April 2nd, 2013 – Board of Directors Minutes

PROBUS CLUB OF VANCOUVER

Minutes of the Meeting of the Board of Directors of the Probus Club of Vancouver held at the Vancouver Lawn Tennis & Badminton Club, 1630 West 15th Avenue, Vancouver, B.C., on April 2, 2013 at 9:30 am.

PRESENT:

Wayne Audette – President

Jon Collins – Vice-President

Don Newman – Immediate Past President

Rich Carson – Treasurer

Doug Lambert – House Committee Chairman

Norm Leach – Membership Committee Chairman

Brian Maunder – Speakers Committee Chairman

Bill Robertson – Activities Committee Chairman

Bill Sexsmith – National Director

Roy Williams – Newsletter Editor

Ken Yule – Secretary

Jack Zaleski – Website Committee Chairman

REGRETS: Tony Weall (Membership Services Committee Chairman)

 

CALL TO ORDER

President Wayne Audette called the meeting to order at 9:30 am.   Ken Yule acted as Secretary.   A quorum of members being present, the President declared the meeting properly constituted for the transaction of business.

  1. 1.     Minutes of meeting of February  5, 2013

UPON MOTION (Doug Lambert, Roy Williams) the Minutes of the Board of Directors Meeting of February 5, 2013 were adopted as circulated.   All business arising was discussed under subsequent agenda items.

  1. 2.       Update on nomination for Director, Probus Canada

The Committee heartily congratulated Bill Sexsmith on his election as Director of Probus Canada representing District Two.

  1. 3.     Changes to Probus Canada Constitution and Bylaws

UPON MOTION (Wayne Audette, Ken Yule) the Committee approved the proposed amendments as circulated.   Wayne Audette will return the ballot voting approval, and suggesting lengthening the notice period to 12 weeks and changes to the selection of nonexecutive directors and execution of documents.

Bill Sexsmith is seeking input from the 12 member clubs as to how Probus Canada might assist them and increase public knowledge about Probus.      National support for speakers’ committees, raising awareness about Probus’ international connections, and inclusion in “Seniors Activities” publications were mentioned.   Our website will include historical lists of speakers and activities.

A move to establish a new Probus club, probably mixed, in the Greater Vancouver area is afoot.   Bill Sexsmith would like comments, particularly as to composition and timing, from existing affected clubs, by the summer.   The President will respond to the organizers, encouraging them as we perceive a need for more Probus clubs in the area, recommending they seek assistance from the district national director Bill Sexsmith, inviting them to attend one of our meetings, and advising that we will not be providing our short waitlist.

  1. 4.     Succession Planning

Don Newman reported that the Succession Committee (Past President, President, Vice-President) is making progress and expects to reveal the slate at the June meeting.

  1. 5.     Presidents’ Luncheon Survey

Jon Collins reported the results of the survey conducted by himself, Jack Zaleski and Tony Weall using “survey monkey”.   The response from both attendees and non-attendees was excellent.   The timing, venue, cost and inclusion of spouses were all strongly approved.   There was some criticism of the food and service; more servers and a meal other than fish were specifically recommended.   The speaker should speak before lunch from a central location, on a not too heavy topic and without visual aids.   The microphone should be tested, and a technician available.   The Past Presidents should sit separately and be introduced together.

  1. 6.     Treasurer’s Report

UPON MOTION (Rich Carson, Wayne Audette) the Society’s banking is to be transferred to the Scotiabank branch at 5659 Dunbar Street, Vancouver, the timing being at the Treasurer’s discretion.    The Treasurer and Secretary will make the arrangements.

UPON MOTION (Jack Zaleski, Rich Carson) the Society will discontinue using Paypal.   Rich Carson and Roy Williams will investigate the possibility of electronic bank transfers to our account.

The Treasurer projects a $3000 surplus this year, and a break-even year in 2013-14 with the same annual fees.   At the June meeting he will present alternative budget proposals based on: reduced fees, subsidizing part of the Presidents’ Luncheon, increasing the allocation for speakers’ expenses, and not subsidizing Past Presidents at the luncheon.

  1. 7.     Secretary’s Report

UPON MOTION (Don Newman, Norm Leach) the Committee approved amending the bylaws by replacing ‘Honourary Members’ and ‘Life Members’ by ‘Honourary Life Members’ appointed by the Board of Directors.

  1. 8.     Speaker’s Committee

Brian Maunder reported that speakers are confirmed for the balance of 2013, except for the Presidents’ Luncheon.

  1. 9.     Activities Committee

Bill Robertson reported a successful Special Meeting with Chief Justice McLachlin, despite a distressing number of no-shows, and a most successful tour of the UBC Triumf facility by 38 members.    Due to border congestion and low turnout, he is cancelling the LeConner trip on April 19.

  1. 10.  Membership Committee

Norm Leach advised that the member renewals will be an item at the June meeting.

  1. 11.  House Committee

Doug Lambert reported that all is well.

  1. 12.  Website Committee

Jack Zaleski advised that Tony Weall is backup for the website.   The recent hacking issue has been resolved.   Speakers will be identified on the website four months ahead.

  1. 13.  Member Services

Nothing to report.

  1. 14.  Newsletter

Roy Williams announced that his assistant Peter Scott is preparing to assume the role of Newsletter Editor in 2014.

`                  15. Historian/Archivist

In the absence of Norm Weitzel, there was no report.

  1. 16.  New Business

The ladies’ proposal for a new club was discussed under Item 3.

National director Bill Sexsmith was invited to explore what coverage benefits there are from the Probus Canada directors and officers liability policy.

Next Meeting

The next meeting of the Board of Directors will be at Vancouver Lawn Tennis and Badminton Club, 1630 West 15th Avenue, Vancouver, B.C., on May 28, 2013 at 9:30 am.

Adjournment

There being no further business, the meeting adjourned at 11:35 am.

 

 

 

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Wayne Audette, President

 

 

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Ken Yule, Secretary


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