The club's Annual General Meeting is held on the second Tuesday of March every year. At this meeting all positions on the Committee are declared open and nominations are called for each position. Nomination forms are given out to anyone interested in putting their name forward for the vacant positions prior to the meeting and nominations for positions are also called for from the floor at the meeting.
POSITION DESCRIPTIONS
President:
• Arrange and preside over Committee and General meetings
• Work closely with Vice President, Secretary & Treasurer, together with Committee
• Ensure Agenda is prepared and distributed prior to meetings
• Endeavour to run meetings smoothly and on time
• Promote the importance of Fellowship, Friendship and Fun within the Club
Secretary:
• Prepare Agenda for the Committee and General meetings and distribute prior to meetings.
• Work closely with President & Treasurer, together with Committee
• Record accurate minutes of every Committee and General meeting and email to members.
• Liaise with Membership Officer to keep up to date list of membership
• Receive, answer and/or forward all correspondence
Treasurer:
• Work closely with President & Secretary, together with Committee
• Collect, receipt and bank all money received
• Prepare Treasurer Reports for Committee and General meetings, as well as for the Newsletters
• Maintain accurate and current records
• Reconcile Petty Cash
• Prepare accounts at the end of the year for Auditor
Membership Officer:
• Work closely with President & Secretary, together with Committee
• Maintain accurate membership records and forward to Probus South Pacific Ltd. Also provide Secretary, Treasurer, Newsletter Officer and Welfare Officer with up to date records on a regular basis.
• Have all members, visitors and guests sign attendance sheets at each meeting and give copy to Secretary for inclusion in the minutes
• Arrange for membership badges etc to be ordered for new members
Newsletter Editor:
• Work closely with President & Secretary, together with Committee
• Set a deadline for all input to the Newsletter & advise members
• Collate all reports from President, Treasurer, Guest Speaker officer and others
• Publish Newsletter and email to members prior to General meetings and have copies available at meeting. Send copy to Probus South Pacific and/or other Clubs as required
Hospitality Officer:
• Liaise with Doylo (Donna) re room set up and requirements for meetings (seating plan, sound equipment, projector etc)
• Ensure tea and coffee available at each meeting
• Bring birthday cake, candles etc for all members having birthdays
• Communicate with Treasurer re coffee tickets and money
• Pay Doylo coffee money after each meeting
• Form sub committee (if needed) to organise special events (Christmas etc)
Welfare Officer:
• Phone and send a card and/or flowers to sick members
• Inform members of any member who is not well
Activities / Outings / Trips:
• Investigate suitable day outings, tours etc
• Submit suggestions to Committee for approval
• Circulate information to all members for consideration, including dates, costs and other relevant information
• Coordinate with Treasurer re collection and banking of money collected
• Ensure each outing is costed to cover expenditure
• Submit to Newsletter Editor to publish in Newsletter
Guest Speaker Officer:
• Endeavour to arrange guest speakers at least 6 months in advance
• Keep a list of guest speakers on file
• Obtain from guest speaker details of their subject and check whether they need projector or sound equipment etc
• Send letter/email to speaker confirming the date, time and place
• Phone speaker a week prior to the meeting to confirm details
• Meet the guest speaker on arrival and introduce the speaker
• Arrange for a “Thank You” gift (if required) and liaise with Treasurer
Risk Management Officer:
• Keep a record of members’ signatures for each event, for insurance purposes
• Keep a record of events and outings information on file for reference, not only for injury, but to cover loss of deposits etc if necessary
Club Ambassador:
• This is a supporting role
• Greet guests and visitors as they arrive
• Introduce them to the Membership Officer who will ask them to sign in etc
• Introduce them to President and available Committee members
• Advise the order of the meeting etc and show them the tea, coffee
• Other tasks which may arise from time to time to assist the President
Cluster / Inter Club Ambassador:
• Attend meetings together with other Ambassadors in our area
• Report back to the Committee on relevant items of interest to our Club
• Send report to Newsletter Editor for publication
• Report to General meetings
Publicity Officer:
• Report on Club activities to local newspapers and radio stations
• Be aware of all deadline dates for all newspapers and publications and submit copy well before the deadline closure, including photographs where possible. Most copy is submitted on line
• Regularly submit articles and photographs to PSPL for Active Retiree Magazine, Facebook or the PSPL website.
Web Officer:
• Set up and maintain the Club’s website