REPORT SECTIONS
» Club Operations «
» Financial Statements «
» The Face of Rotary «
(Photo Gallery)
 |  | |
|
Annual Report 2007-08
Every year is important to Rotary International:
|  |
Bacchus Marsh, like elsewhere, is experiencing its 11th year of drought. Climate warming, water restrictions, crisis management in the re-allocated use of water, promotion of sustainability measures with recycling and expanded sale of water tanks … these issues have been to the forefront of community conversations.
And there have been at least two major international disasters. The first was in Burma where floods devastated a community, help for whom was affected by the ruling government reluctant to accept aid. Rotary International was the first non-government organisation to gain access to Burma and provide relief.
Another dreadful disaster occurred in China, related to an earthquake. Entire townships and schools were lost: huge populations killed. Again, Rotary International has been to the forefront in providing relief.
The Club has responded to these needs
in practical and timely ways.
Bacchus Marsh continues to value itself as a country town: proud of its rurality, and continues to be a caring and safe community living in a beautiful area – farming, fresh produce, Avenue Fresh Produce stalls, retail shopping centre.
Its population is 17,000 residents.
On a daily basis, over 40% of residents travel elsewhere to work – Melbourne, Geelong, Ballarat, Gisborne. This is possible because Bacchus Marsh is centrally located to these major centres.
Moorabool Shire lists 165 business categories or classifications, giving contact details for businesses operating local to the area. (It's interesting to note that many of these classifications don‘t include businesses of current Club members!).
Bacchus Marsh is the third fastest growing rural Shire, expecting growth of 2% in the near future.
Given the current population, forecasted growth,
diversity of businesses and age profile,
excellent membership opportunities
are presented for the Club.
A couple of issues are evident however from this pen-picture.
For those who are daily absentees, what is their sense of community? How can the Club compete with the precious discretionary time available to these residents and their sporting, family and recreational interests?
Does Bacchus Marsh have in fact, several communities – residents, business, age based?
How can Rotary bring "the community" into its network of service, compete with broader life-style considerations, energise the Club with fresh ideas?
Is fulltime Club membership the only way of capitalising on the expertise and contributions of our residents?
The Club is itself a Community, sharing a bond with members
at Local, National and International levels,
focused on programs & projects of benefit to others.
The report conveys the work of (in the main) 37 members and partners, sponsors, supporters, and project partners e.g., Moorabool Shire. It has been prepared as a snapshot of the Club's work, as well as the community service work of individuals. Not all of the work or value is reflected in the accounts. Quantifying the value of community service is difficult but necessary and important to those evaluating its performance. From the outset, the reflections on 2007-2008 show the Club to have
outstanding results.
The view is taken that while the annual report should celebrate Club achievements, it is also an important record of the circumstances in which they were accomplished.
There are 3 main sections: | ||
and Resource Management. |
Please enjoy the report! We welcome your connection with us and Rotary's service.
↑ Top
The Club Plan for 2007-2008
This time twelve months ago, the Club endorsed the following objectives:
| | 1. expand and diversify the membership profile 2. trial a different model for planning and implementation of projects 3. increase the visibility of Rotary through public exposure & promotion 4. manage resources, diversify income sources |
… and the Outcomes
The Plan should have said, 'As part of the Club's regular activities', to give attention to the objectives listed above. From the President's viewpoint, the outcomes are a tribute to the energy and strength of the Club in relation to annual commitments. The results of members' efforts are really significant but not reflected in the plan formed last year.
| | 1. | The membership profile declined over the year, and in the last few weeks has regained losses that resulted from earlier resignations. |
| 2.
| The model for planning and implementation of projects was based on reported difficulties with traditional Committee structures. That planned was not implemented but the concept of Committees continues to be 'create as necessary' rather than arbitrarily allocate members to Committees. |
| 3. | Visibility and promotion of Rotary has been enhanced as planned. Principally this was done through website developments combined with planned media relationships and exposure. |
| 4. | In terms of resource management and diversifying income sources, the Club has had mixed results. More can be done with planned community involvement to achieve agreed community priorities. |
Club Highlight 2007-2008
A Community Resource - Indoor Aquatic Centre
In September 2007, the board was invited to identify a major project for the Club, drawing on seeding funds held in an account established for this purpose. All possible options and ideas were explored, and a recommendation was developed for discussion at Club level. Again, all avenues were explored.
What major project could the Club take on which would:
 | Provide major benefits to the community |
| Involve all Club members, all members of the community |
| Exceed one Rotary year to achieve, thereby requiring a forward commitment by incoming Presidents and board members |
| Place Rotary in a leadership facilitating role |
| Justify access to the use of special purpose funds held by the Club. |
By November 2007, the Club had made its decision: to take a leading role in the provision of an indoor aquatic centre suited to the sporting, recreational, therapeutic, and educational needs of the Bacchus Marsh community.
In December 2007, three successive Club Presidents met with the Shire; in March 2008 a joint appraisal was made of strategies used successfully in Benalla; in March 2008 a special account was opened for the Aquatic Centre; in May 2008 Rotary organized a major fund-raising dinner; and in June 2008 the project was officially launched at the Annual Art Show, announcing that $10,000 had been raised for the aquatic centre.
At the time of presenting this Annual Report, the Club awaits the outcome of a feasibility study being undertaken by the Shire of Moorabool, at which time (early 2009), it is expected that the Club will continue to work with the Shire and the community on bringing this project to realization.
Should the Shire Council decide to proceed, the timeline is likely to be 2-3 years, during which time, the Rotary Club of Bacchus Marsh will increase its effort to work with the community to raise funds for a major shared facility of potential benefit to all age groups and needs.
↑ Top
Service Above Self
Service to Health
(Club Champions: Tim Grosvenor, Ellie Taffe, Bob Levy, Russell Gilbert, Bill Hull, Wendy Stubbs)
| | Relay for Life: Cancer Council: a mix of individual fund-raising by Rotarians, actual Club contribution ($250) and donations achieved through Rotarians (e.g., $500 from William Buck courtesy of the advocacy of Wendy Stubbs) $1,500 |
| | Ride to Rotary Conference: Ovarian Cancer: undertaken by Rotarian Russell Gilbert, coordinated through Moonee Valley RC: $5,190 |
| | Multiple Sclerosis Society: $200 |
Estimated value: $6,900
Services to Education, Youth
(Club Champions: Ian Morris, David Stewart, John Lucas, Errol Healy, Peter Lawford, Jock Taylor, Alan Morton, Jock Taylor, and key supporters including Miranda Brockman, Moorabool Shire, Clarke Builders, Elms and Turner Street Medical Centres)
| Youth Leadership Award: $600 |
| Youth Enrichment Awards - Eight students: $2,000 |
| Scholarships to students - 8 schools: $950 |
| Let's Read - a Pre-School Literacy program: $4,000 |
| Working Bee: Skateboard Park |
| Model United Nations Camp (4 students) International Peace & Understanding: $960 |
| Drought relief to schools in Bendigo district - Christmas cakes & puddings: $450 |
International Service
(Club Champions: Geoff Camm, Russell Gilbert, Bob Levy, Alan Morton, Peter & Glenys Kay, Board of Directors)
| Four Shelter Boxes: practical relief for communities affected by disaster: $4,800 |
| Relocation of 40 hospital beds from Bacchus Marsh hospital to Uruguay through Donations in Kind: estimated value $4,000 |
| Rotary Foundation: $4,000 |
| Health Research Foundation: $500 |
| Cleft Palate remediation: $1,000 |
| School of St Jude: through Rotarian Russell Gilbert, the cost of education for a student, combined with donations, resulted in $3,100 to the school |
| Farewelled Elin Oppergaard to her home in Norway as International Exchange Student: minimal support following exchange year previously: $200 |
| Ripple Effect, Thailand, $200 |
Service to Local Hospital
(Club Champions: include Peter Shilton, John Lucas, Ken Sheehan, Bob Levy, David Stewart, Russell Gilbert, Melton Valley Rotary Club)
| BBQ: David Calleja Car Show - Rotarians on duty all day, contributing to an overall result of $100 for the Hospital |
| Recycling system: A joint approach to Western Water by Bac-chus Marsh and Melton Valley Clubs, resulted in a sponsored project $5,000 |
Estimated value: $5,100
Community Groups
(Club Champions: Alan Morton, Neil McDonald and members of the Club‘s Art Committee, Pieter Honig, Peter Lawford, Tim Grosvenor, Ken & Joan Sheehan, Ellie Taffe)
| Respite care facility in Bacchus Marsh - E.W. Tipping Foundation: $4,000 |
| State Emergency Service: $1,000 |
| Children's Protection Society: $1,600 |
| Girl Guides & Scouts: $1,000 |
| AusKick: $4,400 |
| Shire of Moorabool: sponsorship of Senior Citizens Week: $1,500 |
| Neighbourhood House: the Club has just commenced weekly donations of food |
| Launched Community Services Directory website valued at $2,000 |
| RSL: Anzac Day - club function: $250 |
Aquatic Centre
(Club Champions: David Stewart, Beverley Barnes, Noelene Watson, Fund-Raising Committee members, Community and Sponsors)
Arranging speaker, negotiating fees, organizing dinner function attended by 300 participants: $10,000
Environment
(Club Champions: Ellie Taffe working with Thea Laidlaw at Moorabool Shire, Bob Levy, Geoff Slee, David Stewart, Joan and Ken Sheehan, Debbie & Pieter Honig, Peter Kay, Neil McDonald, Alan Morton, Errol Healy, Peter Lawford, Jamie Hine, former member Byron Guthrie)
| Working Bee: Skateboard Park |
| Upgrading of Pioneer Women's Memorial Avenue: CWA: $1,500 for signage |
| Clean Up Australia working bee |
| Djerriwarrh Bridge: working bee |
| Rotary Federation Avenue: working bee |
| Darley Bridge and associated reserve: working bee |
On the basis of the above,it is estimated that theRotary Club of Bacchus Marshhas been instrumental inachieving some $65,500in Community Service,together with personal timeand energy, for localand overseas programsand projects during 2007-08 |  |
↑ Top
Club Operations
The Club meets on a weekly basis, the purposes of which include: to enjoy fellowship, share the experiences and advice of guest presenters, and to maintain Club operations and services. Key elements for the Club are (a) the weekly program of presenters and (b) the Club Bulletin. In this regard, Rotarians Alan Morton and John Lucas have provided outstanding service to the Club.
The meeting "machinery" relies on club service in setting up the microphone and laptop for presentations, collecting monies, paying for catering, organizing raffles, fulfilling roles like Sargeant-at-Arms, fellowship, 3 minute speaker, meeting chairman. All members have done a wonderful job.
A note is needed at this point to recognize (a) catering arrangements for meeting attendance and (b) hospitality arrangements at the venue. Courtesy of Smith and Gilbert Accountants, Michele Light, Sheryl Harbottle and staff have provided a simple and effective system for managing catering, average meeting attendance of 75%. A continuing difficulty however, relates to members notifying them of absences, a discourtesy that creates an unnecessary cost obligation for the Club.
Ted Payne, and more recently Sue and Terry Bates as proprietors of the Avenue Motel together with Claude and his catering team, have assisted the Club - no charge for venue hire; privacy for meeting and collegiality purposes; pleasant environment and meals. The Club conveys its sincere appreciation.
The following section reflects on activities during the year.
Club Developments
(Key facilitators: Tim Grosvenor, John Lucas, Michele Light and staff at Smith and Gilbert)
| | Purchased laptop computer for presentations by speakers |
| | Launched Club website |
| | Established system for meeting attendance |
Fellowship
(Key facilitators: Alan Morton with program design, Peter and Glenys Kay, Silvia Hookey, Ian and Merryn Morris, partners of members who joined in for the given occasion, Claude and team, Ted Payne, Sue and Terry Bates)
| Melton Club: 10 pin bowling night |
| Melton Valley: fund-raising auction |
| Brimbank Central: club visit |
| Christmas in July: Melton Valley |
| Charter Night: indoor games |
| Indoor Bowls night |
| Community Bowls Challenge |
| A celebration of the spirit and spirituality of ANZAC |
| Club Breakup Christmas Concert |
| Combined Services Night |
| Environmental Visit to property of Alan & Roberta Morton, |
... and Industry Visits
Djerriwarrh Super Health Clinic, Melton
Gunstock manufacture: Bacchus Marsh
Bacchus Marsh Rifle Club
Sunnystones
Fund-Raising (results reflected elsewhere)
(Key facilitators: Russell Gilbert, Geoff Camm, Alan Morton, Peter Shilton, Wendy Stubbs, Bob Levy, Beverley Barnes, Club members re club raffles and share market contributions, numerous local busi-ness sponsors)
| A Touch of Tuscany $4,000 |
| Ravishing Romanticism $1,000 |
| Sale of Christmas cakes & puddings $580 |
| Presentation by Li Cunxin, "Mao's Last Dancer" $10,000 |
| Rotary Share Market: club only: $500 |
| Rotary Raffle: club only: $1,100 |
| Footy Tipping: club only: $600 |
| Sale of scrap metal: $450 |
| 37th Annual Rotary Art Show held in June 2007: $10,000 (Neil and Di McDonald, Ian and Margaret Wardell, Wendy Stubbs, Pieter Honig, Paul Wittick, Russell Dodemaide, Glenys Kay, Peter and Maxine Lawford, sponsors including for the first time, Western Water) |
| Footy Fever Night $4,400 |
| Relay for Life $750 |
Club Membership
The list shows 41 members (two inductions pending) , and one Honorary member, Frank Ruffo. Membership is crucially important to generate manpower, fresh ideas, succession planning and viability. At present there is no recruitment plan: it's needed if the Club is to systematically diversify its profile (gender, classification, work roles, age, community service interests and discretionary time).
To date, the Club has not given attention to the concept of member itself. One who is financial, attends on a regular basis, participates across the Rotary year tends to define the traditional view.
While we accept that partners of Rotarians can be 'members' of Committees and project teams, we have yet to accept the matter of 'friends of Rotary' or 'co-optees' in the same vein. Both of these afford the Club opportunities to import expertise and energy according to a given purpose and given tenure, - not in traditional ways.
Estimated Age Profile
In the last twelve months, Clubs have been urged to evaluate the viability of their organiza-tions against an age profile. Underpinning this is the matter of succession planning, changing the image from "old, men and sausage sizzles" to a more contemporary one, appealing to younger members, upgrading the capacity of Rotary International to achieve its programs, improving the sustainability and viability of Clubs. On the other hand, age is but one factor and productivity another! Both offer a good base for the Club to develop a member recruitment and retention strategy.
The following is estimated ...
Work Profile
Membership of Rotary could be regarded as financially expensive! Contributing to this proposition is the cost of weekly meals and activities, annual subscriptions to Rotary International, Club membership dues, annual Conference, estimated in the order of $2,000+. Membership of Rotary can also be time demanding e.g., weekly meetings, implementation of Rotary programs and projects.
The value of membership has yet to be articulated in a way that appeals to potential members with limited time or with limited discretionary budgets. Cost-benefit messages can be valuable in this regard.
It's noted that 'work and employment' patterns appear to be in transition. Where careers were seen as distinct periods of employment and retirement, the profile now is more complex with folk working on tenured contracts, on a project basis, having several jobs simultaneously, various shades of 'retirement' in terms of discretionary time. The following scenario (as estimated) is presented for consideration.
Current Membership
Lindsay Arnold, Beverley Barnes, Scott Benton, Don Bruce, Gary Bruce, Bernie Coburn, Geoff Camm, Gab Csillag, Barry Davis (P), Russell Dodemaide, Brian Gaffney, Russell Gilbert, Tim Grosvenor, Errol Healy, Pieter Honig, Simon Hookey, Jamie Hine, Peter Kay, Peter Lawford, Bob Levy, John Lucas, Neil McDonald, Ian Morris, Alan Morton, Denis Murphy, Hardy Pradhan, John Righetti, Frank Ruffo (H), Ken Sheehan, Peter Shilton, Geoff Slee, David Stewart, Wendy Stubbs, Geraldine Stockwell (P), Ellie Taffe, Jock Taylor, Ian Wardell, Digby Thackeray, Noelene Watson, Joce Williams, Paul Wittick, John Wittick.
Inductions & Resignations
Jillian Thomas, Robert Knight, Byron Guthrie, and Geoff Young resigned this year. Inductions (with 2 pending as at the date of this report) included Ellie Taffe, Don Bruce, Gary Bruce, Bernie Coburn. At this stage, potential members have received an introductory letter from the President; exiting members have received formal letters of appreciation from the President and District Governor.
While the Club's website is an excellent tool for introducing the community to the work of the Club and Rotary International, there may still be a need for hard-copy materials to supplement electronic communications. We do not have in place a retention strategy, member satisfaction survey(s), nor do we follow up resignations with an interview as to reasons - worthy of consideration in the future.
District Roles
Rotarian Peter Shilton has long had an interest in membership support at District and Club level. He has again taken an active leadership role within District 9800 in the area of Club Membership, assisting Clubs in reviewing their present membership status and providing guid-ance on preferred changes.
Board of DirectorsFor the first time, the portfolios of directors were not aligned to traditional Rotary Committees eg., International, Community, Youth, New Generations, Vocational, Environment, Foundation, Club Service. Multiple briefs would have been necessary, and a whole-of-Club governance perspective could not easily be developed. |
|
Governance: the Role of the Board
Consideration has been given this year to the overall governance responsibilities of the board: for Club operations, in terms of compliance, in terms of leadership in strategic planning and decision-making.
Ten meetings of theBoard were heldin 2007 - 2008attendance shown ... | |
|
Summary - Change is in the Air for Rotary!
Membership growth, appealing to incoming generations, decision-making and planning, committee or project team infrastructures, taking a longer-term and strategic view re succession planning and projects, compliance obligations such as accreditation, protection, risk, professionalizing the service role of volunteers through training, - these are but a few of the issues facing this Club and others. To date, the Bacchus Marsh Club has maintained the strength of its commitment and focus on service.
Meetings were held at agreed times; at a quiet and central venue; agendas were circulated together with business papers and reports prior to the meeting, agendas varied according to priorities. The board evaluated this approach, for the most part saw these changes as positive, and recommend to the incoming board that role descriptions or guidelines be prepared. There was no professional development for the board: the new Rotary Training Institute announced by District 9800 could offer programs that reflect on board roles.
Club Forums
Three Forums have been held, the processes for which were upgraded: power-point presentations, members invited to contribute agenda items prior to the meeting, notes of meetings circulated. These changes were made in the interests of communication, inclusiveness, and productivity at the Forum itself.
District Conference
Held in Shepparton, the following Rotarians attended: Beverley Barnes, Geoff Slee, David Stewart, Geoff Camm, Russell Gilbert, Joce Williams, and Joan and Ken Sheehan.
↑ Top
Resource Management
The Club now has a number of accounts:
| General Account: day-to-day operations |
| Fund Account: fund-raising activities and distribution |
| Art Committee: operates within its own float to organize the premier fund-raising event of the Art Show |
| Aquatic Centre: a new account opened to record fund-raising for this major project |
| Term deposit: funds for seeding major projects, to be reimbursed |
The board has had two Directors concerned with resource management: treasurer responsible for weekly meetings, overall management of accounts (admirably fulfilled by Ian Wardell) and convenor of the fund-raising committee (admirably fulfilled by Russell Gilbert).
Neither is responsible for separately recording details of sponsorship or donations. This issue is likely to be increasingly important if the Aquatic Centre is to properly recognize its donors and supporters. Should the Club wish to recognize outstanding sponsorship support for any of its projects, records are somewhat difficult to access. Accordingly, it's recommended that systems be established to form a data base of sponsors and donors to all Rotary activities, and to use this as a means for coordinating our relationships with them and their longer-term commitments as an aid to Club planning.
The Club's Greatest Asset is its People
Members, family members, project partners, annual and intermittent sponsors. In this mix, is a wonderful range of skills, expertise, and networks of contacts. Opportunities exist to undertake an analysis of our assets, possibly create a number of in-house directories, draw on people to assist in the delivery of projects eg., vocational development.
It was hoped to produce a snapshot of income sources. Previously, state government grants have been used eg., $25,000 or so for an environmental project, an initiative of one Rotarian in preparing the submission. The Club continues to have a number of avenues open to it re sources of income. What is it that the Club wants to achieve, then go hunting for the match re funding support!
As a component of fund-raising, it has not been possible to calculate the nature and level of sponsor support to the various programs and projects run by the Club. A best effort is shown below regarding income and expenditure, developed in consultation with Rotarians Ian Wardell, Russell Gilbert, and based on results to May 2008.
Sources of Income
Income Distribution
Conclusion
Every Annual Report for every Rotary Club has similar stories of dedicated service: Bacchus Marsh is proud of its efforts for the year.
Every page is underwritten by the contribution of each of its members, and congratulations are offered to all. Where names have been mentioned, it's hoped that omissions will be accepted with apologies.
It is a unique experience to be President of a Club, one that ensures personal initiative and voluntary effort is doubled for the good of the group's achievements and in the name of Rotary International. Many thanks are offered to District Governor John Davis, and Assistant Governor Ken Vazquez for their guidance.
The Club looks forward with optimism to the leadership of incoming President, Beverley Barnes and her board. They can be confident of my active support to the new Rotary year.
Joce Williams, President 2007-2008
↑ Top
Previous page: HISTORY - Rotary Club of Bacchus Marsh
Next page: Annual Report 2006-07