PROBUS CLUB OF BOBBIN HEAD INC

STANDING RESOLUTIONS

 

RESOLUTION 1: GENERAL (Adopted 14 November 2011)

 

The club shall be managed by a set of Standing Resolutions approved and adopted by members. These Standing Resolutions, excluding those articles related to the Annual General Meeting, may be amended at any general meeting of this club, a quorum being present, by the affirmative vote of not less than 75% of the members present and voting, notice of such proposed amendment(s) having been published to all members at least twenty one (21) days before such meeting.

 

RESOLUTION 2: MANAGEMENT COMMITTEE (Adopted 14 November 2011)

 

1.      The club shall be managed by a Management Committee (herein after called ‘The Committee’), comprising a President, Vice-President (who shall be the President Elect), Secretary, Treasurer, and up to six Committee Members to be responsible for guest speakers, visits & entertainment, membership and such other activities as may be decided from time to time by the club.

 

2.      The immediate Past President shall be a member, ex officio, of the Committee with full voting rights.

 

3.      The Public Officer shall be one of the Secretary or the Treasurer or, if neither is willing to serve, another member of the Management Committee.

 

RESOLUTION 3: MANAGEMENT (Adopted 14 November 2011, Amendment to Cl 3 approved at General Meeting on 14.06.18)

 

1.      The Management Committee is authorised to appoint a Probus Liaison Officer (with email access to allow communication with PCSP) at the annual general meeting or the April committee meeting.

 

2.      The Management Committee is authorised to appoint an assistant Secretary and assistant Treasurer. Any such assistant is not a sitting member of the Committee and is not entitled to vote. However, if the assistant is acting for the officer in his/her absence then the assistant would have one vote representing the officer.

 

3.      Any two of the following four members of the Management Committee namely the President, Treasurer, Secretary and one other nominated member of the Management Committee, are authorized to use the Electronic Funds Transfer (EFT) banking system for club accounts.

 

RESOLUTION 4: MEETINGS (Adopted 14 November 2011)

 

1.          The club shall meet monthly at 10 am on the second Monday of each month, excluding January, at Turramurra Bowling Club, Bobbin Head Road, Turramurra.

 

2.          The club may meet at another time, on another day, or at another venue by decision of the members.

 

3.      The club shall establish a protocol for receiving and recording genuine apologies. Such apologies must be received by a member of the Committee of Management prior to the commencement of the general or annual general meeting by a method accepted and approved by the membership. Members leaving Club meetings or functions early must advise a member of the Management Committee of their departure.

 

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RESOLUTION 5: MEMBERSHIP (Adopted 14 November 2011)

 

1.      The maximum membership of the club shall be 120, which will be reviewed at the annual general meeting.

 

2.      The Management Committee shall endeavour to maintain a gender balance of not more than two-thirds of any one gender.

 

3.      There shall not be more than three Life Members at any one time.

 

4.      There shall not be more than ten Non-Active Members at any one time.

 

RESOLUTION 6: WAITING LIST (Adopted 14 November 2011)

 

The club shall adopt the following protocol to manage and maintain a waiting list.

 

1.      An expression of interest to join the club will be recorded by date and gender on the waiting list.

 

2.      No membership application form will be offered to a person on the waiting list until such time as there is a vacancy for membership.

 

3.      When appropriate a membership application form will be offered to a person on the waiting list, such application must be sponsored by two current members of the club and approval for membership given by a majority of the Management Committee.

 

4.      No monies shall be received or accepted from a person on the waiting list until such time as the application for membership has been approved by the Management Committee.

 

5.      Those persons included on the waiting list may attend all club meetings and functions and be required to meet associated costs in attending.

 

6.      A prospective member may not be accepted into membership until he/she has attended at least two regular cub meetings. 

 

RESOLUTION 7: VISITORS (Adopted 14 November 2011)

 

Visitors may attend a maximum of three meetings of the club in any one year, provided that this restriction shall not apply to prospective members on the waiting list or awaiting induction.

 

RESOLUTION 8: NON-MEMBERS (Adopted 14 November 2011)

 

1.      The Management Committee shall annually account for the number of non-members regularly attending club meetings and/or activities outside the club’s protocol for visitor’s attendance. Such persons shall include wives, partners, widows/widowers of deceased members, associates and affiliates, provided that no count or fee applies for carers.

 

2,      The Management Committee shall annually include a budget allocation for payment of non-member fees and authorise the Treasurer to remit the annual fee payment to Probus South Pacific Limited on behalf of the club.

 

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RESOLUTION 9: FEES (Adopted 14 November 2011)

 

1.      No separate fee shall be charged to members for attending club meetings.

 

2.      The fee payable by visitors to club meetings shall be determined by the Management Committee.

 

RESOLUTION 10: PRIVACY (Adopted 14 November 2011, Amendment to Cl 2b ii approved at General Meeting 09.12.19)

 

The club shall operate under a privacy policy in accordance with the Privacy Act.

 

1.      It is the responsibility of all members to ensure that the privacy of other members is respected at all times.

 

2.      Members are required to provide the club with personal information, which will be recorded on the club’s membership database. That information will be managed in accordance with the following protocols:

 

a.      Only one digital copy of the database will be maintained and held in custody of the Secretary or such other member of the Management Committee as that Committee shall determine.

 

b.      Paper copies of segments of the database will be made available as follows:

 

i.   Names, addresses, telephone numbers and date joined: President, Secretary, Treasurer, Public Officer, Tours and Walking Group organizers, Carer and Membership Officer.  

ii    Names & telephone numbers and email addresses: Any member requesting a list.

iii   Email addresses and mailing labels: Newsletter Editor

iv   Names only: Attendance officers and organizers of activities.

v    Emergency Contacts: President, Secretary, Membership Officer and Walking Group, Tours and Dine-out organizers.

 

3.      A member’s details requested by Probus South Pacific Limited will not be provided without the consent of that member, provided that the provision of the information is not mandatory.

 

4.      All membership data is provided and recorded on a private and confidential basis for Probus use only.

 

RESOLUTION 11: TOURS AND REFUNDS (Adopted 14 November 2011)

 

1.          Members booking places on Probus tours and other activities are required to pay the club the full cost of those activities in advance.

 

2.          A deposit may or may not be required at the discretion of the Management Committee.

 

3.          The club will not bear any expense arising from a member’s cancellation of his/her participation in any activity. In the event of cancellation, a refund will therefore only be made in the following circumstances:

 

a.          Cancellation before final numbers are notified to the operator of the activity;

b.          Cancellation after this date, where the activity operator is prepared to vary the number charged for;

c.          If, after the event, the activity operator gives the club a refund.

 

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RESOLUTION 12: RISK MANAGEMENT (Adopted 14 November 2011)

 

The club shall operate under a risk management policy to reduce the risk of injury and to protect the club and its members in the event of action being taken against the club, its Officers, Committee and Sub-Committee members, activity leaders or individual members.

 

1.          It is every member’s responsibility to minimize risk when attending club meetings and other activities. Members participating in activities do so on the understanding that they are fit enough to take part and that they are personally responsible for their state of health.

 

2.          When organizing an activity, organizers should carry out an assessment of risks, bearing in mind the age of Probus members, and ensure that any risks are minimized. If the risks are significant, they should be brought to the attention of participants (eg stairs, traffic conditions, unmade roads, security matters, etc). 

 

3.          In the event of an accident, full details must be notified to the Secretary as soon as possible after the event. Consideration should be given to the need to notify the police, insurers or other relevant people.

 

4.          Activity organizers must carry a copy of the Emergency Contacts list at the activity.

 

5.          A record of all members, visitors and guests attending club meetings will be maintained.

 

6.          The Committee must approve all financial transactions made by the club and ensure that no payments are made without documentary evidence.

 

7.          A budget setting out the anticipated income and expenditure shall be adopted annually.

 

 

APPENDIX

CURRENT VARIABLE INFORMATION

 

	ITEM	DETAIL	APPROVED DATE	APPROVED BY
1. CONSTITUTION
Clause 7	Annual Subscription	$85	12 Mar 2018	AGM
	Joining Fee	$30	11 Mar 2013	AGM
2. STANDING RESOLUTIONS
Resolution 2	Public Officer	Bert Murray	9 Mar 2014	AGM
Resolution 5	Life Members (max 3)	Hugh Howell	12 Jul 1999	General Meeting
	Non-Active Members (max 10)	$20		Committee
Resolution 9	Visitor’s Meeting Fee	$5	14 Feb 2011	Committee