August 2 2011 – 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 and Badminton Club, 1630 West

16th Avenue, Vancouver, B.C. on August 2, 2011 at the hour of 9:30am.

 

 

PRESENT:

Bill Sexsmith – President

Don Newman – Vice President

Wayne Audette – Treasurer

Doug Lambert – House Committee Chairman

Conrad Rademaker – Membership Committee Chairman

Bill Robertson – Activities Committee Chairman

David Scott – Speakers Committee Chairman

Jon Collins – Membership Services Committee Chairman

Roy Williams – Newsletter Editor

Gordon Thom – Historian and Archivist

Brian Wasson – Secretary

 

1.  Calling Meeting to Order

President Bill Sexsmith called the meeting to order at 9:30am.

Brian Wasson acted as Secretary. A quorum of members being

present, the Chairman declared the meeting properly constituted

for the transaction of business.

 

2.  Minutes of Meeting of June 7, 2011

The Minutes of Meeting of June 7, 2011 were approved as amended.

 

3.  Business arising from the Minutes of June 7, 2011

     .1 Centralized Admin Services Committee Status Report

Wayne Audette reported that the Committee was not in a position to make a report.

He had circulated a pro forma contract from SSU providing services at a cost of

$45.00 per member. Obviously too high. The committee Chairmen were canvassed and expressed generally that some of the services would be useful but at a lower level.

David Scott expressed the view that Speakers could get along without outside

input. Don Newman pointed out that we are not asking SSU to take over the functions of the Committees. Their contribution should be continuity and the management of the website. Bill Sexsmith asked Wayne Audette to go back to the committee for a recommendation based on a reduced function from SSU.

 

.2 Preparations for AGM September 13, 2011

-Notice of the meeting was published in the July newsletter

-The slate of officers to be elected has been prepared and approved

-Wayne Audette will have financial statements available at the meeting

-A meeting agenda will be available

 

    .3 Fee Invoice and Program Rating Form

Conrad Rademaker circulated the proposed Form to be sent to the Membership

for the 2011-2012 annual fees. The issue of prorating fees for new members who are inducted at different times in the year was raised and discussed.

UPON MOTION DULY MADE AND SECONDED IT WAS RESOLVED THAT AN INITIATION FEE OF $50.00 BE ESTABLISHED FOR NEW MEMBERS AND THAT THE BALANCE OF $35.00 BE PRORATED IN THE FIRST YEAR OF MEMBERSHIP.

It was recommended that the Form is to be amended to clarify that the $5.00 per meeting fee is gone but that the $5.00 for guests and parking remain.

Further, that the request for volunteers for greeters and cashiers be removed.

 

.4 Budget 2011/2012

Wayne Audette distributed a revised budget, based on the approved member fee level at $85.00 and with calculations based on membership levels of 325/350/375/400.

UPON MOTION DULY MADE  AND SECONDED THE 2011/2012 BUDGET AS PRESENTED WAS APPROVED.

 

4.  Programs

.1 Speakers

Speakers Chairman David Scott advised that speakers are booked to the end of the year.

He inquired as to interest in an estate planning presentation. There was universal interest  expressed, but the meeting was split as to a special presentation or speakers at a regular meeting.

The proposed speaker for the President’s Lunch on January 12 at the Italian Community Centre was raised. Apparently Brian Maunder has a contact with Premier’s Office which he can pursue. If possible, the need for special  audio-visual equipment is to be avoided.

 

.2 Activities

Activities Chairman Bill Robertson highlighted the two remaining events:

-Burnaby Covanta Renewable(Waste to Energy) Facility

-Seymour Filtration Plant

With a surprise event in September at the Renovated BC Place Stadium which is almost a certainty.

It will be a guided tour with a maximum of 25 participants.

The Activities Committee will meet tomorrow with the objective of agreeing upon 8-10

events in 2012.

 

    .3 Membership

Membership Chairman Conrad Rademaker distributed a Membership Report noting

that there are 387 members and 17 on the waiting list. Three new members will join in

each of the months of August and September.

 

.4   Membership Services

Bill Sexsmith suggested that Linda Metcalfe who has been doing the website for Rendezvous 2011 be asked o look at our website for any suggestions.

 

    .4 Rendezvous 2011

Bill Sexsmith reported that attendance has almost  reached minimum levels to avoid

penalties. On the question of return of  loan from the club, Bill Sexsmith considers it

reasonably probable that we will recover half of the loan.

 

5. Airtime Requirements for August 9

Bill Robertson – Activities

Conrad Rademaker –  New Members

 

6. New Business

The cost of President’s Lunch should be calculated

Don Newman announced that the next Management Meeting is scheduled

for October 4.2011 at the Vancouver Lawn Tennis and Badminton Club.

 

7. Year in Review

Bill Sexsmith summarized the year’s activities. He was congratulated for the many

projects either completed or carried forward.

 

8.  Adjournment

There being no further business the meeting terminated.

 

 

 

 

 

 


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