club council

Club Council

The role of Club Council is to provide a forum to receive committee reports and to coordinate activity and facilitate decision -making. It receives the reports of  all the committees and reports from the Treasurer on a regular  basis.It provides advice to the President and other officers and is the senior  management committee of the club.

17/2018 committee members
Martin Davies (Chair), Derrick Whiting (IPP), Michael Deaville, David McParlin, John Harries, Bob Hughes-Jones, Meurig Lewis, Hywel Davies, Robin Varley, Alan Axford, Colin Fletcher, Howard Jones, Eifion Lewis.

Club Council Meeting held on 27 November 2017


Club Council Meeting held on 18 September 2017


Club Council Meeting held on 24 July 2017


Club Council Meeting held on 10 April 2017

Present: President Derrick Whiting (chairman), Hugh Davies,  Michael Deaville, Lindsay Fletcher, John Harries,Bob Hughes-Jones Meurig Lewis, Richard Morgan, Alun Thomas, Robin Varley, Ken Young, Hywel Davies

1. Apologies: Martin Davies,

2.Minutes: The minutes of the meeting held on 6th February 2017 were approved and signed.

 3.Matters arising:
3.1 ACTUM 6: Agreed to support the Cycle Fest as much as we were able particularly given their generous donation to support local charities.

Rotary communications
DG and DSec’s monthly reports, and other emails, had been circulated to Club Officers and appropriate actions taken.
* Letter of thanks from Hospice at Home Aberystwyth Volunteers.

5.RIBI Conference Manchester April 2017
The President had attended the Conference and gave a full report on the proceedings, . The planned increases in RIBI subscriptions were noted:from £52.00 per member  in 2016 /17 to :
2017/8: £60.00

6.Treasurer’s Report
6.1Robin reported that the balances as at 10th April 2017 are:

General account £1991.98
Lunch account £2294.95
Charities account £7993.42
Lionel White Scholarship account £3981.04
      COIF £7853.72

6.2 It was noted that the balance  of the lunch account appeared to be high and that some of the  monies should be used for other purposes. The Charities Account balance includes a recent Gift Aid  payment from HMRC of  £1336.05

6.3 The Treasurer gave a breakdown of the composition of the Club’s annual membership subscription ( payable by members on the  1st of July) currently £110 per annum

  • RIBI – £52.00
  • District £25.00
  • Charter Night £27.00
  • Club £6.00

In light of the RIBI increase  from £52 to £60 (see 5 above), the Treasurer recommended  that the  membership fee for Club  should  increase in line with this RIBI increase and accommodate it, and should therefore become £118 for 2017/18.  District were not proposing an increase in their subscription.

6.4 A lively discussion ensued which also covered the recommendation from Club Service (Membership and Development and Promotion sub group, see 7.2 below) that some additional expenditure should  be incurred to cover infrastructure costs and a  budget set aside for this purpose, met from membership fees.

6.5 In discussion, the following were noted:
* It is entirely legitimate for appropriate and approved operational costs to be met by charitable donation and this was a well-established practice in charity funding. One senior member of Council reported that this had been the custom and practice within this Club.
*A costed proposal should be made by Club Service outlining the spend and its purposes and submitted to Club Council or for the Chairman’s consideration with regard to possible executive action if there was a long period before Council.
*The setting of an ad hoc budget for these purposes was not deemed appropriate. But reasonable requests were welcomed and likely to be approved to serve the interests of the Club to meet its charitable objectives
*Rotary membership costs were thought to be higher than other service club costs in the area
* The surplus from Charter Night

6.6. A counter proposal was submitted of an increase of £5 from £110 to £115 and this was put to the vote and carried by 8 votes for to 5 against:

RESOLVED: The the membership subscription fee for 2017/18 to be recommended to the AGM would be £115 .

 7  Service Committee reports

7.1Club Service Committee 4th April 2017
Chairman:- MD reported that he had attended a PETS meeting on the previous Saturday. It was noted there that Rotary in Wales would be celebrating it’s centenary in 2018 and the hierarchy were pondering as to what major event would be a suitable celebration of this milestone; many ideas were in the pipeline, watch this space. Coincidentally it would be our club’s 70th anniversary that year. As is the case each year, there is some worry regarding falling membership numbers not only in the district but throughout RIBI and all incoming presidents were asked to address this issue as a priority.

Membership , Development & Promotion:- Most of the hour-long meeting was taken up in discussions regarding the recent meeting which the MD&P group had held on the 28th March. It was reported that there were a couple of very positive proposals regarding new members being worked on but no definite names to go forward.

A brief resume of the MD&P group’s deliberations, suggestions, proposals and requests are appended. Discussions on the main points of their report followed in depth and at length.

Programme:- RG reported that all is well.

Rotaract:- Cordial relations were enjoyed by Rotaractors and members of Aberystwyth and Aberaeron a’r Cylch Rotary clubs at the recent Charter presentation evening for the new Rotaract club of Aberystwyth held at Brynamlwg social Club. It is hoped that, with the continued support of both Rotary clubs, the fledgling Rotaract club will thrive.

Visits:- BH-J reported that plans were in hand for a visit to the Royal Mint on May 23rd. Final details would be made known as soon as finalised. DW would be willing to arrange another trip to The Royal Hospital, Chelsea should any Rotarian be interested.

Sports:- We had a successful evening at Llangurig in our match against Llanidloes. Our pool tournament had been held recently and won by Robin Varley. The golf tournament was to be held at Penrhos on May 16th.

Web:- The Club service committee were rather anxious to see service committee minutes being published on the web pages. It fully endorses the need why they have to be ratified by Club Council before publication and it was suggested that as soon as possible after being agreed at a higher level, the committee chairs or secretaries resume the practice of inputting the sanitised (if needed) reports onto the  relevant web page themselves. This would help in reducing the workload of the club’s secretary.

Almoner:- No Report

PRO:- Nothing to report

7.2 Appendix to the Club Service report :- Deliberations on the work carried out by the MD&P group.
The group wishes to emphasise that their function is to provide support to the relevant service committees at their events whilst simultaneously enhancing the profile of Rotary and attracting new members.

Various scheduled events and possible forthcoming additions to the programme where such support would be of benefit were put forward to Club service and were analysed as to where and to what extent the publicity/promotional role of the club could be used to enhance the profile of the club during these events.

  1. May 23rd to 29th – AberCycle Fest. The probability is that our assistance in Stewarding during the main events would be required. The main event, though not televised this year, will still form part of the national series and is of high profile. ( com.voc remit)
  2. June 10th Aberystwyth show. There was some discussion on this proposal as it was felt that even though it would be a popular event as far as the numbers of the public attending the show, it would be difficult for us to make our presence felt in a meaningful way. Also the cost of putting up a stall on the field and locating it in a favourable pitch, should we go ahead, was also felt to be risky in terms of a positive return for the work involved. However, it was felt that we could perhaps , in partnership with a like minded group, promote water aid at the show. (international)
  3. July 29th Town Carnival. Marshalling would be required. As yet we have not had any details regarding the Carnival and the group are in the process of obtaining information (com voc)
  4. August 6th, Pig Roast. Promo help for the event (international and IW)
  5. August 13th Sea2Shore Festival. No details have emerged as yet but our presence would be required in some form, not necessarily as assisting but definitely with some promotional stall (com voc)
  6. Baker street farmer’s market, stall etc and the sale of Christmas cards (int)
  7. November 5th or there about. Our services last year were much appreciated by Round Table as their active membership is struggling to maintain this event. We need to do everything possible to support their organisation in putting on this event as we would not like to see it fold.
  8. December 2nd Christmas lights event. We need to be fully active in this event; the publicity that we achieved with our Gazebo did us the power of good. We must be careful though not to usurp the good work done by Menter Aberystwyth.
  9. Christmas street collection – main promo activity.

Other ideas put forward were of a more tenuous nature; A summer street collection –  the ducks have flown so this is probably a non-starter, A dinner dance – recent attempts have failed to get off the ground, A non-denominational Christmas Carol service – something the incoming President wishes to consider.

The group would like to consider some form of funding for infrastructure material so that our approach to events and appearance at community orientated projects could be more professional. An example of this is our current A boards which are well past their sell-by date.  Club Council minutes of the 27th July,2015 and 28th September 2015 report that the issue of A boards was raised then “– and Club Council agreed with the need for improvements to both music and signage —agreed that Hywel (J) liaise with the MD&P group to report on the logistics, priorities and costs of improving our image at the Christmas collection.”

A new sound system and Gazebo had since been purchased but more is required in the form of new A boards. Enquiries had been made as to the cost of new A boards which is a reasonable £32.8 each. Having self-funded a heavy duty speaker stand for the sound system, the group would like the club council to agree to the instigation of some form of internally generated pot of money to enable minor purchases to be made for the use of all committees in doing promo work for the club. It was also felt that there is no ring- fenced source of funding that we can draw on towards such as the repair and up-keep of the wishing well, being reliant at the moment on the good-will and pocket of members. It was mentioned that as a Service club, putting your hand in your pocket was not the ethos of Rotary. It was suggested by Club service that a small addition to the membership fee, a 100 club draw or an increase in our weekly raffle cost would enable the promo work to be self- financing. A small pot of money raised from the members to further this objective should be considered.

7.3 Community and Vocational Committee  4th April 2017
The report of the meeting was received and adopted as follows:

1.Visually Impaired Club – An email had been received from Gillian Hopkins of the Visually Impaired Club indicating that they did not have a regular meeting until 15th May due to two bank holidays. She thanked the Rotary Club for donating £100 to the VIP Club and for our continued support with the transport of members to meetings. She also wished to thank the person who had taken photos at the Richmond Hotel and who had sent copies to her. Past President Hywel Jones will monitor future dates.

2.Christmas Collection – Monies had been donated to the various charities on 10th March at the Richmond. Thanks were due to Richard Griffiths for arranging the venue and providing light refreshments. Also thanks to Huw Spencer Lloyd for his camera work. Dates have been booked with Ceredigion County Council and a Licence obtained to collect at Bank Square from the 18th to the 23rd December (Monday to Saturday inclusive). Iori Jones had been in touch with Morrisons and they had indicated once more that they were only agreeable to one day per charity, in the circumstances Iori had booked Friday 15th December. An approach had been made to Tesco’s but there was no response as yet and an approach will be made to Marks & Spencers in due course.

3.Aber Cycle Fest – Club had received an email from Shelley Childs indicating that in collaboration with Ceredigion County Council Aber Cycle fest were planning a full day’s entertainment on the prom and around the town with no less than 15 races between 1.30pm and 9.00pm on Friday 26th May. It was unanimously agreed that the club would support Aber Cycle Fest and the Chairman would respond appropriately to Shelley.

4.Future Events for the Diary

Cycle Fest 26/27th May

Aber Show 10th June

Aberystwyth Carnival 29th July

Sea to Shore 13th August

5.Keep Wales Tidy – Past President Richard Morgan confirmed that he had been in contact with Ceredigion County Council and requested that the Council should contact the Club as and when they have a project. If nothing is heard he will make contact at the end of April/beginning of May.

7.4 International Committee 4th April 2017

 Item 1 : Future Events : Duck Race. Unfortunately this has been postponed indefinitely. The two problems identified is 1. The inability to secure places at Morrisons / Tesco for collection. 2. Ducks are no longer available from Rtn Alan Carr. Ducks are available to buy at a cost of approximately £100 per 500. It was thought that with the inability too secure places at the Supermarkets insufficient donations would be received to make the event viable. Also it has come to the Chairmans notice of another Duck Race taking place, but date unknown. Pig Roast : A preliminary date has been booked with the Rugby Club for Sunday 6th August. This to be confirmed by the incoming Chairman with the Inner Wheel.

Item 2 :  Charities to be considered. This was discussed with the committee. We have roughly £700 in the Charities account available for a donation from the Pig Roast / Silent Auction. £200 was donated to the Rotary Club of Marlow for their appeal for Medical Equipment in West Africa, this being a follow up to the EBOLA crisis. The Chairman has sent a message to the District International Chairman Geoff Gunson enquiring about any International Charities looking for donations, to date there has been no reply.

Item 3 : Other Items . There were no other outstanding items from the committee members at this time.

No further outside correspondence had been received for the International Committee since the last meeting.

 7.5Youth Service Committee 4th April 2017

There were no minutes of this committee but Ken Young provided a verbal report. The committee’s work for the year will be reported to the AGM

7.6 Foundation Committee 4th April 2017
The report of the meeting was received and adopted as follows:

Two applications had been received and approved since our last meeting.
The first Ffion Edwards will be going to Uganda for three weeks in June working with East African Playgrounds where they will be building playgrounds for the many disadvantaged children in the area. Ffion has been awarded £750 and will be presented with a cheque on Tuesday 11 April before the AGM.
A further £750 has been awarded to Rowena Donnison, who due to other commitments, will be unable to attend a presentation. A cheque has already been sent out to her.
In the summer Rowena will be spending a month in Panama working with Floating Doctors who work to reduce the burden of disease in the developing world.
On numerous occasions since the Lionel White Scholarship was set up, it has not always been possible to use all the funds available. As many students are in University for five years it was felt that raising the age limit from 21 to 23 would result in more applications being received each year. The age qualification deadline is at present unclear and it is proposed to clarify the situation by stating that the applicant should be no older than 23 on the 31 January, which is also the closing date for applications.

An ‘e’ mail had been received from Cwmbran Vale Rotary Club thanking us for our support and confirming that a donation of £8,000 had been made by Rotary to the Charity “Meningitis Now”
They expect to be selling Christmas Puddings again this year, but have not yet decided on the Charity to support.

8. Election of Honorary Member

Meurig Lewis  proposed that PP John Ockey should be  made an honorary member in view of  his outstanding contribution to the Club and this was unanimously approved

Signed……………………………………… (President)



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