ROTARY CLUB OF MOE
SPECIAL BOARD MEETING
MINUTES: 19 March 2020
Venue: 61 Hampton St Moe
Meeting Commenced at 7.05pm ACTIONS
Board Members 2019-20
Pres. Helen Morrison, Sec. & PE. Di Harrison, Treas. PDG PP Bryon Puddy, Rtn. Lyn
Cassar, PP Maureen Bishop, IPP Peter Kingsbury, PP Di Wilkinson (Acting Treasurer), Rtn.
Alan Bishop, PP Len Cairns (Co-opted member).
Present:
Pres. Helen Morrison (HM) (Chair), Sec. & PE. Di Harrison (DH) (Club Admin), PP
Maureen Bishop (MB) (Vocational/Youth), PP Len Cairns and Rtn. Alan Bishop (AB)
(Membership).
Apologies:
Treas. PDG Bryon Puddy (BP), IPP Peter Kingsbury (PK) (International),
PP Di Wilkinson (DW) (Foundation) and Rtn. Lyn Cassar (LCa) (Community).
GENERAL BUSINESS:
1. Discussion regarding COVID-19 and Impact on the Rotary Club of Moe
Background: RI has circulated their response re. the COVID-19 outbreak and is closely
monitoring the pandemic, the illness caused by the novel coronavirus, and is continuously
assessing the potential impact on Rotary operations, events, and members.
In the near term, Rotary International recommends that districts and Rotary and Rotaract
clubs meet virtually, cancel, or postpone meetings and events following the advice of national
and local health officials.
Rotary encourages members and their families to take precautions to protect themselves from
contracting the virus by: washing your hands often and thoroughly, putting distance between
yourself and others if COVID-19 is spreading in your community, and staying home if you
are sick.
The Board acknowledged the fact that many club members are in the high-risk age group.
DH was contacted by Courtney Lee (RSL Moe) and was advised the Function Room is no
longer available for Rotary Meetings as from Monday 23 March.
Robin Noakes organised a ‘practice’ Skype session with LC, MB, and DH earlier today,
which was successful. Feedback: Participants agreed Skype would be a good program to use
for virtual meetings. A moderator is needed to assist with the running of the meeting. RN has
offered to setup groups.
Motion:
‘The Board of the Rotary Club of Moe recommend that as from Monday 23 March, members
do not meet face-to-face for a period of 6 weeks, then subject to a review of the COVID-19
pandemic situation in the first week of May, a further recommendation will be made by the
Board in line with information from Rotary International and national health officials
regarding social contact.
That the club move to virtual meetings and setup Skype groups to enable meetings to be held
for Club Administration and the Board during the period of limited social contact.
That regular weekly communication with members of the club will continue to occur through
the Bulletin and ClubRunner emails and members are encouraged to keep in contact with
each other through phone calls.’
Moved: LC Seconded: AB Carried Unanimously
The Board agreed to use Skype to conduct meetings and communicate virtually. DH will send out instructions regarding how to access and use Skype to all club members.
DH is to contact Roger Taylor regarding programs and how RT wishes to proceed re. contacting guest speakers.
Member Welfare - It was suggested a Phone Buddy List be developed. LC will include this in the Bulletin and invite members to contact DH via email as to who they would like to buddy with.
DH reported the District is planning to record webinars to circulate to clubs so they can be viewed by members to maintain their interest in Rotary. Links can be shared with members via the Bulletin.
The Board acknowledged the activities of the committees: International; Community and Vocational/Youth will be curtailed due to the COVID-19 pandemic.
MB (Chair-Vocational/Youth) will contact school Principals re. continuing the RJCA program. DH reported MUNA had been cancelled and clubs and secondary schools will be formally notified.
DH will send out an email via ClubRunner tomorrow to inform members of the Boards decision regarding mode of future meetings.
No further business was discussed.
Meeting Closed at: 7.40pm
SPECIAL BOARD MEETING
MINUTES: 19 March 2020
Venue: 61 Hampton St Moe
Meeting Commenced at 7.05pm ACTIONS
Board Members 2019-20
Pres. Helen Morrison, Sec. & PE. Di Harrison, Treas. PDG PP Bryon Puddy, Rtn. Lyn
Cassar, PP Maureen Bishop, IPP Peter Kingsbury, PP Di Wilkinson (Acting Treasurer), Rtn.
Alan Bishop, PP Len Cairns (Co-opted member).
Present:
Pres. Helen Morrison (HM) (Chair), Sec. & PE. Di Harrison (DH) (Club Admin), PP
Maureen Bishop (MB) (Vocational/Youth), PP Len Cairns and Rtn. Alan Bishop (AB)
(Membership).
Apologies:
Treas. PDG Bryon Puddy (BP), IPP Peter Kingsbury (PK) (International),
PP Di Wilkinson (DW) (Foundation) and Rtn. Lyn Cassar (LCa) (Community).
GENERAL BUSINESS:
1. Discussion regarding COVID-19 and Impact on the Rotary Club of Moe
Background: RI has circulated their response re. the COVID-19 outbreak and is closely
monitoring the pandemic, the illness caused by the novel coronavirus, and is continuously
assessing the potential impact on Rotary operations, events, and members.
In the near term, Rotary International recommends that districts and Rotary and Rotaract
clubs meet virtually, cancel, or postpone meetings and events following the advice of national
and local health officials.
Rotary encourages members and their families to take precautions to protect themselves from
contracting the virus by: washing your hands often and thoroughly, putting distance between
yourself and others if COVID-19 is spreading in your community, and staying home if you
are sick.
The Board acknowledged the fact that many club members are in the high-risk age group.
DH was contacted by Courtney Lee (RSL Moe) and was advised the Function Room is no
longer available for Rotary Meetings as from Monday 23 March.
Robin Noakes organised a ‘practice’ Skype session with LC, MB, and DH earlier today,
which was successful. Feedback: Participants agreed Skype would be a good program to use
for virtual meetings. A moderator is needed to assist with the running of the meeting. RN has
offered to setup groups.
Motion:
‘The Board of the Rotary Club of Moe recommend that as from Monday 23 March, members
do not meet face-to-face for a period of 6 weeks, then subject to a review of the COVID-19
pandemic situation in the first week of May, a further recommendation will be made by the
Board in line with information from Rotary International and national health officials
regarding social contact.
That the club move to virtual meetings and setup Skype groups to enable meetings to be held
for Club Administration and the Board during the period of limited social contact.
That regular weekly communication with members of the club will continue to occur through
the Bulletin and ClubRunner emails and members are encouraged to keep in contact with
each other through phone calls.’
Moved: LC Seconded: AB Carried Unanimously
The Board agreed to use Skype to conduct meetings and communicate virtually. DH will send out instructions regarding how to access and use Skype to all club members.
DH is to contact Roger Taylor regarding programs and how RT wishes to proceed re. contacting guest speakers.
Member Welfare - It was suggested a Phone Buddy List be developed. LC will include this in the Bulletin and invite members to contact DH via email as to who they would like to buddy with.
DH reported the District is planning to record webinars to circulate to clubs so they can be viewed by members to maintain their interest in Rotary. Links can be shared with members via the Bulletin.
The Board acknowledged the activities of the committees: International; Community and Vocational/Youth will be curtailed due to the COVID-19 pandemic.
MB (Chair-Vocational/Youth) will contact school Principals re. continuing the RJCA program. DH reported MUNA had been cancelled and clubs and secondary schools will be formally notified.
DH will send out an email via ClubRunner tomorrow to inform members of the Boards decision regarding mode of future meetings.
No further business was discussed.
Meeting Closed at: 7.40pm
The minutes of the special Board Meeting show that our Board has taken the advice of RI and the Australian Government seriously and is taking steps to enable communication and support amongst Moe Rotarians over the coming weeks.
Our secretary Di Harrison has sent an email to all Rotarians today about how to arrange to operate on the free software communication package called SKYPE.
Please click on the following link which will help you get started with using 'Skype'
https://support.skype.com/en/faq/FA11098/how-do-i-get-started-with-skype
Once you have a Skype name (ID) and have initiated the programme for you Phone or Computer, please let Robin Noakes know by email what your ID/Name for Skype is as he, as sergeant, will be moderating future meetings online.