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.