gross receipts for Kiwanis year 2009= -10 were just under the $25,000 threshold and filing the 990 form would be quite detailed and time consuming. = Board consensus was that Richard file the 990EZ form rather than the 990 form.

        =

NEXT MEETING:= Date: March 02, 2011   Time: 6:00 pm    Place: St. Mary’s-In-The-Valley Epi= scopal Church

ADJOURNMENT:<= span style=3D'mso-spacerun:yes'>   Motion made by Jim Coope= r, seconded by Richard Wade, and carried without dissention that we adjourn. Adjourned at 7:38 p.m.

Submitted by:

Jeff Funk

Club and Foundation Secretary

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        =             &nb= sp;            =      KCR Form 011 (10-01-10)