Probus Club of Victoria Park Inc  Operational and Management Guidelines

Version: 19 March 2023

CONTENTS

1.0         GENERAL PURPOSE OF GUIDELINES                                                       3

2.0         MEMBERSHIP                                                                                                   

3.0         THE MANAGEMENT OF THE CLUB AND ITS ACTIVITIES                 

3.1       COMPOSITION OF THE MANAGEMENT COMMITTEE              4

3.2       OTHER ELECTED POSITIONS                                                           

3.3       ACTIVITY GROUP COORDINATORS                                                5

4.0         MEETINGS                                                                                                         

5.0        OUTINGS, TOURS, GETAWAYS AND ACTIVITIES                                

6.0         RISK MANAGEMENT                                                                                      6

6.1       GENERAL STATEMENT OF POLICY

6.2       DISCLAIMER                                                                                           

6.3       SAFETY AND PROTOCOL                                                                   

6.3.1 MEETING ROOMS

6.3.2 FOOD SERVICE                                                                              7

6.3.3 EMERGENCIES                                                                             

6.4       ACTIVITIES, OUTINGS AND TOURS                                                 8

6.5       HANDLING OF MONEY

6.6       RECORD KEEPING

6.7       OTHER ISSUES                                                                                         9

6.7.1 THE PRIVACY ACT

6.7.2 HEALTH AND SAFETY REGULATIONS                                 

6.7.3 PROBUS SOUTH PACIFIC LIMITED                                        

6.7.3.1     CONSTITUTION

6.7.3.2     PROBUS SOUTH PACIFIC LIMITED                      10

6.8       ACCIDENT REPORTING PROCEDURE

7.0         ATTACHMENTS                                                                                                11

7.1       APPLICATION TO BECOME A MEMBER                                        

7.2       MEMBERSHIP PROCESS                                                                       13

7.3       INDUCTION OF NEW MEMBERS                                                        14

7.4       REGISTRATION FORM FOR MEETINGS, OUTINGS,                    15

            TOURS AND ACTIVITIES                                                                       

7.5       LIFE MEMBERSHIP ASSESSMENT SCORE SHEET                       17

7.6       OFFICE BEARER NOMINATION FORM                                            18

7.7       JOB DESCRIPTIONS                                                                               19

7.8       INSTALLATION OF PRESIDENT                                                        30

7.9       ACCIDENT/INJURY/INCIDENT REPORT                                         31

7.10     COLLECTION OF FUNDS FOR OUTINGS, TOURS                         32

            AND ACTIVITIES

7.11     PRIVACY STATEMENT                                                                         33

7.12     CERTIFICATE OF CURRENCY                                                           34

 

1.0       GENERAL PURPOSE OF GUIDELINES

These guidelines are adopted by the Probus Club of Victoria Park Inc in recognition of the need to give Office holders information on the expectations of their role in the various positions and guidance in procedures that should be used in the performance of their duties.  The guidelines are designed to enhance the enjoyment of Members’ participation in the activities of the Club through appropriate and consistent management practices. Further helpful information on Club management and the wider Probus organisation is provided in the Probus Club Handbook, produced by Probus South Pacific Limited (PSPL).

 

2.0       MEMBERSHIP

Applications for Membership are to be submitted on the approved application form (Attachment 7.1).  The acceptance of the application for Membership will be in accordance with Section 4 of the Club’s Constitution and Section 3 of the By-Laws.  A description of the steps involved in becoming a Member is shown in Attachment 7.2.  Before joining, prospective Members are required to attend three General Meetings to familiarise themselves with the Club as well as to allow Members a chance to get to know them.  After being accepted new Members are welcomed into the Club by the President at the next General Meeting following a formal induction ceremony as described in Attachment 7.3.  On induction new Members will be asked to give a short presentation of their background and interests and will be issued with a Name Badge and a copy of the Club’s Constitution and By-Laws. They are required to complete the Outings Registration Form (Attachment 7.4) and to pay a one-off Nomination Fee of $30 and the Annual Subscription currently set at $25.00.

 

Members who have made an outstanding contribution to the Club over a number of years may be granted Life Membership.  Life Members are not required to pay the annual Membership subscription but are able to enjoy all the benefits of Membership.  The procedures that are followed in the granting of Life Membership and the selection criteria are detailed in the Constitution (Section 4.c.2) and the By-Laws (Sections 3.c and Attachment 1).  A scorecard that has been developed for use in the assessment process is shown in Attachment 7.5. The number of Life Members at any time is limited to 10% of the Membership as proscribed in Attachment 1 of the By-Laws.

 

3.0       THE MANAGEMENT OF THE CLUB AND ITS ACTIVITIES

The overall management of the Club is undertaken by the Management Committee.  The role of the Management Committee is to administer the Club’s affairs in accordance with the Constitution, By-Laws and this document.  This will ensure that all legal and Constitutional requirements are met.  The authority of the Management Committee to make decisions is restricted to that provided by the Constitution and By-Laws.  It may receive additional authority if granted by a resolution approved by the Membership of the Club.

In general, minutes of Management Committee Meetings should be available to all Club Members.  However, if they concern sensitive matters regarding individuals and which may prove potentially embarrassing, distressing or harmful to Members, or might, if made public, involve the Club in litigation, the relevant section may be withheld from Club Members. 

The Management Committee may review and amend the Operational and Management Guidelines provided they comply with the requirements of the Constitution and By-Laws.

 

3.1       COMPOSITION OF THE MANAGEMENT COMMITTEE

The Management Committee is elected annually as described in By-Law 4.  As detailed in By-Law 2 the Management Committee consists of the President, Vice President, Assistant Vice President, Secretary, Treasurer and five other elected Members.  The immediate Past President is an ex-officio Member of the Management Committee and has voting rights.  Apart from the positions listed above, the Management Committee may choose to invite Members in other elected positions onto the Management Committee at the expense of the five elected positions.  A copy of the Nomination Form for all elected positions is shown in Attachment 7.6. 

The current composition of the Management Committee is shown below and job descriptions for the positions are described in Attachment 7.7.

• President
• Vice President
• Assistant Vice President
• Past President (ex officio Member)
• Secretary
• Minute Secretary
• Treasurer
• Outings Officer
• Newsletter Officer
• Management Committee Member
• Management Committee Member     

 

3.2       OTHER ELECTED POSITIONS

Members are elected to a range of other positions to undertake important tasks involved in the conduct of the Club and its activities.  These positions are listed below and job descriptions for these positions are described in Attachment 7.7.

• Attendance Officer
• Audio-Visual Officer
• First-Aid Officer
• Guest Speaker Officer
• Historian
• Hospitality Officer
• Hospitality Committee(2)
• Host
• Liaison Officer
• Media Officer
• Membership Officer
• Outings Committee(2)
• Photographer
• Website Officer
• Welfare Officer

3.3       ACTIVITY GROUP COORDINATORS 

Club Members may participate in a range of activities that are managed by a Coordinator appointed by the Management Committee.  Currently, the following groups cater for diverse interests within the Club Membership.

• Book Groups (Bookends and Novel T’s)
• Walking Group (Footsloggers)
• Lunch Group (Munchers)
• Craft Group
• Games Group

4.0       MEETINGS

Meetings are held in accordance with the Constitution and By-Laws of the Club.

Currently, General Meetings are on the third Wednesday of each month commencing at 10.00am.  All attendees, including guests, must report to the Attendance Officer who will record their presence on arrival.  If departing before the end of the General Meeting, Members must sign out.  This will ensure that an accurate record of all Members and guests attending is kept and is available in case of an emergency.  Minutes of each General Meeting are distributed to Members either by e-mail, or by post and are posted on the notice board at the next General Meeting.  At General Meetings, the minutes of the previous General Meeting are taken as read. 

Management Committee Meetings are held on the second Wednesday of each month, generally in the home of the current President.

The Annual General Meeting is held on the third Wednesday in March following the March General Meeting.  It has been the custom for the Club to hold a Handover Lunch to celebrate the installation of the new Office Bearers on the week following the Annual General Meeting. However, since moving to our new General Meeting venue at the Victoria Park Bowling Club the Handover has been held immediately following the Annual General Meeting. As part of the proceedings the new President is installed by the outgoing President using a formal protocol (Attachment 7.8).  Office Bearers are presented with their Badge of Office and a copy of their job description.

5.0       OUTINGS, TOURS, GETAWAYS AND ACTIVITIES

All activities undertaken in the name of the Club must be authorised by the Management Committee.  They should ensure that the activity is safe for Member participation and that the activity will be operated with due consideration to any risks that may be involved.  All activities, (outings, tours, getaways and other activities) are organised by a Coordinator(s) who is appointed by the Management Committee and is responsible to the Management Committee for the conduct of the activity.

In cases where Members or their guests, having paid in advance, are unable to attend these activities, they may be eligible for a refund. This will apply only if no expenses for the activity have been paid in advance and the Club will not be “out-of-pocket” by reimbursing the Members. However, when expenses for outings have been paid in advance by the Club and are non-refundable, no refunds will be available to Members.

Members should always contact the relevant Coordinator as soon as possible if they cannot attend an event.

The duties of Outings Officer and Activity Group Coordinator are further detailed under the relevant job description (Attachment 7.7).

 

6.0       RISK MANAGEMENT

6.1       GENERAL STATEMENT OF POLICY

The Club recognises the need to minimise the potential risks to Members and visitors, which may result from their participation in the activities of the Club.  It is important to the overall enjoyment of the Club that potential areas of risk are identified and controls be put in place to reduce the possibility of injury.

This policy is also designed to provide for the Officers, Management Committee and Activity Group Coordinators, confidence in their administrative roles within the Club.

Nothing in this policy is designed to restrict the enjoyment of Members’ or visitors’ participation in the activities of the Club.

The purpose of this policy is:

• to reduce the risk of injury;
• to protect the Club and its Members in the event of action being taken against the Club, it’s Officers, Management Committee, Activity Group Coordinators or individual Members.

6.2       DISCLAIMER

The Probus Club of Victoria Park Inc in no way claims this manual to be a comprehensive document covering all aspects of Risk Management which are likely to affect the operations of the Club.

The document suggests a number of important areas that should be covered in order that a safer environment may be provided for Members and Visitors.

Whilst every effort has been made to ensure issues related to Risk Management within the Probus Club of Victoria Park Inc have been addressed, the Management Committee does not accept any responsibility for any errors, omissions or inaccuracies whatsoever within this document.

This Manual is provided on the basis that the Probus Club of Victoria Park Inc shall not be liable for any loss, damage or injury whatsoever arising from any incorrect, incomplete or out-of-date information contained within the document.

6.3       SAFETY AND PROTOCOL

6.3.1    MEETING ROOMS

The Management Committee shall ensure that:

• a First-Aid kit is available at all General Meetings.  The kit will be of the type approved by St John’s Ambulance and will be subject to regular checks by the First-Aid Officer(s). The kit will be stored securely and the Assistant Vice President will ensure that it is available on General Meeting days. A smaller First-Aid kit will be used for all outings and getaways and will be the responsibility of the Outings Officer;
• all persons present at General Meetings are advised of the location of exits, evacuation assembly point and the procedures to be followed in the case of an

emergency; 

• The President will be in charge and he/she will inspect the toilets and kitchen area to make sure everyone is out of the building in the case of evacuation;
• Members are reminded that emergency numbers are to be recorded on the back of the Members’ badges and these must be worn to all Probus functions;
• all power leads, microphone cables and other fittings likely to be hazardous are properly secured and covered in order to protect against the possibility of an accident;
• all Members are made aware of the potential dangers of leaving handbags, briefcases, walking sticks and other personal items on the floor;
• all tables and chairs are safe for use;
• support and safety for Members or guests with disabilities is adequate;
• normal/reasonable duty of care is undertaken and observed.

6.3.2    FOOD SERVICE

The elected Hospitality Officer will be responsible for:

• the purchase of suitable food and drinks to be served;
• the organising of rosters of Members to undertake the setting up of facilities for the service of refreshments and ensuring that Members are acquainted with the safety requirements relating to the food service;
• ensuring that good hygiene practices are observed and that catering will be governed by the statutory regulations on food preparation and handling;
• ensuring that all tables to be used for the serving of refreshments are secure and that hot water urns are secure and not likely to be accidentally dislodged;
• ensuring that at the conclusion of the General Meeting, all water containers are safely emptied and that all utensils are cleaned and stored hygienically;
• notifying anyone who takes food home recognises that they do so at their own risk.  Include notation to this effect periodically in the Newsletter.

 

6.3.3    EMERGENCIES

When the Club meets in a venue such as an operating Club Room, Reception Centre or Hotel, these facilities will have their own evacuation procedures.  It is the responsibility of the Member(s) appointed to take charge in such an emergency, to be aware of the venue evacuation procedures and the designated assembly points.  The responsible Member(s) should ensure they liaise closely with the person(s) responsible for implementing the venue evacuation procedures.

The President of the Club will be responsible for managing any emergency arising in the course of a General Meeting.  The President should have ready access to a telephone.  If the President is not present then the Vice President is responsible.  In the case of an emergency requiring the evacuation of the venue, appropriate procedures are as follows:

• all persons present are advised of the location of exits, evacuation assembly point and the procedures to be followed in the case of an emergency;
• the President will be responsible for inspecting the toilets and kitchen area to make sure everyone is out of the building in the case of evacuation;
• a telephone call is placed to the appropriate Emergency Services (000) providing the precise nature of the emergency and the location of the meeting;
• the venue’s manager is contacted and advised of the emergency;
• Members are assembled at an identified evacuation point, where a check can be made against the official attendance list to account for all Members and guests.

The Club will identify a Member and deputy to take charge in a medical emergency where a Member or guest has an accident, becomes ill or collapses during the course of the General Meeting, and they will:

• seek immediate help from qualified Members in the administration of First-Aid (including CPR if required);
• place a call to Emergency Services (000) providing the precise location of the meeting and the state of health of the patient, should the patient’s condition require such action;
• ensure the patient has ample space and that other Members, not involved in assisting the patient, are moved clear;
• ensure that all available information concerning the patient is available to the emergency services;
• ensure that the next-of-kin of the patient are notified at the earliest possible opportunity;
• contact the venue’s manager and advise of the emergency;
• ensure that PSPL is notified of any incident within 24 hours if possible and that an incident report (Attachment 7.9) is completed and lodged with the Secretary who must take a copy for the Club’s files before sending it to PSPL for processing.

6.4       ACTIVITIES, OUTINGS AND TOURS

The appointed officers shall: 

• manage all approved club activities with the assistance of other appointed Members;
• maintain a record of Members, visitors and guests attending;
• record any incidents/accidents/injuries and if necessary for insurance purposes, report to PSPL (Attachment 7.9).

6.5       HANDLING OF MONEY

The Treasurer is the primary Officer responsible for the financial management of club funds under the direction of the Management Committee. The Management Committee must ratify all financial transactions and ensure that they are made with sufficient evidence by way of invoice, voucher or receipt.  It will be necessary for the Treasurer to delegate the collection of monies being paid by Members and guests for club activities such as outings, activities and housekeeping, to the Officer responsible. These Officers are also required to observe procedures, detailed in Attachment 7.10, that ensure responsible handling of money.

6.6       RECORD KEEPING

Club records such as minutes, Membership lists, correspondence, newsletters, historical information etc. should be maintained indefinitely. Where possible records should be stored electronically as a means of saving space.  If stored electronically they must be capable of being reproduced in written form.  Important documents should be scanned for storage electronically. Unnecessary hard copies of correspondence may be disposed of once they have been recorded in club minutes.

Financial records must be kept for a minimum of seven years, either in printed or electronic form.

Attendance lists for meetings, outings and activities should be retained for at least 18 months, either in printed or electronic form.

It is important that Officers responsible for generating and storing Club records are aware of the above requirements and pass on the relevant records to the members elected to their position in subsequent years.  A backup system is currently being implemented for the centralised storage of all available information held in electronic form.

6.7       OTHER ISSUES

There are a number of issues arising, including from statutory regulations, which need to be understood in             order to minimise risk for the Management Committee, Club Officers and Members.  These are outlined briefly below. 

6.7.1    THE PRIVACY ACT

It is important for Club Members to understand the implications of the Privacy Act.  The Clubs position on an individual’s right to Privacy is outlined in Attachment 7.11. 

According to the Act the Club is not able to publish or otherwise divulge any information about any Member, including details of address, telephone number, email address, birthday or information concerning a person’s health, without the written consent of the person. Where the Club publishes a Members’ Directory, the consent of each Member must be obtained in writing before any details are published.  A Member may decline to give this consent, in which case any reference to that Member must be left out of all publications.  A Member may decline to provide information, sought under the guidelines, relating to participation in activities, outings or tours.  In that case, it should be made very clear to the person concerned that, while all reasonable care will be taken to ensure their safety during the tour, their unwillingness to provide information means that, in the event of an emergency, they participate in the program at their own risk.  All Members shall be made aware of the Club’s Privacy Policy and be required to complete the Privacy Permission section of the Membership Application Form (Attachment 7.1).

6.7.2    HEALTH AND SAFETY REGULATIONS

Members need to appreciate that they are required to adhere to the health and safety regulations as they relate to public gatherings, organised activities, outings and tours and food preparation and serving.  These issues have been addressed above but where there is doubt, appropriate checks should be made with relevant authorities.

6.7.3    PROBUS SOUTH PACIFIC LIMITED

6.7.3.1 CONSTITUTION

PSPL is the organisation, through which all Probus Clubs are licensed.  All Clubs are required to adopt and operate under the model Club Constitution.

6.7.3.2 PROBUS SOUTH PACIFIC LTD INSURANCE

PSPL arranges the insurance cover for all Probus Clubs and it is essential that they be kept informed of any potential for claims.  A yearly ‘Certificate of Currency’ Public and Products Liability Insurance in the name of PSPL (Policy Number AQ 0025952PLB) is sent to the Club (Attachment 7.12) by the insurer after the annual capitation fees are paid.

6.8       ACCIDENT REPORTING PROCEDURE

Accident/Injury/Incident Report forms (Attachment 7.9) are available for all approved Club activities and a supply should be kept by the Secretary, Outings Officer and the Activity Group Coordinators for use as necessary.  Members are to be encouraged to report all accidents as soon as they occur.  The Accident/Injury/Incident Report Form is to be completed at the time of the accident.  If this is not possible, then it is to be completed as soon as possible after the accident.  After completion, the report must be handed to the Club Secretary, who will make a copy for the Club’s files and will forward the original to PSPL.  All matters associated with the report relating to Insurance must be dealt with through PSPL.

7.0       ATTACHMENTS

ATTACHMENT 7.1: APPLICATION TO BECOME A MEMBER

PROBUS CLUB OF VICTORIA PARK INC

I hereby apply for Membership of the Probus Club of Victoria Park Inc.

Title (Mr. Dr. Mrs. Miss. Ms.) …………. Surname ……………………………………..…….

First Name ……………………………Preferred Name ……………………………………….

Address ………………………………………………………………Postcode ………………

Telephone (….) ………………………  Mobile ……………………………………………….

Spouse/Partner’s Name ………………………………………………………………………..

Email Address ………………………………………. Former Vocation ……………………..

Hobbies, Sporting & Other Interests ………………………………………………………….

………………………………………………………………………………………………….

Do you have a current First-Aid Certificate?                        YES            NO      (Please circle)

Do you hold a Responsible Service of Alcohol Certificate    YES           NO     (Please circle)

Birthday (Day/Month/Year)…………………………..WeddingAnniversary …………………

In case of emergency, please contact ……………………………………………………….

Telephone No ……………………………

 

• I agree to accept the concept of Probus and to take an active role in both attendance and participation of this Club.
• I understand that the information provided in this application will be used to assess my application and maintain my Membership. If any information is not provided, I understand that my application may not be processed.
• I acknowledge that at some time during my Membership, I may be called upon to take an active role on the Management Committee.

 

ATTACHMENT 7.1 (CONT): APPLICATION TO BECOME A MEMBER

• I consent to my name, address, telephone number and email address being included in a “Directory of Members” to be distributed only to Members of the Probus Club of Victoria Park. I understand that it will not distributed or sold to outside agencies.
• I accept that the information provided in this application form will be used by PSPL for inclusion in the PSPL Membership data base as a financial Member of Probus and in line with the options provided below.
• I understand that I may access any personal information the Probus Club holds about me on request.
• I understand that the Probus Club of Victoria Park has Public Liability Cover of $20M through PSPL and that the Club Secretary can provide a copy of the relevant Certificate of Currency.
• I understand that the Club publishes photographs of its Members on its website and its Newsletter to promote the Club and its events.
• I accept that the Club will assume that I have consented to the publication of photographs containing my image unless I personally inform the Secretary to the contrary in writing.
• I understand that by completing this declaration that it in no way restricts or limits the insurance cover available to me as a Member/visitor through the Probus National Insurance Program whilst participating in a “recognised activity” of the Club.

PLEASE TICK þ 

OPT IN o I agree to provide PSPL with all my personal details in accordance with the Privacy Act of Australia and PSPL Privacy Policy. I am interested in being invited to participate in Probus surveys and Probus focus groups from time to time which I understand may assist in developing strategies to develop and strengthen the Probus organisation.

OR

 

OPT OUT o I agree to provide PSPL with all my personal details in accordance with the Privacy Act of Australia and PSPL Privacy Policy. However, I am not interested in being invited to participate in Probus surveys and Probus focus groups. I do not wish PSPL to hold all my contact details and I do not wish to be contacted by PSPL for any involvement in Probus.

Applicant Signature ………………………………………  Date ……………………………..

Proposed by …………………………………… Signature ……………………………………

Date………………………………………Telephone No. ……………………………………..

Seconded by …………………………………... Signature ……………………………………

Date………………………………………Telephone No. ……………………………………..

ATTACHMENT 7.2: MEMBERSHIP PROCESS

PROBUS CLUB OF VICTORIA PARK INC – MEMBERSHIP PROCESS

 

Initial Steps	Action by
Prospective new Members must attend the three General Meetings of the Club before becoming eligible to apply for Membership.	Applicant
Obtain an “Application for Membership” form from Secretary.	Proposer
Complete “Application for Membership” and forward to the Secretary.	Applicant, Proposer and Seconder
Upon receipt of the application by the Secretary, the form is then presented at the next Management Committee Meeting for approval.	Secretary
Consideration of application by Management Committee Members.	Management Committee
When a decision is made, the applicant is informed.  If the application is accepted, he/she will be informed that they will be inducted into the Club at the next General Meeting and asked to prepare a short presentation to introduce themself to Club Members.	Secretary
Update Members’ Directory, birthday list, anniversary list and buddy list.  Update history book with name of new Member and date joined.	Secretary Historian

 

ATTACHMENT 7.3: INDUCTION OF NEW MEMBERS

INDUCTION OF NEW MEMBERS

INTRODUCTION:

Probus Clubs provide the opportunity for retirees to meet in circumstances which provide companionship, fun and intellectual stimulus.

Fellowship and friendship are the foundation on which Probus is built.

Probus has status, dignity and respect within our community and we welcome you to help us further these ideals.

I invite you therefore to participate in the activities of our Club, which you will find many and varied.

CONFIRMATION:

………………………...(name/s), I now have much pleasure inducting you into the Probus Club of Victoria Park and present you with your Probus Club Name Badge(s) together with your Induction Kit(s) and invite our Members present to welcome you with the normal acclamation.

(The President then invites the new Member to introduce themself and speak a little of their background)

If permission is given, photographs are taken with the new Member(s) and the President.

Items provided in the Induction Kit for new Members include:       

Name Badge;

Membership Induction Certificate;

            Membership Directory.

The Club’s Operational and Management Guidelines, Constitution and the By-Laws are sent electronically where possible.

The Club’s Web Site address is: http://[email protected]

ATTACHMENT 7.4: REGISTRATION FORM FOR MEETINGS, OUTINGS, TOURS AND ACTIVITIES - MEMBERS

PROBUS CLUB OF VICTORIA PARK INC.

REGISTRATION FORM FOR MEETINGS, OUTINGS, TOURS AND ACTIVITIES

MEMBER’S DECLARATION:

1. I hereby apply to participate in Meetings, Outings and Activities and in so doing agree that while participating:

• I understand that I am the person who is fully responsible for my own health and safety;
• I will endeavor to carry a current Probus medical information card with me and wear my Probus name badge.

1. In the case of an accident or illness that leaves me incapacitated I hereby authorise a responsible Probus Member to:

• Access my medical details and to contact and utilise any necessary emergency and medical services;
• Advise my next of kin.

NAME:____________________________________________________________________

ADDRESS:_________________________________________________________________

NAME OF NEXT OF KIN:____________________________________________________

TELEPHONE NUMBER:_____________________________________________________

SIGNATURE: ____________________________________ DATE:___________________

ATTACHMENT 7.4 (CONT): REGISTRATION FORM FOR MEETING, OUTINGS, TOURS AND ACTIVITIES – NON MEMBERS

PROBUS CLUB OF VICTORIA PARK INC 

REGISTRATION FORM FOR MEETINGS, OUTINGS, TOURS AND ACTIVITIES

NON-MEMBER’S DECLARATION:

1. I hereby apply to participate in Meetings, Outings and Activities and in so doing agree that while participating:

• I understand that I am the person who is fully responsible for my health and safety;
• I acknowledge that, in attending any Club activities on a regular basis (applicable after any 3 attendances), a donation of $7 annually as a Non-Member subscription to the Club for insurance and administrative purposes is appropriate;
• I will endeavor to carry relevant medical information and emergency contact details with me at all times.

1. In the case of an accident or illness that leaves me incapacitated I hereby authorise a responsible Probus Member to:

• Access my medical details and to contact and utilise any necessary emergency and medical services;
• Advise my next of kin.

NAME:____________________________________________________________________

ADDRESS:_________________________________________________________________

NAME OF NEXT OF KIN:_____________________________________________­­­­_______

TELEPHONE NUMBER: _________________________

SIGNATURE:_____________________________________DATE:____________________

DONATION PAID: $_____________________DATE PAID: _________________

NOTE: The relevant Activity Group Coordinator will retain the completed form for reference, provide a copy to the Secretary and forward to the Treasurer any monies received from Non-Members. The Treasurer will retain a record of these payments.

 

ATTACHMENT 7.5: LIFE MEMBERSHIP ASSESSMENT SCORE SHEET

1. 1.         Nominee ________________________________________________
2. 2.         Nominator _______________________________________________
3. 3.         Number of Current Life Members_____________________________
4. 4.        Is the nominee a financial Member?                                                                        Y / N
5. 5.        Has the nominee been a Member for over 10 years?                                                 Y / N
6. 6.        Has the nominee been nominated more than twice in the past five years?                  Y / N
7. 7.        Has the nominator nominated more than 1 Member at this time?                              Y / N

Criteria for selecting Life Members

Commitment to the principles of fun, fellowship and friendship

	0	1	2	3	4
Promoting the Club in a positive way – examples required
Interacting with all Club Members in a positive fashion
Welcoming new Club Members and introducing them to others
Exhibiting leadership qualities but not necessarily as President          Examples required
Outstanding and prolonged  service that exceeds expectations
TOTAL

Scoring

0 = no evidence, 1 = limited evidence, 2 = satisfactory evidence, 3 = strong evidence, 4 = very strong evidence

Recommended / Not recommended

Comments

Signed___________________________________________

ATTACHMENT 7.6: OFFICE BEARER NOMINATION FORM 

Probus Club Of Victoria Park Inc

Annual General Meeting (Date)

Office Bearers Nomination Form (Year)

Position…………………………………………………………

Name of Nominee (Print name) …………………………………………………………

 Signature…………………………………………………………

Nominated by (Print name)…………………………………………………………

Signature …………………………………………………………

Seconded by (Print name)…………………………………………………………

Signature…………………………………………………………

Nominations close with the Secretary by (Date)

 

ATTACHMENT 7.7: JOB DESCRIPTIONS

PRESIDENT

• is the Club’s principal officer and spokesperson;
• is familiar with the Constitution, By-Laws and these Operational and Management Guidelines;
• chairs all General Meetings and Management Committee Meetings ensuring that an agenda is prepared for the meeting and meetings begin and end on time;
• promotes the aims of Probus and the fellowship of its Members and meets all Members, guests and visiting Probians;
• ensures Management Committee recommendations are brought to the Membership for acceptance and ratification;
• ensures the smooth and efficient function of the Management Committee;
• assists to secure nominations for the next Management Committee;
• inducts new Members and welcomes them to the Club as detailed in Attachment 7.3;
• represents the Club at external functions and meetings, including the General Meetings of PAWA;
• mentors the Vice President and ensures a smooth transfer of the role;
• encourages Members to contribute stories, articles, letters and photographs for publication in the Probus West Magazine and Active Retirees Magazine;
• advances Probus fellowship beyond our own Club and invites the President of the sponsoring Rotary Club and of PAWA to special occasions;
• in the event of an evacuation, the President takes charge and inspects the toilets and kitchen area to make sure everyone is out of the building;
• is responsible for Risk Management along with the Vice President;
• inducts the incoming President at the annual Handover function;
• provides the Newsletter Officer with a brief update of relevant Club issues;
• is a signatory on the Club bank account.

VICE PRESIDENT  

• attends all Management Committee Meetings;
• assists the President in the administration of the Club where necessary;
• under normal circumstances, the Vice President is expected to take over the role of President in the following year;
• is familiar with the Constitution, By-Laws and Operational and Management Guidelines;
• in the President’s absence, chairs Meetings and deals with any issues that may arise;
• liaises with Activity Group Coordinators and reports to the Management Committee on their activities;
• is responsible for Risk Management and manages emergencies along with President;
• reports on Member birthdays and anniversaries at General Meetings;
• conducts the door prize draw at General Meetings;
• is a signatory on the Club bank account.

ASSISTANT VICE PRESIDENT

• attends all Management Committee Meetings;
• assists the President and Vice President as required;
• under normal circumstances takes over the role of Vice President in the following year;
• sets up President’s table for General Meetings and arranges;
  • white and blue tablecloths,
  • gong and gavel,
  • flowers,
  • small flags,
  • certificates and larger flags (to President’s left),
  • First-Aid kit,
  • Probus flag (placed over lectern and put on the President’s right). 
• arranges secure storage of all the above items;
• has access to the keys to the storage facilities;
• assists the Audio-Visual Officer with setting up the microphone and projector on General Meeting days;
• in the absence of the President and the Vice President, chairs Meetings;

SECRETARY

• attends all Management Committee Meetings;
• is familiar with the Constitution, By-Laws and Operational and Management Guidelines and has a copy available for reference at all Meetings;
• records full and accurate minutes of Management Committee Meetings, General Meetings and the Annual General Meeting and retains a record of these minutes;
• distributes minutes to Members via email and have copies available for Members not on email as required by Club policy; 
• ensures that minutes are signed by the President and the Secretary after approval;
• prepares the agenda for Meetings;
• presents correspondence items for attention of Management Committee and General Meetings;
• retains copies of all relevant incoming and outgoing Club correspondence;
• retains copies of minutes of Management Committee, General and Annual General Meetings;
• records attendance at General Meetings with assistance of the Attendance Officer;
• presents new applications for Membership to the first Management Committee Meeting after receipt;
• sends condolence letter and card to family of bereaved;
• is responsible for providing the annual information statement that is required by Consumer Protection for Associations and Clubs within 6 months of the end of the financial year;
• in March each year, responds to the information circulars from PSPL and PAWA advising details of the newly elected Officers;
• distributes the notice for the Annual General Meeting;
• calls for nominations for the election of Club Office Bearers to be lodged with the Secretary prior to the February General Meeting as required by the Club’s Constitution;
• distributes nomination forms, receives signed nominations and passes them to the Returning Officer at the Annual General Meeting;
• maintains a record of names, addresses and telephone numbers of office bearers of PAWA;
• receives and processes Accident Report forms (Attachment 7.9);
• notifies PSPL of incidents;
• maintains custody of all books, documents, records and registers of the Club in accordance with Section 6.6, Record Keeping, of the Operational and Management Guidelines other than those held by the Treasurer, and Attendance Officer;
• where the Secretary’s role is shared, close liaison is maintained with the other person;
• arranges a smooth transition of duties to the next elected Secretary;
• is a signatory on the Club bank account. 

TREASURER  

• attends all Management Committee Meetings;
• is familiar with elementary book-keeping and banking procedures including cash deposits and electronic banking;
• is aware of government concessions and taxation requirements for a Probus Club;
• ensures that the Club has a not for profit bank account with electronic banking facility that requires approval for expenditure by any two of the nominated signatories, normally President, Vice President, Secretary and Treasurer; 
• submits a monthly financial report to the Management Committee and to the General Meeting;
• prepares an annual budget, setting out the anticipated Income and Expenditure in the year ahead; 
• recommends the annual subscription and any other fees;
• receives all moneys paid to the Club including annual subscriptions, nomination fees, meeting fees, door prize payments and payments associated with outings and other Club activities;
• banks all monies received within two working days;
• pays all accounts by cash or electronic funds transfer;
• ensures that Members incurring expenditure submit itemised claims, that include their name and bank details, with invoices or receipts and arranges timely reimbursement;
• ensures that Members delegated to incur expenditure follow procedures for responsible handling of money (Attachment 7.10);
• maintains the Club’s assets register and where appropriate, the purchase price, date of purchase, the location and the officer responsible for each item;
• reconciles cash book balance with Bank Statement;
• liaises with the Membership Officer in keeping the financial status of Members up to date;
• closes books at the end of the financial year, submits accounts for checking and prepares a report for the Annual General Meeting;
• arranges to update bank signatories after the Annual General Meeting, and at any other time during the year should there be a change of signatories;
• maintains custody of all financial records of the Club in accordance with Section 6.6, Record Keeping, of the Operational and Management Guidelines;
• is a signatory on the Club bank account;  
• hands over all books and records to the new Treasurer, and provides advice on procedures.

OUTINGS OFFICER  

• attends all Management Committee Meetings;
• investigates and lists suitable outings;
• ascertains feasibility, costs and booking details of proposed outings;
• submits proposed outings to the Management Committee;
• assesses that the activity is safe for Member participation and that it will be operated with due consideration for any risks involved;
• makes reservations well ahead of the activity; 
• maintains liaison with other Clubs with a view to arranging occasional joint outings;
• ensures that an accurate record of all Members and Non-Members attending each outing is recorded and that this list is available in the case of an emergency;
• retains a list of attendees for each outing for 18 months for insurance purposes;
• ensures that all Members and Non-Members have completed the Registration Form for Meetings, Outings or Tours and Activities (Attachment 7.4);
• assumes responsibility for managing any emergency arising during the activity;
• has immediate access to a mobile telephone;
• encourages Members to wear their Probus badge;
• is familiar with the Accident Reporting Procedure as outlined in Section 6.8 of the Operational and Management Guidelines;
• completes an Accident Report (Attachment 7.9 of the Operational and Management Guidelines) in the event of an accident or injury;
• requests that all Members and Non-Members carry a current medical card, or their In Case of Emergency (ICE) number in their mobile phone;
• ensures that a First-Aid kit is available at all outings;
• notifies the Newsletter Officer of arrangements for publication well ahead of the date of the outings;
• when announcing planned outings, advises date, time and place of departure and return, costs, contact’s telephone number, clear directions, if Members are to travel independently and contingency plans;
• ensures that those attending have paid before each outing and keeps complete records (Attachment 7.10);
• records all expenses for the outing, such as postage and telephone calls, and submits to the Treasurer for reimbursement, with receipts if possible;
• hands over all monies collected, including Non-Member subscriptions, to the Treasurer or other authorized officer for banking;
• arranges with the Treasurer to pay invoices from the various service providers;
• ensures that any Member or Non-Member who is unable to attend the outing is reimbursed according to their eligibility for refunds as described in Section 5.0;
• ensures fees charged for each outing cover the proportion of costs as agreed with the Treasurer or Management Committee;
• keeps a list of outings to avoid repetition and assist other Clubs who may seek suggestions;
• reports on outings to General Meetings.

NEWSLETTER OFFICER

• attends all Management Committee Meetings;
• ensures Club Members are kept up-to-date with activities through the Club Newsletter;
• circulates the Newsletter to Members by e-mail where possible, to reduce costs;
• ensures that hard copies of the Newsletter are available at General Meetings for those not using e-mail;
• posts copies of the Newsletter to Members who are not on email and are absent from General Meetings;
• arranges coverage of:
  • the day’s guest speaker and subject;
  • guest speaker program for the next two General Meetings;
  • future outings and activities and the contact for each outing/activity;
  • news of Club interest groups and contact numbers;
  • birthdays and anniversaries celebrated for that month;
  • calendar of activities for the coming month;
  • other information the Management Committee wishes to convey to all Members.
• each month, e-mails a copy to the Website Officer for inclusion on the Club’s website. 

MANAGEMENT COMMITTEE MEMBER

• attends Management Committee Meetings;
• assists with the running of the Club.

ATTENDANCE OFFICER  

• records the names of Members attending on arrival at each General Meeting;
• records the names of visitors attending on arrival at each General Meeting;
• where necessary, prepares name tags for visitors attending on arrival at each General Meeting;
• reports the attendance and apologies to the General Meeting;
• ensures Members sign out when leaving General Meetings early;
• retains custody of the “Visitors Book” and ensures it is present at each General Meeting;
• ensures visitors receive their “welcome pack” of Club Newsletter and chocolates;
• prepares “welcome pack” of Club Newsletter and chocolates for visitors;
• informs the Newsletter Officer of absentees who do not have email;
• maintains custody of all attendance records of the Club in accordance with Section 6.6, Record Keeping, of the Operational and Management Guidelines.

AUDIO-VISUAL OFFICER

• sets-up and ensures correct function of audio-visual equipment prior to monthly General Meetings;
• assists guest speaker with operation of audio-visual equipment;
• dismantles and stores all audio-visual equipment on completion of the General Meeting;
• secures all audio-visual equipment between General Meetings to conform with the Club’s insurance policy;
• works collaboratively with other audio-visual support persons, Guest Speaker Officer Photographer and Historian;
• arranges photographic and video presentation with the Photographer and Historian for projector displays of Club outings and other events.

FIRST-AID OFFICER

• maintains First-Aid kits including an annual check;
• checks First-Aid kits regularly for out-of-date supplies;
• replenishes supplies after use;
• ensures secure storage of First-Aid kits between uses;
• ensures availability of First-Aid kits at General Meetings and outings;
• administers First-Aid whenever required, especially in an emergency.

GUEST SPEAKER OFFICER

• ensures a varied program of guest speakers;
• provides a list of future speakers to the Management Committee for approval;
•  provides the Newsletter Officer with a list of speakers and subjects for the next three General Meetings;
• approaches prospective speakers as early as possible before the General Meeting;
• requests speakers to provide a title of their talk and biographical notes for the information of the Newsletter Officer and for their introduction;
• confirms in writing the arrangements, setting out details of location, time of arrival, length of address (usually up to 45 minutes plus question time), transport arrangements and contact telephone number;
• about five days before the date of the General Meeting confirms by phone, equipment, and any special requirements;
• liaises with the Audio-Visual Officer to arrange availability of the required equipment;
• greets the speaker on arrival, offers refreshments, and introduces him/her to the President;
• thanks the speaker and presents a gift (Note: gifts are not appropriate for University or Government employees);
• liaises with the Treasurer on purchase of gifts of approximately $30 in value, for speakers;
• has a shortlist of emergency speakers (possibly Club Members) who can fill in with an interesting talk at short notice;
• reports on future speakers to General Meetings.

HISTORIAN

• maintains the Club History Book;
• collects and stores appropriately, monthly Newsletters and records of special Club activities and occasions;
• records names of new Members and the date inducted;
• displays appropriate material at monthly General Meetings.

HOSPITALITY OFFICER

• is responsible for organising morning tea and “finger lunches” at General Meetings;
• purchases food and drinks appropriate to the occasion;
• organises rosters of Members to undertake the setting up of facilities for the service of refreshments;
• allocates and monitors tasks to Members assisting;
• ensures required equipment is available and that this is stored at the venue or brought to each General Meeting if kept elsewhere;
• ensures that Members assisting are acquainted with the safety requirements relating to food service;
• ensures that good hygiene practices are observed and that catering will be governed by the statutory regulations on food preparation and handling;
• ensures that all tables to be used for the serving of refreshments are secure including hot water urns;
• ensures that at the conclusion of the General Meeting all water containers are safely emptied and that all utensils are cleaned and stored hygienically;
• notifies anyone who takes food home recognises that they do so at their own risk; 
• arranges for inclusion of notation of the above periodically in Newsletter;
• organises clearing up, disposal of garbage and storage of equipment following functions;
• notifies anyone who brings catering equipment does so at their own risk;
• reports to the Management Committee as required;
• retains receipts for all purchases and records them for submission to the Treasurer for reimbursement;
• liaises with relevant Members to organise the Handover and Christmas lunch;
• reports on hospitality arrangements to General Meetings.

HOSPITALITY COMMITTEE

• assists in duties as required by the Hospitality Officer.

HOST / PAST PRESIDENT 

• attends all Management Committee Meetings as an ex-officio Member;
• under normal circumstances, the immediate Past President acts as the host;
• provides advice to the incoming President and the Management Committee as required;
• greets visitors on arrival at General Meetings;
• ensures visitors are recorded by the Attendance Officer;
• ensures visitors are made to feel welcome and are introduced to the Liaison Officer;
• ensures visitors receive their “welcome pack” of Club Newsletter and chocolates;
• acts as Returning Officer at the Annual General Meeting.

LIAISON OFFICER  

• ensures visitors to our General Meetings are made to feel welcome, are introduced to other Members and are properly accompanied during the various stages of the General Meeting;
• ensures visitors sign the “Visitor’s Book”;
• organises a name tag for visitors with no visible identification;
• ensures visitors receive their “welcome pack” of Club Newsletter and chocolates;
• as part of the General Meeting, welcomes guests and introduces them to Members;
• sends invitations to Members from other Probus Club to attend our General Meetings;
• organises Members from our Club to visit other Probus Clubs when invitations are received;
• reports liaison activities to the General Meeting.

MEDIA OFFICER

• liaises with the Management Committee, Outings Officer, Newsletter Officer, Activity Group Coordinators and Photographer to keep abreast of Club activities;
• prepares articles for publication in PAWA Newsletters, Active Retirees, local newspapers and other publications;
• encourages Probus Members to contribute newsworthy material and ideas for publications.

MEMBERSHIP OFFICER

• retains completed Membership Application forms which include the Registration for Members for Meetings, Outings, Tours and Activities (Attachment 7.4) in accordance with Section 6.6, Record Keeping, of the Operational and Management Guidelines;
• maintains a register of names, addresses, telephone numbers, email address and such other information the Club may require, of all Members;
• places names of new applicants on a waiting list if there is no vacancy available;
• prepares induction packages for new Members, including name badge, letter of introduction, Member Directory, Guidelines, Constitution and By-Laws;   
• organises all name badges and certificates, including the engraved collar bar for the incoming President;
• advises PSPL on a regular basis of any changes to the current Membership numbers including non-active Members. This is a requirement of PSPL for quarterly pro rata Capitation fees and Member benefits;
• advises the Treasurer of final Membership numbers for payment in April of Capitation fees to PSPL and Membership fees to PAWA;
• advises the Treasurer of Membership numbers periodically as required;
• provides the Outings Officer and Activities Coordinators a list of next of kin contacts of Registered Members;
• distributes current Member Directory periodically to Club Members;
• creates a “Buddy List” to facilitate communication of urgent messages among Members;
• maintains an up-to-date lists of birthdays and wedding anniversaries.

OUTINGS COMMITTEE

• assists in duties as required by the Outings Officer.

PHOTOGRAPHER

• takes photograph of new Members at their induction ceremony;
• takes photographs of guest speakers;
• takes photographs at Club activities such as getaways, Handover and Christmas Luncheons, and outings, and receives copies of photographs from Members when not present;
• circulates photographs of Club activities to Members involved;
• arranges for publication of selected photographs on the Club website;
• arranges for photographs to be available for viewing at General Meeting.

WEBSITE OFFICER

• liaises with the Management committee, Newsletter Officer, Photographer, Guest Speaker Officer, Outings Officer and Activity Group Coordinators for material for uploading to the website;
• removes outdated and irrelevant material from the website.

WELFARE OFFICER

• contacts sick, injured or bereaved Members or those who are in need of moral support or physical help;
• keeps in touch with above Members to ascertain progress;
• sends cards with appropriate welfare messages to Members;
• advises the Management Committee if support is needed, either by Member visits or transport to General Meetings;
• reports to General Meetings giving details of welfare activities.

FINANCE CHECKER  

• is a Member of the Club who is familiar with financial record keeping;
• does not require formal auditing qualifications;
• inspects the Club’s financial records at the end of the financial year;
• in consultation with the Treasurer, identifies any discrepancies and suggests alterations;
• attests to the accuracy of the accounts. 

ACTIVITY GROUP COORDINATOR  

• is responsible for the effective running of a nominated Probus Activity Group;
• liaises with the Management Committee to ensure that all activities have their approval;
• ensures that all Members have completed the Registration Form for Meetings, Outings or Tours and Activities (Attachment 7.4);
• in the case of any Non-Member participant, ensures that the form for Non-Members (Attachment 7.4) has been completed prior to attendance at an approved Club event;
• ensures that a dated list of all Members and Non-Members is recorded for each activity session and that this list is available in case of an emergency;
• retains a list of attendees for each activity for 18 months for insurance purposes;
• is familiar with the Accident Reporting Procedure as outlined in Section 6.8 of the Operational and Management Guidelines;
• completes an Accident Report (Attachment 7.9 of the Operational and Management Guidelines) in the event of an accident or injury;
• requests that all Members and Non-Members carry a current medical card, or their In Case of Emergency (ICE) number in their mobile phone, in case of an emergency;
• assumes responsibility for Risk Management of an Activity and manages any emergency arising during the activity; 
• appoints a deputy to assume responsibility, in the absence of the Activity Group Coordinator;
• has access to a mobile phone;
• encourages Members to wear their Probus badge;
• is familiar with the procedures for the collection of funds for Club activities (Attachment 7.10);
• hands any monies collected for an activity/outing or Non-Member subscription to the Treasurer for banking;
• arranges payment of invoices from the various service providers;
• ensures that any Member or Non-Member who is unable to attend the activity is reimbursed according to their eligibility for refunds as described in Section 5.0;
• records all expenses for the activity, such as postage and telephone calls, and submits to Treasurer for reimbursement, with receipts if possible;
• ensures that all costs for each activity group are borne by those attending that particular activity;
• reports any noteworthy activities to the General Meeting.

ATTACHMENT 7.8: INSTALLATION OF PRESIDENT 

INSTALLATION OF PRESIDENT

INTRODUCTION:

At the Handover following the Annual General Meeting in March each year, the out-going President calls the new President to the podium to carry out the procedure for the installation of the new President.

The out-going President, holding the box containing the Collar of Office, takes the microphone and addresses the new President as follows:

CONFIRMATION:

…………………………………(name), you have been elected as President of the Probus Club of Victoria Park Inc and as such it becomes 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 the Club and with guests and visiting Probians.

It is my honour to invest you with your Collar of Office as President of the Probus Club of Victoria Park Inc.

On behalf of all Members, I wish you a successful and rewarding year of office and invite our Members present to congratulate you with the normal acclamation”.

The out-going President then places the Collar of Office around the neck of the new President and if permitted photographs are taken for Club records.  The new President then addresses, as appropriate, the gathered Members.

 ATTACHMENT 7.9: ACCIDENT/INJURY/INCIDENT REPORT

PROBUS CLUB OF VICTORIA PARK INC

CLUB NO: 54960    INC NO: 9465

ACCIDENT/INJURY/INCIDENT REPORT

Tick one: Accident ………………………   Injury ……………………..  Incident ……………………

Date of Accident/Injury/Incident …………………Time of Accident/Injury/Incident ………

Location of Accident/Injury/Incident   ………………………………………………………………………………………………….………………………………………………………………………………………………….………………………………………………………………………………………………….…………………………………………………………………………………………………. ………………………………………………………………………………………………….

Number of Persons present at Meeting/Activity/Outing/Tour …………………………………..

Describe the activities of all parties involved at the time of the Accident/Injury/Incident   ……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………

Cause of Accident/Injury/Incident   ……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………

Telephone …………………………………. Mobile …………………………………………   Accident/Injury/Incident referred to ………………………………………for investigation into the cause and subsequent remedial action on (date) ………………………………………

 

ATTACHMENT 7.9 (CONT): ACCIDENT/INJURY/INCIDENT REPORT

Number of Persons Injured (if applicable) ……………… Form Number 30 (Details of Injuries Sustained) must be completed and attached to this form   Was the Ambulance Service called?  Yes……No …..Was the Police notified?  Yes….No….   If yes by whom? ………………………………… At what time? ……………………………   Name of Ambulance Officer in charge of treatment …………………………………………..   Name of Police Officer in Attendance …………………………………………………………   Police Station ………………………………………………………

Accident/Injury/Incident first reported to: Name …………………………………….. Position within the Club ………………………… Home Address ………………………………………………………….Postcode …………… Telephone (….) ………………………………  Mobile ………………………………………. Date Reported ……………………………  Time report made ……………………………….. If any significant delay in reporting event please state reasons ………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………

Witnesses to Accident/Injury/Incident (at least two required) Name …………………………………………………………………………………………………. Address ………………………………………………………………….Postcode ………….. Telephone ……………………………………….  Mobile …………………………………… Name …………………………………………………………………………………………………. Address ………………………………………………………………….Postcode ………….. Telephone ………………………………………  Mobile …………………………………….

 

ATTACHMENT 7.10: COLLECTION OF FUNDS FOR OUTINGS, TOURS AND ACTIVITIES

PROCEDURE FOR THE COLLECTION OF FUNDS FOR OUTINGS, TOURS, AND ACTIVITIES

The nominated Member for Outings will be responsible for the following procedures:

• appointment of responsible Members to collect monies for various outings;
• preparation of sheets with names of Members and Non-Members (preferebly alphabetically listed) attending each function;
• keeping records of payment, which need to be available for inspection by the Club Finance Checker;
• after collections at monthly General Meetings, forwarding to the Treasurer, details of the event and the amount collected for banking;
• at the completion of each event, provide a report to the Treasurer which includes the name of outing, Member’s and Non-Member’s attending, the amount paid by each Member and Non-Member, date of payment, the total amount collected and paid out, including any refunds;
• forward to the Treasurer any invoices and receipts provided by outside organisations; 
• ensure that any reimbursement required for a Member’s or Non-Member’s prior payment is recorded and the Member’s signature obtained.

 ATTACHMENT 7.11: PRIVACY STATEMENT

THE PROBUS CLUB OF VICTORIA PARK INC

PRIVACY STATEMENT

The Probus Club of Victoria Park Inc (the Club) respects your privacy and is committed to protecting your personal information in accordance with the Commonwealth Privacy Act.

The Club collects personal information needed to provide Membership services to you.

Personal information held by the Club comprises the details provided by you on your Membership Application Form, and through your involvement in Special Interest Groups and Club activities.

PSPL request Clubs provide Member details for inclusion on their central Member data base.  Members’ names are requested for Probus Insurance audit purposes.  The Probus Club of Victoria Park Inc will not be providing contact details to PSPL, only names of Members.

PSPL will uphold the integrity of the Data Base in accordance with the Privacy Acts of Australia and New Zealand.

The Privacy Permission Return provides the facility for you to separately authorise the inclusion of your personal details for the Club Member Directory (issued to all Club Members) and for the PSPL Member data base.

You have the right at any time to request :

• access to your personal information to verify the accuracy of the records;
• withdrawal of your previously given consent.

Requests relating to your personal information, held by the Club and PSPL, should be made in writing and sent to the Secretary.

ATTACHMENT 7.12: CERTIFICATE OF CURRENCY