August 5, 2014 – 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 Tuesday August 5, 2014 at 9:30 am.

PRESENT:

Jon Collins – President

David Scott – Vice-President

Rich Carson – Treasurer

Doug Lambert – House Committee Chair

Norm Leach – Membership Chair

Tony Weall – Member Services Committee Chair

Norm Weitzel – Archivist

Roy Williams – Newsletter Editor

Ken Yule – Secretary

GUESTS:  Doug Cucheron (Treasurer-designate), Hugh Lindsay (Website Committee Vice-Chair), Peter Scott (Newsletter Editor-designate)

REGRETS:  Wayne Audette Doug Jones, Brian Maunder, Jack Zaleski

 

CALL TO ORDER

President Jon Collins 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. Minutes of the Meeting of June 3, 2014

UPON MOTION (Norm Leach, Doug Lambert) the minutes of the meeting of June 3, 2014 were approved as distributed.

  1. Strategic Plan Report

There was consensus for the approach that where possible most Board of Directors positions should be two years in length, with the option of one further two year period.

It was agreed that the Nominating Committee should accept responsibility for the selection of committee vice-chairs.   The Nominating Committee will, in consultation with Doug Lambert, document the duties of the House Committee and search diligently for one or more members to take over or share the House Committee responsibilities.

It was agreed that the Board of Directors should review the job descriptions annually following the annual general meeting.

  1. Mission Statement

The Committee reviewed the various suggested mission statements.   A committee consisting of David Scott, Hugh Lindsay, Tony Weall and Norm Weitzel will recommend a mission statement for the club.

  1. Presidents’ Luncheon

Various details were discussed.   UPON MOTION (Tony Weall, Norm Weitzel) it was agreed that members may be accompanied by male guests.   David Scott will contact Betty Cotton and the Past Presidents.

  1. Bylaw revisions

Ken Yule explained the most recent changes.   UPON MOTION (David Scott, Rich Carson) the Committee voted to amend bylaw 3(e) to provide for a maximum of 5%, not 2%, of the membership to be Honourary Life Members.

UPON MOTION (Ken Yule, David Scott) the Committee proposed that the membership adopt the amended bylaws.

  1. Annual General Meeting

The Notice of Meeting and Nominating Committee report are in the August newsletter and will be repeated, together with the Financial Report to July 31, in the September newsletter.   The secretary will send the bylaw amendments and the treasurer will send the financial report to Jack Zaleski and Hugh Lindsay.

  1. Roster Publication

The Committee discussed various alternatives for publication of membership contact information.   UPON MOTION (Rich Carson, Norm Leach) the Committee voted to continue the present distribution on the website and to examine alternatives for next year.

      10.   Newsletter

Roy Williams is retiring after editing 156 issues of the newsletter.     Peter Scott requires a backup who knows Microsoft Publisher.     Peter Scott will coordinate the timing of the distribution of the newsletter with the Website Committee.

  1. Miscellaneous

David Scott was encouraged to attempt to arrange a special meeting at which the two candidates for mayor would debate, with John Tennant moderating.

David Scott reported that a Victoria Probus Club has started a monthly discussion group of about 20 members who prepare and discuss predetermined topics.   The Committee approved the idea, provided a leader or leader-group arises.

  1. Succession

Jon Collins advised that succession items have been addressed elsewhere.

  1.  Treasurer

Rich Carson reported a small loss to June 30, which he expects to continue through July.     He will have the year-end statement available by August 15.   The 2014-15 budget projects a deficit of approximately $4000.

  1. Secretary

Ken Yule advised that club member John Gunn has offered to take on the monthly minutes, starting this month.   The files will be transferred to Rich Carson by August 15.   Ken Yule will forward a list of club members who are former solicitors who might assist Rich with legal issues to David Scott.

  1. Speakers

Norm Leach reported for Brian Maunder that speakers are confirmed through February 2015.

  1. Activities

Ken Yule reported for Doug Jones that the successful Emily Carr outing produced a $61 profit.   There are now 15 signed up for the Museum of Flight trip in September and advertising continues.   The Committee deferred consideration of the advance for a Canadians baseball game next July to the October meeting.

  1. Membership

Norm Leach advised that the Membership Committee is hoping by early next year to present membership badges to new members as they are introduced and to attach a ‘new member’ sticker to their badge for three months.   After the August meeting the waitlist will be 12.   Norm Leach will liaise with Jack Zaleski to process new members onto the membership list promptly.

  1. House

Doug Lambert is coping with problems as they arise.   Ken Yule will advise Doug Jones that the Presidents’ Luncheon speaker wishes a microphone, preferably a lapel microphone, but does not need any other audio-visual equipment.

  1. Website

Hugh Lindsay considered that website issues have been addressed elsewhere.

  1. Member Services

Tony Weall continues to focus on new members for cashier and speaker roles.   He has not yet confirmed a Vice-Chair.

  1. Historian and Archivist

Norm Weitzel will have a few copies of the club history available at the August meeting for those who cannot access it on the website.

  1. New Business

Jon Collins has received an offer to write an article about the B.C. Securities Commission for the newsletter.   After discussion, the Committee suggested that Jon refer the invitation to the Speakers Committee.

Roy Williams led the Committee in thanking Jon for his leadership over the past year.

  1. Next meeting

The first meeting of the new Board of Directors will be held on Tuesday October 7th at 9:30 am at the Vancouver Lawn Tennis & Badminton Club, 1630 West 15th Avenue, Vancouver, B.C.

  1. Adjournment

There being no further business, the meeting adjourned at 11:45 am.

 

 

__________________                                                                                                _____________________

Jon Collins, President                                                                                     Ken Yule, Secretary


Comments are closed.