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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 ………..

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 12^th February 2019 were approved subject to the insertion of presented in item 3h and signed as a true record.            

2. MATTERS ARISING

None not covered by reports.

3. 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.

4. 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.     

 

5. ANY OTHER BUSINESS

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

6. DONM

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

 

Approved and adopted as a true and correct record

 

 

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

                                                                                                                                                 

 

MINUTES of a meeting of the Committee held at Union Cottage, on Tuesday 12^th 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 9^th 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. 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 9^th July 2019 and 15^th October 2019, at 10.30 am at Union Cottage. Approved and adopted as a true and correct record Chairman…………………………………      Date ………..-

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 ………..

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

 a.       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.

b.      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.

c.       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.

d.      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.

e.       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.

f.       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.

g.      Meeting Steward.  No report.

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

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

j.        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.

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

l.        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 – venue to be arranged.

 

Approved and adopted as a true and correct record

 

 

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

PROBUS CLUB OF WINCHCOMBE

 

MINUTES
of a meeting of the Committee held at Royal Oak, on Monday 10th July 2017
PRESENT
John Pearson (Chairman), Stewart Aylward, Paul Clark, Geoff Cove, John Hayter, Tony Mason, Brian Parry, Harry Thierens, John Williams
APOLOGIES
Rex Butler, Andrew Cordery, Mike Hill
1. MINUTES
The minutes of the committee meeting held on 14th February 2017 were approved and signed as a true record.
  
2. MATTERS ARISING

 Item 2, re the procedure for situations during meetings when first aid may be required, John W has contacted 6 club members known to have had first aid training and they have agreed to be on a rota.
  
3. OFFICER’S REPORTS

 a.       Chairman.  John has booked Dumbleton Hall for the annual lunch on 5 January 2018. Discussion about cost, welcome drink, entertainment, and numbers.

Paul agreed to draft a questionnaire for members to complete about non-core activities of the club.

b.      Vice Chairman.  Mike is seeking agreement to the AGM in 2019 being held on 11 January instead of the usual last meeting of the month as he will be away then.

c.       Treasurer.  All subscriptions had been paid prior to the meeting.

Room hire will be increasing by £4 per meeting from September.

St George’s Day lunch attendance was much lower than in previous years but a small surplus was returned.

d.      Programme Secretary.  The 2017 programme is on the web.  2018 programme will be complete in 2-3 months. Paul noted that Good Friday in 2019 is a scheduled meeting date but it was agreed that there would not be a meeting.

e.       Events Secretary.  The trip to Fleet Air Arm, Yeovilton, on May 2nd broke even. The trip to Clearwell Caves has been postponed in favour of the Waverley trip, cost of this is £36 per head. Harry is looking for an alternative activity in or around Clevedon in case bad weather in Bristol Channel causes sailing to be cancelled. Also planning autumn trip to Batsford arboretum.

f.       Speakers & Equipment Steward.  No report.

g.      Meeting Steward.  Average attendance over last 6 months is 48.

h.      Room Steward.  Rota of volunteers to set up the room for meetings is working well.

i.        Welfare Officer.  John continues to write or send cards. He is keeping in touch with several members who have on-going problems.

j.        Walks Co-ordinator.  40 people are going on the mid-week break to Brecon. Attendance on the monthly walks has dropped to 6 club members although some of the regulars have not been fit enough.

k.      Secretary.  Nothing to report.

l.        Webmaster / Archivist.  Nothing to report.
  
4. CORRESPONDENCE
The Methodist Church has increased their room hire charge from September. There is a TV available in the room for use at no charge.
 
5. ANY OTHER BUSINESS
Noted that for 2018, a new Meeting Steward and a new Programme Secretary will be needed.
 

 6. DONM
10th October 2017 12.00 start and 2.00 finish.

 

Approved and adopted as a true and correct record

 

 

Chairman…………………………………      Date ………..