PROBUS CLUB OF VICTORIA PARK (Inc)

Established in 1982 

STANDING RESOLUTIONS

BACKGROUND 

PROBUS CLUB OF VICTORIA PARK (Inc)

Established in 1982

STANDING RESOLUTIONS

The Victoria Park Probus Club Inc. 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.

The Constitution is formally registered with the Department of Industries, Tourism and Sport.

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 cannot be inconsistent with a Club’s Constitution. A Club’s Constitution will prevail in the event of any such inconsistency.

A.  STANDING RESOLUTIONS REQUIRED BY THE CLUB’S CONSTITUTION

1. The Club will be managed by a Management Committee (“Committee”) comprising a President, Vice-President, Secretary, Treasurer (the executive) and up to two other members of the Committee in such roles as may be decided from time to time. (Constitution clause 7.(a)).

a)     The President, Vice President, Secretary and Treasurer cannot legally perform more than one of the “executive” roles but can perform other roles such as Hospitality, Liaison, Outings etc.

b)     A committee member may fill one other role in addition to a committee role.

c)      The Committee can decide which additional roles held by elected officers may be included  at  a  committee  meeting  with  no  right  to  vote. (These could be: Guest Speakers’ Officer, Outings Officer, Membership Officer, Newsletter Editor, Publicity Officer and/or Hospitality Officer).

1. Nominations for election to the Committee will require a proposer and seconder by two Voting Members of the Club and should be in the hands of the Secretary before the conclusion of the February meeting. (Constitution clause 8.(b)).
   1. The newly elected Management Committee will take office at the conclusion of the annual general meeting. (8)j)

1. The maximum number of consecutive terms for which the President and other committee members may serve in the same role is two terms. (8.(l))

1. The Club will meet monthly at 10.00am on the 3rd Wednesday of each month, with the exceptions of December/January at a place suitable and agreed upon by the members.(12)) b
   1. In relation to Committee meetings, the date, time and venue will be noted at the close of each meeting and included in the Newsletter to be sent electronically to all members 7.(j)) The committee may choose to meet or not in December and January.

1. The financial year of this Club shall end on 31st December and commence on the first day of January the following year. (Constitution Reference 16.(b))

1. Members of the Club shall pay an Annual Membership Fee and a Joining Fee. The amount of these fees is reviewed by the Management Committee at the February Committee Meeting and presented for endorsement by Members at the Annual General Meeting to be held by 31st March each calendar year. 14.(a))

1. The Membership Fee is due and payable on 1st April each year. Should a member have not paid the annual subscription by 30th June the Management Committee may recommend to members the termination of the non-paying Member’s membership after appropriate reminders have been sent to the Member. 14.(d)

10.  The maximum number of Ordinary Members of the Club shall be 100. 5.(f)) .

11.  There will be no more than two Honorary Members at any one time. (Non-members with no vote. Eg Patron and/ or Ambassador. 5.(g)).

12.  There will be no more than six Life Members at any one time. 5.(f)). (Refer Attachment 1)

13.  The Treasurer will submit a financial report to the general meeting on a monthly basis. (Constitution clause 10.(b)).

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

B.  ADDITIONAL STANDING RESOLUTIONS

15.  The Immediate Past President is an ex officio member of the Committee by virtue of his or her past service as President with voting rights. However, the Immediate Past President may choose not to exercise this right.

16.  . If a Committee position is not filled at the Annual General Meeting, or if a member resigns a position, the Committee can fill the casual vacancy by a Club member appointed by the Committee (Constitution reference 7.(c))

17.  The 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.

18.  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. 16. (e)

19.  The Committee will ensure that the Club’s annual financial statement will be certified, reviewed or audited if there is a legislative requirement to do so. If there is no legislative requirement then the Club will have its financial statement certified, reviewed or audited by a person who is not involved in their preparation. 16(c)

20.  Visitors may attend a maximum of 3 meetings and/or activities of the Club. If a person continues to attend meetings and/or activities beyond this protocol, that person will be classified as a non-member and the Club will be required to pay the non-member capitation fee to PSPL. 5. (f)

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

22.  The Club will maintain a waiting list protocol as follows:

(a)    the maximum number of persons on the waiting list will be 10.

(b)   an expression of interest to join the Club will be recorded on the waiting list by date.

(c)    a membership application form will only be offered to a person on the waiting list when a vacancy becomes available.

(d)   monies will only be received or accepted from a person on the waiting list when an application for membership has been approved by the Committee.

(e)    persons on the waiting list may attend Club meetings and/or activities in accordance with the Club’s protocol for visitors. People on the waiting list are treated as non-members. If they attend meetings/activities and if more than 3 attendances then capitation fee is payable by the Club.

(f)     Notwithstanding the date on which a person joins the Club , the joining fee (if any) is payable in full. 14.(f)

23.  A member may resign from the Club by giving written notification to the Secretary.

Club members are expected to be active and where possible: (a) To attend all general Club meetings. (b) To participate in Club events/activities and outings. (c) To volunteer to assist with morning teas and meeting room setup and takedown. Requests for these activities will be made during club meetings. (d) To volunteer to take a role on the Management Committee.

24.  All offers of gratuities, free or discounted goods, services, entertainment, accommodation or trips made to members or members of the Committee shall be referred to the Committee for consideration.

(a)   The nature of the gratuity must be declared to the Management Committee before the outing/event.

(b)    Action taken by the Committee following this consideration shall be based on the perceived best interests of the Club.

(c)  Acceptance of any such offers by the Club shall not be construed as indication of favour or preference to the Companies or individuals making such offers

(d)  The Management Committee has final say in this regard and will ensure that the incentive is documented in the Committee meeting minutes.

25.  Source of funds. Subject to Clause 4.(d), the funds of the Club may be derived from joining fees, subscriptions, donations, member raffles, door prizes, grants, interest and such other sources as approved by the committee. Clause (15).

26.  Refunds for deposits or payments in regard to events/outing/activities will not be refunded once the advertised closing date for receipt of monies has been passed. Special circumstances will be considered by the Management Committee.

27.  The Club shall operate under a Privacy Policy in accordance with the Privacy Act 1988. The information collected in relation to members shall be held in accordance with the information privacy principles contained in the Privacy Act

28.  The Club adopts the Risk Management Policy in line with the guidelines distributed by Probus South Pacific, which shall form part of these Standing Resolutions, unless it conflicts with WA State law.

29.  Life Membership may be awarded in accordance with the Life Membership Policy statement detailed in ATTACHMEN T 1 of these Standing Resolutions.

a)  The Life Membership selection committee is to comprise at least three members who will be independent of the Management Committee. Ideally both male and female will be represented on the selection committee and if practical one member should be a current Life Member.

30.  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.

AMENDING STANDING RESOLUTIONS

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

1. To amend or replace, or rescind a Standing Resolution, the members at a general meeting must pass by majority vote of those in attendance either an amendment to an existing Resolution, or propose a new Resolution, or rescind an existing Resolution. 12.(j)

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.

1. 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 by show of hands. 12. (d)

1. Changes to Standing Resolutions will require a simple majority vote of those members present with voting rights at a general meeting.

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.

Endorsed by members on:_________________________________ 

President_____________________________________ Secretary_________________________________________ Name:_________________________________________ Name:____________________________________________ Date______________________  Date___________________________ 

ATTACHMENT 1

Life Membership - Victoria Park Probus Club

Policy Statement (as amended at July 2012 General Meeting)

The granting of life membership of the Victoria Park Probus Club is reserved to those who have made an outstanding contribution to the Club.

Life members shall be exempt from payment of subscription fees whilst enjoying all the privileges of membership.

Life membership shall be a meaningful recognition bestowed sparingly.

This policy sets out the minimum criteria to be eligible for nomination for an award of life membership of the Victoria Park Probus Club.

This award exists to recognise the valuable contribution of individuals to the current and the future existence of the Club. It is therefore to be awarded only in exceptional circumstances.

In considering the award of life membership an individual should have

demonstrated significant, sustained and high-quality service enhancing the operation, reputation and future of the overall Club.

The points to be taken into account when considering any nomination include: The principles of Probus: fun, fellowship and friendship.

Criteria for Selecting Life Members

1.  Commitment to the principles of fun, fellowship and friendship by -

1. promoting the club in a positive way - examples required;

b.  interacting with all club members in a positive fashion; and

1. welcoming new members and introducing them to others.

2.  Enduring leadership qualities but not necessarily as President. (Examples required.)

3.  Outstanding and prolonged service that exceeds normal expectations.

4.  Length of service shall be not less than 10 years.