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President

Role Description

Successful leaders have a united team working with them and good decisions are almost always made by consensus. The main role of the President is to provide leadership and direction to the Management Committee to ensure their Club embodies the true spirit of Probus – fun, friendship and fellowship. While the President and the Management Committee deal with administrative matters as part of their role, the focus should be on the engagement and retention of members and the growth of their Club.

The role of the President can be summarised as follows:

  1. 1.   Be familiar with the constitution, by-laws and/or standing resolutions at all meetings.
  2. 2.   Understand how to chair a meeting
  3. 3.   Have an agenda prepared for meetings.
  4. 4.   Begin and end meetings on time.
  5. 5.   Meet and greet all members, guests and visiting Club members.
  6. 6.   Ensure that Committee recommendations (where required) are brought to the membership for decision/confirmation.
  7. 7.   Provide leadership and direction to the Management Committee to ensure the Club embodies the true spirit of Probus – fun, friendship and fellowship.
  8. 8.   Implement a succession plan for all Management Committee positions.

 

 

Vice President

Role Description

The main role of the Vice President is to assist the President in providing leadership and direction to the Management Committee to ensure their Club embodies the true spirit of Probus – fun, friendship and fellowship.

The role of the Vice President can be summarised as follows:

  1. 1.   Be familiar with the constitution, by-laws and/or standing resolutions and have a copy available for reference at all meetings.
  2. 2.   Understand how to chair a meeting and the protocol for motions, debate/discussion and voting.
  3. 3.   Work closely with the President to become familiar with the role and responsibilities of the Presidency.
  4. 4.   Take the opportunity to meet and greet all members, guests and visiting Club members.
  5. 5.   Chair meetings in the President’s absence and deal with any presidential issues that may arise in the President’s absence.
  6. 6.   Assist with the duties of any Committee member in their absence or arranges an alternative assistant.
  7. 7.   Assist any Committee member who has a heavy workload.
  8. 8.   Before vacating office, brief their successor on the role of the Vice President and any outstanding matters and hand over all records.

A Club, by resolution of members may, in accordance with its constitution, by-laws and/or standing resolutions, elect a Senior and Junior Vice President as part of the Club’s succession plan. While any Club member, including an incumbent Vice President, would need to nominate for the role of President, a Club, by resolution of members, may create a by-law and/or standing resolution for the Vice (or Senior Vice) President to be President Elect for the ensuing year. This fulfils the general expectation that a Vice President will nominate for the role of President in the following year.

 

 

Secretary

Role Description

The main role of the Secretary is to support the President to ensure the Management Committee functions smoothly. The Secretary is responsible for ensuring meetings are effectively organised and minuted. The Secretary is required to maintain up-to-date records and be the key point of contact for the Club.

The role of the Secretary can be summarised as follows:

  1. 1.   Ensures timely and effective distribution of correspondence to Committee members and Club members as required.
  2. 2.   Should be familiar with the constitution a copy available for reference at all meetings.
  3. 3.   With the President, prepares agendas for each Management Committee meeting, General Meeting and AGM and issues formal notices of meeting.
  4. 4.   Records minutes of Committee meetings, General Meetings and AGM’s and presents these minutes at the following meeting for formal adoption.
  5. 5.   Ensures approved minutes are signed by the President or Chair at the next meeting.
  6. 6.   Issues notices for the election of Committee members and nomination and proxy forms in accordance with the Club’s constitution.
  7. 7.   Maintains a current list of Committee members including addresses, email and telephone numbers.
  8. 8.   Presents new applications for membership for the Committee’s consideration.
  9. 9.   Ensures that following the AGM, the PSPL Annual Return Forms and payment of fees are lodged by 30 April each year.

The Management Committee may be authorised under the Club’s by-laws or standing resolutions to appoint assistants to any of the positions on the Committee. Assistants are not elected members of the Management Committee and, as such, are not entitled to vote. However, if an assistant is acting for a member of the Management Committee in his or her absence, then the assistant will have one vote.

 

 

Treasurer

Role Description

The main role of the Treasurer is to ensure that clear and accurate financial records are maintained and that all funds are accounted for. The role of the Treasurer can be summarised as follows:

  1. 1.   Ensures that processes are in place for the handling of all Club funds in order to minimise risk of loss or theft.
  2. 2.   Ensures that all payments are approved or ratified by the Management Committee.
  3. 3.   Ensures that the Club has a bank account(s) which may include electronic transfer facilities.
  4. 4.   Arranges payment of annual fees to PSPL by 30 April each year, as well as additional pro-rata payments throughout the year.
  5. 5.   Prepares and submits a financial report for all Committee Meetings, General Meetings and AGM’s.
  6. 6.   Prepares a budget each year considering the annual financial commitments and the Club’s existing financial position and recommends the amount of the Club’s annual membership subscription.
  7. 7.   Collects all Club funds and issues receipts in accordance with Club protocol and are banked within two working days to comply with insurance requirements.
  8. 8.   The Treasurer may be authorised to be responsible for the security and safe custody of the Club’s petty cash.
    1. 9.   Reconciles bank accounts monthly.

10.   Updates the bank signatories as required.

11.   Maintains a register of Club assets.

12.   Before vacating office, brief their successor.

 

The Management Committee may be authorised under the Club’s by-laws or standing resolutions to appoint assistants to any of the positions on the Committee. Assistants are not elected members of the Management Committee and, as such, are not entitled to vote.  

 

 

Membership Officer

Role Description

The Membership Officer is responsible for maintaining up-to-date membership records, management of membership applications and assisting with membership retention and growth.

The Officer should:

1.  Maintain an up-to-date Register of Members.

2.  Advise PSPL of any changes to the Club’s Member Listing i.e. new members, resignations.

3.  Distribute Probus Membership Cards and Passports to Probus members.

4.  Maintain a record of members and visitors at each meeting and advise the Secretary of those present.

5.  Ensure that name badges are available at each meeting and new members provided a badge.

6.  Ensure that membership application forms are completed correctly.

7.  Prepare induction kits for new members containing a copy of the Club’s constitution and information about Probus.

8.  Ensure that there is a welcoming program in place for the new member’s first few meetings, either with their sponsors or through a ‘’buddy’’ program.

 

 

Guest Speakers Officer

Role Description

Each month, members have the opportunity to hear from interesting guest speakers. Many members retain an active interest in Probus because of the diversity of speakers. To hold the interest of members, programs should be well-balanced with informative and thought-provoking subjects presented by accomplished speakers.

The Officer should:

  1. 1.   Aim to arrange a varied program six months in advance.
  2. 2.   Provide a list of proposed speakers to the Committee to gauge interest.
  3. 3.   Approach the speaker at least three months before the meeting
  4. 4.   Check payment or any other requirements the speaker may have prior to confirming the booking.
  5. 5.   Ask the speaker for the title of the talk and biographical notes (for the information of the Newsletter Officer).
  6. 6.   Follow up with a letter/email confirming the arrangements, setting out the location, time (suggest arrival in time to have tea/coffee with members), length of address, transport arrangements and contact telephone number.
  7. 7.   Follow up with a final email call about five days before the date of meeting
  8. 8.   Greet speaker on arrival - offer refreshments, introduce to the President, the Committee and the member who will be introducing the speaker.
  9. 9.   Try to have a short list of emergency speakers who can fill in with an interesting talk at short notice.

 

 

Newsletter Officer

Role Description

Monthly newsletters vary widely in Probus. The size, format and choice of material are the responsibility of the Newsletter Officer (or Management Committee).

A Club’s newsletter may include the following:

  1. 1.   A meeting’s guest speaker and subject.
  2. 2.   Program for the next two or three meetings.
  3. 3.   Calendar of activities and outings.
  4. 4.   Future outings and coordinators contact numbers for each outing.
  5. 5.   Report of previous meeting.
  6. 6.   News of Club interest groups and co-ordinators contact numbers.
  7. 7.   Member profiles, particularly for new members.
  8. 8.   Extracts from PSPL’s publications such as Active Retirees and Community News highlighting feature articles or special offers.
  9. 9.   Special news regarding members: birthdays, anniversaries, overseas trips. Information from the Committee, PSPL and Membership Representatives and Local Rotary.

Clubs may seek sponsorship or donations from local businesses to cover newsletter printing and postage costs. Such sponsors or donors may receive recognition in the newsletter in the form of a small advertisement or statement. Sponsorship of Club newsletters does not authorise or entitle the sponsor or donor to use the Probus name or Probus logo.

It is recommended that a copy of the newsletter be sent to the Club’s sponsoring Rotary Club. Copies of newsletters should also be forwarded to a Club’s RDPC, PDC and PSPL for inclusion of newsworthy items in Probus publications, PSPL’s website or social media platforms.

 

 

Publicity Officer

Role Description

The role of the Publicity Officer is to raise Probus awareness by generating publicity in the local community. This includes informing the local media of Club events. Not all local news media send reporters and photographers to events organised by community groups. Accordingly, to have your Clubs news and events reported, you must be pro-active.

The duties of the Publicity Officer:

  1. 1.   Liaise with local community groups, newspapers, radio and other media to promote the club and its members.  
  2. 2.   Arrange for distribution of flyers promoting the club to various outlets – libraries, shopping centres and so on. 
  3. 3.   Occasionally present an article to a local newspaper with 1-2 photographs advertising a club event and the club’s details. 
  4. 4.   Contacting local council to seek provision for use of facilities and resources that council make available to community groups. E.g. council bus, venue for meetings 
  5. 5.   Promote any advertised bulletins from PAV, PSPL, Active Retirees and others. 
  6. 6.   Submit articles to local newspapers and radio stations.
  7. 7.   Check deadline dates and always submit content well in advance.
  8. 8.   Photographs should be electronically submitted and accompanied by a caption naming those pictured.
    1. 9.   If an article is used by local media, telephone or send a note of appreciation.

10. Regularly submit articles and photographs of interest        to PSPL for inclusion in Probus publications, PSPL’s website or social media platforms.

While consent to appearing in a photograph or video taken during an approved Probus event will usually be implied, Management Committees are responsible for ensuring that they have consent from participants for their photographs or videos to be published in PSPL’s publications prior to sending these to PSPL.

 

 

Outings, Activities and Tours Officer

Role Description

The role of the Outings, Activities and Tours Officer is exciting and rewarding. It requires planning, organisational skills, patience and imagination. It is recommended that more than one Officer be appointed to fulfil this role. When assessing whether or not to approve an activity, the Management Committee should consider all of the information related to that activity in order to approve it. This would normally include interest from members, location, availability, cost and risk assessment. For insurance purposes, the approval of an activity should be reflected in the Club’s minutes as being approved. However, the minutes should contain sufficient information to understand what is being approved.

The Officer(s) should:

  1. 1.   Investigate and propose suitable outings and activities to the Management Committee for consideration. In costing each outing or activity, ensure that all expenditure is covered and any cancellation fees are taken into account. Any discounts should benefit all participating members.
  2. 2.   Maintain liaison with other Clubs with a view to arranging occasional joint outings.
  3. 3.   Ensure that a risk assessment for each activity is conducted when determining suitability.
  4. 4.   Ascertain feasibility - costs and booking arrangements.
  5. 5.   Ask members for suggestions of proposed outings, tours and other activities.
  6. 6.   Ensure that attendance lists are maintained for all approved activities.
  7. 7.   Ensure that all members are provided with clear instructions in relation to the activity or outing that minimise risk including contingency plans.
  8. 8.   Collect money by a nominated date before each activity, keep complete records and issue receipts for all funds received.
  9. 9.   Give all money collected to the Treasurer for banking with a detailed listing of all funds received.
    1. 10.   Carefully record all expenses, such as postage and telephone calls and submit these to the Treasurer with receipts for reimbursement.
    2. 11.   Consider offers from Probus and MBS Partners given they normally attract a discount for Probus members.

 

 

Website Officer


The role includes developing the Boronia Probus Club website in incorporation with PSPL as the website provider The duties of the Website Officer include:

1.   Keeping the website updated on a regular basis i.e. monthly update. In some cases, these updates may be required on a weekly basis
2.   Ensuring the Boronia Probus Club website is aesthetically appealing to members, visitors and other linked sponsors (Boronia Rotary, PAV, PSPL and so on).
3.   Provide information and data about events, dates, times, costs and location.
4.   Include a brief biography of the guest speaker for the month and listing the speaker and topic for the following month.
5.   Attach a calendar of events for the current and following month.
6.   List the Management Committee positions, names and contact details
7.   Add photos, images or clip art where necessary to attract attention of viewers.
8.   Import the monthly President’s report for perusal by members.
9.   Proofread and edit website and source a member to review before uploading to website provider.

10. On retirement from the position provide a handover to the incoming Website Officer 

 

 

Welfare Officer

Role Description

The role of the Welfare Officer is to keep in touch with sick or bereaved members or those members feeling isolated or lonely or who may be in need of moral support or physical help.

The Officer should:

  1. 1.   Send cards with appropriate messages to sick and bereaved members.
  2. 2.   Advise the Committee if support is needed, either by member visits or transport to meetings.
  3. 3.   Consider recommending non-active membership for those with long term illnesses.
  4. 4.   Ensure that the member is kept up-to-date on Club matters.
  5. 5.   Carefully record all expenses, such as postage and telephone calls, and submit these to the Treasurer with receipts for reimbursement.
  6. 6.   Announce birthdays, wedding anniversaries or other significant milestones in celebration of a club member(s).
  7. 7.   Assist in any other capacity to the club via morning teas, special themes days or in concert with activities, outings and tours officer.
  8. 8.   Support committee by welcoming guests, visitors and new members and assisting in ensuring new persons have a buddy to provide fellowship.