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                      PROBUS CLUB OF SOMERVILLE

                         STANDING RESOLUTIONS

 

 

  1. A.     STANDING RESOLUTIONS REQUIRED BY THE CLUB’S CONSTITUTION

 

  1. The Club will be managed by a Management Committee (“Management Committee”) comprising a President, the Past President, one or more Vice-Presidents, a Secretary, a Treasurer, the Communications Officer and other members of the Committee in such roles as may be decided from time to time. Constitution clause 7(a).

 

  1. Nominations for election to the Committee will require a proposer and seconder by two Voting Members of the Club. (Constitution clause 8(b).

 

  1. The Club will meet monthly at 9:45 am on the 3rd Wednesday of each month (Constitution clause 12(a).

 

  1. In relation to Committee Meetings, at least one month notice must be given to Committee Members. (Constitution clause 7(j).

 

  1. The annual subscription will be $55 and is payable by members by 31 March each year. The joining fee payable by new members will be $15. (Constitution clause 14(a).

 

  1. The maximum number of Ordinary Members of the Club will be 100. (Constitution clause 5(f).

 

  1. There will be no more than one (1) Honorary Member at any one time. (Constitution clause 5(f).

 

  1. There will be no more than three (3) Life Members at any one time.  (Constitution clause 5(f).

 

  1. The Treasurer will submit financial reports to general meetings on a monthly basis. (Constitution clause 10(b).

 

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

 

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

 

  1. B.     ADDITIONAL STANDING RESOLUTIONS

 

12.  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.

 

13.  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 that vote.

 

14.  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.

 

15.  Subscriptions (Constitution clause 14)

 

(a)    The recommendation by the Treasurer of a suitable subscription to cover the annual budgeted needs of the Club shall be notified to the Committee, and, if approved, a recommendation shall be made to the Annual General Meeting.

 

(b)   The Committee may terminate the membership of any member who has not paid the prescribed subscription within three (3) months of the Annual General meeting.  Correspondence will be sent to the member and if no response is received within 28 days membership will be terminated

16.  Finance, Management of funds and signing of Documents (Constitution clause 16)

 

(a)    The Committee will ensure that the Club’s annual financial statements will be certified, reviewed or audited if there is a legislative requirement to do so.

 

(b)   Except for Outings, Activities and Tours, the Committee cannot approve any expenditure of more than ten (10%) of member’s funds without approval of members at a General Meeting

 

17.  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.

 

18.  Attendance:

 

(a)    Members are expected to attend 50 % of the Club’s monthly meetings in any calendar year, subject to any leave of absence being granted by the Committee.

 

(b)    Membership may be terminated if a member misses (4) consecutive meetings of the Club without an apology being made.  After (3) consecutive meetings the Secretary shall send a letter to the member reminding them of this Standing Resolution

 

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

 

20.  The Club will adopt a Privacy Policy that outlines how it will collect, hold, use and disclose members’ personal information. (Refer to the Probus Club Handbook for further information).