Summary of Committee Roles and Responsibilities

The following are brief descriptions of each role for general information of members.

President

Provide leadership and direction to the management committee to ensure the Club achieves the spirit of Probus: fun and friendship. Chair general and annual general meetings, and committee meetings.

Vice President

Assist the President in providing leadership and direction to the management committee.

Secretary

Support the president to ensure the management committee functions smoothly. Ensure meetings are effectively organised and minuted, maintain up to date records, and be the key point of contact for the Club.

Public Officer

Incorporated Clubs require a member of the Committee to be designated as the Public Officer. The Public Officer acts as the contact person for the relevant regulator of incorporated associations. It is common practice for the Secretary to fulfil the role of Public Officer.

Treasurer

Ensure clear and accurate financial records are maintained and all funds are accounted for. It is not essential to have accountancy qualifications, although it is desirable for the Treasurer to be familiar with bookkeeping and banking procedures.

Immediate Past President

The Immediate Past President (IPP) is as an ex officio member of the management committee in recognition of past service as President. This is not an elected position, but an appointment to offer support and advice and to assist with the succession of the new President.

Newsletter Officer

Newsletters vary widely, some providing concise news and announcements on a single page while others assume the proportions of a community newspaper. The size, format and choice of material are the responsibility of the officer and management committee.

Publicity Officer

Raise awareness of the club by generating publicity in the local community. This includes informing the local media of Club events.

Guest Speakers Officer

Each month, members generally hear from interesting guest speakers. Many members retain an active interest in Probus because of the diversity of speakers. To hold the interest of members, programs must be well-balanced with informative and thought-provoking subjects presented by accomplished speakers.

Membership Officer

Responsible for maintaining up to date membership records, management of membership applications and assisting with membership retention and growth.

Outings, Activities and Tours Officers

The role requires planning, organisational skills, patience and imagination. More than one Officer should be appointed to fulfil this role. The management committee must approve meetings, outings, activities and tours after they are satisfied the event meets guidelines. When assessing whether to approve an event, the management committee should consider all related information, including interest from members, location, availability and cost, and only after completing a risk assessment. For insurance purposes, the approval of an event should be reflected in the Club’s minutes. The minutes should contain sufficient information to understand what is being approved.

Welfare Officer

Keep in touch with sick or bereaved members, or those feeling isolated or lonely, or who may need moral support or physical help. Fun and friendship in retirement Private and confidential for the use of members only