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Committee and Policies

Web site: http://probussouthpacific.org/pcsyndal/

Committee:

PRESIDENT:: Robert Renshaw - [email protected]
Immed. Past President:  Alma Brand - [email protected]
Vice President: Judy Davies - [email protected]
Secretary: Margaret Smith - [email protected]
Bulletin: Fay Keane - [email protected]
Treasurer: Brian May - [email protected]
Outings Coordinator: Del Gilder - [email protected]
Speakers: Hedi Cumming - [email protected]
Welfare: Heather Robinson - [email protected]
Membership: Brian Towers - [email protected]
Catering: Lyn Grenfell - [email protected]
Rotary Probus District Chairman and Club representative: Robert Renshaw – Email: [email protected]

 

 

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RISK MANAGEMENT POLICY

CLUB NO.  58448

DISTRICT NO.9810

RISK MANAGEMENT POLICY

ADOPTED BY THE PROBUS CLUB OF THE COMBINED PROBUS CLUB OF SYNDAL (INC.)

CONTENTS

                              1. 0    GENERAL STATEMENT OF POLICY.                         

                             2. 0    DISCLAIMER                            

                             3. 0    SAFETY AND PROTOCOL

                                      3.1     MEETING ROOM(S).

                                      3.2     FOOD SERVICE.

                             4. 0    ACTIVITIES, OUTINGS and TOURS

                             5. 0    HANDLING OF MONEY                            

                             6. 0    OTHER ISSUES     

                             7. 0    FORMS

 COMBINED PROBUS CLUB OF SYNDAL (INC.)

RISK MANAGEMENT POLICY

 1.0   GENERAL STATEMENT

 THIS POLICY WAS ADOPTED BY THE MEMBERS OF THE COMBINED PROBUS CLUB OF SYNDAL (INC.)

 AT A GENERAL MEETING HELD ON FRIDAY 23 AUGUST 2013  

 THE COMBINED PROBUS CLUB OF SYNDAL (INC.) RECOGNISES THE NEED TO ENSURE THE MINIMISATION OF THE POTENTIAL RISKS TO MEMBERS AND VISITORS, WHICH MAY OCCUR AS A RESULT OF THEIR PARTICIPATION IN THE ACTIVITIES OF THE CLUB.

 IT IS IMPORTANT TO THE OVERALL ENJOYMENT OF THE CLUB THAT POTENTIAL AREAS OF RISK BE IDENTIFIED AND CONTROLS PUT IN PLACE TO REDUCE THE POSSIBILITY OF INJURY.

 THIS POLICY IS ALSO DESIGNED TO PROVIDE FOR OFFICERS, COMMITTEE & SUB COMMITTEE MEMBERS AND LEADERS OF ACTIVITIES, OUTINGS AND TOURS CONFIDENCE IN THEIR ADMINISTRATIVE ROLES WITHIN THE CLUB.

 NOTHING IN THIS POLICY IS DESIGNED TO RESTRICT THE ENJOYMENT OF MEMBER’S OR VISITOR’S PARTICIPATION IN THE ACTIVITIES OF THE CLUB.

 THE PURPOSE OF THIS POLICY IS TWOFOLD:-

1.  TO REDUCE THE RISK OF INJURY.
2.    TO PROTECT THE CLUB AND ITS MEMBERS IN THE EVENT OF ACTION BEING TAKEN AGAINST THE CLUB, ITS OFFICERS,COMMITTEE AND SUB COMMITTEE MEMBERS, ACTIVITY LEADERSOR INDIVIDUAL MEMBERS.
 2.0    DISCLAIMER                                                                   

The COMBINED PROBUS CLUB OF SYNDAL (INC.) in no way claims this manual to be a comprehensive document covering all aspects of “Risk Management” which is 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 COMBINED PROBUS CLUB OF SYNDAL (INC.) the Management Committee and the Risk Management Sub Committee does not accept any responsibility for any errors, omissions or inaccuracies whatsoever within in the document.

This Manual is provided on the basis that the COMBINED PROBUS CLUB OF SYNDAL (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.

 3.0     SAFETY AND PROTOCOL

 3.1     THE MEETING VENUE.            

          The Committee shall ensure: -

 (1)     A First Aid Kit is available for use at all meetings.               

(2)         A record of all members, guests or visitors attending meetings is maintained.

 (3)         All power leads, microphone cables and other fittings are properly secured or covered.

(4)         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                        

(5)         A list of emergency numbers is kept and maintained at registration desk at all times.

 (6)         Normal/reasonable duty of care is undertaken and observed.                 

3.2     FOOD SERVICE.

 (1)         The Hospitality Officer shall be responsible for:

(a)  Club managed food and beverage services.

(b)  Rosters for the setting up and the cleanliness of facilities.

(c) Good hygiene practices undertaken and observed.

 

4.0   ACTIVITIES, OUTINGS AND TOURS      

(1)     The appointed officers shall manage all approved club activities with the assistance of delegated sub committee members.

 (2)         Where possible a record of members, visitors and guests attending to be maintained.

(3)         Any incidents/accidents/injuries to be recorded and if necessary for insurance purposes be reported to The Probus Club – South Pacific (PCSP).

 5.0     HANDLING OF MONEY

 The Treasurer shall be responsible for: -

(1)         The financial management of club funds under the direction of the Management Committee.

 (2)         The Treasurer may delegate the collection of monies being paid by members/guests for club activities to the Leaders of such programs.

 (3)         The banking of all collected monies within two working days for insurance cover.

 (4)         The Committee must approve all financial transactions made by the Club and   ensure that all payments are made by cheque carrying two authorised signatures.

 (5)         The Committee shall ensure that no payments are made without evidence of the debt by way of invoice, voucher or receipt.

 (6)         A register of the Clubs assets shall be maintained.

Note - Cash based accounting system rather than an accrual system need not allow for depreciation of assets.

(7)         A Budget, setting out the anticipated Income and Expenditure, shall be adopted annually.

6.0     OTHER ISSUES

 The Management Committee shall endeavor to address issues related to: -

 (1)         Risk assessment and management.

(2)         Privacy legislation                     

 7.0     FORMS

                   (a)     ACCIDENT/INJURY/ INCIDENT REPORT 

                    (b)      DETAILS OF INJURIES SUSTAINED  

 

 

ACCIDENT / INJURY / INCIDENT REPORT

 

Tick where applicable:           

                                        Accident……               Injury……             Incident……                                     

 

Name of injured person(s) (1) ……………………………..……

                                              (2) …………………………………..        

 

*Injury details to be completed on separate sheet.

 

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.

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

Number of Persons Injured (if applicable)    ……………

 

Was the Ambulance Service called?           Yes……No…….         

Was the Police notified?                               Yes…….. No……….. 

If yes by Whom ?……………………………………. and 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…………………………………………………Post Code………...

Home Phone (    )………………………………….. 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……………………………………………

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

………………………………Post Code………….

Telephone…………………      Mobile…………………………  

 

Name……………………………………………….      Address…………………………………………….

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

………………………………Post Code…………

Telephone…………………      Mobile…………………………  

 

Accident / Injury / Incident referred to…………………………………………………….(name of official)

 

Confirm recorded in Minutes   Yes/No     Date ………………………

 

Confirm notification to Probus Centre – South Pacific Inc.  

Yes/No    Date …………………….

 

 

DETAILS OF INJURIES SUSTAINED

 

Name of injured person(s) (1) ……………………………..……         

 

Details of injury: ………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………

 

Name of injured person(s) (2) ……………………………..……         

 

Details of injury: ………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………

 P R I V A C Y   P O L I C Y

 

               COMBINED PROBUS CLUB OF SYNDAL Inc.

 

The information collected in relation to members shall be held in accordance with the information privacy principles contained in the Privacy Act.  The club shall ensure that it complies with such information privacy principles and shall not disclose any such information, except in accordance with the provisions of the Privacy Act.

 Members:

It is a condition of membership of this club that each member consents pursuant to the Privacy Act to personal information in the form of his/her name, residential address, telephone and mobile number, email address and office held in club (where necessary) being included in a membership list.

 Club Internal Directory:

 Members retain the right to request withdrawal of their personal details from this publication prior to printing and circulating to members.

 The Directory of Members is for the exclusive use of members of the Combined Probus Club of Syndal  Inc.and should not be made available to persons who are not members.

 Club Newsletter:

The following endorsement shall be included in each edition of the club newsletter –

‘Private and Confidential, for Probus use only and not to be used for any other purpose’.

 Welfare:

Medical condition details should not be made available to any person or body without prior approval of the member concerned.

 Medical cards are not the responsibility of the club or Tour Leader; they must remain the responsibility of individuals to keep current and to hold personally.  Our insurers will not defend a claim of negligence against a club or member for not providing a medical card belonging to a member or guest in the case of an emergency.

 New Members:

The following wording is to appear on the Club’s Application for Membership –

‘I agree to accept the concept of Probus and to take an active role in both attendance and participation of this Club.  I acknowledge that at some time during my membership, I may be called on to take an active role in the Committee of Management.

I consent to my name, address, email and telephone number being included in a ‘Directory of Members’ to be distributed only to members of the Combined Probus Club of  Syndal (Inc) and not distributed or sold to outside agencies.

I accept that the information may be used by Probus for Probus use only. 

 ‘Privacy Statement: Information given above is kept private and confidential and only used within the confines of Probus and is not to be used for any other purposes’.