December 3rd, 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 Royal Vancouver Yacht Club, 3811 Point Grey Road, Vancouver, B.C., on December 3, 2013 at 9:30 am.

PRESENT:

Jon Collins – President

David Scott – Vice-President

Rich Carson – Treasurer

Doug Jones – Activities Committee Chairman

Doug Lambert- House Committee Chairman

Norm Leach – Membership Committee Chairman

Brian Maunder – Speakers Committee Chairman

Tony Weall – Member Services Chairman

Norm Weitzel – Historian/Archivist

Roy Williams – Newsletter Editor

Ken Yule – Secretary

Jack Zaleski – Website Committee Chairman

REGRETS: Wayne Audette

 

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. 1.     Minutes of Meeting of October 1, 2013

UPON MOTION (Jack Zaleski, Doug Lambert) the Minutes of the Board of Directors Meeting of October 1, 2013 were approved as circulated.

  1. 2.     Presidents’ Luncheon

Discussion ensued around Jon Collins’ report of the low attendance: 76 members and 36 guests.    It was decided that David Scott and Brian Maunder will try to confirm a speaker who will be a draw, and the Committee will decide at the February meeting whether or not to hold the luncheon this year.

  1. 3.     Finalization of Meeting Dates

The Committee agreed to the 2014 dates proposed by David Scott.   The regular meeting dates for 2014 will be published in the January Newsletter.   The December Board of Directors meeting will be at the Royal Vancouver Yacht Club.

  1. 4.     Strategic Plan Review

David Scott will chair the committee to review the Strategic Plan.   Jon Collins and Norm Leach agreed to serve.   Other club members may be invited.   The first meeting will probably be in early January.

  1. 5.     Probus Club of Vancouver West

Jon Collins advised that this new club for both men and women has 25 committed members and will hold an information meeting in January and its first monthly meeting in the morning of the second Thursday in February at Marine Drive Golf Club.

UPON MOTION (Norm Leach, David Scott) the Committee agreed to grant a one year interest free loan of $ 500 to the Probus Club of Vancouver West.

  1. 6.     Treasurer’s Report

Rich Carson presented the financial report to November 30.   Even with the dues reduction to $60 this year he expects we will be close to breaking even over the course of the fiscal year.   It appears the annual increase in cash balance is being arrested.

  1. 7.     Secretary’s Report

Ken Yule reported that the Club’s Annual Report has been filed with the Registrar of Companies and the bylaw amendments have been forwarded for approval.   They become effective only upon approval, which is anticipated to occur in early January.

  1. 8.     Speakers Committee

Brian Maunder advised that speakers are confirmed through July.

  1. 9.     Activities Committee

Doug Jones reported that a visit to a vintage car and antique music machine collection in Richmond is planned for late March.   A trip to Emily Carr University of Art and Design on Granville Island with lunch at the nearby Pacific Institute of Culinary Arts in May will likely be the second outing.   The Activities Committee will explore an afternoon baseball game package which will follow the June speakers, whose subject is the Vancouver Canadians.

  1. 10.  Membership Committee

Norm Leach advised that the membership renewals have gone well, and that the present waitlist for new members is until March.    On the website the link “Members Only” will be changed to “Membership” to assist prospective members.

  1. 11.  House Committee

Doug Lambert will book the Planetarium for the dates agreed (see item 3).   Specifically, he will reserve October 14 (in case there is no Presidents’ Luncheon) and Wednesday November 12.

The coffee and parking arrangements are proceeding well.

A number of members have reported losing their badges, which are being replaced.   It takes 2-3  weeks for the badges to be made, and we receive no volume discount; the Membership Committee will forward the applicants list to Doug, with a view to presenting the badges with the pins at the welcoming.

The Committee decided not to try to track the attendance of individual members.   Jack Zaleski will obtain a history of the total attendance numbers, which will be discussed at the February Board of Directors Meeting.

  1. 12.  Website Committee

Jack Zaleski advised that the information on the website home page has been improved, and the executive roster expanded to include the introducer and seconder of each member.   He is working on further improvements to ease access, and invites comments and suggestions.

Hugh Lindsay and Tony Weall are available to make edits to the website in Jack’s absence.

  1. 13.  Member Services

Tony Weall will forward the past car pooling information to Doug Jones for the March activity.

The matter of Past President Greeters was discussed.     The Strategic Plan Review will examine it.   The concept of a rotating single Past President Greeter at regular meetings has not been working.

  1. 14.  Newsletter

Roy Williams advised that Peter Scott is the official publisher of the excellent December newsletter.   Roy will continue as the editor until September, when Peter will replace him.    The Committee agreed that Peter should be reimbursed for his out of pocket expenses.

Barb Kemp is retiring after 15 years and 180 newsletters, but will be available as backup.   UPON MOTION (Tony Weall, Brian Maunder) the Committee approved a Christmas and farewell gift to Barb of $ 500, and to invite her to and recognize her at the next Presidents’ Luncheon.

  1. 15.  Historian/Archivist

Norm Weitzel reported that the club’s history is nearing completion, and will be a nostalgia kick.   He must now convert his notes to a readable form; several members offered to assist.   The Committee agreed to hiring a typist if necessary.

  1. 16.  New Business

Rich Carson will obtain the necessary papers from Jon Collins and submit the club’s annual dues for 365 members to Probus Canada.

  1. 17.  Next Meeting

The next meeting of the Board of Directors will be at the Vancouver Lawn Tennis and Badminton Club, 1630 West 16th Avenue, Vancouver, B.C. on February 4, 2014 at 9:30 am.

  1. 18.  Adjournment

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

 

 

 

 

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Jon Collins, President

 

 

 

 

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Ken Yule, Secretary

 


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