Planning Committee Minutes 13 May 2020

 

VENUE:  Via Zoom

DATE    Wednesday, 13^th of May 2020 at 6pm  

 

WELCOME / APOLOGIES:

 

ATTENDEES

Angelo and Sue Raveane, Phil Smith, Mark Staples, Bill Lee, Harold Sharp, Owen Houston, Kate Riddle, Tom Sweeney, George Condell, John Zhang(AG Elect)

APOLOGIES

Howard Sullivan

 

DISCUSSION POINTS

 

Review of PETS course discussion items around

 

The major focal points for the year are around sharing the Club’s tasks amongst ALL members and Club Membership

  

 

A leading article on “Being a Vibrant Club” is a good guide, was reviewed

Produce a Strategic Plan for the Club to say where we want to be in 3-5 years and how we are going to get there.    This will also take the involvement of all members. Refer Strategic Planning Guide.And part of the Plan was a written Membership Satisfaction Survey, which will be carried out early in the new year

 

Incoming President and Foundation Chair to sign and submit MOU (done), plus, Complete the Club Annual Fund Donation Goals online by end of May.

Participate in District Assembly Training, done.

Prior District Grants must be completed, done.

Only allowed one District Grant per year, should be submitted as early as possible.

Meeting approved the payment of $5000 to the Foundation, to be paid by the end of June for this year.

 

For the coming year, the focus will be more on District Grants, however, should suitable International projects be on the table we will limit our area to our closer neighbours, such as Timor Leste, Indonesia, PNG.

Our recent experience has generally not been good, Africa in particular, where our East Pokot project has been cancelled.

 

Without doubt the biggest challenge for the Club,as our numbers slowly decline,but,not only in finding suitable new members ,but retaining them.Numerous ideas discussed,but will need to put together a Committee, led by George to come up with a plan.

 

          Discussed all Youth groups, both inside and outside Rotary, including PCYC

 

This area is most probably one of the strengths of the Club, but with COVID at the moment, means most of the activities, such as the Dementia Café is on hold.  However we are confident this will change soon

 

 

Starting with Changeover on the 13^th of July, assuming the Golf Club is open then

Tom to reactivate Pride of Workmanship

Vary Monday’s Meeting by having an evening function at an agreed frequency, say once every 6-8 weeks.

 

Discussed at length, like do we charge for Zoom Meetings, but this will be reviewed at the next Board Meeting.

In terms of additional fund raising ideas, lot of discussion but no silver bullet just yet.  Ideas welcome

 

Need to look at our structure, with Board Members leading various SubCommittee, giving all Members chance to participate, refer attached Sample Club Committee Structure

 

          Going well at the moment with Swapna’s help on Facebook. Need a review in terms of ideas for input to Swapna

 

Now that we have become use to Zoom Meetings, the question was raised, do we continue with them or not, that is when we are allowed to go back to the Pub.

Angelo suggested in a month have two Hotel lunchtime Meetings on Monday, plus two Zoom Meetings in the evening.  A few options were discussed in terms of suitable time and day.   The evening Zoom Meetings would hopefully create a larger audience.Options need to be discussed with members before finalising.  Also the format of the evening Meeting, length of Meeting and need for a Guest Speaker to be reviewed.