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CLUB OF NEW PROVIDENCE

RNCP BOARD MEETING: JULY 21, 2016PresidentElburt Ferguson

Immediate Past PresidentWilliam Wilson

President ElectInga Bostwick

Secretary Mai-Tai Rahming

TreasurerKevin Fernander

Sergeant At ArmsJimmy Unwala

Club AdministrationWarren Knowles

MembershipMoreno Hamilton Public RelationsKendall Strachan

Rotary FoundationJipcho Johnson

Service ProjectsCharles Stuart

DirectorCharles Stuart

DirectorJohn Phillipot

DirectorTimothy Dames

No. Time Agenda TopicPersonResponsible:

1. 6:37 p.m. Call to order President

2. Invocation PP John Phillpot

3. Treasurer’s Report Kevin Fernander

4.Committee Reports:

I. Club AdministrationII. Membership

III. FoundationIV. Public ImageV. Service Projects

5. Highlights from RCOB President

6. MATTERS FOR DISCUSSION:I. Membership Status

II. Council On Legislation changesIII. Disaster ChairIV. Election of a President NomineeV. New Member Responsibilities

VI. Payment of District 7020 dues

President

7. Action Items

8. 9:10 p.m. Adjournment

BOARD MEMBERS PRESENT:1. Elburt Ferguson Apologies: Ken Strachan2. Inga Bostwick3. Mai-Tai Rahming4. Kevin Fernander5. Jimmy Unwala6. Warren Knowles7. Valentino Hamilton8. Jipcho Johnson9. Charles Stuart10. John Phillpot11. Timothy Dames


RCNP BOARD MEETING: JULY 21, 2016AGENDA TOPICS

1.0 Call To Order: Mr. President President Elburt mentioned the following:

I. Thanked the Chairs for carrying out their functions.II. Specifically thanked Membership Chair-Valentino and Foundation Chair for an early

submission of their Committee report.

1.1 Communication Technology & Rotary Business These were the Board’s conclusion regarding the use of whatsapp:

I. The Rejuvenator group to be used for more social use.II. The Board and specific Committee groups used for more structured use.

1.2 Proposed “Thank You” Cocktail Reception- December, 2016: Membership Chair Valentino Hamilton

I. The Board deferred the above-mentioned event until further notice.

1.3 Membership Chair: Valentino Hamilton Valentino commended Mechelle and Anastacia for sending out “Thank You” notes to the visiting Rotarians, visitors and guests.

1.4 Service Projects Chair: Charles Stuart PP Charlie expressed the following to the members:

I. As Chair “he has not done what he should have” and is not making any excuse for the same.

II. Himself, Daswell Cox and Jermaine Colebrooke will be charting the Way Forward.

1.5 Service Projects/Fundraising Chair: Inga BostwickI. Inga expressed her concerns pertaining to the finance/budget that drives the club

and its service projects in that:a) There is a need for each committee financial budgets.b) Provided and explained to the members a copy of a financial budget

template.II. 2nd quarter- 2017 fundraising events:

a) Walkathon- February 4b) Horse Show-Marchc) Ole School Dance-April 15d) Changeover Banquet-June

2 of 6



1.6 Highlights from RCOB: President Elburt Ferguson The highlights were inclusive of:

I. RCNP lead highest in attendance in June, 2016.II. A new P.I. chair was appointed.

III. RCNP will be engaging in Joint Service Projects with RCOB.IV. Will liaise with the various contacts within RCOB.V. Proposals and plans on their way with regards to the RCOB Road To Peace initiative.

VI. August 18,2016: RCOB All Club SocialVII. September 26-30,2016: DG Visit to Abaco, Eleuthera

VIII. November 14-30,2016: DG Visit to Nassau, BahamasIX. November 15, 2016: Rotary Foundation Gala @ Government House

MATTERS FOR DISCUSSION:

1.7 Membership StatusI. President Elburt noted that he wants to know the position of the members in RCNP

and commended Membership Chair Valentino on an excellent job.II. Membership Chair Valentino reported that all members are with us except for

Crystal, Marvin and Alia.III. With regards to Michael Knowles, the Board decided that he is qualified to be a

Senior Active member but has to pay dues to the club.

1.8 Appointment: Disaster Chair President Elburt appointed PP Jip as the Disaster Chair

1.9 Election of a President Nominee PP John stated the following:

I. It is the responsibility of the Past Presidents Council to organize the above captioned.

II. An appointment of a President Nominee will take place at RCNP next meeting.

1.10 New Member ResponsibilitiesI. PP Jipcho suggested that we also enforce teaching the members on how to use

Club-runner and rotary.org.II. P.E. Inga mentioned that all members must be encouraged to wear their Rotary

pins. 3 of 6



MATTERS FOR DISCUSSION:

1.11 Council On Legislation changesI. The Board decision was unanimous in not changing RCNP Bye-Laws with regards

membership attendance in the club but will adhere to the guidelines prescribed by R.I.

II. The Board can make decision at its level as it pertains to case by case.III. Bringing some form of excitement to RCNP meetings, P.E. Inga suggested on having a

shift of the meeting area to different sections of Poop Deck West.

1.12 Minimal Ticket Requirements for Members: Service Project/Fundraising-Inga Bostwick Inga suggested the following as it pertains to the Way Forward:

I. Minimal amount of tickets of big-ticketed events to be purchased by membersa) Horse-show- 2 ticketsb) Changeover Banquet- 1 ticket.

II. RCNP Bye-Laws must be amended to facilitate the same.

1.13 Mandatory Requirements-RCNP: Service Project/Fundraising-Inga Bostwick I. Mandatory Requirements: RCNP

a) Pay the billsb) Send the President & Secretary Elect to P.E.T.Sc) Submit the S.A.R.

II. On point I. a) the Board agreed to make the purchase of meal by each member a mandatory.

1.14 Increase in Dues: R.I.I. President Elburt mentioned that R.I. dues are expected to increase within the next

3 years period.II. The Board made discussions on increasing New members admission fee..

1.15 Reclassification on Membership Valentino spoke on the above mentioned topic with intentions to look at the same for RCNP.

4 of 6


RCNP BOARD MEETING ACTION PLAN: JULY 21, 2016ACTION POINT

RESPONSIBILITES PERSON(S) RESPONSIBLE

TARGET DATE

1. President’s expectations that the Board members do the following :I. “Buy In” with him into this Rotary business.

II. Take the business seriousIII. Maintain a focused group by the Reduction of Board Chairs in meetings and

expects the Chairs to work effectively with their sub-committees.IV. All Committees to work in close collaboration with each other in achieving

Rotary goals.V. Members to use the club-planner on Club-runner to assist in organizing

bullet points and advanced-planning for their reports.VI. Populate RCNP events on the RCOB designated website.

CommitteeChairs

Rotary year 2016-2017

2. a) Investigate the financial status with regards to the R.I. Bill with R.I. and RCOB treasurer.

b) Follow up on the payment of District 7020 dues with RCOBc) Formulate a comparison bill process to assist in organizing future RCNP budget

planning.

K. Fernander Next meeting


3. a) Receive copies and or emails of all committee/sub-committee meetings.b) Attend the committee/sub-committee meetings.c) Working in joint cooperation with PP John, PE Inga and Daswell.

W. Knowles Rotary year 2016-2017

4. a) Continued announcements and promotions of Membership month and its scheduled dates of events and activities.

b) A Wellness Chair proxy as Dr. Andre still remains as chair but has now a new born child to attend to with his wife.

V. Hamilton

L. Deveaux

August


5. Rotary Foundation Month:a) Activities to celebrate the 5th Anniversary of the Paul Harris Foundation.b) Recommendation of 5 persons for the Paul Harris.c) Recognition of a points system for the Paul Harris.d) Utilize the Past President’s Council as the lead group to organize the Paul Harris.e) Liaise with the treasurer to ensure quarterly financial contributions to the Paul

Harris.f) President’s expectation to have RCNP a full Paul Harris club.g) Suggestions (Inga) to recommend an individual from the community and a RCNP

member.h) Organization of Fundraising events to fund the Foundation.

Dunking For Polio Foundation Gala Bokeno Game Night Fish Fry

J. Johnson November

July 30November

Jan 28. 2017June, 2017

5 of 6RCNP BOARD MEETING ACTION PLAN: JULY 21, 2016


ACTION POINT


TARGET DATE

6. President’s expectations on Committee Report:a) Need documentationsb) Service Project plans.

C. Stuart & team Next meeting

7. a) Continued planning stages for the August 13 RCNP Grill & Chill in that: Revisit quotations for the food. Speak to Mrs. Winder as per her expectations. Draft letters to be forwarded to corporate sponsors.

b) October 15, “All That Jazz” event in that: Procurement of quotations from the Bahamas National Trust &

Fort Charlotte

I. Bostwick & team

J. Johnson

August 3

August 3

8. Lead the charge in establishing the Past President’s Council J. Johnson Next meeting

9. Email the budget template to all RCNP members in particular the Committee Chairs I Bostwick Immediate

10. Engage Anastacia to be responsible for the dissemination of RCNP information and events to all of the P.I. chairs of RCOB.

I Bostwick A Hepburn

Immediate

11. Populate report and submit to D.G. E. Ferguson November 17

12. An appointment of a President Nominee Past Presidents Council

July 26

13. President Elburt implore that Club Membership and Club Administration review and organize its’ new members as per the New Membership Responsibilities initiative.

V HamiltonW. Knowles

July 26

13. Engage Shantell in the New Membership Responsibilities program. V Hamilton July 26

14. Email the club the checklist of the New Membership responsibilities. V Hamilton July 26

15. Re-engagement of our Interact Club-C.C. Sweeting C. Stuart September

16. Research the possibility of establishing a Rotaract Club-BTVI C. Stuart Next meeting

17. Devise a plan on amending and implementing an increase in New member admission fee to $100.00

K. FernanderV Hamilton

Next meeting

6 of 6


RNCP BOARD MEETING: AUGUST 25, 2016

PresidentElburt Ferguson














1 of 6RNCP

BOARD

MEETING: AUGUST 25, 2016



2. Invocation PP Ken Strachan


4.Committee Reports:I. Club Administration

II. MembershipIII. FoundationIV. Public ImageV. Service Projects

NIL

NIL

5. Action Items


7. BOARD MEMBERS PRESENT:1. Elburt Ferguson2. Inga Bostwick3. Mai-Tai Rahming4. Kevin Fernander5. Jimmy Unwala6. Valentino Hamilton7. Jipcho Johnson8. John Phillpot9. Ken Strachan10. William Wilson

Apologies: Warren Knowles

Absent: Charles Stuart Tim Dames


REPORTS

1.0 Treasurer: Kevin FernanderI. Report was presented to Board members.

II. All RCOB inclusive of the R.I. and District payments are up to date in payments.III. Payment was made in the amount of $200.00 to the Crooked Island project.IV. $375.00 was paid for last year New Years’ Night party.V. A suggestion that RCNP needs to organize more fundraising events eg. Raffles,

members participation/contribution in fundraisers and more so as to add additional funds to the account.

VI. Monies are owed to the Community account that was transferred/utilized to pay outstanding bills.

VII. Questions/Comments: a) P.E. Inga responded to Jimmy’s question in that she made a plea to the

members at the RCNP August 23 meeting to submit the outstanding monies to either her and Lisa as per the outstanding tickets-RCNP Grill & Chill. Hence a full report of the said event can not be presented as of yet.

b) President is concerned with regards to the use of the Community funds to subsidize other operations.

c) President mentioned that Club Administration needs to get onboard.d) P.E. Inga suggested that we buy the alcohol for events instead in utilizing the

consignment method.

1.1 Membership Chair: Valentino HamiltonI. Lisa Deveaux is fulfilling the role as the Acting Membership Wellness Chair due to the

absence of Dr Andre Clarke as he is caring for his new born baby.II. Linsey and Barry gave high praises to RCNP for the role in the Membership Orientation

Breakfast.III. Announced the Fellowship Friday event with the BCC- Friday August 26.IV. Encourage members to invite quality members to the organization.V. The excellent work of Mechelle and Anastacia in reaching out one on one with the

members with low attendance percentage.VI. With regards to Martin, his position is that

a) He is spending more time with his children.b) He promised to attend several meetings and sessions to no avail.c) He may be seeking a leave of absence.

2 of 6RNCP BOARD MEETING: AUGUST 25, 2016


REPORTS

Membership Chair: Valentino Hamilton VII. Questions/Comments :

a) PP Jip questioned that if there are any established Core List for Membership.b) PP Ken mentioned that he was one of the recipient of the low attendance

percentage and both Mechelle and Anastacia approach was very welcoming and are doing a great job.

c) PP John suggested that we make Martin an honorary member so that we do not lose him.

d) President Elburt stated that membership is doing a good job and do keep it up.e) President Elburt encourage the membership and the Board to ensure that

members be engaged in not only obtaining make-ups but to also engage in attending meetings.

1.2 Foundation Chair: PP Jipcho JohnsonI. Established a report with a financial budget attached to the same.

a) Thanked Kevin for assisting him with the budget.II. Saturday August 27 he would like to have a Foundation meeting however due to the

inclement weather the same maybe postponed.

1.3 Foundation & Past President Council: PP John PhilpotI. Paul Harris Report

a) Sufficient points were collected to obtain points for five Paul Harris in the names of PP Ken, PP Ray, PP John, PP Jipcho and PDG Edward Bostwick.

b) 9-10 Paul Harris points are expected to be obtained by November, 2016 for Mechelle, Lisa, Valentino, Dr Andre and P.E. Inga.; whom all was congratulated by PP John.

II. Past President Council a) The Council is seeking to organize a 3 year strategic plan for the club.b) There is a great gather of support from the Past Presidents.



REPORTS

1.4 P.I. Chair: PP Kendal Strachan I. P.I. is moving in a positive direction in building media coverage for events.

II. There is a silent commitment from certain media houses to continue to cover our projects.

III. Service Project: Willamae Pratt School for Girls a) The needs assessment of repairs is doable.b) Needs- 2 sheets of formica (2 rooms in need) and an Aircondition unit.c) The President decided that RCNP provide the builders work for one room for

now and can work on the next room at a later date.d) The Board voted in favor to purchase the said a/c unit at a cost of $200.00 for

which $183.00 was donated by PP Ken (proceeds from his pledge to donate for his recent travel) and $80.00 donated by IPP William.

IV. Questions/Comments: a) President Elburt mentioned that there is a need for more P.I. coverage in

addition to the purchase of a laptop and a projector screen.b) PP Jip stated that the Guardian and the Tribune media houses have a free

community section page that RCNP can utilize.

1.5 Service Project/Fundraising Chair: P.E. Inga Bostwick I. Past RCNP Grill & Chill Event

a) Projected revenue $4,500.00b) Not achieved the high collection of tickets and sales due to the inclement

weather.c) Hope that RCNP members keep their commitment in purchasing their tickets.d) Anticipates that RCNP members buy-in our events.

II. New RCNP event: “All That Jazz” a) Event deferred to a later date in October, 2016.b) Venue- The New Providence Centre.c) Printed tickets in the amount of 300 at a cost of $75.00 each.

Comment: IPP William suggested that we engage several Homeowners; Associations, Gated Community Associations eg Lyford Cay and etc, concierges and more to buy-in the event.

III. Anastacia is the club liaison to P.I.IV. President Elburt will like to see the creativeness and innovations from the Board.



REPORTS

1.5 Service Project/Fundraising Chair: P.E. Inga BostwickV. Meeting with Supt Michelle Nottage- Willamae Pratt School: President & P.E.

a) P.E. Inga read the minutes with regards to the above mentioned meeting with regards to the schools needs.

b) Several proposals on the trestle board which include “Career Day” : Venue- Ebenezer Methodist Church Implement an Interact Club with the Boys & Girls School Back To School Fun Day ( slated for each President) Furnish the library. These proposals are to jumpstart in Elburt’s years and continue in Inga’s

year.c) Question/Comments :

IPP William suggested a partnership with the constituency representative and the Ministry Of National Security initiative so as to align ourselves with other entities to achieve a wider goal.

In response P.E. Inga do not believe in aligning with any political organization for any Service project.

OTHER BUSINESS

2.0 Resolution to Continue partnership with both Willamae Pratt & Simpson Penn Schools I. President Elburt requested that if RCNP is to continue as per the above and all was in

favor.

2.1 Committee/Sub-Committee budgetsI. Kevin reiterated the need for the submission of the above mentioned.

2.2 Presenters/Speakers: September MonthI. President Elburt emphasized that Club Administration needs assistance with regards to

the above captioned.

2.3 Relocation of Board Meeting venueI. Jimmy suggested that we relocate the Board meeting to the Sunnyside Restaurant for

which all was in favor.5 of 6

RCNP BOARD MEETING ACTION PLAN: AUGUST 25, 2016ACTION POINT


TARGET DATE


1. Provide payments to outstanding bills for PP Jip and Secretary Mai-Tai- RCNP Grill & Chill event.

Kevin Aug 30

2. Organize a Core List for Membership. Valentino,Lisa,

Mechelle, Anastacia

Aug 30

3. Follow up with Martin regarding his option to be a honorary member Valentino Aug 30

4. Organize a Foundation committee meeting to discuss Foundation month and Rotarama 2017.

Jip Next meeting

5. Provide a report on plans for Rotarama. Jip Next meeting

6. Provide a nominee for the Rotarian Of The Month- August, 2016. John,Board, Past President

Council

Next board meeting

7. Introduction of the new Board for 2017-2018- November elections John,Inga

Next meeting

8. Purchase of an a/c, install the a/c and formica work to be organized as a Service project at the Willamae Pratt School.

Ken,Board

Aug 27

9. Follow up on the identification and search of the free community page at the Tribune and Guardian newspapers.

Jip,P.I.

Next meeting

10. Organize a Fundraising committee meetingI. One addition to discuss is to target and market with Homeowners’

Associations and etc for the next event- “All That Jazz”.

Inga,Fundraising

team

Aug 31

11. Forward/present the Committees/sub-committees plans to the RCNP members as per the President’s request.

Committee/sub-committee

chairs

Aug 30

12. Implement a Treasurer’s template. Kevin Next meeting

13. Service project proposals: Willamae Pratt & Simpson Penn SchoolsI. Career Day- October 2016 @ Ebenezer Methodist church

II. Interact Club with the Boys & GirlsIII. Back To School Fun DayIV. Furnish of the Library.V. Builders; work on the chapel-Simpson Penn

Elburt,Inga

Next meeting

14. Meet with Supt Hall- Simpson Penn School & Nottage- Willame Pratt to identify and offer a partial scholarship or stipend to BTVI for a carefully selected boy and girl.

Inga,Elburt

Next meeting

15. Collect an overseas shipment of 100 bags inclusive of school supplies from the donor O.E.S. Shuw-Florida.

Charles,Ken

Aug 26

16. Establish a 3 year strategic plan Past President Council

Next meeting

6 of 6


RNCP BOARD MEETING: SEPTEMBER 22, 2016















RNCP BOARD MEETING: SEPTEMBER 22, 2016















1. . Call to order President

2. Invocation

3. Action Items



5.A.O.B.

6. Adjournment

7.8.


1 of 5RNCP

BOARD

MEETING: SEPTEMBER 22, 2016



2. Invocation

3. Action Items


VI. Club AdministrationVII. Membership

VIII. FoundationIX. Public ImageX. Service Projects

5.A.O.B.


7. BOARD MEMBERS PRESENT:1. Elburt Ferguson2. Warren Knowles3. Mai-Tai Rahming4. Kevin Fernander5. Jimmy Unwala6. Valentino Hamilton7. Charles Stuart8. Lathera Major9. Ansel Watson

Apologies: Inga Bostwick John Phillpot Jipcho Johnson

Absent: Ken Strachan Tim Dames William Wilson

No quorum

8.


ACTION POINTS

1.0 RCNP Board Meeting: August 25, 2016i. Point 3. – Martin agreed to become an honorary member.ii. Point 14.- President and P.E. Inga met with the associate at Simpson Penn and as a

result:a) RCNP is designated as one of its’ support organization.b) Development and sustainability of programs for the school will

exist.

1.1 Matters Arising Out of Action Points: RCNP Board Meeting- August 25, 2016 i. Point 14.: Valentino recommended that we make contact with the Trustees of the

Simpson Penn so as to form some partnership to raise funds for the said- institution.

REPORTS2.0 Mechelle: Food Run

i. Food Run Program document involves and recommends the following:a) Raising funds for the Food Run.b) Financial approval granted through District 7020 Grant program.c) Rules and guidelines needs to be defined.d) Responsibilities will be shared through

i. Service Projects Responsibilities: Operations and management of the program.

ii. Past President’s Council Responsibilities: Fundraising to finance the program and oversight of the Food run pledge.

e) Objective is to cover 4 families.f) Food Run pledges are slated for April and June 30 of each year.

ii. Questions/Comments:a) PP Ansel recommend that we expand our involvement with the families, for

instance to assist with the children’s dental issues, Christmas gifts and more.b) PP Charles encourage that members engage with the families such as with

employment and full family facilitation.c) Mechelle stated that there will be the need to maintain regular

financial reports in order to satisfy the sponsors.

2 of 5RNCP BOARD MEETING: SEPTEMBER 22, 2016


REPORTS

3.0 Service Projects Chair: PP Charles StuartI. The Crooked Island “Yes” project is completed.

II. September 30: Assist Ms Debbie Smith & the Urban Renewal to feed the elderly and walk the nine areas of Urban Renewal.

4.0 Public Image: Lathera Major I. P.I. need pictures of events and more two weeks in advance.

II. The website has a newsletter attached for persons to read on information about the club.

5.0 Treasurer’s Report: Kevin FernanderI. Presented his report to the Board.

II. RCNP Grill & Chill made a net profit of $836.24 There remains an outstanding balance of unpaid tickets.

III. Questions/Comments:a) President Elburt recommend that RCNP members donate to club events.b) PP Ansel suggested that the President analyze and compare the pricing of our

events with the other Rotary clubs.

6.0 Membership Chair: Valentino HamiltonI. No quorum to vote on Martin as an honorary member of RCNP.

II. Membership Wellness/Dr. Andre :a) Dental service community project with the NCA and requested assistance

from the club.b) The Wellness week program will resume.

III. Decision to be made with regards to Anna Linden’s membership to the club.

3 of 5RCNP BOARD MEETING ACTION PLAN: SEPTEMBER 22, 2016

ACTION RESPONSIBILITES PERSON(S) TARGET


POINT RESPONSIBLE DATE1. Organize a Core List for Membership. Valentino,

Lisa, Mechelle, Anastacia

Aug 30


Jip Next meeting


4. Introduction of the new Board for 2017-2018- November elections John,Inga

Next meeting


Jip,P.I.

Next meeting

6. Organize a Fundraising committee meetingI. One addition to discuss is to target and market with Homeowners’

Associations and etc. for the next event- “All That Jazz”.

Inga,Fundraising

team

Aug 31



chairs

Aug 30


9. Service project proposals: Willamae Pratt & Simpson Penn SchoolsI. Career Day- October 2016 @ Ebenezer Methodist church

II. Interact Club with the Boys & GirlsIII. Back To School Fun DayIV. Furnish of the Library.V. Builders; work on the chapel-Simpson Penn

Elburt,Inga

Next meeting


Next meeting

11. I. Need a history of the Food- Run program (verbage).II. Provide a visual to potential sponsors.

III. Provide a report showcasing the volume of goods donated over the years and etc.

IV. President’s Expectation: the need for archiving of RCNP’s history.

BoardP.I.

Next meeting

12. Seek to inquire with Tossie on whether she remains as Fellowship chair. PP Warren Next meeting

13. Procurement of the RCNP banner and gifts for the presenters at the club. PP Warren Next meeting14. Procurement of quotes for the electrical wiring-CB Moss Community Project PP Jip Next meeting

15. Shipment of the donated school bags and supplies to the Rotary Club in Jamaica. PP Ken Next meeting

16. Distribution of the remaining school bags and supplies to the Simpson Penn and Willamae Pratt schools.

Board Next meeting

4 of 5RCNP BOARD MEETING ACTION PLAN: SEPTEMBER 22, 2016

ACTION RESPONSIBILITES PERSON(S) TARGET


POINT RESPONSIBLE DATE17. Require approval for the donation of funds for 400 uniforms and or assist with

$500.00 for snacks for the kids- Fred Pappa Smith Youth Community project.Board Next meeting

18. Listing of monthly activities. Board Next meeting

19. Find ways and means to raise funds for the Community service projects through the use of flyers on the website.

PP YorickLathera

Next meeting

20. Organize a separate banking account for the Foundation. TreasurerBoard

Next meeting

21. Transfer the monies owed from the Club Account to the Community Account. TreasurerBoard

Next meeting

22. Approval in having Martin as an honorary member of the club. Board Next meeting

23. Meet with the prospective members at the office of the Securities Commission. MembershipPresident

Board

Sept 29

5 of 5


RNCP BOARD MEETING AGENDA: OCTOBER 20, 2016















RNCP BOARD MEETING: OCTOBER 20, 2016
















2. Invocation

3. Outstanding Action Items

4.A.O.B.

I. Membership ratificationII. Food- Run-Family facilitation

projectIII. Disaster Fund accountIV. Foundation Fund AccountV. Club Office Elections

VI. District Governor’s Visit

5. Adjournment

6.

7.8.


1 of 6

RNCP BOARD MEETING: OCTOBER 20, 2016

REPORTS



2. Invocation Inga

3. Committee Reports:I. Club Administration


4. Outstanding Action Items

5.A.O.B.I. Membership ratification

II. Food- Run-Family facilitation projectIII. Disaster Fund accountIV. Foundation Fund AccountV. Club Office Elections

VI. District Governor’s Visit

6.BOARD MEMBERS PRESENT:

1. Elburt Ferguson2. Mai-Tai Rahming3. Kevin Fernander4. Jimmy Unwala5. Valentino Hamilton6. Charles Stuart7. Inga Bostwick8. William Wilson

Apologies: John Phillpot, Warren Knowles

Absent: Ken Strachan, Tim Dames, Jipcho Johnson



1.0 President reported that he only received one report from Membership Chair.

1.1 Treasurer: Kevin FernanderI. No major amendments in the accounts since last Board meeting.

II. No cheques written.III. Explanation of deposits.IV. Bills will be forwarded to members pertaining to their 2nd half of their membership

payments to the club.V. Resolution : Transfer Monies from Club Acct to the Community Acct and other

Transfersa) All was in favor

COMMITTEE/SUB-COMMITTEE REPORTS

2.0 Membership Chair: Valentino HamiltonI. The committee met for the ratification of 6 potential members: Stacy Sargeant,

Wellington Rolle, Anna Linden, Yisselle Lopez, Antona Curry and Charleen Kerney.II. Resolution: Selection of potential RCNP members :

a) The Board moved for the above mentioned process andb) All was in favor of the 5 potentials: Stacy Sargeant, Wellington Rolle, Yisselle

Lopez, Antona Curry and Charleen Kerney.III. Resolution: Martin Trottman as a Honorary Member of RCNP :

a) All was in favorIV. Resolution: Shantell’s Request for Leave Of Absence

a) The Board recommended that Shantell resign from the club until she is ready to re-engage.

2.1 Service Project Chair: PP Charles StuartI. “No Participation” was the response to President’s question on whether the sub-

committee participates in Service Projects.II. Recommends that the engagement must be “hands on”.

III. President expressed his disappointment with the Vocational & Youth Service sub-committees.

2 of 6RNCP BOARD MEETING: OCTOBER 20, 2016

ACTION POINTS: SEPTEMBER 22, 2016


3.0 2017-2018 RCNP Board: P.E. Inga BostwickI. The names are as follows:

1. President: Inga Bostwick2. Secretary: Mai-Tai Rahming3. Treasurer: Kevin Fernander4. Sargeant At Arms: James Anderson5. IPP: Elburt Ferguson6. P.E.: Valentino Hamilton7. Club Administration: Lisa Deveaux8. Membership: Mechelle Matinborough9. Public Relations: Anastacia Hepburn10. Foundation: Elburt Ferguson11. Fundraising: Jipcho Johnson12. Service Project Coordinator: Daswell Cox13. Service Project Administration: Jadetra Ingraham14. Youth Service: Martin Trotman

3.1 Fundraising Events: P.E. Inga I. Dates deferred due to conflicts either with the venue’s prior scheduled events in

addition to the duplication with other Rotary Club events.II. Three proposed future events:

a) Raffle: (raffle to be drawn at the Horse Show-March,2017)b) Ole School Dance: February, 2017c) Horse Show: March, 2017

A.O.B.

4.0 Service Projects/Youth Services: PP CharlesI. Timing with the school operations (Woodcock & CC Sweeting) in addition to the

introduction of new administrations posed a challenge to Youth Service.II. Few participation from the club members posed another challenge.

3 of 6RNCP BOARD MEETING: OCTOBER 20, 2016


A.O.B.

4.1 Food-Run-Family FacilitationI. President expressed concern with regards to the family on West Street in that the

young boy is not there anymore.a) Resolution: Discontinuation of the West Street family :

The Board agreed and to seek another family through Social Services.II. PP Charles stated that Ms Smith-Social Services suggested that RCNP provide food

items to the designated families every 2 weeks; due to the fact that Social Services already facilitate food items and more to these families.

4 of 6RCNP BOARD MEETING ACTION PLAN: OCTOBER 20, 2016

ACTION POINT


TARGET DATE


1. Organize a Core List for Membership. Valentino,Lisa,

Mechelle, Anastacia

Aug 30


Jip Next meeting



Jip,P.I.

Next meeting



chairs

Aug 30



Next meeting

8. I. Need a history of the Food- Run program (verbage).II. Provide a visual to potential sponsors.

III. Provide a report showcasing the volume of goods donated over the years and etc.

IV. President’s Expectation: the need for archiving of RCNP’s history.

BoardP.I.

Next meeting

9. Seek to inquire with Tossie on whether she remains as Fellowship chair. PP Warren Next meeting

10. Procurement of the RCNP banner and gifts for the presenters at the club. PP Warren Next meeting

11. Procurement of quotes for the electrical wiring-CB Moss Community Project PP Jip Next meeting

12. Distribution of the remaining school bags and supplies to the Simpson Penn and Willamae Pratt schools.

Board Next meeting

13. Require approval for the donation of funds for 400 uniforms and or assist with $500.00 for snacks for the kids- Fred Pappa Smith Youth Community project.

Board Next meeting

14. Listing of monthly activities. Board Next meeting

15. Find ways and means to raise funds for the Community service projects through the use of flyers on the website.

PP YorickLathera

Next meeting

16. Meet with the chair and its’ subcommittees to discuss the way forward. PresidentPP Charles

Sub-Committee chairs

Next meeting

5 of 6RCNP BOARD MEETING ACTION PLAN: OCTOBER 20, 2016

ACTION POINT


TARGET DATE

17. Provide the Treasurer with the information to whom the $100.00 cheque needs PP Charles Next meeting


to be addressed to with regards to the Anguilla Service project.18. Seek additional quotes and ratify the insurance package to suit RCNP. Board Next meeting

19. Arrange the date of the RCNP elections. PP Council End Of Oct

20. Provide the remaining inventory of the school bags and supplies for the Simpson Penn and Willamae Pratt schools.

PP Charles Next meeting

21. Approach Social Services to assess if RCNP is needed and also to structure our effort in acquiring the right persons for the Food-Run.

Board Next meeting

22. Review the Food-Run proposal organized by Mechelle. Board, RCNP Next meeting

23. Implementation of a Disaster Account as opposed to the Welfare Account. President Next meeting

24. Follow up on the confirmation of the DG Visit to RCNP and meet with the Committee chairs to organize the same.

President Next meeting

25. Consider to organize and combine the Induction Ceremony of the new members along with the DG Visit to the club.

Board Next meeting

6 of 6


RNCP BOARD MEETING: DECEMBER 15, 2016















1 of 4

RNCP BOARD MEETING: DECEMBER 15, 2016
















2. Invocation PP Tim Dames

3. Treasurer’s Report NIL



5. Action Items


7. BOARD MEMBERS PRESENT:1. Elburt Ferguson2. Mai-Tai Rahming3. Jimmy Unwala4. Warren Knowles5. Jipcho Johnson6. Charles Stuart7. Timothy Dames8. Warren Knowles

Apologies: Inga Bostwick Kevin Fernander Valentino Hamilton



1.0 Service Projects Chair: PP Charles StuartI. Meeting with the Principal of Woodcock Primary School to rejuvenate the

Early Act club.a) Review their computer network system.

II. Met with Principal Gray-CC Sweeting High School to rejuvenate the Interact Club

a) Organization of its Administrative Board.b) Organization of a Peace Garden program in the school.c) Development of strategic plans and strategic partners (such

as parents, teachers and students).III. Met with the relevant BTVI personnel to devise a strategic plan form a

Rotaract Club-BTVI.IV. Discussions with PP Jipcho pertaining to the Movember Challenge process.V. Fred “Pappa” Smith” Sports Academy project and the approach to the

club for a donation of $480.00 to this initiative.VI. Bilney Lane School project- asking RCNP members to donate $20 each for

the purchase of xmas gifts for the students.VII. Will seek the have the new Rotarians Charlene and Stacy to lead with the

Organization of the Rotaract-BTVI and other projects.VIII. There are several projects on the drawing board pertaining to the

International service projects however there is a lack of funding from the Club to accommodate the same.

2 of 4


RNCP BOARD MEETING: DECEMBER 15, 2016COMMITTEE/SUB-COMMITTEE REPORTS

1.1 Foundation Chair: PP Jipcho JohnsonI. There were no meetings held.

II. Had challenges with the sub-committee(Grants& Polio) members and its’ meetings.

III. Pokeno event-2017 will be hosted at PDG Edward Bostwick’s home.IV. Accomplishments involved raising funds through the Rotary Grants.V. Events pending: a) Pokeno

b) World Greatest party (100 years-RotaryFoundation)c) Rotarama (this event may be re-organized to a

party).VI. C.B Moss church project- the report was completed and awaits

quotation so to formulate a budget.

1.2 Club Administration Chair: PP Warren KnowlesI. Seeking to order a new flag and supplies e. banners, gifts for speakers,

etc.II. Quotes received and forwarded to Treasurer Kevin.

III. Rotarian Tossie to continue as Fellowship chair

RESOLUTIONS2.0 1.0 I a) Woodcock Primary computer network system:

Deferred pending cost analysis PP Tim offered to donate $500.00 1.0 V Fred Pappa Smith Project:

The project is approved by the Board in principle, however awaits the Treasurer’s report.

PP Tim made a motion and seconded by PP Warren in the Interim the Board present can determine to approach the club to provide $200.00 to the project and PP Tim will cover the balance.

2.1 1.1 President Elburt made the motion to the Board to organize a separate banking account for the Foundation as a Foundation account and was seconded by PP Tim.

3 of 4















RCNP BOARD MEETING ACTION PLAN: DECEMBER 15, 2016ACTION POINT


TARGET DATE

1. Assisting with the Woodcock Primary School computer network system project in phases

Board , members

Pending Board & Club

approval2. Funding of $200.00 for the Freddy Pappa Smith project and present to the members

for their approval.Board Pending

Treasurer’s report

3. Assist the CC Sweeting school students with their Peace Garden. Board Pending cost

4. Monitoring and the sustaining of the Service Projects. PP Jipcho Johnson

Ongoing

5. Acquire needs assessment of furniture and computers for the CC Sweeting School. PP Jipcho Johnson

Next Board meeting

6. Budget report for the computer network system-CB Moss church project. PP Jipcho Johnson

2nd week-January,

20177.

8.

9.

10.

11.

12.

13.14.

15.

16.

4 of 4

RNCP BOARD MEETING: JANUARY 26, 2017















1 of 5RNCP BOARD MEETING: JANUARY 26, 2017





























2. Invocation Valentino Hamilton



I. Club AdministrationII. Membership

III. FoundationIV. Public ImageV. Service Projects

5. Action Items


7. BOARD MEMBERS PRESENT:1. Elburt Ferguson2. Mai-Tai Rahming3. Jimmy Unwala4. Jipcho Johnson5. Inga Bostwick6. Kevin Fernander7. Valentino Hamilton



1.0 Treasurer’s Report: Kevin FernanderI. Rotarian Kevin gave a report on the present financials of the club and

community accounts.

1.1 Membership Chair: Valentino HamiltonI. Met with the perspective members by the names of Samantha Bain, JJ

McKenzie, Darcel Williamson and LaPaige Gardiner.II. Samantha Bain is presently recovering from an apparent

major surgery; reason for her absence.III. Lapaige expressed that she wants to transfer from RCN.IV. Seeking Board’s approval for JJ, Darcel and LaPaige.V. Is desirous in seeking to organizing another “Guest Night” event at

club meeting. Resolution: i. The induction of Darcel and JJ.

a) The Board was in favor and approved. ii. Organize “Guest Night” prior to February 25.

a) Board agreed for Valentino to organize the same. 1.2 Service Projects/Fundraising Chair : P.E. Inga Bostwick

I. February 25: new rescheduled date for the RCNP Rake & Scrape event.II. Raffle books to be received by next RCNP meeting.

III. March 11-12: provided brief insight on the same.IV. P.I. is excited in promoting the remaining RCNP events in that:

a) One individual from the Fundraising will be allowed to promote the events for two mornings on the radio station.

2 of 5RNCP BOARD MEETING: JANUARY 26, 2017



1.3 Foundation Chair: PP Jipcho JohnsonI. February 4: Pokeno Night at PDG Edward Bostwick’s residence.

II. Goal Tracking: Organized a meeting on Saturday past which result in the following:

a) Membership- substantially completed.b) Foundation- work in progress.

There was no meeting in December, 2016. Allow Rotarian Lisa to forward a reminder

to members to donate to the Foundation. Pennies for Polio- P.E. Inga suggested

persons to donated paper monies instead of coins.

A.O.B.

2.0 Establishment of Post Office & Email Address-RCNP: President Elburt I. There is a need to establish the above captioned in addition to the

establishment of RCNP business cards (as suggested by P.E. Inga).

Resolution: The Board approved point i.

2.1 Formation of a Grant Committee: President Elburt I. The committee will be responsible for the management of the

District Grant for the funding of the Food-Run.a) The committee will consist of Rotarians Mechelle

(chair), Lisa, Kevin, PP Warren and PP Charles. Resolution: The Board approved point i.

2.2 RCOB Highlights I. MUNS event

a) Funds are already allotted for the same.b) P.E. Inga nominated and it was seconded by Mai-Tai

for PP Jip to be the RCNP representative to the MUNS committee. The majority was in favor.

3 of 5




























RNCP BOARD MEETING: JANUARY 26, 2017

2.2 RCOB Highlights II. March 8: Celebration of Women in Rotary

a) President Elburt nominated P.E. Inga to be the RCNP representative for the above mentioned and was seconded by PP Jipcho. All was in favor.III. April 21-23: RCOB meeting in Eleuthera.IV. Awaiting confirmation on a scheduled visit of Rotarians from Sri-

Lanka as per the end of the month.V. February 24-26: RYLA and there is a plea for volunteers to assist

in the same.VI. Road To Peace monument is proposed to replace the Rotary

Wheel that is opposite Doctor’s Hospital and in turn the Rotary Wheel will be placed out on the airport road.

VII. President Elburt mentioned that Public Image needs “more work” for instance the organization and writing of stories/history of RCNP.

a) President Elburt reiterated that he will assist P.I. with the formulation of a brochure with the assistance of PP Yorick in the ways of teaching on how to archive.

P.E. Inga motioned that the meeting be adjourned and was seconded by PP Jipcho.




























4 of 5RCNP BOARD MEETING ACTION PLAN: JANUARY 26, 2017

ACTION POINT


TARGET DATE

1. To have Shantell Hepburn send in her resignation from RCNP. Board Next meeting

2. Forward emails to members with outstanding membership balances Treasurer Prior to next meeting

3. Require a transfer letter and her financial status from PP LaPaige former Rotary Club. Valentino Prior to next meeting

4. To liaise with V. Alfred Gray and or Dr. Duane Sands as a secondary to present at the tentative RCNP “Guest Night”.

Valentino Prior to next meeting

5. Liaise with the New Providence Centre to investigate whether February 25, 2017 is feasible for the Rake & Scrape event.

P.E. Inga Prior to next meeting

6. Liaise with Rotarian Sheila as it pertains to rekindling the Rotarama event concept. PP Jiphco Prior to next meeting

7. Ensure that funds be transferred to the Foundation and state specifically which grouping to where the monies should be submitted.

Treasurer Prior to next meeting

8. Seek date to continue and count the coins from the Pennies For Polio initiative. P.P. Jipcho Prior to next meeting

9. Establish and procure an email address, business cards and a P.O. Bo account for RCNP.

President Elburt

Next meeting

10. Assisting with the Woodcock Primary School computer network system project in phases

Board , members

Pending Board & Club

approval11. Assist the CC Sweeting school students with their Peace Garden. Board Pending cost

12. Acquire needs assessment of furniture and computers for the CC Sweeting School. PP Jipcho Johnson

Next Board meeting

13. Budget report for the computer network system-CB Moss church project. PP Jipcho Johnson

2nd week-January,

201714.

15.

16.

5 of 5

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