PROBUS CLUBHANDBOOK

Helpful Guidelinesfor Club Officers

AUSTRALIA

Issued by the Probus Centre - South Pacific Inc PO Box 1294 Parramatta NSW 2124 Australia

Telephone: + 61 2 9806 0100 l Fax: +61 2 9633 4779Australia Toll Free 1800 630 488

New Zealand Toll Free 0800 1477 6287Email: probus@probus.com.auWebsite: www.probus.com.au

Revised 2009

PROBUS CLUBHANDBOOK

Probus Centre - South Pacifi c Inc. is the delegated authority for determining policy matt ers relating to Probus within Australia, New Zealand, Philippines, Papua New Guinea, Fiji, Cook Islands, New Caledonia, Norfolk Island, Tonga, American Samoa, Western Samoa, Timor Leste, Vanuatu and the Solomon Islands.

Members of Probus Centre - South Pacifi c Inc, The Association, are the members of the Board of Management, members of the Rotary Down Under Board and the original members of the Committ ee of Management.

A BRIEF HISTORY…

Probus originated in the United Kingdom in 1965. The fi rst Probus Clubs were formed in New Zealand in 1974

and in Australia in 1976.

Probus has fi lled a need for today’s active retirees, so much so that the growth has been phenomenal.

It is now a world-wide movement.

Introduction 6

Role of the Rotary District Probus Chairman 6 - 7

The Constitution 7

Constitutional Reviews 7

Caretaker Period 8

By-Laws 8

Standing Resolutions 8 - 9

Incorporated Clubs 9

Privacy 10 - 11

Insurance 11 - 13

Att endance/Apologies 14

Probus Logo 14

Waiting List 14

Risk Management 14 - 15

Fundraising 15

Probus Club Offi cers and Committ ee 16

Why you should become a good Probus Club offi ce bearer? 16

Meeting Agenda 17

Annual General Meeting Agenda 17

Installation of President 18

Induction of New Member 18

The Role of the Management Committ ee 19

Election of Offi cers 19

President 20

Ex-Offi cio 20

Vice President 21

Secretary 21 - 22

Record Keeping 22

Treasurer 22 -23

Auditing 24

Newslett er or Bulletin Editor 24 - 25

CONTENTS

Program or Guest Speakers Offi cer 25 - 26

Membership Offi cer 26 - 27

Outings and Activities Offi cer 27

Welfare or Caring Offi cer 28

Hospitality Offi cer 28

Publicity Offi cer 28 - 29

Promotional & Resource Material 29

Probus/Active Magazine Liaison Offi cer 29 - 30

Membership Development 30 - 31

Honorary Membership 32

Life Membership 32

Non-Active Membership 33

Probus Club Affi liate 33

Membership Transfers 34

Amalgamation, Changing From Single Gender to 34 Combined club and Winding Up

Probus Rendezvous 35

Take the Chair - Rules of Debate for Formal Meetings 36 - 38

Defi nitions 39 - 43

Application for Membership 44

Media Release 45

Form of Appointment of Proxy 46

Nomination Form for the Election of Offi ce Bearers 47

Product Information - Resource material 48 - Hosting a special event - Website hosting

Australian Seniors Finance 49

Probus Administration and Supplies 50

CONTENTS

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INTRODUCTIONProbus is a “Community Service Program” of Rotary in the South Pacifi c region. Probus Clubs may only be formed by Rotary. Once clubs are formed, Probus Centre - South Pacifi c Inc then accredits them.

When your sponsoring Rotary Club presented your Foundation President with the club’s Certifi cate of Accreditation issued by the Probus Centre - South Pacifi c Inc., it was explained that, within the few limits imposed by the Standard Probus Club Constitution, the requirements for continued accreditation and the laws of the land, your Probus Club is self governing. You are at liberty to conduct the aff airs of your club as the members see fi t.

These guidelines, therefore, are intended to be just that: guidelines. Apart from those that refer to your Constitutional and legal obligations, they may be followed or not as your members consider appropriate. They have been carefully prepared by members of Probus who have had many years of experience in all aspects of Probus Club activities and administration. From time to time, the Probus Centre has obtained legal, taxation and/or fi nancial advice on a range of matt ers that may aff ect Probus Clubs. If your club has an issue that you think you need advice on, we ask that you approach the Probus Centre fi rst before seeing any outside advice. We are asking you to contact us fi rst because we may have already sought advice on a similar matt er in the past. If we feel that you require professional advice on a particular issue, we will seek this advice on your behalf. This will save your club time and money and is just part of our service to you as your administration centre.

ROLE OF THE ROTARY DISTRICT PROBUS CHAIRMANEach accredited Probus Club is associated to a Rotary District and each Probus Club was formed by a Rotary Club within that Rotary District.The success of Probus in Australia, New Zealand and The Philippines is due to the commitment from Rotary and the recognition that Probus is a Community Service Program of Rotary Clubs.

The growth of Probus has throughout the years been infl uenced by the enthusiasm and endeavours of the many Rotarians who have served as Probus Chairmen.

The Rotary District Probus Chairman (RDPC) play an extremely important liaison role between Rotary and Probus and are recognised by Probus Centre as key partners ensuring stability and growth of the Probus organisation.Each year these offi cers are trained on all aspects of the Probus organisation to be able to assist and advise Probus Clubs and are provided with important statistical information related to waiting lists, ageing and demographics. Quarterly reporting is sent to Probus Centre for the Board to address issues and

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concerns. Their role is to investigate the need for new Probus Clubs, to engage Rotary Clubs in sponsoring the formation of new clubs and to ensure the health of existing Probus Clubs.Membership development and retention are key areas of concern; in some cases clubs need to amalgamate, change from single gender to combined, become re- birthed or to wind up.

The RDPC welcome invitations to att end club meetings and events and are there to assist where needed.Contact details are included in the Probus Annual Directory.

THE CONSTITUTION To gain accreditation as a Probus Club, your foundation members adopted the Standard Probus Club Constitution and agreed to comply with its provisions (as amended from time to time by Probus Centre - South Pacifi c Inc. (PCSP Amendment Policy 02/04) A Probus Club retains its accreditation as long as it complies with the Constitution. It is important, therefore, that club offi cers be familiar with the provisions of the Constitution and also the By-Laws adopted by your club. It is equally important that the diff erence between Constitution and By-Laws is fully understood. The Constitution shall be amended only by the Probus Centre - South Pacifi c Inc. in line with the Review Policy. Under this policy accredited clubs will have the opportunity to accept/reject proposed amendments to the Standard Probus Club Constitution prior to implementation. Individual clubs may amend their By-Laws after due notice and 75% majority vote of members present and voting, as long as the amendment does not confl ict with the Constitution. Individual clubs may move a ‘Standing Resolution’ at a general meeting with or without notice, a majority vote of members present and voting as long as the resolution does not confl ict with the Constitution and By-Laws adopted by the club. A ‘Standing Resolution’, once adopted, remains in the Minutes until such time as the resolution is amended, removed or no longer applies.

CONSTITUTIONAL REVIEWSReviews of the Standard Probus Club Constitution will be undertaken by Probus Centre – South Pacifi c Inc. from time to time in accordance with our rules of operation. Accredited clubs will be invited to participate in the review. Following a review, amendments may be enacted by Probus Centre and clubs are bound by accreditation requirements to formally adopt such amendments in the time prescribed by Probus Centre – South Pacifi c Inc.

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CARETAKER PERIOD

The Constitution states that ‘Members elected shall take offi ce from April 1st each year.’ The period between when the members are elected to offi ce at the Annual General Meeting and April 1st should be treated as a ‘caretaker’ period.

Clubs should move a ‘Standing Resolution’ that remains in the Minutes and recorded until such time that it no longer applies:‘Members elected at the Annual General Meeting shall be authorised to administer the aff airs of the club prior to April 1st, and shall report on such matt ers to the members at the April General Meeting for ratifi cation’.

The Committ ee is then authorised to meet and discuss the plans for the year, register new signatories and att end to any urgent matt ers that may arise. (Example: meeting venue burns down, a member of the Committ ee resigns unexpectedly due to ill health etc.)

BY-LAWSBy-Laws are the guidelines for the ‘house keeping’ or management of the club in accordance with the wishes of the membership.

To amend a By-Law, 21 days writt en notice needs to be given to all members.Once the motion is moved, the motion may be seconded and then following discussion a vote taken. There needs to be a 75% majority vote of those members presenting and voting to formally adopt the motion.

If a club is incorporated it would be advisable to ensure that all requirements under the Act are observed. (Example: If existing By-Laws are registered any amendment to a By-Law may require advice and payment to the state authority with 21 to 28 days). Voting may be by a show of hands or by ballot as determined by the membership.

STANDING RESOLUTIONS

Standing Resolutions are the guidelines for the ‘house keeping’ or management of the club in accordance with the wishes of the membership.A Standing Resolution may not be in confl ict with an Article of the Constitution or club By-Laws. Standing Resolutions may replace By-Laws.

A Standing Resolution may be moved at a general meeting from the fl oor with or without due notice depending on the situation. If the matt er was contentious or was related to an existing Standing Resolution it would be reasonable and advisable to give due notice to all members in writing.Once the motion is moved, the motion may be seconded and then following

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the discussing a vote taken. There needs to be a majority vote or in the case of an amendment to an existing Standing Resolution, the set percentage of those members present and voting would apply to formally adopt the motion.

A Standing Resolution remains on the books, in the Minutes, until such a time as the resolution no longer applies, is amended or a new resolution overrides the previous resolution. It would be advisable to keep a record of all Standing Resolutions for future ease of reference.

Example of no longer applying: Motion to change the November meeting time 11:00am (Normal meeting time being 10:00am - reverts to 10:00am after the November meeting).Example of overriding/amending a resolution: Motion to provide savory biscuits for morning tea. (Overridden/amended when a resolution to provide sweet biscuits is adopted). Voting may be by show of hands or by a ballot as determined by the membership.

INCORPORATED CLUBSIncorporation is not a requirement of accreditation as a Probus Club. The policy of PCSP is to recommend clubs consider incorporation. Incorporation of a club converts the club into a separate legal entity apart from its members who may cease to have personal liability for debts of the club.The Standard Probus Club Constitution does not meet the requirements (each country, state, territory or region) of incorporation legislation. *Probus Centre, in close liaison with government departments, have developed a ‘Recommended’ Constitution for clubs consideration that embodies the Preamble and 11 articles of the Standard Probus Club Constitution (requirement for accreditation as a Probus Club) with the requirements of the Model Rules for incorporation. Clubs may consider adopting a set of By-Laws or ‘Standing Resolutions’ to manage the in-house aff airs of the club, which should always be consistent with the Constitution.Some state/country incorporation Acts require mandatory wording, and under these circumstances the law prevails over wording used by Probus. It should be noted that in every such case, the diff erence in phraseology does not change the purpose or intent of the original Article. Some state/country Acts insist on the inclusion of Rules of what Probus regards as By-Laws (this does not prevent a club from amending such Rules at its discretion). They may also require the inclusion of additional rules, while necessary for incorporation, have no relevance to the accreditation of a Probus Club.*Documents for your consideration are available on request from Probus Centre.

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PRIVACYProbus Clubs are subject to the requirements of the Privacy Act 1988 in Australia, the Privacy Act 1993 in New Zealand. Clubs could be in a vulnerable situation should this Act be invoked by an aggrieved party. Therefore, it is desirable for each club to apply protective measures, for example:

“The information collected in relation to members shall be held in accordance with the information privacy principles contained in the Privacy Act. Each club shall ensure that it complies with such information privacy principles and shall not disclose any such information, except in accordance with the provisions of the Privacy Act.” Members - It is a condition of membership of this club that each member consents pursuant to the Privacy Act to personal information in the form of his/her name and residential address, telephone number, and offi ce held in club (where necessary) being included in a membership list.

Club Directory/Telephone Listing - Clubs that publish and distribute a Directory of Members within the club should ensure prior to publication that all members have given approval for inclusion. Members retain the right to request withdrawal of their personal details from this publication at any time.Notice should be included in the Directory: ‘This Directory of Members is for the exclusive use of members of the Probus Club of and should not be made available to persons who are not members.’

Club Bulletin/Newsletter - Recommended to include an endorsement stating that it is “Private and Confi dential for Probus use only and is not to be used for any other purpose”.

Welfare - Medical condition details should not be available to any person or body without prior approval of the member concerned.

Medical cards are not the responsibility of the club or Tour Leader, they must remain the responsibility of individuals. Our insurers will not defend a claim of negligence against a club or member for not providing a medical card belonging to a member or guest in the case of an emergency.

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New Members - Recommendation for consideration: Membership Application Form - include the following statements above the signature of the applicant.

I consent to my name, address and telephone number being included in a ‘Directory of Members’ to be distributed only to members of the Probus Club of and not distributed or sold to outside agencies. I accept that the information may be used by Probus for Probus use only. (see sample Membership Application Form page 44)

INSURANCEPublic Liability, Personal Accident, club Money Cover, Association Liability including Offi ce Bearers Liability, Association Liability, Professional Indemnity and Fidelity Guarantee.

Clubs may resolve to hold limited club monies as pett y cash. This money shall be covered under the money cover policy as long as the pett y cash remains in the custody of the Treasurer or the Secretary.

Please report any loss of money, incidents, accidents, damage or injury to members or guests to Probus Centre-South Pacifi c Inc. (If necessary a claim form will be provided).

The Probus National Insurance Programme Summary and Certifi cate of Currency are issued to clubs annually.

Insurance covers members, visitors and guests whilst att ending or participating in a recognised Probus activity, function or meeting (age restrictions may apply). These documents may also be downloaded from the Probus website.

Elective General Property Insurance

This cover is available on request to Probus Clubs and Probus Associations for club property. Request a quote by contacting;AON Risk Services Toll Free 1800 786 682 or Email: alex.dimitrijevic@aon.com.au

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Optional Travel Insurance

Tour Leaders must ensure all members are provided with their own copy of the coloured Travel Insurance brochure and accompanying documents. This cover is off ered for ‘recognised Probus tours and trips’ including the Probus Annual Rendezvous.

Exclusive Optional

TRAVEL Insurance

Exceptional Cover. Exceptional Value.

Travel Insurance Fee Structure

Australia - Domestic (excluding Norfolk Island)*$70.00 per person per trip forapproved Probus tripsFor ONLY $20.00 members can extendtheir trip to include private travel.*

Australia - Worldwide (including Norfolk Island)*$100.00 per person per trip for approved Probus tripsFor ONLY $20.00 members can extendtheir trip to include private travel.*

A hire vehicle excess waiveris also available*

* Conditions apply

What Probus Members say about this cover:

“I priced around for travel insurance but nothing came close to the cover or price offered through Probus Optional Travel Insurance.”

“No other company would even quote me with my age and pre-existing conditions.”

“My doctor says if you’re fit take the trip.... but ensure you take out travel insurance”

“The Optional Travel Insurance doesn’t suit everyone - but when you compare apples to apples - the cover offered through Probus is amazing!”

Contact Probus Centre for your colour brochure and accompanying documents or download from

www.probus.com.auAustralia Toll Free 1800 630 488

PROBUS - Tomorrow’s Vision for Active Retirees

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Application forms and payment to be received by Probus Centre Inc PRIOR to fi nal payment being made to a third party i.e. airline, coach company, accommodation.

Probus Optional Travel Insurance Fee Structure

Australia - Domestic (excluding Norfolk Island) $70.00 per person per trip

Australia - Worldwide (including Norfolk Island) $100.00 per person per trip

Cover includes;- Medical expenses - Political evacuation- Cancellation and curtailment expenses - Personal Liability $5M- Deprivation of baggage - Pre Existing conditions waiver- Age Limit to 100 years* conditions apply

In conjunction with the Probus Optional Travel Insurance members are now able to obtain an extension for *private travel. Members and guests must apply to Probus Centre-South Pacifi c Inc for an extension to their cover for private pre or post travel.

*Fee Structure A fl at fee of $20.00 per person per trip will be charged for each component of Pre and Post private travel. *Conditions Apply

Hire Vehicle Excess Waiver FeeFor an additional $20.00 members can be covered for the excess payable when hiring a vehicle. *Conditions apply.

Travel insurance cover is seen as a service to Probus members and guests.The continuation of the policy is reliant on member usage.

Travel Insurance for Private Probus travellersRequest a quote for private travel either domestically or internationally by contacting Trade Travel Toll Free 1800 645 103 or 1800 034 439.

QBE InsuranceQBE Insurance off ers Probus members a great range of car, home building, home contents, valuable, landlords, CTP policies at competitive prices. For an obligation free quote, visit www.probus.com.au and go to insurance.

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ATTENDANCE/APOLOGIESFor insurance purposes a register of members and guests names in att endance should be kept. A tick beside the name is suffi cient. Apologies should be recorded. Where possible for social events and trips a list should be maintained of those in att endance.

Clubs are encouraged to establish protocol to receive and record genuine apologies.

PROBUS LOGOWhere possible please include the ® symbol on all stationery and club material to indicate the Probus trademark. Clubs and Associations are not authorised to approve usage of the Probus name and Probus emblem Trademarks by third parties or commercial operators without writt en and formal permission from Probus Centre - South Pacifi c Inc. Illegal use of the Probus Trademarks will result in legal action.

WAITING LISTClubs may create and maintain a waiting list for prospective members. It is recommended that the list is kept in date of receipt order. Those clubs with a combined gender may consider separate date lists for each gender. A waiting list would indicate that a person is waiting to join the club. Alternatively, the club could maintain a register for prospective members. No monies should be taken or received from persons on the waiting or register list before their application for membership is accepted. Incorporated clubs should ensure that all requirements under the Act are observed. Clubs should be mindful not to breach anti discrimination laws by giving preference to married couples over single persons.

RISK MANAGEMENTRisk Management is about managing the risk of “anything” undesirable happening at any time - not just bodily injury etc during an activity (consider loss of deposits from dishonest operators, diffi cult conditions for certain members etc). Risk Management should be engaged from the time the activity is fi rst discussed and planned until the activity is completed.

One of the many ways in which an organisation can reduce the risk of physical harm posed to a member and thus prevent or limit a claim for negligence, is

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to implement a risk management plan. This will help ensure the risks of the activities associated with that organisation are more adequately identifi ed as well as to assess the impact of such risks and the controls required to avoid such risks eventuating. It will also help improve safety and quality control to ensure an adequate level of care is received by all members.

Literature available to assist in Risk Management: • Risk Management Policy template • Plan and Worksheet • Article on Risk Management • PowerPoint Presentation on Risk Management

FUNDRAISINGIn line with the Constitution a Probus Club shall not be, or be seen to be, a fundraising body. The club by a majority decision of its members may engage in corporate projects for social benefi t provided that any such activity shall not involve the raising of funds and provided that individual participation in any such project shall be entirely voluntary. If a club proposes to raise funds through a monthly raffl e, it is in breach of the Constitution. Clubs may not raise funds for any worthwhile cause or local community charity. They may not ‘earmark’ monies for a specifi c charity or cause.

Club monies may be used to subsidise anniversary or Christmas luncheons by resolution of members. With members permission, and on a voluntary basis, the clubs may organise a ‘lucky door prize’ which would generate extra income for the club, ensuring the clubs fi nancial stability and would assist the club in providing ‘regular meetings and arrange activities to provide for fellowship, the development of acquaintance and social interaction’. (Article II – Aims & Objects (b)). Monies realised from such activities do not amount to fundraising because they are being banked into the general funds of the club and have not been ‘earmarked’ for a specifi c cause. Probus Clubs are able to make donations from club funds or from the unsolicited gifts of members, provided that Article II – Aims and Objects section (e) of the Constitution is not infringed and as long as a majority decision of the members is obtained and recorded.

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PROBUS CLUB OFFICERS AND COMMITTEE

Planning for annual election of Committ ee members should be undertaken several months before the AGM. The club membership needs to be studied by the present Committ ee to fi nd persons capable of fi lling the vacancies. Consideration should be given to adopt a Standing Resolution to enable the Vice President to be President Elect.

A succession plan should be considered to ensure the future stability and management of the club.

The Constitution requires that the club be managed by a Management Committ ee of a President, Vice President(s), Secretary, Treasurer and Committ ee Members as in the By-Laws (i.e. as decided by the members). It is usual for clubs to elect or appoint a Membership Offi cer, Program (or Guest Speaker) Offi cer, Newslett er Editor, Outings Offi cer, Hospitality Offi cer, and a Caring Offi cer (or Welfare). Some have additional offi cers such as a Special Interest Groups Convener, Sports Offi cer, Social Secretary, Music Convener or Song-Leader, Probus - the magazine (in Australia) and Active (in New Zealand) Liaison Offi cer, Historian, Public Relations Offi cer and Offi cial Photographer. The club should appoint an Auditor at the Annual General Meeting. In some jurisdictions the Associations Incorporation Act requires appointment of a Public Offi cer, a permanent appointment (not an Offi ce Bearer of the club) which does not preclude taking offi ce as President, Vice President, Secretary, Treasurer or other Committ ee members etc. For the information of members it would be reasonable to re-confi rm the appointment of the Public Offi cer at the AGM.

WHY YOU SHOULD BECOME A GOOD PROBUS CLUB OFFICE BEARER?

Probus has created ways for you to achieve personal fulfi llment in retirement, make new friendships and charter new horizons which will involve fellowship and fun. Why not simultaneously improve the quality of your life and contribute to improving the well being and lifestyle of active retirees within your community.As a Probus Club offi ce bearer you would be embracing new and exciting challenges and have opportunity to participate in a management role performed in an atmosphere of Fellowship, Friendship and Fun.

Along with your new colleagues you would take on the responsibility for the management of club aff airs including fi nance, membership and the promotion of Probus guidelines, policies, goals and social activities.

For further information please discuss Committ ee of Management positions with your club Secretary.

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MEETING AGENDAThe agenda for the general meeting varies from club to club depending upon the preference of members. A possible area of contention is whether the Secretary should read the Minutes of the previous meeting at each general meeting. Some do; some don’t; some give a precis and some list the main items in the bulletin; others print and distribute minutes to members. A typical agenda - 1. Meeting opens. President welcomes members 2. Apologies 3. Welcome to guests of members and visiting Probians 4. Minutes (or report) of last meeting 5. Business arising from minutes 6. Correspondence 7. Treasurer’s report 8. Announcements 9. Reports by Committ ee members as required 10. Option for Mini Speaker (club member) 11. General Business 12. Fellowship break (tea and coff ee) 13. Introduction of guest speaker 14. Guest speaker 15. Question time 16. Vote of thanks to Speaker 17. Meeting closesIf a new member is to be inducted, standing orders are usually suspended to allow for this ceremony at a time chosen by the President - sometimes after the welcome to visitors but sometimes after confi rmation of minutes, or immediately before the fellowship break.

ANNUAL GENERAL MEETING AGENDA 1. Meeting opens, President welcomes members and guests and introduces special or offi cial guests 2. Apologies 3. Minutes of last years’ AGM minutes 4. Business arising from last years’ AGM minutes 5. Correspondence (addressed to this years’ AGM) 6. Presentation of the Annual Report 7. Presentation of the Annual Financial Statement. 8. Annual Reports (on other activities if required) 9. Election and induction of offi ce bearers 10. Elected President acts as Chairman 11. Appointment of Auditor & Others 12. General AGM Business 13. Announcement of date, place and time of next AGM 14. Close of AGM

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INSTALLATION OF PRESIDENT

(Insert name) ...................................................................... you have been elected asPresident of the Probus Club of ......................................................... and as such itbecomes your responsibility to uphold the Aims and Objectives as set out in the club’s Constitution.

It is also your duty to place particular emphasis on the importance of fellowship and friendship within this club and with guests and visiting Probians.It is my honour to invest you with your collar of offi ce as President of the Probus Club of ................................................................................................................ On behalf of all members, I wish you a successful and rewarding year of offi ce.

INDUCTION OF NEW MEMBER

Probus Clubs throughout Australia, New Zealand and the Pacifi c Islands, are providing the opportunity for retirees to meet in circumstances which provide companionship and intellectual stimulus.

Fellowship, Friendship and Fun are the foundation on which Probus is built and therefore, I invite you to participate in the activities of our club, which you will fi nd many and varied.

I now have pleasure in inducting you into the Probus Club of................................ and present you with your Probus badge (together with your name badge and Induction Kit - optional).

Probus has status, dignity and respect within our community and therefore I am sure that you will accept the ideals for Probus membership.

Items available from RDU Merchandise & Promotions for new members include: • Induction certifi cate • Members lapel badge, pin or brooch

Items provided by the club for new members include: • Club Constitution (+By-Laws or Standing Resolutions as applicable) • Personalised name badge

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THE ROLE OF THE MANAGEMENT COMMITTEEThe role of the Management Committ ee is to administer the club aff airs in accordance with the Constitutional documents (i.e. the Constitution, By-Laws/Standing Resolutions) and ensure that all legal and Constitutional requirements are met. Unless the membership has delegated greater authority to the Committ ee, by resolution or in its By-Laws, the Committ ee has no authority to make further decisions without the consent of members by resolution. Committ ees may recommend, they may not dictate to members. Moreover, few Committ ee discussions need to be kept secret, unless they are about sensitive matt ers concerning individuals and are potentially embarrassing, distressing or harmful or might, if made public, involve the club in litigation.

Each offi cer should be familiar with the Constitution, By-Laws/Standing Resolutions and ensure there is a copy available for reference at meetings.

ELECTION OF OFFICERSStrategic plans for the future should include consideration for a succession plan for the Management Committ ee and to start thinking ahead and planning early.

The annual requirement to elect offi cers should be considered well in advance of the Annual General Meeting, which is to be held on or before the 31st of March each year.

The membership should be made aware of the upcoming elections and persons capable of fi lling the vacancies should be approached to accept nomination for the relative positions.

The Vice President is elected with the intention to take offi ce in the ensuing year. Excluding the President and Vice President it is reasonable for Committ ee members to serve no more than three years in any one position. This will allow an opportunity for other members to nominate for offi ce and to ensure Committ ee members do not become entrenched in a position.

To encourage members to take offi ce in the club, some responsibility should be placed on the current offi cers to identify their replacement for the following year and foster a nomination from that replacement.

Clubs may consider the option to elect a Senior and Junior Vice President as part of the club’s succession plan.( in accordance with club Constitution, By-Laws and/or Standing Resolutions). Clubs may further consider the option to create a By-Law or Standing Resolution that the Vice (or Senior Vice) President is President Elect for the ensuing year.

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PRESIDENT- The duties of the President are summarised as follows:

• Should be familiar with the Constitution, By-Laws/Standing Resolutions and have a copy available for reference at all meetings;• Should understand how to chair a meeting• Should ensure that an agenda is prepared for the meeting;• Should begin and end meetings on time;• Should take the opportunity to meet all members, guests and visiting Probians on a fellowship basis;• Should ensure that Committ ee recommendations are brought to the membership for acceptance and ratifi cation;• It is the duty of the President to keep in mind and to remind members from time to time of the aims, objects and origins of Probus, emphasising the importance of fellowship, friendship and fun. It is recommended that this be done at the commencement of each meeting.• To advance Probus fellowship beyond your own club, members should be encouraged to read the offi cial publications of the Probus Centre-South Pacifi c Inc., (Probus - the magazine in Australia and Active magazine in New Zealand). Encourage members to contribute stories, articles, lett ers and photographs for publication in the magazines.• It is a good idea to invite the President of your sponsor Rotary Club to special occasions (change-over, birthday/anniversary meetings and Christmas functions), it is a gesture that is greatly appreciated.

EX-OFFICIOThe Immediate Past President is recognised as Ex-Offi cio in recognition or virtue of his/her past service as club/Association President. They are not elected to this position, but are appointed for support and advice. By-Laws/Standing Resolutions may indicate the voting powers of the Immediate Past President. They do not have any greater authority within the Committ ee. The Immediate Past President is eligible to hold any other position on the Management Committ ee. If elected to such a position they would only have one vote, as that elected offi cer.

A resolution by the members may include ‘with voting rights’ or ‘without voting rights’ in a By-Law or instead be recorded as a Standing Resolution. If incorporated, the Ex-Offi cio’s voting rights must be in line with the model rules.

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VICE PRESIDENT - The duties of the Vice President are summarised as follows:

• Should be familiar with the Constitution, By-Laws/Standing Resolutions and have a copy available for reference at all meetings;• Should understand how to chair a meeting;• Should work closely with the President to become familiar with the role and responsibilities of the Presidency;• Should take the opportunity to meet all members, guests and visiting Probians on a fellowship basis.• Takes over the running of the meetings in the President’s absence.• Deals with any Presidential issues that may arise in the Presidents absence.• Takes over the duties of any Committ ee member in their absence or arrange an alternative assistant.• Assist any Committ ee member who has a heavy work load.• Communicate regularly with club historian and Welfare Offi cer.• Learn and understand the role of the President

clubs may consider the option to elect a Senior and Junior Vice President as part of the club’s succession plan.( in accordance with club Constitution, By-Laws and/or Standing Resolutions).clubs may further consider the option to create a By-Law or Standing Resolution that the Vice (or Senior Vice) President is President Elect for the ensuing year.

SECRETARY - The duties of the Secretary are summarised as follows:

• Should be familiar with the Constitution, By-Laws/Standing Resolutions and have a copy available for reference at all meetings;• Record minutes of Committ ee meetings and monthly general meetings. Read minutes at following meeting and ensure that they are signed by the President or Presiding Offi cer at meeting. (In some clubs the Secretary keeps comprehensive minutes of each monthly general meeting and reads them at the following meeting. In others a short precis of the previous meeting is given at each meeting. Some publish a brief report of each meeting in the club bulletin or Newslett er. In each case the accuracy of the minutes or report is the responsibility of the Secretary.)• Prepare an agenda for each Committ ee meeting and general meeting, including the Annual General Meeting, for which writt en notice is to be given.• Record minutes of Annual General Meeting.• At the Annual General Meeting, read Minutes of the previous AGM and ensure that they are signed by the President or Presiding Offi cer.

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• Ensure that notice of the election of offi cers is given and nomination forms are available one or two months prior to closing date for nomination and that they are returned as specifi ed in your Constitution.• Keep a register of names, addresses and such other information the club may require, of all members. If the club is incorporated, the Public Offi cer is also required to keep a register of members.• Keep an up-to-date list of offi ce bearers, Committ ee members and sub- Committ ee, with addresses and telephone numbers.• Present new applications for membership at the fi rst Committ ee meeting after receipt. If there is no vacancy, the name should be placed on a waiting list.• Answer all correspondence promptly. Correspondence should be presented to the Committ ee and fi les of all correspondence should be maintained.• In March of each year, after the election of offi cers, advise Probus Centre - South Pacifi c Inc. of the names, addresses, email and telephone numbers of the incoming President and Secretary (for inclusion in the Probus Annual Directory) along with names, addresses, email and telephone numbers of the Probus Tour/ Activity Offi cer and Probus Liaison Offi cer (email address a requirement - not for inclusion in the Probus Annual Directory) and the number of club members, including honourary and life members if any (essential for insurance purposes). This annual return to the Probus Centre is an accreditation requirement.• Before vacating offi ce at the end of your term, brief your successor on Secretary’s duties and any Committ ee matt ers still pending or decisions still to be implemented; and hand over all records.

RECORD KEEPING

It is recommended that club records such as minutes, membership lists, historical information etc. should be maintained indefi nitely and fi nancials kept for seven years. Clubs are at liberty to dispose of un-necessary items of correspondence once they have been recorded in club Minutes.

TREASURERThe role of Treasurer is important; and while it is not essential to have accountancy qualifi cations it is desirable that the Treasurer at the least be familiar with elementary book-keeping and banking procedures. The duties are not onerous but they should be discharged conscientiously.

• The Treasurer should be aware of government concessions and taxation requirements for a Probus Club and ensure that these are complied with.• Ensure that the club has a bank account with cheque facility and keep control of the cheque book. Two signatories should sign all cheques, and there should be at least four (preferably more) signatories available; e.g. President, Vice Presidents, Secretary, Treasurer.

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• Att end all meetings of the Committ ee and submit a detailed monthly report; and present a summarised fi nancial statement to the monthly general meeting. (If unavailable, arrange for deputy to present statement.)• Prepare a budget each year, giving consideration to the annual fi nancial commitments and the club’s existing fi nancial position, and recommend the amount of annual subscription.• Collect annual subscriptions.• If a charge is made for tea/coff ee at monthly meetings, the Treasurer or other delegated offi cer should collect money from members as they arrive.• Bank all monies received within two working days (to comply with insurance requirements).• Pay all accounts by non-negotiable cheque.• Arrange pett y cash for small outgoings, (such as printing and stationery, postage, telephone calls, morning tea expenses), and record in pett y cash book. Members incurring expenditure should submit itemised claims with receipts and should be reimbursed at each meeting.• Reconcile cash book balance with Bank Statement and follow up on any unpresented cheques.• Maintain close liaison with club Secretary and Membership Offi cer (and the Public Offi cer if the club is incorporated) in keeping nominal roll up to date; and also the fi nancial status of members.• Annually draw a cheque payable to Probus Centre - South Pacifi c Inc., in payment of administration and insurance contribution. (Include Honorary and Life members) and subscriptions to offi cial bi-monthly Probus publication - Probus - the magazine. (Australia only).• Close books at the end of the fi nancial year, submit accounts for audit and prepare a report for the Annual General Meeting.• Arrange to update bank signatories after the AGM (and at any other time during the year should there be a change of signatories for any reason).• Prepare a list of the club’s assets including the following information: - Purchase or market value (include date of purchase) - Depreciated value (for inclusion in Annual fi nancial statement) - Name of offi cer responsible for each item• Prepare guidelines detailing what items of expenditure incurred by offi cers may usually be considered for reimbursement.• Hand over all books and records and brief the new Treasurer on duties.

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AUDITINGAll Probus Clubs and Probus Associations are required to annually audit their fi nancial records prior to their Annual General Meeting.

Probus Centre-South Pacifi c Inc recommended By-Laws Article VII- ACCOUNTS require the income and expenditure accounts to be audited by a person appointed at the previous Annual General Meeting. Audited accounts are required to be presented at the Annual General Meeting.

Recommendation1) Management Committ ee to recommend the formal appointment of the Auditor in advance of the Annual General Meeting.2)Audited Statement of Accounts is required to be presented at the Annual General Meeting for formal adoption.3)The accounts of the club should not be audited by a person who: a) has helped to prepare the accounts b) who is a member of the Management Committ ee4) There is no formal requirement to have the accounts audited by a Chartered Accountant.

Queensland Incorporated Probus Clubs and Probus Associations must meet the requirements of the Queensland Act by determining level 1, 2 or 3 for auditing requirements.

NEWSLETTER OR BULLETIN EDITORNewslett ers vary widely in Probus, some providing concise news and announcements on a single A4 sheet and others assuming the proportions of a community newspaper. Their size, format and choice of material is the prerogative of the Editor (or Committ ee); but all editors seem to include the following in each issue:• The day’s guest speaker and subject.• Club speaker (if any).• Program for the next two or three meetings.• Future outings and contact member for each outing.• Report of last meeting, often with a precis of the guest speaker’s address and club members talk.• News of club interest groups and contact numbers.• Special news of members: birthdays, anniversaries, on overseas trips, in hospital.• Other information the Committ ee wishes to convey to all members and any information intended for all members from Probus Centre – South Pacifi c Inc.• Regularly provide a copy of your club bulletin to your sponsoring Rotary Club’s bulletin offi cer. It is important that all members receive a copy of the

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publication. Some clubs post or deliver them to all members before the meeting. Others distribute them at meetings and post copies to absent members. Some clubs have a small Committ ee to be responsible for the newslett er. If not, it is wise to have at least one deputy editor.

PROGRAM OR GUEST SPEAKERS OFFICER

Arranging interesting programs is one of the most important and challenging assignments in a Probus Club. To hold the interest of members, programs must be well balanced with informative and thought-provoking subjects presented by accomplished speakers. Some highly qualifi ed people are uninteresting speakers; so it is a good idea, if possible, to check on a person’s “track record” before extending an invitation to speak at your club. Club members should be asked regularly to give you the names of potential speakers. In addition:• Aim to arrange a varied program six months in advance.• Att end Committ ee meetings and provide a list of future speakers.• Give Newslett er Editor a list of future speakers each month for the information of members; and also announce names and subjects of next three speakers at each meeting.• Approach the speaker at least three months before the meeting at which the person is invited to speak. If necessary, explain the objectives of Probus.• Ask speaker for the title of the talk and biographical note (for the information of the newslett er editor and the member chosen to introduce the speaker).• Follow up with a lett er confi rming the arrangements, sett ing out details of location, time (suggest arrival in time to have tea/coff ee with members), length of address (up to 45 minutes plus question time), transport arrangements and your contact telephone number.• Follow up with reminder telephone call about fi ve days before the date of meeting, checking on any special arrangements, equipment required (blackboard, screen, video) and confi rm any transport arrangements.• Greet speaker on arrival; off er refreshments, introduce to President, Committ ee and member who will be introducing the said speaker.• Arrange for a member, preferably one with some understanding of or interest in the subject, to thank the speaker and present a small gift as a memento of the visit. Att ractive small gifts with the Probus emblem are available from RDU Merchandise and Promotions. It is very important that the persons introducing and thanking the guest speakers be reminded that they are not extra guest speakers!•Try to have a short list of emergency speakers who can fi ll in with an interesting talk at short notice. It is most probable that there are excellent speakers in your own club who, if asked, will have a program prepared; but make sure you have more than one reserve speaker.

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• Many clubs have a Member talk at each meeting; for 10 minutes before the morning tea break about their professional or business career or some special interest. Such talks are almost always very interesting and help to promote friendship within the club.

MEMBERSHIP OFFICERThe Membership Offi cer has two main responsibilities: member services and membership extension.

Services - Under services within the club, the duties are simple:• Prepare (or buy) a name badge for each member.• Ensure that name badges are available at each meeting, that they are handed to members as they arrive and collected before they leave.• Maintain a record of members and visitors at each meeting and advise the Secretary of those present. (It may be necessary to provide a list to the venue management if it is a licensed club.)• In co-operation with the Secretary and Treasurer, ensure that a complete list of members’ names and addresses is maintained; and ensure that an updated copy is in the hands of the offi cer responsible for posting or delivering the club newslett er or bulletin. (If the club distributes newslett ers at meetings and mails copies to absent members, ensure that, after each meeting, a list of absentees is given to the member responsible for mailing.)

Extension - For eff ective membership extension it is important that a suitable application or proposal form be used and that all applications bear the signature of the proposer and seconder as well as that of the applicant. It is suggested that the form should provide for information about the proposed member: date of birth, marital status (and name of spouse), former vocation, position(s) held in fi rm, department or organisation, titles, honours and awards, academic or professional qualifi cations etc. Probus is an organisation for former business and professional people and others from any worthy vocation, the Committ ee should carefully examine the qualifi cations for membership of the candidate before being accepted.

The induction of a new member should be carried out with dignity and the modest ceremony befi tt ing the occasion. A common practice is for the Presidentto call upon the proposer to introduce the newly-elected member. The proposer does so, clearly announcing the new member’s name, former vocation and current interests. The President then very briefl y outlines the purposes of Probus and inducts the new member in the format as recommended by the Probus Centre- South Pacifi c Inc. presents the inductee with a Probus pin or badge and asks the members to extend a welcome, which they do by acclamation. After induction

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the Membership Offi cer should ensure that the proposer and/or seconder takes the new member in hand for the next few meetings to ensure that the inductee meets and gets to know other members, is encouraged to join in club activities and becomes fully assimilated (refer to Membership Development segment).

OUTINGS AND ACTIVITIES OFFICERThe job of the Outings, Activities and Tour Offi cer is demanding, exciting and rewarding. It requires planning and organisational skills, patience and imagination. It is usual to be organising an event and at the same time collecting monies for club outings and activities in advance.It would be recommended to appoint one or two assistants.

The Management Committ ee should consider and recommend for approval, every outing and activity once they are satisfi ed that the event will meet all club management guidelines and is fi nancially viable.

All club activities must be recorded in club Minutes as recognised as an offi cial activity of the club.• Att end Committ ee meetings.• Investigate and list suitable outings. Maintain liaison with other clubs with a view to arranging occasional joint outings.• Ascertain feasibility — costs; booking details.• Submit list of proposed outings to Committ ee.• Ask members at general meetings for interests, suggestions and popularity of proposed outings.• Book well ahead. Notify Publicity Offi cer, Newslett er Editor of arrangements for publication at least two months in advance of the date of outing. (N.B. check newslett er deadlines.)• When announcing planned outings, be careful to give date, time and place of departure and return, costs, contact person’s telephone number, clear directions (if members are to travel independently), and contingency plans.• Collect money at a chosen date before each outing and keep complete records.• Give all money collected to Treasurer for banking and request club cheque in favour of coach and/or venue managements (restaurants, hotels/motels)• Carefully record all expenses, such as postage and telephone calls, and submit to Treasurer, with vouchers if possible, for reimbursement.• In costing each outing, ensure that all expenditure is covered but, as Probus is not a fundraising body, do not seek to make a profi t.• Keep a list of outings to avoid repetition and also as a help to other clubs who may seek your suggestions.• Advise members of availability of Travel Insurance - Contact Probus Centre - South Pacifi c Inc for further information.• Provide each member Probus Travel Insurance documentation.

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WELFARE OR CARING OFFICER

The Welfare or Caring Offi cer is one who keeps in touch with sick or bereaved members or those who are in need of moral support or physical help.• Send cards with appropriate messages to sick or bereaved members.• Advise Executive Committ ee if support is needed, either by member visits or transport to meetings.• Off er suggestions to Committ ee.• Report to Committ ee and general meetings giving details of your activities.

HOSPITALITY OFFICER

• Report to the Committ ee as required.• Recruit volunteers to hospitality Committ ee and arrange roster and allocate tasks.• Ensure availability of equipment as required and that this is stored at venue or brought to each meeting if kept elsewhere.• Purchase disposable cups, stirrers, coff ee, tea-bags, sugar, milk, biscuits and plastic garbage bags for tea/coff ee break.• Obviously, if china cups are used and tea and coff ee is served from pots, it will be necessary to have the extra equipment (including dish mops and tea-towels) available and have a washing-up detail.• After the meeting, tidy up, dispose of garbage and store equipment.

PUBLICITY OFFICER

Clubs that wish to have their club activities reported elect a Publicity Offi cer. Not all local news media send reporters and photographers to events organised by community groups.Therefore, to have your clubs news and events reported, you must be pro-active:• Submit articles to your local newspapers and radio stations• Submit articles for consideration to The Editor of Probus/Active magazines

Points to be considered:• Check deadline dates and always submit your copy well before deadline closure.• Photographs should be clear prints accompanied by a caption naming those pictured.• Enquire if copy and photographs may be electronically submitt ed. Don’t be discouraged if your article does not appear in a publication - keep trying. Probus/Active magazines generally has a backlog of articles so please be patient.

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If your article is used by local media, telephone or drop a note of appreciation. A polite word of thanks will not only make their day but also may encourage consideration and acceptance of future articles.Please be aware of the requirements of the Privacy Act.

PROMOTIONAL & RESOURCE MATERIAL

See advertisement on page 48Promotional items available are Probus pamphlets, posters, balloons, magazines and telescopic banners. A Probus Jingle is available for wider promotion through local shops and community radio as well as a Probus promotional DVD. Probus Centre also have a range of sample documents available such as account templates, mock meetings, chairing a meeting, proxy forms, membership application forms, sample budgets, nomination forms, variety of powerpoint presentations etc. All of these items are available from the Probus Centre-South Pacifi c Inc. Please contact the offi ce for further details.

PROBUS/ACTIVE MAGAZINE LIAISON OFFICER The Liaison Offi cer can work hand-in hand with the Publicity Offi cer to encourage members to submit interesting articles for publication and to regularly supply the Editor of Probus/Active

magazines with club news that may be of interest to members in other clubs. It is important that the Liaison Offi cer have an email address for contact with Probus Centre.Presenting a quarterly report or promotional session at general meetings and your club AGM, giving an overview of Probus/Active magazines, would encourage readership of the publication and promote an interest and awareness of offi cial matt ers, club activities, tour and holiday opportunities.Encourage members to subscribe to Probus - the magazine. Consider providing new members with a copy of the offi cial publication at their induction. Utilise spare copies of the magazine and encourage distribution to local hospitals, council or community halls, libraries, dentist, doctor and other professional waiting rooms. The articles may be of interest to others in your community and the magazine may

encourage an interest in membership.

PROBUS/AC

mtoLiwiPreat n ncoen

anacEma

aanen

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Sample –

THE PROBUS CLUB OF

WHOEVER INC.

A cordial invitation is extended to attend as a visitor

for the following guest speaker presentations:

Monday January 3 – John Smith – Circus of the Stars

Monday February 7 – Cathy Freeman – Olympian

Venue – The Whoever Yacht Club, River Street, BOTANY BAY

Meeting Order

9.30am – 10.15am General Meeting

10.15am – 11.00am Fellowship, tea and coffee

11.00am – 12 Noon Guest Speaker

Probus - the magazine is the only offi cial publication for the Probus organisation in Australia. Clubs are encouraged to subscribe annually and incorporate the costs into the members annual subscription fee. The fl agship publication is the main source of income for the organisation which assists in maintaining annual fees and providing service to clubs. The magazine off ers a range of products and services, articles of interest, Probus Club news, puzzle pages, jokes, prize pages, offi cial information with regular features such as the Chairman Message, Management Matt ers and Membership Forum. The National Photographic Competition is open to all Probus members in Australia with some great prizes on off er.

MEMBERSHIP DEVELOPMENT

Probus Club membership is often restricted due to the size of the meeting venue or the membership number is capped due to a resolution by the club to limit the number of members to what they regard as a manageable number. Clubs must be proactive in maintaining membership at a maximum level for long-term survival. For your club to survive and grow it is imperative that you build and strengthen your membership.

The method of increasing membership can encompass the following areas. Firstly your club should study your area demographics to be aware of the social changes such as- age, ethnicity residents and early retirement.The recruitment of new members is vital. Probus/Active magazines, posters, promotional DVD, Probus jingle, information leafl ets and balloons are available though PCSP for community awareness projects and membership recruitment drives.

Some suggestions for your consideration:• Introduction of a prospective member by an existing member• ‘Bring a Friend’ day (especially if you have an interesting speaker)• An example would be the promotion of your monthly guest speaker, contact your sponsoring Rotary Club for names of prospective retirees. Seek the assistance of your sponsoring Rotary Club as to eff ective areas of recruitment, i.e. Rotarians places of business.

SAMPLE

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• Provide your sponsoring Rotary Club Bulletin Offi cer with a copy of your Probus Club monthly bulletin.• Promotion of Probus through a static display at your local community hall, council, library or any public waiting rooms such as doctors and dentist surgery where Probus publications can be regularly left with a sticker indicating a name and contact number for any persons that may be interested.• Probus information leafl ets have a provision for you to include your club contact details. Consideration could be given to use these leafl ets in a selected lett erbox drop.• A two-day recruitment drive, ideally located at a local shopping centre or mall, would be another opportunity for a Probus display where members of your club could discuss the benefi ts of Probus Fellowship with the public and hand out brochures for further information.• Seek support from your local shopkeepers to place promotional /advertising material in their shop front.• Local radio stations could be contacted for a regular segment on community activities of Probus (CD jingle available through PCSP).• Establish and continue regular contact with surrounding Probus Clubs. This may encourage joint club activities, membership recruitment opportunities and the sharing of information.• Publish a ‘Media Release’ or interesting article about the activities of your club.

Discreet advertising can take the form of a photograph of one of your clubs outings/activities giving the public an overview of your clubs programs and inviting them to make enquiries about att ending your next meeting to fi nd out more about Probus in your area. Make sure you include a name and contact telephone number in the advertisement. For this type of discreet advertising to be eff ective it must become a regular media promotion, and if set out correctly your local paper will be only too pleased to publish.

It is recommended to avoid direct advertising (i.e. ‘We Need Members’) in local newspapers as this may result in legal dispute for discriminatory selection as some responses may not be suitable for membership within your club.

Footnote: It could be a great benefi t for adjoining clubs with declining membership to consider amalgamation. This has proven successful on many occasions and has guaranteed continued fellowship for all concerned.

In order to avoid confusion, Probus Clubs should pass a Standing Resolution, (at a General Meeting without notice) or add a clause to their By-Laws (due notice etc.), specifying how they intend to defi ne an Affi liate, and if they intend to have any limitation on the number of individuals who can be awarded Affi liate status.

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HONORARY MEMBER

Honorary Members may be elected at the discretion of and on such terms as may be decided upon by a majority of members at an ordinary meeting.

At the discretion of the membership - Honorary Members shall not be required to pay membership subscriptions, shall not be eligible to hold offi ce and shall not be entitled to vote but shall enjoy all other privileges of membership.It is recommended that there shall be not more than 3 Honorary Members at any one time. (Honorary Members are included in members count.)

LIFE MEMBERSHIP

Life Membership may be conferred upon a member who has rendered outstanding service to the club. Nominations shall be submitt ed in writing to the Management Committ ee for consideration, and if approved, referred to the next general meeting of the club for confi rmation.

At the discretion of the membership - Life Membership shall not be required to pay membership subscriptions but shall enjoy all other privileges of membership. It is recommended that there shall be not more than 3 life members at any one time. (Life Members are included in members count)

The general consensus noted from clubs is that they usually appoint 3 Life Members at any one time. Each club has its own reasons for appointing Life Membership and this is usually determined by the membership.

‘Outstanding’ – can mean exceptional, excellent or fi rst-rate.‘Service’ – can mean duty, support or assistance.

This description can be used to describe an individual, who in the eyes of the members, have shown ‘greatness’ – maybe the Foundation President who was instrumental in the early years of the club, maybe the Speaker Co-ordinator that has provided exceptional speakers during his/her term of offi ce, maybe the member that is ever ready to lend a helping hand, maybe someone who has never served on the committ ee but never misses a meeting or your door greeter that has the ability of making members feel welcome as they enter the room. A member who captures the ‘True Spirit’ of Probus, Friendship, Fellowship and Fun. Someone who is happy to provide ‘Service above Self’.

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NON-ACTIVE MEMBERSHIP

Non Active Membership was introduced to assist clubs with long waiting lists. As well as members who are unable to att end meetings due to long term illness. An example would be a member aged in the nineties, frail and ill, unable to att end meetings or other activities of the club, a person who in earlier years had been a loyal and willing participant in Probus, a person who does not want to relinquish membership and a caring club for ethical reasons has no desire to cancel the membership of such a member.

Non Active Membership is not intended for the member affl icted with a short-term illness (less than six to twelve months or more) or a disability such as a broken leg or arm, etc. requiring approximately a similar short absence from club meetings.

A member transferred to Non Active Membership remains a member of the club (it being a club decision whether an annual subscription is paid or waived) and should continue to receive the newslett er and other information normally provided to members.

Non Active Members are not included in club membership numbers which allows those awaiting membership entry to be inducted, provided the maximum membership number permits.

When a Non Active Member recovers from their illness or disability they remain as Non Active until such time as they may resume ordinary membership (being selected for ordinary membership ahead of prospective members on the waiting list) however in the meantime they should not be precluded from participating in relevant club activities.

PROBUS CLUB AFFILIATE

An Affi liate is a non member who is partially allied to the activities of an accredited Probus Club on a relationship or fellowship basis.

However, an affi liate shall not be entitled to:(a) Partake in any offi cial business of a Probus Club(b) Att end Probus Club meetings on a full-time or continual basis, or(c) Receive any benefi t as entitled to accredited members of a Probus Club.

An Affi liate shall include wives/husbands of members, widows and widowers of deceased members, who will be covered by insurance when att ending functions of an accredited club.

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MEMBERSHIP TRANSFERSProbus Centre does not recognise transfers, as all clubs are individually accredited entities. Clubs are at liberty to resolve how they accept persons for membership and to determine joining and annual subscriptions payable. Sometimes a lett er of introduction is provided to Probus members who move locations and who wish to join another club, however, this should not take precedence over persons on a waiting list.

AMALGAMATION, CHANGING FROM SINGLE GENDER TO A COMBINED CLUB AND WINDING UP

Please note that information is available on these topics from Probus Centre - South Pacifi c Inc. Please contact the offi ce for further details.

COMBINED CLUBSTo ensure the continued status of a combined membership, Probus Centre recommends that at some stage combined Probus Clubs should review and consider a gender balance within the club.

A recommendation would be to consider adopting a By-Law or Standing Resolution:

‘The Management Committ ee shall endeavour to maintain not more than 60% of any one gender’.

Clubs should be mindful not to breach anti discrimination laws by giving preference to married couples over single persons. These guidelines, once formally adopted by the membership become the rules under which the club operates. Waiting lists should be listed on date of application order and a separate list for men and women. If the club has a problem maintaining a gender balance it would be recommended that no further names be added to the waiting list until resolved.

Contact your Rotary District Probus Chairman or sponsor Rotary Club to discuss options for a new club in the area. Remember membership to a Probus Clubs is by individual application not as couples. Incorporated clubs should ensure that all requirements under the Act are observed.

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PROBUS RENDEZVOUS

Probus Rendezvous is a conference fi lled with Fun and Fellowship – a chance to visit new holiday destination every year.

Probus Rendezvous is an annual event in the Probus calender and is offi cially announced by the Probus Centre Chairman each year, colour brochures are sent to each club and full page advertisements appear in each issue of the Probus magazine.

Colour brochures are provided to individuals on request and the event is broadcast via the Probus website and through Corporate sponsors.

Packages for the Rendezvous week plus pre and post tours are available.

Past att endees report back to their individual clubs on the great time had at each Rendezvous. Probus Centre gives advance notice of where the next Rendezvous will be held each year- so keep spreading the word. Come as a group or as a couple or individual.

Make the trip and register today as you are guaranteed a fantastic time…your fi rst time will not be your last time!!

More details visit www.probus.com.au

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TAKE THE CHAIR - Rules of Debate for Formal Meetings

Motions - All motions, questions, statements and comments must be directed through the Chair.

Motions must be MOVED and SECONDED before being debated. If it is not seconded, a motion lapses. The MOVER of the motion may (and usually does) speak in support of the motion after it as been formally moved and seconded.

The SECONDER, after formally seconding a motion, may speak immediately after the mover or may reserve the right to speak later in the debate; however, the seconder forfeits this right if a vote is called for before she/he has had a chance to speak.

Each member may speak ONCE ONLY in favour of or against the motion, WITHIN THE TIME allowed.

At the conclusion of the debate and before the motion is put to the vote, the MOVER of the motion has the RIGHT OF REPLY. Neither the seconder of the motion nor the mover of an amendment - even when the amendment has been carried - has the right of reply.

Amendments - An AMENDMENT may be moved by a member who agrees with the motion in principle but wishes to suggest a change in detail. An amendment cannot be accepted if it negates the substance of the motion.

The Chairman shall accept only ONE amendment to a motion for consideration at any one time. The amendment must be disposed of before a further amendment can be considered.

An amendment must be MOVED and SECONDED and each member has the right to speak ONCE for or against the amendment, even if she/he has spoken previously on the motion.

A member who wishes to “amend an amendment” or suggest a more acceptable amendment may FORESHADOW a FURTHER AMENDMENT, to be moved AFTER the vote on the amendment under consideration. This is a useful device for advising members of another option.

When an amendment is carried, the AMENDED motion becomes the MOTION, subject to further amendment. If it is not amended further, the (amended) motion is put to the vote.

A Resolution - When a motion is CARRIED it is recorded as a resolution of the meeting.

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Withdrawing a Motion - The mover of a motion, with the consent of his seconder, may seek permission to WITHDRAW THE MOTION. Permission to withdraw is granted by resolution of the meeting; however, a motion may NOTbe withdrawn if an amendment has been moved and seconded, until the amendment has been debated and voted upon.

To save the time of the meeting a mover of a motion may, with the consent of the seconder, seek permission to WITHDRAW the motion IN FAVOUR OF THE AMENDMENT under consideration. (In this event, if permission is granted, the original motion is nullifi ed and the mover of the amendment, which has become the motion, is the mover who has the right of reply).

Terminating the Debate - After members have spoken for and against the motion, the Chairman indicates his/her intention to put the motion. At this time, the mover may exercise or waive the right of reply. No further debate is allowed after the mover has replied.

Any member, at any time during the debate, may move THAT THE MOTION BE NOW PUT. This motion is NOT DEBATABLE and must be put immediately. If the motion “that the motion be now put” is carried, then the motion under discussion also must be put without further debate, provided that the mover may still exercise his right of reply.

Points of Order - A POINT OF ORDER should be raised ONLY to direct the att ention of the Chairman to a procedural error, a departure from the rules or a motion or an amendment that, if carried, would be unconstitutional or unlawful.

When a member raises a point of order (by standing or raising a hand and saying: “Point of Order, Mr or Madam Chairman!”) the Chairman must halt proceedings and ask the member to state the point of order.After the member has stated the reason or reasons for raising the point of order, the Chairman gives a ruling, either upholding or disallowing the point of order. The debate then continues.

A point of order must NOT be accepted if it is raised to refute a statement made in debate. A point of order MAY be raised, for example, to remind the Chairman that the person who is speaking has spoken earlier in the debate, or that a speaker’s time has expired, or that the material being introduced by the speaker is not relevant to the debate, or that the Chairman has neglected to apply any rule of debate or procedure.

Motion of Dissent - If a member disagrees with the ruling on a point of order, a MOTION OF DISSENT may be off ered as follows: “With respect, I move dissent from the chairman’s ruling.” If the motion is seconded, the Chairman vacates the Chair, which is then occupied by a deputy or Vice Chairman.

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Addressing the deputy, the Chairman states the reasons for the ruling, quoting the relevant rules or Constitutional provisions on which the ruling was based. The following motion is then put, WITHOUT DEBATE: “That the Chairman’s ruling be upheld.”

After the vote, the Chairman resumes the Chair and the debate resumes with any variation in procedure dictated by the decision of the meeting in the vote.

Leave to Make a Statement - A member who has spoken once in a debate may, under certain circumstances, be granted LEAVE TO MAKE A STATEMENT, to provide an explanation or clarify a misunderstood or misinterpreted point.

Leave to make a statement may be granted ONLY by resolution of the meeting. A motion that leave be granted, if seconded, is put WITHOUT DEBATE.

If leave is granted, the statement must be limited to the provision of factual information only. This device may NOT be used as an opportunity to introduce further argument.

Rescinding a Resolution - After the lapse of time specifi ed in the Constitution or rules, a MOTION TO RESCIND a resolution may be off ered. If carried, such a motion nullifi es the original resolution.

In most organisations a rescission motion is not accepted until after a certain time has elapsed or unless a notice of motion has been given in advance of the meeting.

Suspension of Standing Orders - If it becomes necessary or desirable to depart temporarily from the prepared agenda to deal with an extraneous matt er, STANDING ORDERS may be SUSPENDED by resolution.

Usually the Chairman asks for a motion for the suspension of Standing Orders (stating the reason: eg. to welcome a new member; to introduce a distinguished guest; to deal with an emergency), which, if off ered and seconded, is put without debate.

After the extraneous matt er has been dealt with, the meeting, again by Resolution, resumes Standing Orders.

Casting Vote - Depending upon the Constitution or rules of the organisation, the Chairman may have a deliberate as well as a casting vote.When a casting vote is called for the Chairman traditionally casts a vote so as to preserve the status quo IRRESPECTIVE of the nature of his deliberative vote (if any).

“Wear your badge with pride”

39

DEFINITIONS

PCSP - Probus Centre – South Pacifi c Inc.Accrediting body, authority for determining policy matt ers related to the Probus organisation and holders of the Probus name and Probus emblem Trademarks in Australia, New Zealand and Philippines. Holders of the Probus Rendezvous Trademark in Australia and New Zealand.

ACCREDITATION - Offi cial recognition as a Probus Club or Probus Association under terms and conditions set by Probus Centre – South Pacifi c Inc. Once accredited, clubs and Associations may use the Trademark Probus name and Probus emblem. To maintain accreditation and the right to self govern, clubs and associations are required to adhere to the provisions of their Constitution, as amended, together with the requirements set by the Probus Centre – South Pacifi c Inc.

TRADEMARK - The Probus name and Probus emblem are Trademarked in Australia and New Zealand. The ® symbol should be used in conjunction with the trademark.Accredited Probus Clubs and Probus Associations must protect the integrity of the Trademarks by ensuring no unauthorised use of the Trademark. Accredited Probus Club and Probus Associations are not authorised to give permission to use the Trademarked Probus name and emblem to any person or body for any purpose whatsoever without writt en approval of Probus Centre.

RDPC - Rotary District Probus Chairman (contact details in directory)The chairmen are appointed by Rotary to promote and develop Probus as a ‘Community Service Program of Rotary Clubs’. The Chairmen form new clubs and assist established club on request.

PROBUS INFORMATION & FRIENDSHIP DAYS - Your RDPC in conjunction with PCSP have developed a program for information and friendship days and seek assistance from host clubs or Associations. The day is ideally suited to newly elected club offi cers and interested members. It is an opportunity to gain valuable advice on Probus administration that will assist the operation of clubs and an opportunity to share experiences and to network with other local clubs.

40

CONSTITUTION - clubs must abide by the Preamble and the articles of the Standard Probus Club Constitution to retain their accreditation as a Probus Club. (Incorporated clubs must have the Preamble and articles embodied in their Incorporated Constitution and must seek approval from PCSP prior to adoption.)

AMENDMENTS TO THE CONSTITUTION - Authorised by PCSP from time to time accredited Probus Clubs and Probus Associations will be formally advised of changes which are authorised by Probus Centre. These amendments must be formally adopted to retain accreditation.

PCSP RECOMMENDED INCORPORATED CONSTITUTIONPCSP provide a state/territory/country incorporated Constitution for clubs consideration.The document includes;- Requirements for accreditation as a Probus Club- Requirements of the Model Rules under each state/territory/country legislation- Management articles to administer the aff airs of the club.

MANAGEMENT COMMITTEE - The management Committ ee of a club comprising the President, one or more Vice Presidents, Vice President, Secretary and Treasurer as provided in the Probus Club By-Laws or Standing Resolution.

COMMITTEE MEMBERS - As determined in the Probus Club By-Laws or Standing Resolutions. ELECTION OF OFFICERS AND COMMITTEE MEMBERS - Shall be elected annually at the Annual General Meeting of the club in accordance with the Constitution, and By-Laws or Standing Resolution.

The Annual General Meeting is the only meeting at which election of offi cers and Committ ee may occur. Vacancies may be fi lled in accordance with the Constitution, By-Laws or Standing Resolutions.

TERM OF OFFICE, OFFICERS AND COMMITTEE MEMBERS - Recommendation - not more than three successive years in any one offi ce as determined in the Constitution, By-Laws or Standing Resolution.

41

TERM OF OFFICE, PRESIDENT - The term of offi ce of the President shall be one year, which may be extended to not more than two years if required due to special circumstances. Special circumstances relate to not having a nomination for the offi ce of President or that the Vice President is not in a position to step up to the President’s role. It is not seen as an opportunity for the President to become entrenched in the position. It is seen as an opportunity for other members to serve in this capacity of the executive of the club. PCSP can advise on the protocol to ‘appoint’, not elect a President for a second term due to special circumstances.

AGM - Annual General Meeting – the last meeting of the year chaired by the incumbent President. All reports are presented. At the close of the AGM business, all positions are declared vacant. The Immediate Past President may preside over the election of offi cers for the incoming year.

PROBUS YEAR - 1st April to 31 March

CLUB FINANCIAL YEAR - As detailed in clubs Constitution, allowing suffi cient time to audit accounts.

EX OFFICIO - The Immediate Past President is usually recognised as Ex-Offi cio in recognition of his/her past service as President. Role and voting rights as provided in By-Laws or Standing Resolutions.

DG - Rotary District Governors(23 in Australia and 6 in New Zealand)

DGE - Rotary District Governor Elect(23 in Australia and 6 in New Zealand)

PDG - Past Rotary District Governor RDPC - Rotary District Probus Chairman(23 in Australia, 6 in New Zealand, 1 in Philippines)

42

PUBLIC OFFICER - (Incorporated clubs)In accordance with certain state/territory legislation a Public Offi cer is by appointment.

The Public Offi cer is the liaison person between the club and the department.

The Public Offi cer is responsible to ensure the Incorporated club operates within the club Constitution and within the requirements of the Model Rules. See legislation regarding term of appointment.

RETURNING OFFICERRequirements:The Returning Offi cer should be someone who:- Has the trust and confi dence of the membership.- Does not wish to nominate for a Committ ee or offi cer position.- May be a club Past President, Rotary representative or an ordinary member.

Nominations are accepted in accordance with the requirements of the club Constitution by a set date.Duties:The Returning Offi cer declares all positions vacant and announces the nominations for each position.If only one nomination received the Returning Offi cer puts the nominee’s name forward and the members vote to elect (refer to Constitution).

Where there is more than one nomination for a position the Returning Offi cer may seek direction from the membership as to:(i) whether the vote is to be taken by show of hands or by secret ballot.(ii) provision of a few minutes for each nominee to speak.Should members resolve to have a secret ballot the Returning Offi cer may appoint suffi cient scrutineers to distribute and collect ballot papers. Under the watchful eye of the Returning Offi cer the votes are counted. The Returning Offi cer will announce the successful nominee and seek direction from the membership to destroy all ballot papers.

Election

- President

- Vice President(i) Option to elect a Senior and Junior Vice President as part of the club’s succession plan.(ii) Option to create a By-Law or Standing Resolution that the Vice (or Senior Vice) President is President Elect for the ensuing year.

- Secretary- Treasurer

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In accordance with club Constitution, By-Laws or Standing Resolutions the individual offi cer positions are elected by members.If insuffi cient nominations are received to fi ll all positions, options include:(i) Committ ee of Management fi ll position by appointment (in accordance with the Constitution)(ii) Process to wind up club due to failure to meet the requirements of accreditation(iii) Go into recess and seek guidance and assistance from RDPC and Probus Centre

- Newslett er or Bulletin Editor- Program or Guest Speaker Offi cer- Membership Offi cer- Outings and Activities Offi cer- Welfare or Caring Offi cer- Hospitality Offi cer- Publicity Offi cer- Probus/Active Magazine Liaison Offi cerOr such positions as approved by the membership in the club By-Laws or Standing Resolutions.

The Immediate Past Chairman’s appointment as Ex Offi cio - with or without full voting rights - as determined by the members and in accordance with the Model Rules for State/Territory Incorporation Act.

The appointment of the Auditor.

The confi rmation of the Public Offi cer. (For Incorporated clubs only.)

44

PROBUS CLUB OF …………………………………………

Application for MembershipI hereby apply for membership of the Probus Club of .............................................. Title …………........................... Surname ..................................................................... First Name ...................................... Preferred Name ..................................................Address .......................................................................................................................................................................................................... Postcode ............................................Telephone (.......) ........................................ Mobile……………………………………. Spouse/Partner’s Name...................................................................................................Email Address .................................................................................................................Former Vocation ..............................................................................................................Hobbies, Sporting & Other Interests ............................................................................Date of Birth .................................................................................................. In case of emergency, please contact...................................... Phone ..........................

Signature ............................................................... Date .................................................Proposed By .............................................. Telephone (.......) ....................................... Signature............................................................... Seconded By ............................................... Telephone (.......) ....................................... Signature ...............................................................

CLUB USE ONLYDate Received ...................................... Monies Received ...........................................Considered at Committ ee Meeting held on............................... Date of Admission Signature of Membership Offi cer:..................................................................................Date ........................................... Membership badge ordered .....................................Lett er of welcome & copy of Constitution sent ..........................................................

I agree to accept the Concept of Probus and to take an active role in both att endance and participation of this club. I understand that the information provided in this application forms part of the requirements of membership. I acknowledge that at some time during my membership, I may be called upon to take an active role on the Committ ee of Management.

Privacy Statement: Information given above is kept private and confi dential and may only be used within the confi nes of Probus and shall not be used for any other purpose.

I consent to my name,, address and telephone number being included in a ‘Directory of Members’ to be distributed only to members of the Probus Club of ……………. and not distributed or sold to outside agencies. I accept that the information may be used by Probus for Probus use only.

45

MEDIA RELEASE – suitable for local newspaper

RETIREMENT

Many people entering retirement struggle with re-evaluating their place in the world. Finding ways to spend an unfamiliar abundance of leisure

time can be a challenge.

For men and women who are retired or semi-retired and have had some measure of responsibility from any worthy vocation, the task of

re-designing their lifestyles can be a challenge.

Looking to fi ll this void? How about joining

Probus

Probus is an organisation for active retirees who join together in clubs, the basic purpose of which is to provide regular opportunities for them to keep active, expand their interests and enjoy the fellowship of new friends.

Want to know more?Contact…………………….

Ph…………………………….Email…………………………………

“Tomorrow’s Vision for Active Retirees”www.probus.com.au

Australia Toll Free 1800 630 488New Zealand Toll Free 0800 1477 6287

46

PROBUS CLUB OF .................................................. FORM OF APPOINTMENT OF PROXY

I, ......................................................................................................................................... (Full Name)of ........................................................................................................................................

............................................................................................................................................ (Address)Hereby appoint ..............................................................................................................

or the President or Vice President of the Meeting.

(Please insert ‘X’ in box if you wish to appoint the President or Vice President) being a member of the Probus Club of .................................................. to act as my proxy to vote for me on my behalf at the General Meeting to be held on .......................................(nominate day and date) and at any adjournment of that meeting, with the following restrictions:

No restrictions

Yes restriction(s) as follows:

My proxy is authorised to vote in favour of/against the following Resolution

............................................................................................................................................

............................................................................................................................................My proxy is authorised to vote in favour of/against the following Resolution

............................................................................................................................................

............................................................................................................................................

Any other restrictions: ...................................................................................................

Signed by the Member appointing the proxy ............................................................................. Date ......................................... Please return your appointment of proxy to:

The Secretary

Probus Club of .........................................

Address ...........................................................................................................................

Suburb ......................................... State ....................... Postcode ................................

For receipt no later than......../........./20........(nominate date)

47

PROBUS CLUB OF ..................................................

Nomination Form for the election of Offi ce Bearers

..................... - ................... (year)

Election of Offi ce Bearers

Position

............................................................

Name of Nominee (print name)

............................................................

Signature of Nominee

.............................................................

Proposed by (print name)

.............................................................

Signature

.............................................................

Seconded by (print name)

............................................................

Signature

.............................................................

Completed forms to be received by Secretary

by .................................... (date)

48

PLANNING TO HOSTA SPECIAL EVENT?

•District Conference

•Picnic Day

•Bowls Day

•Information & Friendship Day

Trade Travel Toll free 1800 645 103

Mark O’BrienM: 0413 151 858E: mark@tradetravel.com

Gerard McManusM: 0418 174 201E: gerard@tradetravel.com

Grand Pacific Tours Toll free 1800 622 768

Mark WindsorM: 0423 606 924E: mark@grandpac.com.au

PCSP COPORATE SPONSORS WOULD WELCOME THE OPPORTUNITY TO ASSIST IN MAKING YOUR EVENT A GREAT SUCCESS!

Club Web Site HostingNow Available from

Probus Centre(www.probus.com.au)

One off fee of

$90.00*

Basic template*terms & conditions apply

www.probus.com.au

The site will consist of five pages. This means that your club’s site will have a homepage and up to four additional pages linked to that homepage.

Information for the site will need to be provided to Probus Centre-South Pacific Inc. Information about your clubs history, photographs, newsletter, upcoming events and other club information you wish to include will then be loaded onto your club’s webpage.

Once your club website is hosted you will be invoiced for the one off fee of $90.00. Any changes to your club’s site will be made through Probus Centre-South Pacific Inc. These updates and changes will be made monthly.

All enquiries to Laura RussellE: laurarussell@probus.com.au Toll Free 1800 630 488 or (02) 9806 0100

49

AS

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Email: Please mail to:

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Renovations and maintenanceHealth CarePay off Credit Cards

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What would you like your Lifetime Loan to fund?

An overseas holiday

50

PROBUS CENTRE - SOUTH PACIFIC INC.

Administration & Service CentreRotary Down Under HouseLevel 2, Suite 2B, 43 Hunter StreetPARRAMATTA NSW 2150 AUSTRALIA

Postal address;Post Offi ce Box 1294,Parramatt a NSW 2124 Australia

Australia New ZealandTel: 02 9806 0100 Toll Free: 0800 1477 6287Fax: 02 9633 4779 Fax: +61 2 9633 4779Toll Free: 1800 630 488

Email: probus@probus.com.auWeb Site: www.probus.com.au

RDU MERCHANDISE AND PROMOTIONS

Your offi cial supplier of Probus club supplies

Australia New ZealandTel: 02 9897 3118 Toll Free: 0800 738 695Fax: 02 9637 8052 Fax: +61 2 9637 8052

Email: supplies@rotarydownunder.com.au

Contact Probus Centre for all enquiries related to Probus and ACTIVE magazine advertising, contributions, orders and subscription.

Our Editors Jane Campbell and Meagan Jones welcome your contributions.

Probus is a Community Service Program of Rotary Clubs.

Tomorrow’s Vision for Active Retirees