May 28th, 2013 – Board of Directors Minutes

MINUTES OF THE MEETING OF THE MANAGEMENT COMMITTEE OF THE PROBUS CLUB OF VANCOUVER HELD AT THE VANCOUVER LAWN TENNIS & BADMINTON CLUB 1630 WEST 15TH AVENUE, VANCOUVER BRITSH COLOMBIA ON TUESDAY 28 MAY 2013 AT 9:30AM

 

PRESENT:

Wayne Audette

Richard Carson

Jon Collins

Ted Horsey

Doug Lambert

Brian Maunder

Don Newman

Bill Robertson

Tony Weall

Norm Wetzel

Roy Williams

 

CALL TO ORDER:

The President, Wayne Audette took the Chair, and Ted Horsey acted as Secretary to the Meeting.  A quorum of the members being present, the Chairman declared the meeting open for the transaction of business.

1.  MINUTES OF THE MEETING OF TUESDAY 2 APRIL 2013

ON MOTION DULY MADE, SECONDED AND CARRIED UNANIMOUSLY IT WAS RESOLVED that the Minutes of the Meeting of Tuesday2 April 2013 be approved as circulated.

2.  CHANGES TO PROBUS CANADA CONSTITUTION AND BYLAWS

The Chairman reported that he had received confirmation that the changes to the Probus Canada Constitution and Bylaws as recommended by our Secretary, Ken Yule had been passed.  He has not yet received the amended Constitution and Bylaws.

3.  NOMINATING COMMITTEE REPORT

The Chairman of the Nominating Committee, Don Newman, reported that the Nominating Committee proposed to nominate the following members to the office noted before their respective names:

President, Jon Collins

Past President, Wayne Audette

Vice President, David Scott

Secretary, Ken Yule

Treasurer, Rich Carson

Activities Committee Chairman, Doug Jones

Historian / Archivist, Norm Weitzel

House Committee Chairman, Doug Lambert

Member Services Committee Chairman, Tony Weall

Membership Committee Chairman, Norm Leach

Newsletter Chairman, Roy Williams

Speakers Committee Chairman, Brian Maunder

Website Chairman, Jack Zaleski

 

ON MOTION DULY MADE, SECONDED AND CARRIED UNANIMOUSLY IT WAS RESOLVED that the report of the Nominating Committee Chairman be approved.

 

4. PRESIDENTS’ LUNCHEON

The Activities Committee Chairman reported that the Presidents’ Luncheon would be held on Tuesday 8 October 2013 at the Marine Drive Golf Club.  The speaker with be Andrew Petter, the President of Simon Fraser University.  The proposed charge will be $55, subject to change depending on costs.  It is proposed that the speaker will speak before lunch is served.

5.  TREASURER’S REPORT

The Treasurer Rich Carson reported that a new bank account had been opened with the Bank of Nova Scotia, 41st Avenue and Dunbar Street Branch, Vancouver and in due course the bank account with HSBC will be closed out.  It was proposed to appoint an additional signing officer, however this will await the return of the secretary, Ken Yule.

The Treasurer presented his proposed budget for 2013 – 2014, in the form  of Schedule 1 attached to these minutes.  His budget is based on a number of premises, including that the Club should try to break even in a fiscal year, that there will be a modest profit on each event, that the same number of members and the same fees will be charged next year as this year, that the charge for the Past Presidents’ Luncheon  would be $55 (up from $45), and that the rental fee for the MacMillan Space Centre and Planetarium will be approximately the same.

The Treasurer suggested that because a projected cash balance surplus of approximately $24,560 is unnecessarily large, that it be reduced by reducing annual fees for the 2013 – 2014 fiscal year by $10, from $70 to $60 so there would be an approximate $3000 reduction in the projected cash surplus.

ON MOTION DULY MADE, SECONDED AND CARRIED UNANIMOUSLY IT WAS RESOLVED that the annual fees be reduced by $10 per year, from $70 to $60.

ON MOTION DULY MADE, SECONDED AND CARRIED UNANIMOUSLY IT WAS RESOLVED that the proposed budget as amended by the reduction in annual fees by $10, from $70 to $60 be approved.

6.  SECRETARY’S REPORT 

The acting Secretary had nothing to report.

7.  SPEAKERS’ COMMITTEE REPORT

Chairman Brian Maunder presented a list of past speakers and proposed speakers for the year.  It was the consensus of the meeting that the President should write to Mark Cullen to thank him for arranging so many speakers for us this year.  The chairman mentioned that his committee was considering some proposed speakers, including Conrad Black and Wally Oppal but that no firm arrangements had been made with them.  A member asked if attendance at the monthly meeting was lower than it had been in the past because there seemed to him to be fewer members at the last meeting, the consensus was that there was no trend of reduction in numbers attending the meetings.

8.  ACTIVITIES COMMITTEE REPORT

Chairman Bill Robertson reported that the Vancouver Lawn Tennis and Badminton Club would continue to be available for committee meetings until next spring, but if it ceased to be available the Royal Vancouver Yacht Club could be considered.  There is a coming walking tour of the West End, and a possible tour of Molson Breweries being considered.

9.  MEMBERSHIP COMMITTEE REPORT

Chairman Norm Leach was not present so there was no report.  It was suggested that the usual procedures of renewal of memberships be followed, and that members be asked to renew their membership or resign.  There appears to be a waiting list of about 16 persons to join the Club.

10.  HOUSE COMMITTEE REPORT

Chairman Doug Lambert reported that no new rent amount had been discussed with the MacMillan Space Centre and Planetarium, but it could be raised by the Planetarium, and if so, it should not be a substantial increase.  Roy Williams mentioned that the Planetarium has been very helpful to him in providing and setting up audio-visual equipment. One of the members mentioned that there seemed to be a delay in getting badges for new members.  Doug Lambert and Norm Leach are to discuss this matter.

11.  WEBSITE COMMITTEE REPORT

Chairman Jack Zaleski was not present, so there was no report.

12. MEMBER SERVICES COMMITTEE REPORT

Chairman Tony Weall reported that there were no problems, and lots of volunteers available for its various tasks.  It was suggested that the Membership Services Committee set up a separate desk at each meeting to deal with members requests and queries, handing out various forms and directing members to the proper place to pay for parking, guest fees and signing up for various activities.  It was reported that the arrangements for parking seem to be working well.

13.  NEWSLETTER REPORT 

Chairman Roy Williams reported that he is using his best efforts to shorten the monthly Newsletter.  Roy Williams is to discuss with Ken Yule the possibility of Ken Yule continuing to prepare the minutes and having them filed electronically in the website, and that Roy would prepared an abridged report that would appear in the newsletter, containing only matters of sufficient importance to be of general interest.  The closing date for copy for the next bulletin is 21 June 2013

14.  HISTORIAN AND ARCHIVIST

Historian and Archivist Norm Wetzel reported that he was proceeding with the preparation of the history of the Club, probably about three pages in length, with the expectation that it would be added to each year so that a complete history of the Club from its formation would be available for members.

15  NEW CLUB VOLUNTEER FOR BILL SEXSMITH

The Chairman reported that Bill Sexsmith, a Director of Probus Canada had asked for volunteers to assist in the set up a new mixed male and female Probus Club in Vancouver.  It was the consensus of the meeting that this Club should sponsor the new club, should provide seed money, and should advise the steering committee for the proposed new club.  Don Newman and Doug Lambert volunteered to act as advisors.

ON MOTION DULY MADE, SECONDED AND CARRIED UNANIMOUSLY IT WAS RESOLVED that Probus Club of Vancouver, if requested, should provide a one time, interest free loan of up to $500 to the proposed new club, repayable after one year.

16.  NEW BUSINESS

The Chairman advised that he had received of request  from Probus Central for expressions of interest in having a Rendezvous in Niagara Falls in 2014 or 2015  There was a straw vote in the meeting for members to express their views: “yes”, “neutral” or “no”.  The votes were “yes” – nil; “neutral” – four; “no” – six.

17.  NEXT MEETING

The Chairman fixed the next meeting for Tuesday 6 August 2013 at the Vancouver Lawn Tennis & Badminton Club, at 9:30AM.

There being no further business, the meeting terminated.

 

________________________________

Chairman

________________________________

Secretary

 

 

 

 

 

 

 

 

 

SCHEDULE 1 TO THE MINUTES OF THE MEETING OF THE MANAGEMENT COMMITTEE

OF THE PROBUS CLUB OF VANCOUVER HELD ON TUESDAY 28 MAY 2013

 

 

 

 

 

 

PROBUS VANCOUVER

 

 

 

 

 

 

FINANCIAL REPORT

 

MAY 31,2013

 

 

 

 

 

 

 

 

 

       
     

2013

2013

2013

2014

31-May

Budget

Projected

Budget

Receipts  
Guest fees

 $215

750

280

300

Membership fees

 25,987

 25,135

 26,000

 26,000

Initiation fees

 1,245

 1,650

 1,500

 1,500

Presidents’ Luncheon

 6,920

 9,000

 6,920

 8,250

Other Special Events

 4,515

 6,500

 5,500

 6,500

Parking Received

 4,490

 6,000

5,500

6,000

       
Total Receipts

 43,372

 49,035

 45,700

 48,550

 
Expenditures  
Monthly Meeting Costs  
Facility Rental

 4,846

 6,000

 6,000

 6,000

Coffee and Food

 3,212

 4,200

 4,200

 4,200

Speaker Gifts, Travel, Accom.

 1,650

 2,500

 2,100

 2,500

Total Meeting Cost

 9,708

 12,700

 12,300

 12,700

Presidents’ Luncheon

 8,481

 11,000

 8,481

10,075

Other Special Events

 3,189

 6,000

 4,000

 5,500

Presidents Lunch deposit

 500

 

 500

 
Website Operations

 1,205

 1,500

 1,500

 1,500

Committee Expenses  
Board of Directors

 765

 1,700

 1,100

 1,500

Membership Committee

 720

 500

 900

 1,000

Speakers Committee

 362

 500

 500

 500

Activities Committee

 157

 500

 300

500

Probus Canada

 947

 1,000

 947

1,000

Insurance

 535

 535

 535

600

Lapel Pins and Badges

 309

 500

 500

500

Donations in Memoriam

 550

 500

 700

750

Stationery and Supplies

 341

 100

 400

500

Postage

 733

 1,000

 800

800

Newsletter Production

 2,017

 3,500

 2,500

2,500

Legal fees

 742

 

 742

750

Parking Paid

 4,490

 6,000

5,500

6,000

Other

 46

 1,500

 500

1,000

Total Expenditures

 35,797

 49,035

 42,705

 47,675

       
Excess of Receipts Over Expenditures

 7,575

 –

 2,995

 875

Opening Cash Balance

 20,690

 20,690

 20,690

23,685

Closing Cash Balance    

 $28,265

 20,690

 23,685

 24,560

       

 


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