PROBUS CLUB OF SOUTH LONDON

PROBUS CLUB OF SOUTH LONDON (Combined)

Responsibilities of the Probus Management Committee Members

Updated August 20, 2024  Appendix to Bylaws as per Bylaw No. 3

President:

• 1.        Serve as Chair of the Probus Club and preside over all General Meetings of the membership and Management committee meetings.
• 2.       Induct new members into the club.
• 3.       Develop the agenda for all meetings.
• 4.       Ensure that actions of the Club members and the Management committee are in accordance with the practice and policies of Probus Canada and its Constitution and Bylaws.
• 5.       Review the constitution, bylaws and responsibilities of the Management committee with the newly elected committee members at the September Management committee meeting.
• 6.       Represent the club at meetings called by Probus Canada and the Probus Clubs of Ontario.
• 7.       Be an ex-officio member of the standing committees of the club.
• 8.       If necessary, act as one of the signing officers for the club’s bank account.
• 9.       Act as the official spokesperson.
• 10.   Vote only to decide a tied vote.
• 11.   Present the slate of officers recruited by the nominating committee and run the annual election in Sept.
• 12.   Maintain all correspondence from Probus Canada.
• 13.   At the AGM, the outgoing President presents his/her Probus President’s pin and President’s Badge to the incoming President.  The incoming President presents a Past President’s pin and a Past President’s Badge to the outgoing President.
• 14.   Form a nominating committee along with the past president (or other Management committee member as determined by the committee) and a club member-at-large to recruit a slate of officers to stand for election at the Sept. AGM.
• 15.   Provide the Membership coordinator with the following which are to be sent to the membership four weeks prior to the AGM.
• a)       A notice of the AGM.
• b)      A notice of the Management committee members elections along with a slate of candidates.  The notice shall include the following, “Any further nominations (with consent to stand), shall be conveyed to the Nominating committee at least fourteen days prior to the AGM”.
• 16.    All Management committee meetings are normally hosted at the home of the president.

Vice President:                                                                                                          

• 1.       Chair the Management committee and regular Club meetings at the President’s request or in the President’s absence.
• 2.       Pursue opportunities to learn the role of the President in preparation for assuming this office.
• 3.       If necessary, act as one of the signing officers of the club bank account.
• 4.       Arrange for greeters at the General meetings.
• 5.       Arrange for guest speakers and their equipment requirements for each General meeting making sure they are appropriate for our club (non-political, secular, non-commercial) and willing to speak for 30-45 minutes.
• 6.       Notify the website manager about upcoming speakers for listing on the website.
• 7.       Before the submission deadline, provide to the Newsletter editor a brief profile (and photo if available) of the next month’s speaker.
• 8.       Request the speaker honorarium cheque from the treasurer.
• 9.       Arrange for a member to introduce and thank the speaker and provide that member with the honorarium cheque and a thank you note to give to the speaker.

Past President

• 1.       Guide the President in his/her new role.
• 2.       Recruit ‘Who Am I’ and/or ‘Slice of Life’ speakers.
• 3.       Arrange for lunch following the General meeting.
• 4.       In mid/late fall of each calendar year, arrange for the Rental Agreement for the rental of the church.

  Social Events Coordinator

• 1.       Plan and facilitate activities and events for the Probus club members.
• 2.       Review proposals from members for organizing other social events and/or interest groups and assist with the co-ordinating of these.
• 3.       Manage the procurement of supplies and serving of refreshments as required.
• 4.       Receive feedback evaluations from all events and report this information with recommendations to the Management committee.
• 5.       Set up events online for registration and send out reminders.
• 6.       Maintain & update the events and Interest groups on the Club’s website.

Secretary:                                                                                                                  

• 1.        Keep minutes of all the Management Committee meetings and email a copy to each Management committee member.
• 2.       Take minutes at the AGM election of Management committee members and at any General meeting if a Club Bylaw is being revised.
• 3.       Find a replacement to take the minutes if you are unable to attend a Management Committee meeting.
• 4.       Update the Probus club information on the Probus Canada site in the fall.
• 5.       Maintain a binder of Management Committee meeting minutes for the past seven years.   Keep a current copy of the constitution, bylaws and responsibilities of the Management committee members.
• 6.       Keep the framed Accreditation Certificate dated July 19, 2010, the club’s photo album and newsletters beginning Sept 2014 until they went digital.
• 7.       Keep a current copy of the rental agreement and the insurance agreement.
• 8.       Post the meeting sign inside the outside door 45 minutes before the General meeting.

Treasurer:

• 1.       Collect and deposit or arrange to have deposited all monies received by the Club.
• 2.       Ensure all bills for purchased goods and services rendered to the Club are promptly paid.
• 3.       Keep records up to date with all financial transactions.
• 4.       Give a financial update to the Management committee at meetings.
• 5.       Arrange annually with the bank to establish four signing authorities – the treasurer, the president, the vice president and the past president.
• 6.       Prepare cheques as required, signed by any two of the official four signing authorities.  Oversee payment of routine expenses including meeting room rental, coffee expenses and the speakers’ honoraria.
• 7.       Ensure that management team members are paid for out-of-pocket expenses in a timely manner when presented with a Statement of Expense and supporting documents.
• 8.       Arrange for a year end review of financial statements.
• 9.       Complete and submit to Probus Canada the Probus Canada Annual Membership Renewal Form when requested.
• 10.   Prepare a draft budget for the upcoming year and present it to the Management committee at the August meeting.

Newsletter:                                                                                                                

• 1.       Attend and take notes and photos at meetings or arrange for someone to do it for you.
• 2.       Prepare and produce the newsletter on the web (9 issues) for Sept., Oct., Nov., Jan., Feb., Mar., Apr., May and June.  Email (as an email attachment) to members in a PDF format.  Post the newsletters on the club’s website.
• 3.       Send a copy of the newsletter, in PDF format, as an email attachment, to the Ontario District #5 Director.

Membership Coordinator:

• 1.        Receive Membership Applications at the general meetings or by email.
• 2.       Set up for Registering Members attending the General meeting.
• 3.        Set up for Registering Guests and supply stick-on name tags, pens/markers and Membership applications at the General meeting.
• 4.       Present a membership report at the Management committee meetings.
• 5.       Present Membership applications for review and acceptance at the Management committee meetings.
• 6.       Maintain an up-to-date membership list by club year (name, address, postal code, telephone, email address).
• 7.       Maintain an up-to-date listing of club members’ birthdays (day/month). 
• 8.       Maintain a summary of members added and removed by club year.
• 9.       Maintain the Members/Contacts information on the website.
• 10.   Prepare a listing of the new members and order name badges.  Give these to the President to use when the new members are welcomed and inducted at the General meeting.
• 11.   Maintain a potential new member listing.
• 12.   Maintain and amend, when necessary, the Application for Membership.
• 13.   Setup annual Membership Renewal notices on the Club’s website.
• 14.   Monitor the Club’s email account southlondonprobus@gmail.com.

ADDITIONAL

Member Assistance/Assistants:  Cheer Designate

• 1.       Mail cards to suit the situation – get well, sympathy, etc. when informed by a Club member that there is a need.  Report at the General meeting that a card has been sent and to whom, after first obtaining permission of the member.
• 2.       In the event of a current member’s death, a sympathy card will be purchased and set out at the General meeting to give members an opportunity to sign.