Club Service committee 2011-2012

Chairman - Hywel Wyn Jones
Committee members - John Bradshaw, Michael Deaville, Colin Fletcher, Bob Hughes-Jones, Huw Spencer Lloyd, Richard Morgan, John Ockey, Emlyn Watkin, William Williams.

The role of the Club Service committee is to manage membership development and retention, communication amongst members and with District and other clubs, the club programme of speakers, sporting events and visits, and Rotaract development. Chaired by the Senior Vice President.

Committee meeting 17th January 2012
Matters Arising - William Williams was in contact with LOCOG and Lloyds regarding information about where and when he will be carrying the torch. As often happens in such cases, there is very poor and un-coordinated communication between various organisations. The visit to the pantomime was a great success. Arrangements for the summer ball are well in hand.
Chairman’s report - Hywel had nothing to report since the last meeting.
Thanks for life - RM reported on information received from sources. Thanks for life is not all Polio eradication, however Rotary commitment to polio eradication ends this Rotary year even though there are still pockets of the disease in some countries. We have £1516.00 in our funds which covers our due of £1500 for this year. It is up to individual clubs as to whether they wish to continue donating towards this cause. As we have dedicated our wishing well funds for TFL/Polio, we will still have to donate whatever proceeds from this source to that cause until the club makes a decision as to where WW funds go to and the notice on the well is changed. The matter is passed on to Club Council for discussion/decision. As an aside, RM mentioned Water Aid as being a possible worthwhile beneficiary of what is a source of income not entirely dependent on local contributors.
Web pages - JB reported that we need to obtain every member’s consent to put personal details on the proposed encrypted pages. SD has some information regarding data protection which she will pass on to JB. MD reported that there is some confusion (!!) between RI and RIBI data being held centrally and these need to be resolved. HSL reported that he had received an e-mail from Rosemary Brough, a past scholar, who frequently visits our web pages and was sorry to read of PP Godfrey’s death and that John Ockey’s tribute was excellent. Visits - Strasbourg is under control, all deposits are in and excitement is mounting.
Sports - BH-J will shortly be liaising with Llanidloes regarding the inter club night at Llangurig. Our pool competion will be taking place in February or March when he gets round to doing something about it.
Programme - No report as CE was not present.
Membership - Richard Griffiths had spoken at the lunch about the need to progress the list of names he had on file. As most were on the ;back burner , members of the club had been asked to maintain contact and to encourage them.
Almoner - No report as JO was not present. The president and SVP said that they would be visiting Bill and Mildred. Club members would also be welcome to visit and this info will be passed on at the next club meeting.
PRO - HSL reported that info regarding scholarships had been put in the CN and that reports had been sent to both Rotary Today and the ;Spokesman ;. HWJ was trying to get reports into Yr Angor and was optimistic that reports in the paper would appear in due course.

Committee meeting 15th November 2011Olympic torch. William - Williams has had some communications from the organisers of the torch run and expects to hear shortly whether or not he has been selected as a runner. Communication has also been received regarding the nomination of disabled athletes to carry the Paralympic torch.
Pantomime - A board will be going round at meetings to ascertain the level of interest in attending a production of the Panto on January 11 Summer Ball - Arrangements were well in hand for the Ball on the 16^th June. President Sonia gave a brief outline of what is going to be an interesting menu.
Chairman’s Report - Hywel had nothing to report that would not be dealt with at the meeting other than to say that he had received from District what looked to be a glossy tome of literature regarding his role and duties during his year of office. He was looking forward to some light bedtime reading. .
Thanks for life - We are on target to meet our committed contribution, being about £120 short of our £1500 target for the year .Richard will be ascertaining whether the commitment will be on-going for 2012, and if it is, the surplus from this year will be carried forward to 2012. If, as is thought, the project finishes this year, then Club Council will have to make the necessary recommendation regarding the allocation of Wishing well receipts to the appropriate fund.
Website - John Bradshaw gave an update on his work in developing a Members page which would be password protected. Members wishing to have personal details included on the page would need to give positive approval to comply with Data Protection regs. John was asked to put John Ockey’s eulogy to PP Godfrey Hill on our web page which he was delighted to do. John also updated the committee on his work in developing an Ambassadorial Scholar Alumni page based on detailed information which Godfrey had given him. HSL would be carrying on with the recording of scholar information should we be fortunate to be hosting ones in future. RM informed the committee that he had some boxes of club memorabilia at Pantyfedwen, which would be in need of relocating in the fullness of time when he retires. Visits - John Bradshaw gave a brief update on our proposed visit to Strasbourg. He was expecting to receive communication from the MEPs  who were processing our funding allocation. The Hotel booking was still on hold, hopefully!.
Sports - Bob updated the committee on the Sports evening arranged at Llanrhystud on the following evening. 18 members & partners would be meeting up with our friends from Aberaeron. A board is going round for names to go to Machynlleth for our bowls night on the 2^nd December.
Programme - Bryn Button will be speaking on the 6^th December and Colin is waiting to hear if a niece of PP Eifion will be with us on the 13^th. President Sonia expressed the wish that we consider moving the New Year’s message meeting from the 3^rd Jan to the 10^th as the first Tuesday in the month is the day after the official New Year’s Day Bank Holiday. After a brief discussion, this was agreed. Bob to liase with the Marine regarding this change and also to remind the hotel that there would be no meeting on either the 27^th Dec or the3 rd January
Membership - PP Richard Griffiths joined us to give a brief update on the names, which he has in the pipeline. All club members are to be reminded that they should be on the lookout for prospective new members. It is proposed to look into the possibility of having some form of promotional material at collecting points during the Christmas collections to encourage members of the public to consider joining the club. Almoner - PP John Ockey reported that Bill hopes to visit the club soon; Colin Bancroft’s return is imminent. PP Gwynne Lewis had been at the club two weeks ago.
PRO - PP Hugh reported that two entries of his were in the latest edition of the Spokesman. The CN continues to write up his reports but editing sometimes occurs. The TUK-TUK report had been sent to Alcester and hopefully would be in a future issue but due to the current communication problems with them after their flooding episode, Huw had not received any acknowledgement of the article’s arrival. SVP Hywel would liase with Paul Finch to send a letter in Welsh to Ysgol Gymraeg to thank them for their effort towards Mary’s Meals.
AOB - The President reported that she would be taking steps to try and speed up the meetings when we have speakers by beginning the formal proceedings during the time coffee was being served. The committee were pleased to see the return of Frank to the dining room and possibly service might speed up now that he is back.

Committee meeting 20 September 2011
Club Assistant Secretary - The chairman referred to the departure of William Williams, and reported that bob Hughes Jones had agreed to succeed him as the Club’s Assistant Secretary. This was warmly received by the committee.
Pig Roast - The Pig Roast, held on Sunday, 31^st July, had raised a net total of £591 for the Club’s ‘Polio Plus’ initiative (with a further £591 going to the Inner Wheel’s designated charity). This brought the total amount in the ‘Polio Plus’ account to £1,225, and it was expected that further receipts from the wishing well would enable the Club to meet this year’s target of £1,500 for ‘Polio Plus’.
Olympic Torch - It was reported that William Williams intended to retain his membership of the Club for the remainder of the Rotary year, and that he was happy to act as bearer of the Olympic Torch at the Aberystwyth event in May 2012, as already agreed.
President’s proposed events - Sonia Dobson noted that her proposed events for the year included (i) An evening at the Christmas Pantomime at the Arts Centre, with a reception before the performance; (ii) A Summer Ball, on Saturday, 16^th June 2012 at ‘Medrus’ on the university campus. Preliminary arrangements had been made, and it was expected that the cost would not be significantly greater than the £27.50 per head charged in 2010. It was agreed to publicise the date, through the local Council’s ‘calendar of events’ and by informing relevant local organisations.
Club Website - John Bradshaw reported that the website was up to date. HWJ agreed to check the Welsh content.
Visit to Strasbourg, 23-25 May 2012 - It was noted that 42 names had been entered on the circulated list. John Bradshaw had secured sponsorship for 40 visitors to the European Parliament, through two of the MEPs. Travel arrangements, via Eurostar (London>Paris) and TGV (Paris>Strasbourg) were in hand, and accommodation would be at the Hotel Ibis. It was agreed to finalise the list in the near future to enable John to proceed to make firm arrangements. See club website http://www.rotaryaberystwyth.org.uk/11_strasbourg.html
Sports - Bob Hughes Jones had agreed with Llanidloes Club that the annual inter-club evening would take place on 14^th March at the Blue Bell, Llangurig. Arrangements were in hand for a sports evening with Aberaeron, and possible dates – either late October/early November, or January/February - would be followed up shortly. As speakers had been engaged for each week up to the end of 2011, it was suggested that this event should be an evening meeting, in addition to the Club’s scheduled programme. Arrangements would also be made for Indoor Bowls in November/December, and Pool in January. 
Membership - It was reported that a prospective member was likely to join the Club, and intended to be present at the evening meeting on 27^th  September. It was agreed that the 10-day notice could be issued without delay, on the understanding that a signed note of intent was forthcoming, and that an information meeting would take place prior to formal admission as a Club member. Approaches to certain other possible new members would be made in the near future.
Almoner’s report - John Ockey reported on Bill Jones’ continuing recovery; he remained in good spirits, and it was hoped that he might be able to come to a Club meeting before long.
Publicity - Huw Spencer Lloyd reported that reports were being published satisfactorily in the ‘Cambrian News’, and that he had submitted a report (including pictures) for the ‘Spokesman’.

Committee meeting July 19th 2011
Chairman’s Report - Emlyn noted the resignation of PP Maldwyn James. Also, the nomination of William as a possible bearer for the Olympic Torch was mentioned.
Thanks for Life - It was noted that monies for this continues to accumulate via with Wishing Well monies plus the forthcoming Pig Roast, which was well in hand via Paul. The Treasurer mentioned that £350 were to be carried over from last year for
Web Site -John reported that updates had been made to the website and in particular to the Home Page. link now exists on the Home Page to all other relevant items.   In addition, on the right hand side is included the access to the most recent meetings and events. Another plea was made for committee Reports to be forwarded in a timely manner.
Visits - John said that he had contacted an Agent through Eurostar for the Strasbourg trip but no information to hand as yet. This would be made available to the Secretary if and when available.
Sports - Bob mentioned the District Bowls competition and it was reported that Aberystwyth were runners-up from 24 entries. He said that he had contacted Aberaeron Club for a possible sports evening and that he was pursuing two dates in March’12 with Llanidloes for the annual sports night with that Club.
Programme - Colin said that 11 out of the 29 slots were filled and the information made available for the website. In addition, others that had been funded for humanitarian aid projects via the Club were willing to provide talks and would be included in future dates. Membership/Attendance -   As previously, a number of males were mentioned and discussed. Richard Griffiths had made a request in the general meeting for a List of possible Members, so that a record could be kept of progress on each one. The Treasurer reported that there are now 42 Members. John reported that Bill Jones was making very good progress, and that he had been out in the garden on a couple of times last week, and that he was in very good spirits.
PRO - Huw reported that after contacting the Cambrian News that reports have been published in full. The deadline for inputs for the Spokesman is 26 September and that items were being prepared currently
AOB - Bob noted that no females were mentioned as prospective Members and suggested that something should be done about that. President Sonia reported that she had a discussion with a possible candidate.

AGM 2009/10 report - 27th April 2010 (Chairman Emlyn Watkin) Thanks for Life - The main theme for the year, directed by District, was the Thanks for Life Project concentrating on the continued programme for the eradication of Polio and using the success of that programme to promote Rotary and to encourage new membership. The committee considered the range of suggestions for meeting these two objectives and concluded that the commitment to raising £1500 for Polio Plus for each of the five years coupled with a display in a shop window in Aberystwyth would be sufficient.
International Rotary day - The shop window display in Owain Glyndwr Square was a joint effort with Community Service Committee and it was timed to coincide with International Rotary Day, 23rd February 2010. Although limited to one side of the shop window, the location was ideal and the comprehensive display of posters and photos proved an effective means of promulgating the benefits and works of Rotary. Our thanks go in particular to President Meurig, Rtns Huw Spencer Lloyd and Michael Deaville for coordinating the display.
Membership - we were informed that District undertook a recruitment and promotional drive along the M4 corridor, but we’ve received no feedback on the impact if any. However, we have been fortunate to recruit Lisa Francis, Tony Landeg and Paul Finch during the year. On the other hand, it is with regret that Past President Elwyn Hughes, Rtns Maynard Samuel and Bill Field have, for different reasons, tendered their retirements and we are thankful for their contributions in the past. Elwyn served as Attendance Officer for many years and this was much appreciated.
Area quiz - One of the committee’s earlier tasks was to make arrangements for the area Quiz competition in November between Lampeter, Aberaeron and our own club here at the Marine as part of an evening meeting with partners. Past President Robin Varley was the Quiz Master and it’s a testament to his integrity, and the difficulty of his questions, that Aberaeron were the winners who were subsequently knocked out by Milford Haven in the next stage.
PRO - PP Huw Spencer Lloyd has continued to ensure the Club receives good and regular publicity in the Cambrian News. Details of the Club’s activities had appeared in the Spokesman including a report on the GSE and a photograph of the visit to the Rheidol Power Station. Huw had contacted the Editor of Rotary Today, and a 400 word article with pictures on the work of Bryn Button with MSF appeared in the February edition. Our thanks must also go to PP Mike Price for acting as official photographer throughout the year. Rtn Hywel Wyn Jones has also provided Welsh articles on the Club’s activities for insertion into Yr Angor.
Web site - Rtn John Bradshaw continued to update the Club’s website and can now monitor the number and source of “hits” to the site. The site has capacity for more data and John has requested a flow of information from members to keep the site interesting and up to date. Even though John disappeared on his motorcycle sojourn to China he still managed to keep us informed of his escapades and negotiations with the police in various countries,
Sports - Rtn Bob Hughes-Jones again organised a number of sporting events including bowls and pool although, despite a number of attempts, the clay pigeon shooting didn’t happen. The bowls team entered a competition in Llandrindod but without much success. The Llanidloes Club Sports Night was held in March at the Blue Bell in Llangurig and the team result was a win for Aberystwyth.
Programme - We have enjoyed a full and varied programme and our thanks go to Rtn Hywel Wyn Jones, our programme secretary. On one of our evening meetings with partners, the Young Singer’s competition was held and you will hear more on this from the youth activities committee. Past President Richard Morgan addressed the club on 16th March with a thought-provoking and challenging message.
Lap top & projector - A new projector and laptop were purchased with the assistance of a 100% grant from the Lottery. We also attracted a grant from Ceredigion County Council but this wasn’t required. The equipment has been insured and it appears to be working well and used often by our excellent ambassadorial scholar Wendy. The Committee debated a suggestion that visiting Speakers be offered a bottle of wine as a token of appreciation, but this wasn’t agreed by Club Council.
Almoner - Past President John Ockey, had quite a busy year keeping in touch with members who were suffering illness and those whose partners or family members were affected in one way or another. He regularly updated the committee with reports and I’m sure his contact and support was much appreciated by all.
Members activities - Rtn William Williams ran in the Aberystwyth10K to raise money for the Talking Newspapers and Macmillan Cancer Research. Rtn Eric Robinson volunteered to throw himself from the top of Bronglais Hospital in support of the Stroke Association.
Shelter box - funding was sent for the South Pacific and Haiti Appeals.
Club sweaters - New club sweaters were introduced during the year to encourage identity with the club and in case anyone forgets their name and gets lost!
Christmas cards - A different approach was taken to the sale of Christmas Cards which proved popular and produced a profit of over £100 for Foundation.
Presidents charity - A concert was held at Llanbadarn Church on 15th November with Cor Godre’r Aran in attendance, with proceeds to the President’s Charity of the Welsh Air Ambulance. Inner Wheel members and partners of Rotarians provided the refreshments for the choir and artistes.
Visits - A visit to Ireland to coincide with the Wales 6 Nations rugby match was successfully organised by Rtn Hywel Wyn Jones and contact was made with the Rotary Club in Dublin who welcomed the Aberystwyth contingent. We are looking forward to the visit next month to Llechwedd Slate Quarry and the Talyllyn railway organised by PP Richard Morgan.
Charter night - Our grateful thanks go to President Meurig and Anna for organising such a successful Charter Night with the support of a number of committee members. The event was very well attended and it was acknowledged that the guest speakers proved to be excellent choices. The inclusion of the piano recital by Heledd Griffiths, who won the Young Musicians competition, was well received.
Finally, I wish to thank all the members of the committee for their willingness to support the work of the committee throughout the year. In particular, my thanks go to Rtn Colin Fletcher for being extremely efficient, Rtn William Williams for writing the minutes so promptly and accurately and also PP Robin Varley for keeping control of the money.