BALCOMBE PROBUS CLUB Inc.   STANDING RESOLUTIONS

 

 BACKGROUND

 

A Probus Club is governed by a constitution which includes the Articles of Accreditation (Articles) which are consistent across all Probus Clubs. The Articles are adopted by each Club on formation. Clubs that become incorporated on or after formation must include the Articles, which are shown in bold and italic typeface, in their Club’s constitution.

 

In addition to a constitution, Clubs are required to adopt Standing Resolutions which regulate their internal affairs in accordance with the wishes of their membership. Standing Resolutions are designed to complement the Club’s constitution and should not be inconsistent with a Club’s constitution. A Club’s constitution will prevail in the event of any such inconsistency.

 

The Recommended Constitutions provided by PSPL require the adoption of Standing Resolutions.  PSPL has produced these Recommended Standing Resolutions to assist Clubs manage their internal affairs. Clubs are free to make any changes or variations to these Recommended Standing Resolutions without approval from PSPL. However, the Standing Resolutions set out in part A of this document must be adopted for compliance with the Club’s constitution.

The Recommended Standing Resolutions that refer to privacy, tours and refunds, and risk management should have policies developed by Club.

 

1. A.     STANDING RESOLUTIONS REQUIRED BY THE CLUB’S CONSTITUTION

 

The constitution of a Probus Club requires additional information to be provided for in its Standing Resolutions. For a Club that has adopted PSPL’s Recommended Constitution, this is normally referenced in the Club’s constitution by the words ‘’as provided for in the Standing Resolutions’’.

 

Accordingly, the following Standing Resolutions are required to be adopted by Clubs:

 

1. 1.      Balcombe Probus Club is a men’s club

 

1. 2.      The Club will be managed by a Management Committee (“Committee”) comprising a President, one Vice-President, a Secretary, a Treasurer and five (5) other members Immediate Past President (with voting rights), Guest Speakers, Activities Director, Membership, Welfare.

 

1. 3.      Nominations for election to the Committee will require a proposer and seconder by two Voting Members of the Club. (Constitution clause 8. (b)

 

1. 4.      The President serves for 1 year. No maximum has been set for consecutive terms for other Committee positions.

 

1. 5.      The Club will meet monthly at 0930 hours at Mount Martha House, Mount Martha on the first (1^st) [Tuesday of each month, except for. July, November, December and January, (Constitution clause 12.a) The Sportsman’s Breakfast will be held in lieu of the July meeting. The November meeting will be held on the second Tuesday. A Christmas function will be held in December in lieu of a formal meeting. A BBQ will be held in lieu of a January meeting.

 

1. 6.      In relation to Committee meetings, at least [Five (5) days] notice must be given to Committee members. (Constitution clause 7. (j))

 

1. 7.      The Committee of Management at the January committee meeting will consider what to recommend to members the following years fees should be.

        i.            The annual subscription and joining fee must be determined each year by members present at the February general meeting each year.

      ii.            The annual subscription is due and payable by 31 March each year.

    iii.            A joining fee is payable by new members. (Constitution clause 14. (a)) The determination of fee and process will be the same as the annual fee.

 

8        The maximum number of Ordinary Members of the Club will be 120. (Constitution clause 5. (f))

 

9        There will be no more than 7 Life Members at any one time.  (Constitution clause 5. (f)).

 

10       The Treasurer will submit financial reports to Committee and general meetings monthly.                         (Constitution clause 10. (b)).

 

11    If the Club is incorporated, the Secretary will act as the Public Officer if one is required. (Constitution clause 11).

 

12    Provided 14 days’ written notice has been given, these Standing Resolutions may be amended at any general meeting of the Club, a quorum being present, by a simple majority vote of those members present and voting.  (Constitution clause 25. (a))

 

13    Committee is authorised to appoint assistants to any of the positions on the Committee. Assistants are not sitting members of the Committee and are not entitled to vote. However, if an assistant is acting for a member of the Committee in his or her absence, then the assistant will have one vote.

 

14    The President, Vice President, Treasurer and Secretary are the authorised signatories on the Club’s bank account(s), including Electronic Funds Transfers, provided always that any two of these signatories authorise such transactions. The Activities Director has access to the club account(s) but is not a signatory.

 

15    The Committee will ensure that the Club’s annual financial statements will be audited.

 

16    The Committee may grant a member leave of absence for a specified period on such conditions as it considers appropriate.

 

17    The Club will adopt a Privacy Policy that outlines how it will collect, hold, use and disclose members’ personal information. And a Risk Management Policy. (Refer to the Probus Club Handbook for further information).

 

 

18    The Committee must notify PSPL of changes to the Club’s membership as they occur. In the case of new members, any pro rata capitation fees will be paid to PSPL at the earliest opportunity. 

 

19    Prospective members must have attended a minimum 3 club activities, including at least one being a GENERAL meeting. A fully completed “Probus Club Membership Application Form – Australia” (available from the secretary) to be forwarded to the secretary for consideration by the club management committee.

 

 

 

AMENDING STANDING RESOLUTIONS

 

1. To amend or replace a Standing Resolution, the members in general meeting must pass either an amendment to an existing Resolution or a new Resolution.

 

1. A Standing Resolution may be moved at a general meeting from the floor with or without due notice depending on the nature of the motion. If the matter is contentious or is related to an existing Standing Resolution, 14 days’ written notice should be given to all members. Once the motion is moved, the motion must be seconded and then, following discussion, a vote taken.

 

1. Changes to Standing Resolutions will normally require a simple majority vote of those members present and voting.

 

1. A Standing Resolution remains on the books until such time as the Resolution no longer applies, is amended, rescinded or a new Resolution overrides the previous Resolution. 

 

1. Standing Resolutions to be reviewed and amended (refer A.7.) as required at each March Committee of management meeting and the March Annual General meeting

 

Printed 27.5.25

Amended and reprinted 17.7.25

Amended with /June GM comments 20/7/25

2, 5 & 7 amended at GM 2/4/2026

5 & 7 further amended at GM 5/5/2026

Provided to secretary 8.7.26 for inclusion to club website.