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Draft Minutes of Committee Meeting held on 7th June 2021

PRESENT: Roy Loudon (Chairman), Paul Balmer, Rex Butler, Andrew Cordery, Michael Dufton, Mike Leek, Tony Mason (Secretary), Colin Massey, Richard Sharp, John Williams

APOLOGIES: None

MINUTES OF LAST MEETING: Held on 17th February 2021 were approved.

MATTERS ARISING: Deputy for Andrew for setting up virtual meetings – Andrew is in discussion with Phil H and Stewart.

1. OFFICER’S REPORTS

CHAIRMAN Roy thanked committee members for their responses to his March email re membership.  The majority were in favour of retaining male only membership but wives / partners would continue to be invited to virtual meetings.  

Roy noted there were 3 potential new members – application forms to be sent to them.  A discussion ensued regarding the levying of subscriptions (currently in abeyance due to the healthy club finances) and joining fees.

The possibility of hybrid meetings was raised from when the Methodist Hall reopens.

VICE CHAIRMAN Colin thanked Michael for stepping in with a presentation at the last club meeting when the scheduled speaker encountered difficulty joining on Webex.

TREASURER Mike reported the only expenditure this year – 6 speakers amounting to £260.

PROGRAMME SECRETARY Richard is checking the inherited programme for 2021 to ensure speakers will present online.  He asked how often internal speakers should be used – 2 or 3 in the programme in addition to member profiles with 2 or 3 as backups.  Appeal to be made to members for talks.

EVENTS SECRETARY Colin reported that the club can visit the Bugatti museum when convenient.  Bristol Aerospace is open for socially distanced tours.  Colin suggested holding back pending the lifting of Covid restrictions.

The midweek break at the end of September to Atcham is still on at the moment.

EQUIPMENT STEWARD Rex questioned whether the club had equipment for hybrid meetings.  This was thought not to be a problem.

MEETING STEWARD Paul said an average of 40-42 members were attending virtual meetings.

ROOM STEWARD Michael said if we return to the Methodist Hall, social distancing etc may need to be observed.  At the present time there is no date for the hall to be reopened.

WELFARE OFFICER John reported that Alan Tompsett is not expected to leave the nursing home, and Tom Hancock is very frail.  John Franklin has altzheimers and collapsed doing the recce for the forthcoming walk.

WALK’S CO-ORDINATOR Next walk is June 23 from the Childswickham Inn, 10.30 start, 4 miles, fairly flat.

SECRETARY Discussion re electing members to Honorary Membership.  Policy to be drafted and posted on the website.

WEBMASTER Andrew said there was general agreement to switch to Zoom and this would happen after the meeting on Friday (11th June).  Andrew will speak to Stewart about taking over the website.

2. CORRESPONDENCE None.

3. ANY OTHER BUSINESS

Roy’s next quarterly newsletter to members starting is end of June.

The meeting invites from Roy are seen as a good reminder.

4. DATE OF NEXT MEETING

27 September at 10.30

Approved and adopted as a true record.

Chairman                                                           Date 

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Minutes of Committee meeting held 17th February 2021

PRESENT: Roy Loudon (Chairman), Paul Balmer, Rex Butler, Andrew Cordery, Michael Dufton, Mike Leek, Tony Mason (Secretary), Colin Massey, Richard Sharp, John Williams

APOLOGIES: None

MINUTES OF LAST MEETING: Approved, no matters arising

1. OFFICER’S REPORTS

CHAIRMAN Roy welcomed members and thanked Mike and Richard for joining the committee.  He said having to have meetings online was not what he had looked forward to but they would have to continue for some time.  He said Probus is about fellowship and we don’t really get that online.  He wanted to use this meeting to consider how to get more people involved online and even join the club.  Also how to communicate with members.

Roy noted the reliance on Andrew to set up the online meetings and to guide speakers/presenters not familiar with Webex.  He suggested Andrew should have a deputy but Andrew explained we had tried this only to find that Webex rules only allow the subscriber to set up meetings.

VICE CHAIRMAN Nothing to report.

TREASURER Mike has taken over the accounts from John H and is in the process of setting up a new mandate with the bank.  Changes to mandate agreed.  Mike said the preferred method of members paying subscriptions or for lunches/outings is by BACS, or failing that by cheque which can be paid in using an app.  Cash is not welcome!

PROGRAMME SECRETARY Richard said he had inherited a programme for 2021 but some changes were having to be made because of the continuing use of online meetings – 14 May Jon Burchfield will be doing his profile in place of Kate Bellamy who didn’t want to present online.

Suggestion of using virtual online tours, say of museums, preceded by a talk.  How to get feedback from members on speakers? – use survey monkey.

EVENTS SECRETARY Colin had made a provisional booking to go to Bugatti museum on 20 April but he will speak to them about going in the autumn instead.  He will also speak to Bristol Aerospace to remind them of our deposit for a visit.

The midweek break at the end of September to Atcham is still on at the moment.

EQUIPMENT STEWARD Nothing to report.

MEETING STEWARD Only meetings had been via Webex – discussion on use of speaker ratings.  

ROOM STEWARD No intention at present to open hall/building.

WELFARE OFFICER John reported that Alan Tompsett is not expected to leave the nursing home, and Tom Hancock is very frail.  Robin Reckitt has had Covid and recovered.

WALK’S CO-ORDINATOR John has several walks planned and ready to go when we can.

SECRETARY Mick Clark has resigned membership.  Discussion re joining fee for new members and subscriptions at present time.

WEBMASTER Andrew suggested changing to Zoom platform when the current subscription to Webex expires and using Zoom for the next committee meeting.  Michael suggested that notifying members of the move to Zoom might encourage more to join online meetings.  

The website is a way of engaging with members and Andrew invited committee members to add things to it or send them to him.

Noted that some members are quite selective about the meetings they attend.  Andrew said Mercia Club are not meeting at present and suggested having a quiz on alternate Fridays.

2. CORRESPONDENCE None.

3. ANY OTHER BUSINESS

Roy is going to do a quarterly newsletter to members starting at end of March.  Colin suggested issuing a hard copy to members who are not on email or do not have access to the website.

Question re Paul Clark’s survey of members’ requirements from the club – what was the result?

Colin asked if Mercia are likely to resume meetings when possible?  Approach to be made to Mercia to invite their members to our online meetings.

4. DATE OF NEXT MEETING

8th June at 10.30

Approved and adopted as a true record.

Chairman Date 

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Committee meeting on 23 October 2020

MINUTES of a committee meeting held via Webex on Friday 23 October 2020

PRESENT: Harry Thierens (Chairman), Paul Balmer, Rex Butler, Andrew Cordery, Michael Dufton, David Fruin, John Hayter, Roy Loudon, Tony Mason (Secretary), Colin Massey, Brian Parry, John Williams

1. OFFICER’S REPORTS

CHAIRMAN:  Harry welcomed committee members and expressed thanks for joining via WebEx. He stated that the objectives of the meeting were to recap on this year but to also look forward next year with views on:

. Succession planning for officer changes

. Fees management for next year

. Suggestions on how to maintain communications and interest for members

. Continuity of our planned speaker program given that Webex looks likely to stay for some time yet.

VICE CHAIRMAN:  Roy noted that under the current circumstances, as a committee and with members, we have managed to sustain a good level of attendance with gradually increased participation. Currently it looks like we shall have to carry on this way into 2021 but at least there is some promising news regarding a vaccine.

TREASURER: John had circulated projected figures for end 2020 and for 2021 using Covid and non-Covid scenarios. (See below)

PROGRAMME SECRETARY: David had circulated a draft programme for 2021. If Covid restrictions continue, as it seems they will, some changes may be required.

EVENTS SECRETARY: Outings had not been possible because of Covid but hoped that Bristol Aerospace and Javelin Recycling would happen in 2021.

EQUIPMENT STEWARD: Rex reported that equipment had not been used since lockdown.

MEETING STEWARD: Only meetings had been via Webex – about 45 members had attended one or more meetings, average attendance about 30.

ROOM STEWARD: No indication when the room would be available – Covid.

WELFARE OFFICER: John reported that Keith Sallis had died peacefully that morning. Alan Tompsett is still in hospital, and Tom Hancock is very frail.

WALK’S CO-ORDINATOR: Brian said that walks had not been possible because of Covid. He informed the committee that he would be standing down at the AGM.

SECRETARY: Nothing to report.

WEBMASTER:  Visits to the website had dropped.

2. ANNUAL LUNCH 2021

Harry had been in touch with Ellenborough. The lunch scheduled for 13 January will not be possible under Covid. The hotel will postpone the booking to the same date in 2022 at the same cost.

3. OFFICERS FOR 2021

John Hayter, David Fruin, and Brian Parry are standing down at the AGM. New candidates will be sought for election as Treasurer, Programme Secretary, and Walks Co-ordinator.

4. SUBSCRIPTIONS FOR 2021

The Club has saved money in 2020 on room hire and speaker fees. Uncertainty over Covid presents difficulty in budgeting for 2021. Rather than proposing a subscription figure at the AGM, which would become payable immediately, it was suggested that a subscription holiday should be proposed with a subscription determined in the light of circumstances becoming payable at a date to be determined.

5. HONORARY MEMBERSHIP

Martin Podd had his 90th birthday in 2020 and will be proposed for election to Honorary Membership at the AGM.

6. CORRESPONDENCE

The Club insurance policy is due for renewal and this was approved.

7. ANY OTHER BUSINESS

There are a number of members who attended meetings in the Methodist Hall but who have not attended meetings via Webex. How to maintain contact? Newsletter and/or reports of meetings by email and/or the website, possibly using Radio Winchcombe.

8. DATE OF NEXT MEETING

TBA (after AGM)

(to be signed by Chairman)

 


Treasurer’s predictions for 2021

                     
INCOME YEAR 2018   2019   2020   2021
            to date year end   using Webex using Meth hall
              (Predicted)   Sub say £20, x 60 members  Say 24 meetings @ £24 each
Annual subs & joining fees   1825   1700   1728 1728   1200 1740
                     
EXPENDITURE                    
Administration   3   0   0 5   5 5
Group insurance   67   70   0 70   75 75
Room Hire   588   576   120 120   n/a 576
Speakers   999   998   235 450   885 885
Website   100   154   0 150   150 150
Miscellaneous   47   10   0 10   10 10
                     
Exp excl events,trips,dinners   1804   1808   355 805   1125 1701
                     
Surplus/deficit   21   -108   1373 923   75 39
                     
Sub required to cover exp based on 60 payers                 18.75 28.35
                  (Note d) (Note e)
Notes                    
a. Items still to pay for 2019:  (estimated)     Speakers £250;   website £150;  Insce £75; Odds £10  =  £485 
b. Current balance in bank 08/01/2021: £3111, less outstandng £485  = Predicted final balance £2626.
c. We have saved £1000 (£456 room hire/£548 speakers) during the year, or approx £17 per payer.  
d. Members may want a reduction in subs for 2021 to reflect savings and the loss of the companionship aspect of the club 
If we made the sub £15, (ie £15x 60= £900) we would still have a small retention from 2020 of £100  
                     

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Minutes of Committee meeting on 4 Feb 2020

MINUTES                  of a meeting of the Committee held at Salter’s Lee, on Tuesday 4th February 2020

PRESENT                  Harry Thierens (Chairman), Paul Balmer, Andrew Cordery, Michael Dufton, David Fruin, John Hayter, Roy Loudon, Tony Mason (Secretary), , Brian Parry, John Williams

APOLOGIES              Rex Butler, Colin Massey

1. MINUTES   The minutes of the committee meeting held on 15th October 2019 were approved and signed as a true record.

2. MATTERS ARISING         None not covered by reports.

3. OFFICER’S REPORTS

a.  Chairman.  Feedback from the Annual Lunch at Prescott was mixed with some good points and some not good, overall disappointing.  There ensued a discussion about possible alternative venues which Harry, Roy, and Paul will look at.  John W said Dumbleton Hall is changing hands sometime this year.  Harry to ask for a show of hands of who would go back to Prescott at the next meeting.  Harry suggested replacing St George’s Day lunch with a summer barbecue, possibly at Beckford. Agreed to revive practice of inviting widows to lunches and outings.

b.  Vice Chairman.  Nothing to report.

c.  Treasurer.  The cheque for the lunch at Prescott has not been presented.  Half of subscriptions for 2020 have been received.

d. Programme Secretary.  David is away from mid-September and aims to have the 2021 programme complete by then.

e. Events Secretary.  The next event is the trip to Aerospace Bristol to see Concorde on March 24th.

Trips to Javelin recycling plant (energy from waste) and Bugatti Museum at Prescott are being investigated.

f. Speakers & Equipment Steward.  Rex has not submitted a bill for new equipment leads following the upgrade of the sound system in the Methodist Hall.

g.  Meeting Steward.  Paul is having difficulty with Google forms used by predecessors.  The speaker ratings sheet is useful to Programme Secretary when arranging speakers.

h.  Room Steward.  Michael thanked Geoff for the way he had organised things. Now has 7 on his list.

i.  Welfare Officer.  John continues to keep in touch with several members who are unwell or infirm and gave an update.

j.  Walks Co-ordinator.  Brian said the next walk will be February 19th from the Halfway Pub at Kineton.  26 people signed up for mid-week break 29th September to 1st October.

Harry thanked Brian and the Johns for organising the walks.

k.  Webmaster.  Andrew had received an approach from the Mercia club to help set up a website for them.

l.  Secretary.  Nothing to report.

4. CORRESPONDENCE   None to report.                                                                           

5. ANY OTHER BUSINESS    None.                                                                                   

6. DONM        7th July 2020.  At 10.30 am at Salters Lee, Stancombe Lane.

Parking available.

            Approved and adopted as a true and correct record

Chairman…………………………………      Date ………..                                               

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Minutes of Committee Meeting on 15 October 2019

1. MINUTES

The minutes of the committee meeting held on 8th July 2019 were approved and signed as a true record.

2. MATTERS ARISING

None not covered by reports. Query raised why BD & WS had resigned (move of house and working respectively). Noted GN had only been to 1 meeting since joining.

3. OFFICER’S REPORTS

a.      Chairman.  Trafalgar Day lunch has 35 attendees. Now salmon main course available. 12.45 for 1.00pm. Colin to try and source a bottle of Navy rum to raffle (unsuccessful so no raffle) and quiz on Nelson’s message.

b.     Vice Chairman.  Harry will be away for couple of weeks from Friday.

c.      Treasurer.  John anticipates at end of year club will have funds of about £1900, roughly equal to annual expenditure. Speaker fees about on budget. Current membership is 75 including 10 honorary members so shortfall of income from subs. Discussion on how much increase subscription by and/or levying meeting fee resulted in split vote on recommending subscription for 2020 of £26 (up by £1) or £27 (up by £2) noting that further increase may be needed in 2021. Having a meeting fee could partially or fully obviate the need to raise subs. Final decision to be made by member vote at the AGM as usual after John presents the case.

d.     Programme Secretary.  The speaker/programme secretary forum is being revived. Programme for 2020 is almost complete and is on website. Dessert Highland Discs show that had to be curtailed to be December 2020 meeting.

Lent lunches in 2020 mean meetings on March 6th & 20th and April 3rd will be in the church and not the hall.

e.      Events Secretary.  BBC Bristol trip was very good and enjoyed by all.

Trips to Aerospace Bristol, Compton Verney, and Gloucester energy from waste to be investigated.

f.      Speakers & Equipment Steward.  All working well, thanks to deputies.

g.     Meeting Steward.  Successor training in progress. Has 79 names on list so updated members list to be sent to committee.

h.     Room Steward.  Geoff suggested a member survey which he will initiate for after the AGM.

i.       Welfare Officer.  John said some 20 members attended Rodney’s funeral. Noted David Farrar has Alzheimer’s. He continues to keep in touch with several members who are unwell or infirm and gave an update.

j.       Walks Co-ordinator.  In Brian’s absence John W said the next walk will be November 20th from the Shutters at Gotherington.

k.     Webmaster.  Discussion re availability / circulation of membership list. Any member can request a list from the secretary but general circulation by email will only be done after an AGM.

Geoff thanked Andrew for the write up of the Mens Health event on the website.

l.       Secretary.  Nothing to report.

4. ANNUAL LUNCH

To be held at Prescott on Wednesday 8th January 2020. Menu to be available from 1st November. Possible entertainer but maybe quiz if not.

5. OFFICERS FOR 2020

Several officers standing down at AGM but replacements have volunteered. Nomination form available in November (as in Constitution).

6. HONORARY MEMBERSHIP

No member eligible for nomination.

7. CORRESPONDENCE

Club insurance policy is due for renewal by 1st November. Renewal agreed.

8. ANY OTHER BUSINESS

Paul thanked Harry for standing in at the last minute for the last meeting.

Paul to assist in laying Winchcombe Probus Clubs wreath on Remembrance Day.

9. DATE OF NEXT MEETING

4th February 2020.  At 10.30 am at Salters Lee, Stancombe Lane.

Parking available.

Approved and adopted as a true and correct record

 

 

Chairman…………………………………      Date ………..

 

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Minutes of Committee meeting on 8 July 2019

PRESENT          Paul Clark (Chairman), Rex Butler, Andrew Cordery, Geoff Cove, John Hayter, Roy Loudon, John Mackelworth, Tony Mason (Secretary), Colin Massey, Brian Parry, Harry Thierens, John Williams

APOLOGIES     Mike Hill (Ex Officio)

  1. MINUTES

The minutes of the committee meeting held on 12th February 2019 were approved subject to the insertion of presented in item 3h and signed as a true record.            

  1. MATTERS ARISING

None not covered by reports.

  1. OFFICER’S REPORTS

Chairman 

Paul said the Ladies Probus had rebuffed the approach from Mercia Club about merging. Our response if Mercia approached us remains that if individuals wished to join they should apply in the usual way.

The Trafalgar Day lunch has not been booked, a sign up list to be put out at next meeting on Friday.

Paul and Harry had visited Prescott to discuss matters arising from the Annual Lunch and were happy that the matters raised had been resolved.

The dress code for meetings, “smart casual, jacket preferred, tie optional”, will be reviewed at the next AGM.

Vice Chairman.

Harry has received a letter the Gurkha Welfare Trust following the talk at the last meeting. Donations (with Gift Aid) totalled £230 – enough for example to pay a Gurkha pension for 3 months. Letter to be read at next meeting.

Treasurer 

John said all subs had been collected except for Lem Kerks who had not responded to reminders. Agreed his membership is lapsed. Brent Davies and Will Stebbings had resigned. Total subs £150 down on last year as number of new members outnumbered by increase in hon members and those resigning and dying.

Speaker costs likely to be about on target. Surplus of £70 on Wedgewood trip by selling seats to non-members to fill coach.

Programme Secretary.

The speaker for the meeting on Jan 10 has suggested giving the talk to a mixed audience. Agreed the meeting would be open to wives/partners. Because of room limit on number present, up to 30 non-members could attend.

John is experiencing pressure on the size of the speaker’s fee – agreed max of £75 including travel. Speakers have been booked to April 2020. More member talks are needed. Michael Dufton and David Wadsworth have talks prepared on the standby list. Suggested we could revive the Desert Island Discs show that had to be curtailed.

Events Secretary.

The Wedgewood, race night, and Brize Norton trips went well. Letter from Brize Norton thanking us for donation. 26 have put names down for the BBC Bristol trip out of a max of 32. List still open, money in August.

Trip to Aerospace Bristol will be left to the Spring.

Speakers & Equipment Steward.

Nothing to report. Thanks for recent cover.

Meeting Steward. Nothing to report.

Room Steward.

Geoff reiterated his wish to stand down at the AGM and will speak to possible replacements.

Welfare Officer.

John continues to keep in touch with several members who are unwell or infirm and gave an update.

Walks Co-ordinator.

Recce for the mid-week break walk still to be done. Next walk 17 July.

Web administrator.  

A member had asked why wives/partners photos were not on the website. Explained that, as with the membership list, photos are to aid member identification.

A request was made for members mobile phone numbers as some difficulty was experienced finding Brize Norton and not being able to contact others on the way. Agreed secretary will email members after Paul’s announcement at the meeting on Friday.

Paul thanked Andrew for his work on the website and reports of meetings.

  1. CORRESPONDENCE

Meeting dates in 2020 have been booked with Methodist Church. An email had been received from Ladies Probus asking if we wish to participate again with the Remembrance Day wreath and who should lay it, us or Mercia. Agreed to participate but open about laying – suggest Ladies with men escorting as last year.     

 

  1. ANY OTHER BUSINESS

Paul thanked Harry for standing in at the last minute for the last meeting.  

  1. DONM

15th October 2019. At 10.30 am at Union Cottage.

 

Approved and adopted as a true and correct record

 

 

Chairman…………………………………      Date ………..                                                 

                                                                                                                                                 

 

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Minutes of Committee Meeting 12 Feb 2019

MINUTES of a meeting of the Committee held at Union Cottage, on Tuesday 12th February 2019 PRESENT Paul Clark (Chairman), Andrew Cordery, Geoff Cove, John Hayter, Tony Mason (Secretary), Brian Parry, Harry Thierens, John Williams APOLOGIES Mike Hill (Ex Officio), Roy Loudon, John Mackelworth, Colin Massey

———————–

1. MINUTES The minutes of the committee meeting held on 9th October 2018 were approved and signed as a true record. 2. MATTERS ARISING Paul said that he had not yet actioned item 3(b) the Trafalgar Day lunch but would ask for a show of hands at the next club meeting. 3. OFFICER’S REPORTS a. Chairman. Paul said he had heard that the Mercia Club were talking about merging with Ladies Probus. Discussion re response if Mercia approached us resolved that if individuals wished to join they should apply in the usual way. The dress code for meetings was discussed and agreed that this is “smart casual, jacket preferred, tie optional”. Paul noted that only 4 members were not wearing ties at the AGM.
    1. Vice Chairman. Harry has been invited to give a talk to Charlbury Probus club (11am drinks, lunch, then his talk).
    2. Treasurer. John said subs were coming in but he asked for guidance re approach to long standing members who are struggling to get to meetings. Agreed that if they offered payment this would not be refused but the club would not seek payment. On an individual basis their names may be left on the membership list.
    3. Programme Secretary. Speakers have been booked to end of 2019.
    4. Events Secretary. 37 people have booked for the Wedgewood trip. Cheltenham amateur race night on 3rd May, if 10 or more go the ticket is £13 each. Other events being investigated are RAF Brize Norton visit, Royal Mint Llantrisant visit, and Tewkesbury BC recycling centre visit.
    5. Speakers & Equipment Steward. No reporRoom Steward. Rota for room steward and first aider are on website. Individuals have been notified.
    6. Meeting Steward. Apologised for not having presented attendance figures at the AGM.
    7. Welfare Officer. John continues to keep in touch with several members who are unwell or infirm. Rodney is not leaving the house yet despite encouragement from Doug.
    8. Walks Co-ordinator. Next walk 20th February from Snowshill Arms. Recce for the mid-week break walk still to be done.
    9. Webmaster. Nothing to report.
    10. Secretary. Nothing to report.
4. ANNUAL LUNCH FEEDBACK Various comments had been made following the last club meeting (in response to Paul’s request) ranging from those who liked Prescott to those who preferred Dumbleton Hall and such things as lack of menu choice, cold fish, serve vegetables separately. Paul and Harry to provide feedback to Prescott and see if improvements could be made and what impact there would be on cost. Prospective date for the lunch in 2020 is 8th January. 5. CORRESPONDENCE An email had been received asking for a contact phone number (given) but nothing had been heard from the gentleman for whom this was requested. 6. ANY OTHER BUSINESS None 7. DONM 9th July 2019 and 15th October 2019, at 10.30 am at Union Cottage. Approved and adopted as a true and correct record Chairman…………………………………      Date ………..-

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Minutes of Committee Meeting 9th October 2018

MINUTES

of a meeting of the Committee held at Union Cottage, on Tuesday 9th October 2018

PRESENT

Mike Hill (Chairman), Rex Butler, Paul Clark, Andrew Cordery, Roy Loudon, John Hayter, John Mackelworth, Brian Parry, Harry Thierens, John Williams

APOLOGIES

Geoff Cove, Tony Mason (Secretary), 

1. MINUTES

The minutes of the committee meeting held on 17th July 2018 were approved and signed as a true record.

 

2. MATTERS

ARISING

Andrew clarified that under item 3(k) the £100 was per annum.

  

3. OFFICER’S

REPORTS

 

a.       Chairman.  Mike confirmed that the Prescott Club House had been booked for the Annual Lunch on 11 January 2019. The menu has been selected. A full menu is awaited and will be published on website when available. At the moment the numbers were 40. The costs £23 per head includes a welcome drink with canapes, main course, pudding and tea/coffee. A £1 tip has been included. There will be entertainment.

b.      Vice Chairman.  Paul will organise with the Corner Cupboard for Trafalgar Day, 21st October 2019.

c.       Treasurer.  As reported at the last meeting John was predicting that the current level of subs would not be sufficient in 2019. Based on a current paid up membership of 71, less moved away, new honorary, deaths and resignations, a worst case for membership was 60. This would require a subs of £30 to maintain the expenditure for the year of circa £1800. This could be improved if some of the members currently sick or incapacitated were to re-join and if any of current 3 or 4 prospective members were to sign up, then the number and therefore the predicted sub could change. It was agreed that Mike would give a ‘heads up’ to members at next meeting to advise of likely sub increase and to encourage new membership.

d.      Programme Secretary.  Speakers have been booked to end September 2019. There was a discussion on the rising cost of speakers. Mindful of the treasurer’s remarks above it was agreed to look at more member’s profiles meetings – 2 this year against 3 last. There was an offer to visit to the Bugatti museum followed by lunch at Prescott. Mike to check availability and John M to tee up Geoff Kimber for members talk. Suggested date 22nd March 2019.

e.       Events Secretary.  Waverley trip was a success, 4 no shows, £32 profit was made. Next trip to ‘Yellow Hat Tribe’ on 13th Nov in the morning, possibility of lunch afterwards, but not part of visit.

f.       Speakers & Equipment Steward.  Everything OK. Mike has the club projector and Rex has the reserve machine, (agreed to pass to Paul as Rex away in Dec). It was suggested that committee should all become familiar with microphone set up.

g.      Room Steward.  No report.

h.      Meeting Steward.  Roy asked if the members list could be slimmed down to remove the members’ no longer attending. Several names were removed.

i.        Welfare Officer.  John continues to keep in touch with several members who are unwell or infirm. Slow improvement in Rodney.

j.        Walks Co-ordinator.  Mid-week break a success, hoping that there might be another one in 2019. Next walk is on 17th October – from The Shutters, Gotherington.

k.      Webmaster.  Nothing to report.

l.        Secretary.  Nothing to report.

 

 

 

 

 

 

 Action Paul

 

 

 

 

 

 

 

 Action Mike

 

 

 

 Action Mike & John M

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

4. OFFICERS FOR 2019

Tony to be asked to put out a list in November. Paul to prompt members at next meeting to consider standing, especially the newer members.

Action Tony/Paul

5. HONORARY MEMBERS

It was agreed to offer Honorary membership to Tom Hancock, David Farrar and Robin Reckitt.

 

6. CORRESPONDENCE

Tony had advised that the insurance was due (£66.60), for an extra fee of £15.34 this could be extended to include wives. The meeting agreed that this was not required.

 

7. ANY OTHER BUSINESS

 

a) The remembrance wreath has been ordered and will be collected by Mike.

b) Members are not using the tins at the end of the meeting. Andrew offered to stand at the door and ‘encourage’ members to place the counters in the respective tins. Counters of the same colour would help the process.

c) Andrew commented that he had heard that another organisation offering MIXED Probus type meetings was appearing – REBUS??

d) Was agreed that the Immediate Past Chairman should be an ‘ex officio’ member of the committee, to offer continuity.

Action Mike

 

 

Action Andrew

8. DONM

V.C. Paul suggested 12th February 2019.

At 10.30 am at Union Cottage.

 

Approved and adopted as a true and correct record

 

 

Chairman…………………………………      Date ………..

 

 

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Committee meeting 17 July 2018

MINUTES of a meeting of the Committee held at 5 Kenulf Road, on Tuesday 17th July 2018

PRESENT Mike Hill (Chairman), Rex Butler, Paul Clark, Andrew Cordery, Geoff Cove, John Hayter, John Mackelworth, Tony Mason (Secretary), Brian Parry, Harry Thierens, John Williams

APOLOGIES Roy Loudon

1. MINUTES
The minutes of the committee meeting held on 13th February 2018 were approved and signed as a true record.

2. MATTERS ARISING
None.

3. OFFICER’S REPORTS
Chairman. Mike confirmed that the Prescott Club House had been booked for the Annual Lunch on 11 January 2019. He has paid a deposit for an entertainer but was not giving details.

Vice Chairman. Good Friday in 2019 is a scheduled meeting date but, in accordance with Club practice, there will not be a meeting that day.

St George’s Day, 23rd April 2019 is the day after Easter Monday and Paul proposed that the Club do something different. Paul will enquire about having a lunch at the Corner Cupboard on Trafalgar Day, 21st October 2019.

Paul initiated a discussion on succession planning for nomination 2019 Vice Chairman. This should be someone with experience of being on the committee and Harry agreed to stand. A new Events Secretary will be needed and newer Club members encouraged to join the committee.

Treasurer. The average speaker cost this year is £47. John had done a projection of income and costs for 2019 and concluded that there would be a budget shortfall based on current membership and subscription levels. Subscription has not been increased for several years and an increase of probably £1 (to £26) will be proposed at the AGM in 2019.

Programme Secretary. Speakers have been booked to end June 2019. The speaker booked for the next meeting (29th July) has had to cancel but a replacement has been organised.

Lent lunches will again be in the Methodist Hall in 2019 (8th March to 12th April inclusive) but the speakers who have been booked for this period will probably need blackout so the Methodist Church is not really suitable.

Events Secretary. The trip to Clearwell Caves has been cancelled because, although initial interest was high, people had dropped out for a variety of reasons. The Waverley cruise has 44 people but Harry would like another person to make the 45 originally booked. Sailing is quite early but food is available on board for lunch.

Harry is looking to arrange a visit later in the year, possibly Wedgwood.

Speakers & Equipment Steward. Everything OK. John M has the club projector and Harry has the reserve machine. The whereabouts of the projector that Andrew loaned the club is unknown.

Meeting Steward. No report.

Room Steward. The rota for setting is working well. Geoff said he will do 1 more year in post.

Welfare Officer. John continues to keep in touch with several members who are unwell or infirm.

Walks Co-ordinator. 40 people have booked accommodation in Hay-on-Wye for the mid-week break in October. The recce party for the walk on the Wednesday will go to Hay on Monday.

The next walk is 25th July from the Royal Oak in Andoversford.

Webmaster. The cost of the website is £100 which is considered good value.

Secretary. Nothing to report.

4. DRESS CODE

It was noted that some potential new members had been deterred by the fact the current dress code is jacket and tie. It was agreed that when the summer relaxation (Chairman’s discretion) ends, the dress code for the remainder of the year will “smart casual, jacket preferred, tie optional” and a vote will be taken at the AGM on this.

5. VENUE FOR MEETINGS

The Working Mens Club was OK but could have been better. Requests for a hearing loop and a large drop screen had been made but were rejected by the WMC. More chairs instead of tables facing the speaker would have improved the venue.

It was decided to continue with meetings in the Methodist Hall although meetings during Lent 2019 may be in the WMC. Subsequent enquiry found WMC politely declined to host the Club again.

6. DATA PROTECTION AND PRIVACY NOTICE

Most members have consented to continued contact from the Club under GDPR. Those that have not are either very poorly or infrequent attendees. They will still receive contact from the Club until such time as they request otherwise.

7. CORRESPONDENCE The bookings officer for the Methodist Hall is now Linda Maggs, 15 Delavale Road, tel. 603330

8. ANY OTHER BUSINESS
The impact on our Club of the Mercia Club change to Friday meetings is not known. Mike will try and arrange a joint event with Mercia although invitations to join our outings had not seen any take up.

The Duty First Aider on the rota for the last meeting was not present. Programme Secretary will in future advise the name of the Duty First Aider to the Chairman prior to meetings.

9. DONM 9 October 2018
At 10.30 am at 5 Kenulf Road.

Approved and adopted as a true and correct record

Chairman………………………………… Date ………..

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