International Club of Berne

Fall Party and BGM

Saturday, 12th October 2019 at 6pm

Location: Murrihuus, Muhlernstrasse 230, Schliern/Köniz

This event is in the past.

When    Saturday, 12 October 2019, from 18:00

Where   Murrihuus, Muhlernstrasse 230, Schliern

Contact  Graham Tritt

Deadline Please register by Friday, 11 October 2019
Contact Christine if you have questions as what to bring.

The fall party is a pot-luck event, with each attendee bringing finger food or snacks for five to six people. The club provides hot and cold beverages.

The event begins with our biennial general meeting (BGM), where we review the last two years of club activities and set future directions. The executive committee is elected for the next two years. Members can be nominated at the meeting and motions for discussion can be proposed. You can do this by contacting Irene Schenker, or on the ICB website event page for the BGM.
 

Comments

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Displaying 1 - 10 of 25 comments
Graham wrote
at 9:17am on Sunday, 13th October 2019
All went well, the BGM took 1 hour and 10 minutes. We had 23 present, 6 proxy votes, quorum. Elections - results in a following post. Some motions were discussed, especially before the actual BGM, so we have the feelings of the members. The first motion, to wind up the club, was withdrawn. The other motions were tabled for executive committee decision. Officers reports will be published in Newsletters and / or by email and on the web site in http://icberne.ch/files/folder/90675
Tons of great food and lots of wine :-) Thanks to all participants. Graham
Graham wrote
at 10:28pm on Friday, 11th October 2019
Katia H and Andy H registered. Attendees can ask Christine what to bring.
So far 20 people I believe. Non-members may attend but cannot vote at the BGM. We are looking for more activity leaders and for help with advertising the club, and to stay in contact with prospective and existing members. So a good job for someone new to get to know us all.
Graham wrote
at 9:47pm on Friday, 11th October 2019
Motion from Vernon Relling and Christine Betremieux

The BGM is to agree to the purchase of a laptop and a beamer for the Club, for the purpose of:
1. facilitating the administration of the Club, including the production of newsletters and minutes,
2. promotion of the Club and providing adequate and up to date equipment to the Club when organising club meetings with presentations on specific topics.

The equipment to be purchased for a maximum value of 2,000.00 will remain the propriety of the Club for the main usage of the President and other members of the Executive Committee when required.

Reason: Over the past years the President has successfully secured high level presenters on interesting topics which attracted good attendance from both within and outside the Club. These great events were sometimes let down by lack of electronic equipment. In addition, this new equipment will ensure that the administrative tasks of the Club are carried in a more efficient and central manner.

Comment from Graham: A laptop would be used by Editor for Newsletter and website and Secretary for minutes and correspondence and Membership VP for database maintenance and Treasurer for accounting and PR for advertising and flyers etc and ... and ... Multiple users with common storage, perhaps in the cloud.
It should be a Windows laptop for compatibility and we would also have to buy software. The task of evaluation and proposal could be assigned to someone ...
Meanwhile we use Google docs for documents, forms and databases, Groupspaces for the website (of which we use perhaps 10% of the available functionality), Yahoo groups for mailing lists, WhatsApp for chats, and our own private computers.
There is certainly room for optimization :-)
Graham wrote
at 8:40pm on Friday, 11th October 2019
Graham here. Motion seconded by Christine
We donate Fr.500 this year to amnesty international. This fits in with the description of the club. If we don’t do it, we have to remove from our flyers that we are a club for charitable and social purposes.
Comment by Gerd:
Charitable doesn’t mean only to distribute money but also includes care to other people which is not moneywise!
Response by Graham:
Yes, in the past we could assist and console members who have problems, but this is sometimes difficult: see the comment on Membership Care.
Graham wrote
at 4:14pm on Friday, 11th October 2019
THe BGM is conducted according to "Robert's Rules", a standard guide for organisations in the English -speaking world, and similar to other guidelines.
A summary can be found here: http://files.groupspaces.com/icb/files/1316599/RobertsRules.pdf
Graham wrote
at 4:10pm on Friday, 11th October 2019
We need one or more persons to look after (contact, keep in touch with) both new members and existing members. This can be a subcommittee ("Membership Care"). It is great for someone who likes to talk with and help others, especially newcomers to Berne.
Christine wrote
at 11:15am on Friday, 11th October 2019
At the last Executive committee meeting, members agreed to put forward a motion moved by Vernon Relling and Christine Betremieux as follows:

The BGM is to agree to the purchase of a laptop and a beamer for the purpose of:
1. facilitating the administration of the Club, including the production of newsletters and minutes,
2. promotion of the Club and providing adequate and up to date equipment to the Club when organising club meetings with presentations on specific topics.
The equipment to be purchased for a maximum value of 2,000.00 will remain the propriety of the Club for the main usage of the President and other members of the Executive Committee when required.

Reason: Over the past years the President has successfully secured high level presenters on interesting topics which attracted good attendance from both within and outside the Club. These great events were sometimes let down by lack of electronic equipment. In addition, this new equipment will ensure that the administrative tasks of the Club are carried in a more efficient and central manner.
Graham wrote
at 10:16pm on Thursday, 10th October 2019
The latest (2015) bylaws are here: http://files.groupspaces.com/icb/files/2331251/bylaws-G2.pdf

The election procedure is as follows.

The President shall appoint two tellers at the BGM to distribute and collect the ballots. The election of officers shall be by ballot with a simple majority of members present plus proxy votes. Members may vote for single positions or for a slate of multiple positions.
Activity leaders are volunteers and not voted for. Every member is encouraged to lead at least one activity each year.

4 VOTING BY ABSENTEE BALLOT
For important matters as decided by the Executive Committee, absentee votes will be accepted for proposals which have been printed and distributed at least one month before the voting. These proxies must be given to the Committee before the voting.

------------------

The rest of this mail is from Graham

A ballot may be by applause, show of hands, or written votes. Written (anonymous) is chosen if a motion to do so is approved.

We are a bit informal now, but the principles should be followed.

Most members of the committee are available for office again. It would be great if he post of vice-president and several adhoc positions would be filled.
Graham wrote
at 9:07pm on Thursday, 10th October 2019
Nominations. At the Biennial General Meeting we thank and disband the old committee and elect a new committee for the next two years (until the 2021 BGM).

The positions on the Executive Committee and their duties are described in the ByLaws, which can be found on http://files.groupspaces.com/icb/files/1048394/bylaws-F.doc

The positions are: President, Vice-President, Secretary, Treasurer, Activities Coordinator, Membership Chairperson, and Editor. As Editor we men the person responsible for media in general, including Newsletter and Website.

In addition there may be any number of Ad-Hoc committee members with general or specific duties. And the Activities / Group Leader roles are also described.

---------------------------------------------------------------

The rest of this comment is taken from the ByLaws

The Executive Committee consists of the following officess:
• President
• Vice-President
• Secretary
• Treasurer
• Activities Coordinator
• Membership Chairperson
Executive Committee members may have multiple responsibilities, and positions need not all be filled at a given time. The Executive Committee may add additional officers on an ad hoc basis for tasks such as Public Relations, Marketing, Newsletter, Online Media (webmaster), and New Members Coordinator. Officers are expected to attend Executive Committee meetings except under exceptional circumstances. Any member may attend Executive Committee meetings.
ROLES OF MEMBERS OF THE EXECUTIVE COMMITTEE
A THE PRESIDENT
1 Calls and presides over all Executive Committee and General Assembly meetings.
2 Fills Executive Committee vacancies.
3 Co-signs the Club's accounts with the Treasurer.
4 Appoints an auditor to audit the books at the end of the year.
5 Serves on a Budget Committee with the Vice-President and Treasurer.
B VICE-PRESIDENT
1 Assists the President and assumes duties in the President’s absence.
2 Serves on a Budget Committee with the President and the Treasurer.
3 Performs other tasks as required by the Executive Committee.
C SECRETARY
1 Takes responsibility for the Club's correspondence.
2 Records the minutes of the Executive Committee and other General Assembly meetings.
3 Distributes copies of the minutes and agenda to Executive Committee members.
4 Maintains the Club's records.
5 Performs other tasks as required by the Executive Committee.
D TREASURER
1 Keeps accurate and up-to-date records of the Club's finances.
2 Pays the approved bills.
3 Presents a complete and accurate report at the end of the fiscal year to be presented to the members, for approval, at the General Assembly meeting.
4 Co-signs the Club's accounts with the President.
5 Serves on a Budget Committee with the President and Vice-President.
6 Works closely with the Membership Manager concerning payments.
7 Performs other tasks as required by the Executive Committee.
E ACTIVITIES COORDINATOR
1 Makes arrangements for activities.
2 Coordinates group activities and activity leaders
3 Performs other tasks as required by the Executive Committee.
F MEMBERSHIP CHAIRPERSON
1 Maintains the membership database.
2 Presents new members with appropriate information about the Club and about Berne.
3 Works closely with the Treasurer and Editor concerning membership.
4 Performs other tasks as required by the Executive Committee.
G EDITOR
1 Compiles and edits the club newsletter and arranges for its distribution.
2 Distributes a proof of the newsletter to the committee and others for any modifications and approval before distribution.
3 Works closely with the Membership Chairperson.
ROLE OF EACH ACTIVITY / GROUP LEADER:
1 Organizes events and reports to the Activities Chairperson their status. Must have approval of the Executive Committee before any decisions are taken.
2 Attends Executive Committee meetings if requested.
3 Selects his/her own working group when needed.
4 Is responsible for Activity/Group funds and presents reports to the treasurer regarding cash received and paid (receipts, bills, etc.).



The

Graham wrote
at 8:55pm on Thursday, 10th October 2019
Motion from Graham: That the ICB should be wound up (terminated) and the budget left given to charity, as according to the ByLaws

Background: Nowadays members have many channels for activities, are more spontaneous, and not as homesick for their native language as 20 years ago. Many members are retiring and mostly less mobile, and we do not attract the younger people. It is better to stop while we are successful, than for a few volunteers to work hard for fewer interested people.

See other comments about Marketing / Public Relations, volunteers needed, simplifying the club, and new directions for activities.

If the motion is rejected, we should move forwards in agreed directions with more volunteers for committee and activity leaders.

Who's coming? See all

15 people, including:

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News

events

By Graham 3 days ago

Art Museum Tour and Botanical Gardens (Asian Plants)

When    Sunday, 20 October, join whichever event you like

Where   At 11:00, meet at the Fine Arts Museum, Hodlerstrasse 8

Where   At 12:30, meet at Tibits in the railway station for lunch

Where   At 13:45, meet at the Palm House of the Botanical Gardens


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