Management Overview
President
1. Assumes the role of President for a term of one year at the October General Meeting.
2. Presents outgoing President with Past President’s Pin.
3. Chairs the General meeting monthly from October to September, including AGM meetings in September.
4. Chairs Management Meeting monthly for the term
5. Prepare Agenda monthly and sends out to Management Team for the term.
6. Represents the club where appropriate.
7. Liaises with Probus Canada, including receiving correspondence from Probus Canada.
8. Induces new members yearly.
9. Prepares a President's Message for the newsletter, whenever it is published.
10. Assists in the search for replacements for incoming Management Team members, as necessary.
Vice President
1. Acts for the President, as needed, to chair meetings and represent the club, for a term of one year, October to September.
2. Prepares to act as President for a term of one year, October to September.
3. Acts as a director without a portfolio.
4. Attend monthly Management Team Meetings.
5. Actively search for replacement to take over the role when new term begins.
Past-President
1. Counsels and supports the President.
2. Attend monthly Management Team Meetings for the term.
3. Manage finding members to organise monthly birthday lunches for the term October to September.
4. Chairs the Nominating Committee.
Secretary
1. Attend and record minutes of Management Team meetings and the Annual General Meeting.
2. Distribute recorded minutes to Management Team for corrections and additions.
3. Make any final revisions to previous month’s minutes and obtain agreement
4. Counts and records the number of attendees at the management meetings.
5. Presents club correspondence to the Management Committee where required.
6. Acts as club Archivist if such a position does not exist.
Treasurer
1. Prepares the annual club budget for approval by the Management Committee.
2. Presents a Treasurer's report at Management Committee meetings monthly and the Annual General Meeting.
3. Informs the bank of the newly elected officers and the change in those with signing authority.
4. Arranges for an annual review of the accounts by a member who is not on the Management Committee.
5. Maintains and reconciles bank accounts and signature records.
6. Sends annual registration to Probus Canada.
7. Accepts or oversees all payments and other ancillary collections.
8. Pays expenses and make Bank deposits of cheques and cash in a timely manner as approved by the Management Committee, as needed.
9. Collect funds and distribute a cheque(s) to the charity chosen by the Management Committee , if applicable.
Membership Coordinator
1. Receive requests for new membership and maintain a waiting list ongoing.
2. Annually advise all members of the timing and deadline for membership renewal.
3. Collect membership renewal dues and coordinate E-transfer payments with the Treasurer.
4. Annually, invite and process, all new members and advise the Management Committee.
5. Compile and send out New Membership Packages and ensure all new members are properly received and inducted into the club.
6. Orders membership pins/name badges once yearly for new members and for current members, as needed.
7. Update membership files and personal data ongoing and annually when new members are inducted.
8. Coordinates with the Treasurer to deposit the annual dues.
9. Forward All mass communications to members from Management Committee.
Speakers Coordinator
1. Organises/find speakers for General Meetings, except when the General Meeting has another activity on the meeting agenda.
2. Introduce and thank the speakers.
3. Communicates information to the Treasurer for preparation of payment/honorarium
4. Promotes speeches in the club newsletter.
Social Activity Co-ordinator
1. Organises a social committee to meet, as required, to discuss new ideas for social events and activities and annual special club sponsored events for club participation.
2. Manage budget set out for special Club sponsored events.
3. Collect payments/E-transfer receipts for events/activities and complete required forms for expense, as required.
4. Input/Edit events/activities on the website, as required.
5. Forward completed forms, invoices/receipts and payments collected for event/activity to the Treasurer, as required.
6. Attend monthly Management Team Meetings and advise of activity/event status, including additions of new activities/events
7. Attend General Meetings and advise club member attendees of upcoming activities/events.
8. Promote and assist club members, outside of the Social Committee, to lead new activities.
9. Create activity/event calendar for club newsletter and input/edit calendar on the website.
Newsletter Editor
1. Prepares, creates and edits the club newsletter 3/4 times during a term year.
2. Collect all required and relevant content from Management Team members and/or Event/Activity Organisers as required for inclusion into the newsletter.
3. Publishes and communicates dates for receiving content and guild lines how content is to be received, to all relevant contributors and to the Management Team at Management meetings, as required.
4. Distributes the newsletter to all membership through Membership Coordinator and ensures it is published on the website.
Technology/Website Coordinator
1. Oversees setting up audiovisual equipment and/or streaming technology for club meetings.
2. Directs and/or oversees Management Team/website team with procedures for updates and input to the website.
3. Coordinates timing for website contractual payments with the Treasurer.
4. Stores or arranges storage for club’s audiovisual equipment between meetings.
5. Orients club members, existing and new, to new technological equipment and/or website.