Minutes for the Meeting of the Melbourne Sunrise Probus Club. Held at the Hub on Thursday the 16th Dec at 10am. Present President Harold Fraser, Vice President Marilyn Seen, Treasurer Gaye Schneider, Committee members Mary Hart, Russell King, with guests Tony Thomas and Judi Easdon, Carol Berg absent.
The minutes of the inaugural meeting held at the Hub on 2/12/10 were read, Motion moved Pres. Seconded VP.
First Business arising from the meeting was the need for a Secretary. Carol Berg was put forward but was unable to accept at this time due to work commitments. Gaye Schneider was put forward to relinquish her position as Treasurer and accept Secretary until the AGM in March, 2011. Motion Moved Pres Seconded VP.
The position of Treasurer now needed to be filled and Tony Thomas was put forward and accepted unanimously, Motion Moved Pres. Seconded Sec.
The Treasurer gave his report on our financial status, with 36 paid up members, and $760 being held for us by our Sponsor Melbourne Central Sunrise Rotary Club. The membership fee is $40. With a further fee of $10 for a nametag. Mary Hart was asked to source the nametags and update to committee at the next meeting. Motion Moved Pres Seconded Sec.
Our Club will be incorporated and the necessary paperwork is being compiled by T.Thomas.
A bank account with the NAB, Docklands will be set up with the Pres. V/Pres, Sec. Tres. To sign, and 2 signatures for all withdrawals. Each member will provide 100 points to the bank, with Proof of Club, at a time to be decided. Motion Moved VP Seconded Pres.
Tony Thomas presented verbal and printed information regarding the Club Runner Software which we will adopt for our Club. This gives us access to everything on the net. Our Club will have a Password protected site to view our Homepage, newsletter, Members contacts, Committee contacts, Activity Calendar, ‘Speaker details, Meeting details and minutes, etc. The cost is $200 set up fee and a yearly subscription of $360. For 31-40 members. This increases as the membership increases. Motion Moved Pres Seconded Sec.
All new members are to contact either Gaye Schnieder or Tony Thomas, and will pay their fees by Mastercard, Visa, Cash only.
A change of Club name was suggested, but rejected as we want our Club to be open to any new members within the city and not specifically Docklands, and our name reflects our idea of how we want new members to percieve our Club.
All Committee Members were encouraged to distribute flyers and phamplets in their local area. Our Membership was set at 80. With a ratio of 60/40 women to men, but the reality is that we want new members, and will not turn anyone away at this time, but when our numbers are close to limit we may need to defer women, until future vacancies come up. All New members are to complete a Membership Form disclosing personal contact emergency details, interests, hobbies, past vocation. Motion Moved Pres. Seconded VP.
One new member Maria Peters has paid, but left no contact details and a memo to all members is to go out to hopefully contact her.
Russell King was put forward as Speaker Officer, Motion Moved Pres Seconded VP . He will organise all future Guest Speakers at our monthly meeting, also supply them with a small gift or a bottle of one . Our first Speaker is from the Melbourne City Council, more details later. A copy of relevant speakers was supplied to Russell.
Mary Hart was put forward as Almoner, she will keep in touch with Members who are celebrating good and bad news, and keep all members up to date with same, Moved Sec. Seconded Tres.
Tony Thomas was put forward as Probus Liaison and Membership Officer. He will inform HQ, and our Sponsor Rotary Club of our doing, and keep all Members dues and details. Motion Moved Sec seconded VP.
Tony will contact Residents 3000 with further details of our whereabouts, and contact details.
Judi Easdon and Marilyn Seen were put forward as Activity and Catering Officers. They will co-ordinate all outings, prices, availability, distance, Date and time, for all our future outings. Our calendar will include our monthly meeting on the first Thursday of each month, and on outing/activity for each week following. Times and dates will vary as needs dictate. Motion Moved Pres Seconded Sec. Our first outing is set for the MCG AT 11AM Wednesday Jan 12, 2011. All members to get to venue 1045.AM. Cost is $30 full price, $23 Concession, Group size 25-30 with a second guide available for more members. Guests can be included. Duration of tour 1hr15min. with a meal of your choice available afterward at the G. The Olympic Museum is also very worth while. This is our first outing and should be interesting. Thanks to Tony Thomas for organising it.. Motion moved Pres Seconded Tres.
Our Club meetings each month will be on the 1st Thursday of each month, AGM in March each year, the meetings will commence at 10am with tea and coffee available for early birds, our Guest speaker will entertain us for 45 minutes until 1145 we will then have a drink break, resuming for general business, concluding 12midday. Meetings are not to exceed 2 hours. Motion Moved Pres. Seconded Sec.
Our Code of Dress will be Smart Casual with a collar for men, and no flip flops, women to also dress Smart Casual. Motion Moved Pres. Seconded VP.
The pressing need for a venue is to be decided by a sub committee of Harold, Gaye, Russell and Judi. A number of venues are to be visited, The Woolshed Pub, The Wharf Hotel, Platform 28, MYC, Harbour Town Hotel for a venue that can accommodate 80 members, provide tea and coffee, good access by tram, car, train, A screen for presentations, mike and audio, privacy, and with a reasonably priced meal . This venue will be then listed with HQ and on all future flyers and promotions for future members to find us. Our xmas party will also be there. Motion moved Tres. Seconded VP.
Our next Committee Meeting will be held on Monday 10/1/11. 10AM. At the Wharf Hotel, Siddeley St, Docklands. The Wharf Hotel has offered us the use of a committee room for our Committee meetings, this is free of charge, and tea and coffee is available. Gaye will confirm our booking. Motion moved Pres. Seconded Sec.
Gaye will forward minutes to all committee members, also contact all members re our first outing, also wish them a happy xmas, and the details of our Club meeting Venue when possible. A Booklet on how to form a Probus Club is available to Committee Members.
Addressing the issue of a Post Office Box and Letterheads, these are not necessary at the moment and if the need arises will then be discussed.
Sponsors will be needed in the future to help us fund our Internet and printing costs, these will be discussed at the next meeting.
The Meeting was declared closed.