PRESENT: Michael Dufton Chairman), Stewart Aylward, Rex Butler, Jon Burchfield, John Gerrard, Michael Leek, Tony Mason (Secretary), Richard Sharp, John Williams.
APOLOGIES: Mike Hill
CO_OPTION: The position of Vice Chairman remained vacant at the end of the AGM and Richard Sharp was formally appointed to fill the vacancy.
MINUTES OF LAST MEETING: Held on 17th October 2022 were approved and signed.
MATTERS ARISING: Item 5 – proposal to have a Membership Secretary / Welcoming Steward and update of list of committee members duties. This was discussed and an updated schedule of committee duties agreed. This will be posted on the website. The Probus projector can be stored at AFCC. AFCC are producing a video on the use of the IT system.
Guests at meetings should be notified to the Welcoming Steward. Decided that a ‘welcome pack’ should be given to new members.
Item 8 – dress code. Clarification of ‘Smart Casual’ – noted that many organisations have very relaxed dress code including jeans. For our Club, jacket and tie are optional but no jeans. Noted that wearing a jacket makes it easy to use clip-on badge.
1. OFFICER’S REPORTS
CHAIRMAN Nothing to add to above.
VICE CHAIRMAN Nothing to report.
TREASURER Michael presented accounts to date and noted that 18 members had paid subs. Contingency planning – the accounts are maintained electronically, not paper, and Michael has arranged for Stewart to have access. Tony will be added. Bank account signatories will be Michael as treasurer, Tony as Secretary, and current chairman and Vice Chairman – Michael and Richard.
PROGRAMME SECRETARY Richard has booked speakers to the end of April. Some difficulty sorting out VOTs and few members are willing to do talks. Discussion around length of VOTs and knowledge of member interests. Stewart to look into members posting information about themselves on the website.
EVENTS SECRETARY No report but Mike had prepared a calendar of meetings and events. Sign-up sheets for forthcoming events are on website.
EQUIPMENT STEWARD Nothing to report.
WELCOMING STEWARD Jon is away for the next three meetings. Room Steward to nominate substitute(s).
ROOM STEWARD John said the big screen at AFCC had developed a squeak and may need to be replaced. This will investigated by IAG who look after the IT when they come to replace two speakers (and put in the comms feed for our Zoom link).
WELFARE OFFICER John and Mel Blomley will attend Sue Brooks’s funeral. Michael D will attend John West’s funeral. There is some concern about the well-being of Brian Parry and Arthur Ruddock.
WALK’S CO-ORDINATOR Next walk is 8th February round Evesham.
SECRETARY Nothing to report.
WEBMASTER / COMMUNICATIONS OFFICER Stewart has set up a group email for Probus members using Google Groups. Members can establish who are members of the group by searching for Google Groups and they can also see all the emails which have been sent using the group email facility. He suggested that members of the committee should add the group to their own personal address book so that when committee members wish to email the membership, they type whatever they have called the group in their own address book. Thus, they might decide to call it “Probus Membership”.
Stewart suggested having a YouTube channel for Probus instead of Zoom, accessed from our website, as we are getting close to storage capacity on our google account and it might also be easier for members to use. However, we would lose the immediate ability as to who has logged in to the specific meeting. He will do more investigation.
He also proposed purchasing a webcam for meetings to improve picture quality instead of using mobile phone or laptop. Webcam with zoom in/out facility would cost around £230 against around £70 for a simple camera. Q is the better camera affordable? Yes, agreed.
2. PROBUS COVID GUIDELINES A review of the guidelines last updated in July 2022 was agreed. The revised guidelines will be posted on the website.
3. ANNUAL LUNCH DECEMBER 2022 FEEDBACK The lunch at Dumbleton Hall went well but cost for 2024 may be an issue following the six-week refurbishment and possible upgrade of the facilities.
4. MID-WEEK BREAK 2023 John Williams said a coach was not an option as a 5 day booking would be required. He was therefore looking for a suitable hotel and walk within a 50 mile radius of Winchcombe and asked the committee for suggestions. He would check out the hotel and walk.
5. CORRESPONDENCE None
6. ANY OTHER BUSINESS None.
DATE OF NEXT MEETING Monday 3rd July 2023 10.30 at Applewood (venue to be confirmed)
Approved and adopted as a true record.
Chairman M Dufton Date 3/7/23