Rotary Club of Westlake-Bay Village
Official Meeting Notes & Proceedings
I. Opening Ceremonies & Fellowship
- Call to Order & Invocation: The meeting was called to order with Joe leading the club in an opening prayer centered on the seasonal harvest, leadership within Rotary, and a request for wisdom and guidance for all members.
- Pledge & Four-Way Test: Members recited the Pledge of Allegiance and the Rotary Four-Way Test.
- Attendance & Meeting Setup: Attendance was unusually high, requiring an additional table to be set up to accommodate all attending members and guests.
II. Executive & Foundation Business (Corlee Foundation)
- Corlee Foundation Account Migration:
- Status: The board reviewed ongoing preparations to transition foundation investment accounts to Charles Schwab.
- Action: Jim is finalized to complete the setup and execution of the Schwab transition prior to year-end.
- Investment Committee Update:
- Action: Joe will send out information regarding the Q3 Investment Committee meeting and present a detailed financial update to the full club next month.
- Board Leadership Election:
- Action: The club held a formal vote and officially confirmed Lisa as President-Elect for the upcoming term.
III. Service Projects, Health Initiatives & Fundraising
1. Community Service & Health Screenings
- Diaper Drop Delivery:
- Schedule: The Diaper Drop delivery is officially scheduled for next week.
- Fellowship: Following the drop-off, members will gather for an informal breakfast/lunch social at Grumpy's.
- Westlake Health Screening Event:
- Recap: Westlake-Bay provided a recap of the recent screening event, noting a successful turnout where volunteers set a record for efficiency in clearing tables.
2. Fundraising & Outreach Programs
- Annual Rose Sale:
- Target: The club's sales goal is set at 250 dozen roses. Pat Jeffrey reported on current commitments and orders.
- Member Commitment: All members are requested to report their commitments and order counts to Pat.
- Four-Way Speech Contest:
- Leadership: Lisa will continue as the contest lead for this term. However, she has opened the floor for any interested member to co-lead or take over the chair position.
- Alzheimer’s Association Campaign & Cleveland Walk:
- Fundraising Totals: Local Rotary efforts have raised over $40,000 to date. District-wide fundraising has reached nearly $415,000 toward the $950,000 total campaign goal.
- Event Date: The Cleveland Alzheimer's Walk takes place on Saturday, October 17th.
- Action: Terri will contact Pat Hayes (Strongsville Club) regarding organizing a district table at the walk. Members are encouraged to volunteer at the table.
- International Ministry Support (He Cares Ministry - Ethiopia):
- Discussion: A request was brought to the floor to assist He Cares Ministry in Ethiopia, which has lost $5,000 in annual funding due to international inflation.
- Action: The club will hold a formal discussion and vote on financial support for the ministry during next week's meeting.
IV. Committee Reports & Administrative Updates
1. Annual Golf Outing
- Registration & Roster: Justin reported that registration is strong, with approximately 26 to 27 foursomes confirmed (around 108 total golfers).
- Registration Closure: Official open registration is closing, but Justin will manage single registrants and individual team additions as needed to balance out the field.
- Hole Sponsorships & Signage: The club needs to make a final push to sell additional hole sponsorships. Hole signs require a one-week production lead time.
2. Art Festival Planning & Website Modernization
- Website Modernization Proposal:
- Details: The club reviewed a $2,250 proposal from the webmaster to modernize the Art Festival website to enhance site security, mobile performance, and SEO capabilities.
- Funding Debate: Members discussed funding sources (Corlee Fund vs. Art Fest operational budget). It was agreed that the expense is appropriate as a quarterly budget line item given the long-term benefit to the festival.
- Contract Review: Patty raised key questions regarding the exact number of edits included and domain ownership rights if the vendor relationship changes.
- Action & Vote: Westlake-Bay moved to grant the Art Fest Committee full discretion to proceed with the website update. The motion was seconded and approved. Patty will review the detailed contract terms with the webmaster regarding domain ownership before final execution.
- 2027 Art Festival Preparations:
- Planning Meeting: A kickoff planning meeting for the 2027 festival will be scheduled in October.
- Grounds & Mapping: The committee will map out the festival grounds and booth layouts early to streamline artist slot assignments.
- Featured Artists: Selection criteria will balance name recognition and local artist exposure. The committee is considering bringing back a previous featured artist (such as Eileen Dorsey) for the 10-year anniversary, and noted interest in a potential future artist specializing in fiber/yarn art.
3. Youth Exchange & District Events
- Ohio Erie Youth Exchange: Terri reported that three Westlake High School students have expressed interest in the exchange program, though formal applications are pending.
- Action: Terri will coordinate with Patrick Kelly to keep the club informed regarding host family recruitment and application milestones.
- Arborist Tree Planting Event: Terri announced a district tree-planting event scheduled for October 3rd in Aurora.
V. Speaker Calendar & Meeting Schedule
- Speaker Bookings: Justin reported that November programming is progressing well, with 4 to 5 speaker events already booked.