EVENING BUSINESS MEETING

Notes from the Business meeting 17/06/25

Present- Alan Pomfret, Les Clancy, Ray Bointon, Les Greenall, Barry Curran, John Murray, Ken Smith, John Shaw, Harry Steven, Len Rainford, Brian Woodward, John Morse, Derek Hirst, Phil Round, Ray Edwardson, Stuart Ainscough, Ian Parr, John Graves, Geoff Shaw.

(19 members attending) Nick Morley(guest)

Items for discussion:

1. The subscription for next year is now due £135.00. The Secretary will email all members regarding payment.

2. A donation to Rotary Foundation was proposed by Derek Hirst and seconded by Alan Pomfret.

For 13, Abstentions 6, Against 0.

3. Donation of 2 Trophies to Byrchall High School and Newclare School (RSA) for “Service above Self”. The total cost to be no greater than £300. Proposer John Morse and seconded by John Graves.  For 19, Against 0

4. Volunteers will be required for the meal pack at Wargrave School on July 8th… more details to follow.

5. Donation to Newton Allotments Group to go towards the cost of a chipper. Proposer Ian Parr and seconded by Ken Smith. For 19 Against 0.

6. The new Format/Timetable of meetings was now discussed..

-BC asked what was the thinking for the move from HPGC?

RE responded by saying that the quality of service by the Golf Club was poor and that many members felt this way. JS said there was a lack of respect by the Golf Club for Rotary over recent years. Several members felt that we were not welcome at the Golf Club.

-JMo stated that we need more evening meetings to accommodate people who work and therefore to attract new members.

-RE stated that some members would still wish lunch meetings.

-JS stated that if we have lunch and evening meetings this could split the club. LR said that when he was President we had alternate lunch and evening meetings and attendance was good ie lunch attendees attended evening meetings and vice versa.

-DH stated that the proposal was a consensus from all members of the club.

-JG explained that the format proposed was the right way forward. The club needs to be flexible and embrace

change in an effort to attract new young working members.

-PR agreed with JG and observed that the club was already flexible. He has felt for a long time that the Golf Club wish to get rid of the Rotary Club.

-IP mentioned using Verona on the High Street.

-RE stated that the most important thing was the format/ timetable..new venues can be explored and

considered in the near future ie Verona, Pied Bull, Newton Community Centre and others.

-JMo said that evening meetings should start at 1900/1930

-PR questioned the need for food at all meetings (a detail that can be addressed at a later date)

The following proposal regarding a new Meeting Format was put to the meeting by John Graves and seconded by Phil Round

Meeting Format:

Week 1: Tuesday Lunchtime - Sometimes, though not always, with a Speaker (initially at HPGC but with alternative venues under consideration)

Week 2: Tuesday Evening

Week 3: Service Teams to meet (Day/Time/Venue at the Team's convenience)

Week 4: Tuesday Evening Business meeting

Week 5: When applicable: Social

No meeting on a Tuesday following a Bank  Holiday

For 18. Against 0. Abstentions 1. The proposal was passed.

July will be a transitional month and the current venues and timings will be adhered to. The new format will start on August 1st.

7. The governance structure of the club was now discussed…

-JMo suggested that there should be a club council comprising the officers and the service team leads -JG explained that the “New Exec Committee” was created to reduce duplication. He could see no justification going back to the previous council arrangements.

-RE and DH stated that the Exec had on 1 occasion considered issues outside its remit

-JG suggested that the Advisory Board should “maybe” meet more frequently and used more effectively.

-JS thought that having the immediate past President on the Exec was a good idea and brought continuity to the management structure.

The meeting unanimously supported the governance proposal…..

It is suggested that the current Executive Team be replaced with modified membership to be made up

as follows:

President

President Elect

Immediate Past President

Secretary

Treasurer

Independent Chairperson

1 co-opted member as required.

The style of meetings was now discussed.

-BC asked would it be acceptable for members to say Grace privately.

-RE replied that a private prayer by any individual.of any faith was acceptable especially when considering DEI legislation.

The following Proposal was put to the meeting…

The overwhelming feeling of the Away Day Feedback is for a fresh and informal model to reflect societal change and to comply with Diversity, Equity and Inclusion (DEI) legislation and

associated RI guidelines; the Rotary Grace and Loyal Toast to be discontinued whilst retaining the Rotary Toast at the closure of meetings.

The proposal was passed with 17 For and 2 Abstentions.

D.O.N.M. 22/07/25 at Jaydees.