President  -  shall be responsible for chairing or appointing a Chair, for the Management Committee meetings, the monthly General Membership meetings and the Annual Meeting.  The President shall also be responsible for ensuring that the meetings are carried on in an effective and efficient manner, always keeping the best interests of the Club in mind.  The President shall ensure that the other members of the Management Committee are aware of their various responsibilities and are carrying them out in a proper manner.

 

Vice- President  -  (President Elect)  shall be responsible for providing assistance to the President whenever and wherever possible, with the thought in mind of preparing for the role of President when the current term expires.  One of the more important functions of the Vice-President is that of the Chair of the Nominating Committee and the presentation of a report to the Annual Meeting and the Chairing of elections, if required.  The Vice-President shall be available to fill the leadership role of the Club in the absence of the President and at all times work toward the betterment of the Club.

 

Secretary  -  shall be responsible for record keeping of various meetings and events of the Club.  The Secretary will record minutes of all of the Management Committee meetings and make these minutes available (within reason) to any member who wishes to peruse them.  The Secretary shall hold the key to the post box at the Manotick Post Office and shall be responsible for picking up the mail.  The Secretary  shall be responsible for recording and ensuring that responses go forward to all correspondence directed to the Club and generally working with the Management committee toward the betterment of the Club.  The Secretary advises the Club of members who are deceased or bereaved, or those who are ill or in hospital and sends appropriate cards to members or their families.  A sign in sheet will be placed by the Secretary on the table by the door at each meeting and kept for recording attendance.

 

Treasurer  -  shall be responsible for the financial matters of the Club and reporting on same to the Management Committee and to the general membership as required.  The Treasurer will prepare a budget for the coming year in consultation with other members of the Management Committee.  The Treasurer will ensure that the bank account is kept in order, bills are paid in a timely and orderly fashion with proper invoices and receipts filed and that financial records are always kept in a manner satisfactory to the Officers of the Club and the Auditor.  The Treasurer will work closely with the other members of the Management Committee towards the best interests of the Club.

 

Past President  -  shall be responsible for assisting the President in an advisory as well as active manner.  The Past President  is a member of the Management Committee which works toward the betterment of the Club.

 

Committee Chairpersons  -  shall be responsible for carrying out or assigning the various responsibilities to members of their Committee in the best interests of the Club.  They shall be active members of the Management Committee and shall attend and participate in meetings on a regular basis.

 

Speakers Program  -  arrange for Guest Speakers for regular or special meetings of the Club.  Confirm arrangements with an Introductory Letter which includes some background information about the Club, the agreed date, time, etcetera.  Determine if any A.V. equipment is required.  Send Speaker a copy of the Monthly newsletter announcing their participation.  Arrange hosts, introducers and thankers for these Special Guests while they are in attendance at Club functions.  For the Speakers, arrange for token gifts, thank you notes and copies of any newspaper coverage of their visit to the Club.

 

Assisting the Chairperson of the Speakers Committee is someone who provides expertise in setting up and operating microphones and other audio visual equipment where required.  Another person records the speaker on tape for the use of members who are unable to attend the meeting and for the Club Archives. 

 

Events Program  -  arrange visits for members to special places or events of interest and attends to details relating thereto.  Arrange special events or social functions in keeping with the interests of members.  Promotes liaison with other local or regional Clubs in terms of seeking opportunities to co-operate with those Probus Clubs and encourage inter-club visits and joint activities.

 

Membership  -  maintain membership records, and an up-to-date membership list.  This list is not to be used for commercial purposes.  Inform the Management Committee and others on a regular or monthly basis, on a need to know basis, of names, addresses, etc., including email addresses of new members of the Club.  Receive membership application forms and annual dues from members.  Pass the dues on to the Treasurer and retain signed receipts for payments.  Retain the membership forms as evidence of payments received.

 

Club Bulletin and Publicity  -  prepare and distribute to the membership the Club’s monthly Newsletter.  Include other local Clubs and the local media in this distribution.  With information provided by the Membership Chair prepare name badges for new members of the Club.

 

Club Historian  -  maintain scrap books of material of historical interest to the Club.  These could include photographs, special programmes, etc.  Periodically place these records on deposit with the Rideau Archives.  Arrange to have a photo taken of each of our speakers.  Maintain the file of tapes of our speakers which are provided to you by the Speakers Committee.

 

Rotary Liaison  -  maintains Rotary Club liaison and responds to Rotary Club requests for assistance in establishing other Probus Clubs in the area.

 

Telephone Network  -  maintain member telephone network sheet and appoint telephone captains to telephone members a day or so prior to meetings to encourage attendance.

 

Advisors  -  would be called upon as needed.