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
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PROBUS VANCOUVER |
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FINANCIAL REPORT |
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MAY 31,2013 |
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2013 |
2013 |
2013 |
2014 |
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31-May |
Budget |
Projected |
Budget |
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| Receipts | |||||||
| Guest fees |
$215 |
750 |
280 |
300 |
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| Membership fees |
25,987 |
25,135 |
26,000 |
26,000 |
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| Initiation fees |
1,245 |
1,650 |
1,500 |
1,500 |
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| Presidents’ Luncheon |
6,920 |
9,000 |
6,920 |
8,250 |
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| Other Special Events |
4,515 |
6,500 |
5,500 |
6,500 |
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| Parking Received |
4,490 |
6,000 |
5,500 |
6,000 |
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| Total Receipts |
43,372 |
49,035 |
45,700 |
48,550 |
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| Expenditures | |||||||
| Monthly Meeting Costs | |||||||
| Facility Rental |
4,846 |
6,000 |
6,000 |
6,000 |
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| Coffee and Food |
3,212 |
4,200 |
4,200 |
4,200 |
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| Speaker Gifts, Travel, Accom. |
1,650 |
2,500 |
2,100 |
2,500 |
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| Total Meeting Cost |
9,708 |
12,700 |
12,300 |
12,700 |
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| Presidents’ Luncheon |
8,481 |
11,000 |
8,481 |
10,075 |
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| Other Special Events |
3,189 |
6,000 |
4,000 |
5,500 |
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| Presidents Lunch deposit |
500 |
500 |
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| Website Operations |
1,205 |
1,500 |
1,500 |
1,500 |
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| Committee Expenses | |||||||
| Board of Directors |
765 |
1,700 |
1,100 |
1,500 |
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| Membership Committee |
720 |
500 |
900 |
1,000 |
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| Speakers Committee |
362 |
500 |
500 |
500 |
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| Activities Committee |
157 |
500 |
300 |
500 |
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| Probus Canada |
947 |
1,000 |
947 |
1,000 |
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| Insurance |
535 |
535 |
535 |
600 |
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| Lapel Pins and Badges |
309 |
500 |
500 |
500 |
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| Donations in Memoriam |
550 |
500 |
700 |
750 |
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| Stationery and Supplies |
341 |
100 |
400 |
500 |
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| Postage |
733 |
1,000 |
800 |
800 |
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| Newsletter Production |
2,017 |
3,500 |
2,500 |
2,500 |
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| Legal fees |
742 |
742 |
750 |
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| Parking Paid |
4,490 |
6,000 |
5,500 |
6,000 |
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| Other |
46 |
1,500 |
500 |
1,000 |
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| Total Expenditures |
35,797 |
49,035 |
42,705 |
47,675 |
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| Excess of Receipts Over Expenditures |
7,575 |
– |
2,995 |
875 |
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| Opening Cash Balance |
20,690 |
20,690 |
20,690 |
23,685 |
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| Closing Cash Balance |
$28,265 |
20,690 |
23,685 |
24,560 |
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