Probus Club of Kitchener-Conestoga. Handbook INDEX

1 Probus Club of Kitchener-Conestoga Handbook INDEX The Probus Story Pages 2-5 Constitution Pages 6-10 Bylaws Pages 11-13 Policies and Procedures Pages 14-19 Management Responsibilities Pages 20-25 Miscellany Pages 26-30 Revised May, 2015

2 Part 1 The Probus Story 1.1 Who Are We PROBUS is the association of retired and semiretired persons who join together in autonomous Clubs throughout the world. The word PROBUS is an abbreviation of the words PROfessional and BUSiness, but membership is not restricted to these two groups. It also embraces former executives of government and other organizations and, in fact, anyone who has had some measure of responsibility in any field of endeavour. The basic purpose of a PROBUS CLUB is to provide regular gatherings to those who, in retirement, appreciate and value opportunities to meet others in similar circumstances and of similar levels of interest. The emphasis is that the Clubs: Be simple in structure. Be free from the constraints and obligations of service Clubs. Involve members at a minimum cost. Be directed, primarily, to providing fellowship and the opportunity for development of acquaintance. Seek members who are compatible with one another. Their activities normally fall into two parts: A meeting on a set day of each month for about 1½ hours, comprising about 30 minutes of business, 15 minutes coffee break and 45 minutes for a speaker and discussion Visits (between meetings) to organizations and places of particular interest to members and occasional social and sports activities Rising out of their membership and activities there is self-generating goodwill, a sense of belonging, a diverse background of interests, fellow feeling and cordiality evident within the Clubs, ensuring for PROBUS a highly successful future as a firmly established part of the community. To preserve the integrity and reputation of these autonomous Clubs, they are encouraged to adhere to the standard constitution provided. This has proved to be a very successful

3 basis for serving the needs of retirees in the many countries in which the PROBUS movement is now flourishing. Some Important Features: The Clubs are non-political and non-sectarian They are non-profit and non-fund raising All Clubs are sponsored by Rotary or by an existing Probus Club, but on formation are autonomous, independent of their sponsor and independent of each other. There is no central governing body but Rotary or the sponsoring Probus Club maintains contact and an ongoing interest in their progress. Past membership in Rotary, or any service Club is not a requirement for potential members of PROBUS. Some Probus members are members, or past members, of Rotary or other service Clubs. There is no restriction on the number of members from any one vocation. There is no compulsion to attend any number of meetings. PROBUS members may be active members of any other organization and many are. Members' spouses and guests are invited to take part in most visits and in special functions. 1.2 Founding Clubs Probus Clubs spring from two main roots: the "Campus Club" founded by the Rotary Club of Welwyn Garden City and the "Probus Club" founded by the Rotary Club of Caterham in England in 1965 and 1966 respectively. Since then they have spread worldwide and continue to be established at a rapidly increasing rate as former professional and business persons and executives, invited to join, recognize the value of participation and observe the enthusiasm of existing members and the way in which PROBUS enriches their lives. PROBUS moved to New Zealand in 1974 and to Australia in 1976. There are now over 2200 Clubs and over 190,000 members in the Pacific Region. The U.K has also expanded tremendously. The first PROBUS CLUB in North America was the PROBUS CLUB OF CAMBRIDGE, Ontario sponsored in 1987 by the Rotary Club of Galt in Rotary District 7080. We have now chartered 201 Probus Clubs in Canada with a membership of over 27,000 persons. (May 1, 2009) PROBUS CENTRES, organized by Rotary, are set up to encourage and advise on the formation of further Clubs, maintain an up to date directory of local Probus Clubs, distribute lapel pins and

4 other regalia as may be found necessary, and publish a Probus Newsletter regularly, giving ideas and information on the activities of local Probus Clubs. A small annual contribution per member assists in funding the operations of Probus Centre-Canada, Inc. It is important to recognize that Probus Centre-Canada, Inc. owns and controls the Probus Logo and Probus Name in Canada. 1.3 Probus Club of Kitchener-Conestoga In 1994 Bob Weber was the President of the Rotary Club of Kitchener-Conestoga (RCKC). At that time, Probus Clubs were sponsored by Rotary Clubs and Bob Weber considered that there was a need for another Probus Club in K-W there were four Clubs at the time, one Men s Club and three Women s Clubs. The need was based on the ageing of RCKC members, many of whom were resigning from the service Club and could be interested in a Probus Club directed primarily to providing fellowship free from the constraints and obligations of a service Club. At a RCKC Board of Directors meeting in the Fall of 1994, Bob suggested that RCKC sponsor a new Men s Probus Club and requested seed money to the amount of $1,000. His proposal was approved. An Organizing Committee was formed with Bruce Scandrett, immediate Past President of RCKC, as Chair. The Committee included H. Basse, W. McGregor, F. Routery and B. Weber who met in February of 1995 to discuss the formation of the Probus Club. Twenty-one RCKC members had expressed an interest in the concept of such a Club. The initial plan was to form the new Club in the spring of 1995 but for various reasons the date was delayed to September 1995. At a meeting in the Granite Club, Kitchener, on the 26 September, 1995, a resolution to form the Probus Club of Kitchener-Conestoga (PCKC) was passed. Fifty men attended the meeting in which the first Executives of the Club were nominated and approved as follows: President Fred Routery 1 st VP Jim Robertson, 2 nd VP Ken Summers Secretary Gordon McConnell & Treasurer Bob Richards Probus Centre-Canada, incorporated in 1995, issued its Accreditation Certificate for the Probus Club of Kitchener-Conestoga confirming it was registered as Probus Club #51 on the 26 th September, 1995.

5 Charter Membership of the PCKC topped-off at 93 by the end of December, 1995. At that time a cap of 100 members was set. By the end of April, 1996, membership had reached 100 and the cap had to be reset at 110. Membership fees were $25. A survey done in April, 1995, indicated the membership s main pastimes were golf and skiing and they rated 1, 2 & 3 their special interests as travelogues, Drayton Theatre and plant tours. Our traditional BBQ and Christmas Lunch were established as annual events in our 1 st year of our operation.

6 Part 2 Constitution The word PROBUS is registered under The Canada Trade Mark Act. It may be used only by PROBUS CLUBS, PROBUS Associations and other bodies accredited by PROBUS CENTRE CANADA. To hold accreditation, PROBUS CLUBS must maintain in their constitution and comply with those paragraphs shown in italics below and on the following pages. The word PROBUS and the logo must not be used for any commercial purposes in Canada without express approval from the PROBUS CENTRE-CANADA. The formation of a PROBUS CLUB requires approval of and sponsorship by a Rotary Club. Article 1. Title 1.1 The Club shall be called THE PROBUS CLUB OF KITCHENER-CONESTOGA. Article 2. Aims and Objectives 2.1 The purpose of a PROBUS CLUB shall be: to provide regular meetings for retired and semi-retired professional and business men, former executives and others with like backgrounds who appreciate and value, in their retirement, increased social contacts and opportunities to meet others to hold discussions and hear addresses on topical subjects at intervals as agreed by the member to arrange visits by members to places and organizations of appeal. 2.2 The activities of the Club shall be directed primarily towards providing fellowship, the development of acquaintance and active participation in the Club s activities at a minimum cost to members. 2.3 No competition is envisaged with other organizations. 2.4 The Club shall be non-political and non-sectarian. 2.5 The Club shall not be a fund raising organization.

7 Article 3. Membership 3.1 The Club is for men with professional, business and executive backgrounds and others who have had some measure of responsibility or achievement in any field of worthy endeavour. 3.2 Application for membership must be sponsored by one (1) member and approved by the Management Committee. 3.3 Regular attendance is not mandatory. 3.4 Members may belong to any number of other PROBUS CLUBS subject to their acceptance by those Clubs. Article 4. Management 4.1 The Club shall be managed by a Management Committee comprised of an elected Executive and appointed Committee Chairmen. The Executive will consist of a: President 1 st VP (who will also be President-elect) 2 nd VP (who will be Chairman of the Program Committee) Secretary Treasurer Immediate Past President. Committee Chairmen will be responsible for the following committees: Archivist Communications Health and Wellbeing Membership Sergeant-at-Arms Special Events There shall also be an Assistant Secretary and Treasurer. 4.2 A new president shall be elected each year. 4.3 The Management Committee shall meet monthly or as the need arises.

8 4.4 50% of the members of the Management Committee shall form a quorum and, where there is an equal division of voters, the Chairman shall have a second or deciding vote. Assistant committee members may attend Management Committee meetings but each committee has one vote. 4.5 The Management Committee shall appoint a member in good standing to fill any vacancies of the Board until the next election. 4.6 The Management Committee has the power to appoint sub-committees. Article 5. General Meetings 5.1 General meetings of the Club will be held monthly on the last Tuesday of the month from 9:30 AM to 11:30 AM at the normal meeting place or at such other time, day and place as may be decided by the Management Committee. 5.2 At the May General Meeting, the Nominating Committee will present a proposed slate of Executive candidates to serve as officers of the Management Committee for the next fiscal year starting July 1st. The presiding officer will call for any additional nominations from the floor. Additional nominations must be filed with the Secretary not less than two weeks prior to the June meeting. The nomination shall require a proposer, a seconder and the permission of the person nominated, in writing. If there are additional nominations an election shall be held at the June meeting otherwise the slate of candidates nominated by the nominating committee shall be approved and declared elected at the June General Meeting. The successful candidates and the appointed members will take office commencing July 1st following. 5.3 At the June General Meeting, a Members Meeting will be held for the purpose of electing the Board for the following year. 5.4 The Annual General Meeting will be held at the September General meeting to receive the financial report from the previous year. 5.5 The Secretary will call a Special General Meeting at the request, in writing, of not fewer than twenty five members and shall give at least two weeks notice of such meeting with full particulars of the purpose for which it has been called. 5.6 The quorum at General Meetings shall be 25% of the total Club membership. 5.7 Voting at General Meetings shall be by show of hands or by ballot if requested. 5.8 The Chairman shall have a second or deciding vote where there is an equal division of the votes.

9 Article 6. Notice of Motion 6.1 A Notice of Motion must be in the hands of the Secretary, in writing, at least one meeting prior to the meeting at which the Motion is to be put forward. Article 7. Financials 7.1 An annual financial review shall be conducted and a report presented to the Management Committee within seven months of the fiscal year end. This review may be conducted by a qualified member of the Club who is not a member of the Management Committee. 7.2 The Treasurer shall deposit all funds of the Club in a bank or trust company named by the Management Committee. The signatories for this account will be one of the President, 1 st VP or 2 nd VP and one of the Treasurer or Assistant Treasurer. 7.3 In order to support the requirement of an annual review of the Club s finances, financial records should be maintained in a manner consistent with generally accepted accounting principles (GAAP). Article 8. Fees and Dues 8.1 Annual dues shall be set by the Management Committee. 8.2 The annual dues shall be payable beginning on June 1. If dues are not paid by October 31, membership will be terminated on the recommendation of the Management Committee. 8.3 The Management Committee will establish a schedule of fees for new members who join during the year. Article 9. Amendments 9.1 Any clause in this constitution may be amended at any regular meeting, a quorum of 25% of members being present, by two-thirds vote of all members present, provided that the required Notice of Motion is given per Art 6. 9.2 Any amendments to clauses in italics must be consistent with the spirit and intent of the National Probus Standard Constitution.

10 Article 10. Registration 10.1 The Club Secretary shall register its current meeting arrangements, membership strength, names and addresses and telephone numbers of its President and Secretary with PROBUS CENTRE-CANADA on formation and again in October each year for inclusion in the Directory of PROBUS CLUBS for the region produced in December of each year. 10.2 The Treasurer shall remit to Probus Centre - Canada, Inc. the annual assessment levied by Probus Centre Canada, Inc. by December 31 st. Article 11. Nominating Committee 11.1 The President shall form a Nominating Committee consisting of: Past President President 1 st Vice President 2 nd Vice President 11.2 Its duty will be to propose a slate of officers and appointees of the Management Committee for the ensuing year to the membership at the General Meeting in May to be voted on by the membership at the General Meeting in June. Article 12. Bylaws 12.1 Club Bylaws and their amendments shall be consistent with this Constitution.

11 Part 3 Bylaws Bylaw 1. Territorial Limits 1.1 Membership shall be primarily for residents of Kitchener, Waterloo and area. Bylaw 2. Membership 2. 1An application for membership shall be accompanied by a cheque for the annual dues as set by the Management Committee. 2.2 Upon acceptance by the Club, a new member shall be given a Probus lapel pin and a name badge by the President or his designate, as well as access to the Constitution and Bylaws. 2.3 Honorary Members. A lifetime honorary membership may be awarded to individual members in good standing in recognition of meritorious achievement and/or outstanding contribution to the Club bringing distinction and /or recognition to the Club. This membership category will not be required to pay membership dues during his life time. Benefits enjoyed are subject to continued compliance with Club by-laws, regulations and policies as determined by the Management Committee. Charges for normal activities (i.e.: B.B.Q., Christmas, etc.) shall still apply. Nominations for Honorary membership shall be submitted by the Nominating Committee to the Management Committee for their approval. 2.4 Loyalty Members. Members who have been members in good standing for five years or more, who have participated in the Club s activities, but due to health problems are no longer able to attend meetings or functions will be designated as Loyalty Members. A list of possible members to this category will be prepared each year by the Membership Chair and approved by the Management Committee. This category will not be required to pay membership dues and shall enjoy all privileges of membership except voting and holding office. Loyalty members will receive Newsletters and be listed separately in the Club Directory as such. 2.5 Conduct of Members. If, in the opinion of and after due consideration by the Club s Management Committee, a member conducts himself in such a manner as to bring discredit on the organization or he causes discord within the membership, he may be asked to resign. The resignation request should be made if, after discussion between the member and the Management Committee, the conflict is not resolved.

12 Bylaw 3. Management 3.1 The President or designate shall preside at all meetings of the Management Committee and the Club 3.2 The Secretary shall be responsible for all minutes of the Club. 3.3 The Treasurer shall maintain and control all financial records of the Club and provide monthly financial statements to the Management Committee. 3.4 The Membership Chair shall be responsible for the membership roll which shall include members' names and contact information. The membership roster shall be distributed to the members at least annually, and shall include a statement that it is not to be used for commercial purposes. 3.5. The President shall review the Club s Constitution, Bylaws and Policies & Procedures with his Management Committee prior to or at the first Management Committee meeting following the establishment of a new committee. The Review should include the duties and responsibilities of the Executive Officers and Committee Chairmen as set forth in Part 5 of this document: Management Responsibilities. Bylaw 4. Non Profitability 4.1 Club activities are to be budgeted to break even. 4.2 The Club may advance funds, with the approval of Management committee, when prepayment of event tickets is required prior to collection of funds from members. Such advances shall be repaid to the Club. 4.3 An individual member of the Club must not gain from a discount, commission, gratuity or other benefit arising from a Club activity. Bylaw 5. Amendments to Bylaws Any Bylaw may be amended by a majority vote of the Management Committee. The proposed amendment must be immediately communicated to the Membership and again at the next Monthly Meeting. If no objections are received from the Membership by the end of that Monthly Meeting, the proposed amendment will be considered passed. If an objection is received, the membership will be notified of a vote to be held at the next General Meeting. Should the membership reject the proposed amendment by a two-thirds majority vote of those present, it

will be returned to the Management Committee for further consideration, rewording and possible resubmission. 13

14 Part 4 Policies and Procedures P&P 1. Admission of New Members 1.1 The President and Membership Chairman will regularly keep the Club informed as to membership availability. 1.2 Having confirmed that there is an opening, the sponsor should bring the prospective member to a regular monthly meeting. 1.3 If the guest shows an interest in joining the Club he should be introduced to the Membership Chairman and the sponsor given an application form. 1.4 The sponsor completes the application form with the prospective member and gives it to the Membership Chairman together with the applicant s cheque for the annual dues. The sponsor gives the Chairman a brief history of the applicant. The Membership Chairman then presents the application to the Management Committee and a vote is taken regarding approval or rejection. a) If approved, the Membership Chairman arranges a date for induction, and arranges for the inductee to be present at that meeting. At the time of induction the Chairman will introduce the new member to the Club and the President or his designate will read the membership charge. See P & P 2 for membership charge. b) If rejected, the sponsor is informed and has the opportunity to speak to the committee on the applicant s behalf. The cheque for annual dues will be returned to the applicant who will be informed by the Membership Chair of the Committee s decision. 1.5 The President will welcome the new member and present him with the new member kit containing: Probus Pin, Name Badge (red dot), Membership Roster and Photo Directory, and access to the Club Constitution and Bylaws and Club s history. 1.6 Copies of the approved application will be given to: President for induction, Archivist for Roster and Photo Directory Communications Chairman for Newsletter Sergeant-at-Arms for Name Badge

15 P & P 2. Membership Charge You have been accepted for membership in the Probus Club of Kitchener-Conestoga. This Club asks very little of its members, only that you take an interest in meeting others of like interests and, if predisposed, offer your talents in some facet of the operation of the Club. The only requirement we stipulate is to present a brief 10 minutes or less WHO AM I when requested. There are opportunities in our Club for fellowship in a number of ways; through our general meetings, card clubs bridge, solo, euchre; music club; golf club; several day events; three or four day excursions with partners; barbeque and Christmas luncheon. Other programs can be started at the will of the membership. Your sponsor believes you will fit in well with our group and will help you to get to know us. We look forward to getting to know you. P &P 3. Who Am I 3.1 New members being asked to make a WHO AM I presentation, may be reluctant to do so. Perhaps they do not feel competent as a speaker. Perhaps they believe that little in their occupation or life style will be of interest to their fellow Probus members. However, they should remember the motto of the Club Our Strength is Fellowship. Our Success is Fellowship ; and on the membership application it was the only thing, other than a small fee, that new members agreed to do. 3.2 To assist new members to make a presentation to the Club, it is suggested they inform the membership about Who They Are. What aspects of their life, and past employment will prove interesting to most of the Probus membership. Above all else, new members should strive to: Be themselves Be prepared Be brief Be clear Be clean Be logical Be natural 3.3 A typical WHO AM I presentation might be organized as follows:

16 Introduction - Brief example or story about member s life and work Origin and Development Personal information he is willing to share: Family, birth etc. Growing up, schooling, marriage, children Employment history, retirement history Community involvement, church, hobbies, special interest The time to present a WHO AM I should not exceed 10 minutes. NOTE: A WHO AM I presentation should not be used as an opportunity to promote or sell a product which the new member may be involved with. The product may only be identified as it pertains to his work. P & P 4. Election of Executives 4.1 The Nominating Committee will prepare a slate of Executives to be elected to the Management Committee for the upcoming year, all of whom have indicated that they would serve if elected. The slate will be presented at the General Meeting in May. The President will call for any additional nominations. Additional nominations must be filed with the Secretary within two weeks of the June meeting. These nominations will require a proposer, seconder and the permission of the person nominated, in writing. The final list will be circulated with the June Newsletter 4.2 The final nominations will be presented at the June meeting. If there are no further nominations received in accordance with 4.1 above, the slate will be declared elected. If further nominations have been received then an election will take place either by a show of hands or secret ballot at the discretion of the President. In either case, the successful candidates will be declared elected and will take office commencing July 1st following. 4.3 The elected Executive will be confirmed at the Annual General Meeting in June and all the appointments will be announced. 4.4 If there should be a vacancy created on the Management Committee, the Management Committee Executive will appoint a member of the Club in good standing to complete the term.

17 P & P 5. Privacy Policy 5.1 The personal information of each member belongs to that person only, and cannot be lawfully released to third parties without specific consent of the individual concerned, preferably in writing. 5.2 The personal information of members is collected for Club purposes only and to compile a roster and photo Directory to be circulated to Club members. 5.3 The personal information of members will NOT be released to a third party by the Club, for ANY REASON without the member's consent. 5.4 The personal information of members will NOT be available through or on websites maintained by the Club or Probus Centre- Canada. 5.5 In view of the foregoing, it is incumbent upon individual Probus members not to take any action that would contravene the spirit or intent of this policy. P & P 6. 50/50 Draw 6.1 Tickets for the 50/50 draw shall only be sold to members and guests within the Club s accommodations, 50% of the proceeds goes to the winning ticket holder and the balance to the Club. 6.2 The winning ticket number will be announced three times immediately after being drawn. If no one claims the prize, the first ticket will be disqualified and another ticket drawn. 6.3 The proceeds of the Club s share shall be used at the Management Committee s discretion. P & P 7. Honorarium for Speakers 7.1 An honorarium will be made to Program speaker s designated charity in the form of a cheque for such amount as shall from time to time be determined by the Management Committee. If the speaker does not designate a charity, the Management Committee will designate a charity.

18 P & P 8. Memorial Donations and Recognition 8.1 In the event of the death of a member: a sympathy card will be sent to spouse or family and a donation made to charity specified in obituary. 8.2 In the event of the death of a member s spouse: a sympathy card will be sent to the member plus a donation to a charity specified in obituary. P & P 9. Special Events 9.1 Each event should be self-supporting. Fees will be collected in advance and no shows will have responsibility of finding someone else to take their place. 9.2 Executive approval is required for any financial commitment to a special event in excess of $250, except for the annual barbeque and Christmas luncheon. 9.3 With specific reference to Special Events or similar activities sponsored by the Club: All payments are non-refundable unless there is a waiting list of members for the event or the member can get a replacement for his ticket or place; A notification of payment with the date and time of the event will be issued; Day trips: The full amount for the trip must be paid by cheque at the time of signing up; Overnight trips: A deposit of a minimum of $200 per person must be paid at the time of signing up; Theatre Tickets: A deposit of a minimum of $20 per person must be paid at the time of signing up. P & P 10. Promotion of Other Organizations Events 10.1 Only events of Probus Clubs may be actively promoted in our Club Newsletter, at Club meetings, or by any other means. 10.2 With permission of the Management Committee, we may share information about other non-probus Club events prior to our General Meeting or at the break.

19 P & P 11. Management Committee Meeting Facility 11.1 Where appropriate, to show our appreciation for allowing the Management Committee to hold their monthly meetings at a facility, the Club will make an annual donation to a charity designated by the organization providing that facility. Where appropriate, the Club will also invite a representative of that organization and their guest to the Club s Christmas Luncheon as guests of the Club P & P 12. Compensation for Club Functions 12.1 The Club may compensate members for travel expenses incurred on Club business outside of Kitchener-Waterloo as approved by the Management Committee. 12.2 The President may be compensated to a limit of $200 for costs incurred for the annual Management Committee luncheon at the end of his term.

20 Part 5 Management Responsibilities MR 1 Executive Responsibilities 1.1 The President: Serves as the Executive head of the PROBUS CLUB and presides at all meetings of the management committee and general membership Develops the agenda for these meetings with the assistance of the Secretary Co-ordinates with the Treasurer to ensure the financial stability of the club Acts as official spokesman for the club Acts as one of the signing officers for the club bank account Is an ex-officio member of all standing committees of the Club. Votes only to decide a tie vote Activates the Nominating Committee. Assigns non-members of the Management Committee special duties as may be required from time to time Conducts the Annual General Meeting Ensures that all actions of the Management Committee are in accordance with the policies and practices of PROBUS CENTRE-CANADA and the Constitution and Bylaws of this PROBUS CLUB Represents the Club at meetings called by PROBUS CENTRE-CANADA, and the Probus Clubs of Ontario, and at any Regional Probus meeting.. 1.2 1st Vice-President Chairs the Management Committee and regular general meetings of the Club at the President s request or in his absence. Performs as understudy for the position of President. Acts as one of the signing officers for the Club bank account. Organizes and chairs the Christmas Luncheon.

21 1.3 2nd Vice-President Chairs the Management Committee and regular general meetings of the Club in the absence of the President and 1 st Vice President. Acts as one of the signing officers for the Club bank account. Assumes the duties of Chairman of the Program Committee. (See Program Chairman duties below) 1.4 Past President Attends meetings of the Management Committee for the year following his term of office and has a vote. Provides assistance in any way required, especially on special projects. 1.5 Secretary Keeps minutes of all meetings of the Management Committee. The minutes should be brief and summarize what was discussed. Records all decisions. Maintains a filing system for all minutes, correspondence and other documents. Maintains the Club s post office box and e-mail accounts, checks mail on a regular basis and distributes information to appropriate parties within the Management Committee. Controls e-mail account access as determined by Club policy Maintains an up-to-date copy of the Club Constitution and Policies Ensures that the Archivist receives copies of all pertinent documents. Ensures that Probus Centre - Canada, Inc.is notified by October 31st each year, of the Club's regular meeting place, day and time, the number of its members as of the filing date, and the names, addresses and telephone numbers of its President and Secretary. 1.6 Assistant Secretary Assumes the duties of the Secretary in his absence. Assists the Secretary in such other duties as may be assigned at the pleasure of the Secretary. 1.7 Treasurer Arranges for the deposit of all initiation and annual dues including late payment fees. Co-ordinates the collection and deposit of all other funds received, i.e. special events etc. Ensures that all approved bills are paid promptly. The cheques are to be signed by one of the President, 1 st or 2 nd Vice President AND either the Treasurer or his assistant.

22 Records all financial transactions in the books of accounts based on generally accepted accounting principles. Prepares financial statements for presentation to the management committee monthly. Ensures that an annual financial review is conducted and a report is presented to the Management Committee within seven months of the fiscal year end. Prepares a draft Annual Budget for approval by the Management Committee at its May meeting. Shall remit to Probus Centre - Canada, Inc. the annual assessment levied by Probus Centre Canada, Inc. by December 31 st. Maintains a copy of the Certificates of Insurance issued by Probus Canada. 1.8 Assistant Treasurer Assumes the duties of the Treasurer in his absence and may perform regular duties under the Treasurer. MR 2 Chairman & Committee Responsibilities 2.1 Each Chairman Determines the purpose of his committee, its responsibilities, limitations and the specific tasks to be undertaken during the term of committee in accordance with Club Bylaws or as may otherwise be provided by Club policy. Selects committee members best suited to perform the required tasks. Holds committee meetings, as required, to develop goals, programs and financial budget, if required, for the forthcoming year. Attends the monthly Management Committee meetings or arranges for a representative from his committee to attend. Presents a committee report at each Management Committee meeting Presents information at Club meetings as necessary. Maintains records which should be passed on to the next committee Chairman for reference and action and to the Archivist for safe keeping. Prepares an annual budget for the Treasurer by May Management meeting.

23 2.2 Program Chairman The Second Vice President is the Program Chairman He is responsible for the program schedule for the year. Arranges for guest speakers on subjects of general interest to the members. Arranges for the speaker introduction and thank you. Provides a CV to the introducer, Thanker, and Communications Chairman, and notifies the Treasurer as to the disposition the speaker s honorarium. Arranges for the Who Am I talks by the Club members. Maintains a close liaison with the Special Events Chairman. Prepares a yearly budget for the Treasurer for the May Management meeting. Provides any additional leads to the incoming 2 nd VP (Program Chairman) regarding possible speakers or programs. 2.3 Archivist Acts as Photographer and Historian for the Club. Sets up and maintains a hard copy of club photo roster and historical binder. Provides photographs for Club member viewing Stores all data electronically where possible. Records the highlights and accomplishments of the Club year, including special events and awards presented to the Club. Maintains a permanent file for Management Committee minutes, monthly bulletins and any other clippings, photographs or memorabilia pertaining to Club events. Encourages members to provide any items of interest for Club history. Provides a yearly budget for the Treasurer by the May Management Committee meeting. 2.4 Communications Chairman Contacts the media if there is to be a special speaker or event that would be newsworthy. Develops, produces and communicates informative material concerning the Club or Probus in general to Club members. Arranges, where appropriate, for the communication of Club photos to club members Encourages all club committee chairmen to keep the Communications Committee informed of upcoming events and other information which is of interest to the members. Provides a yearly budget for the Treasurer by the May Management meeting. Prepares, produces and distributes electronically a monthly Newsletter to each club member, and to a select list of other Probus Clubs and Probus Centre.

24 2.5 Health & Wellbeing Chairman Encourages all club members to inform the committee of the illness or surgery and/or death of a member, spouse or immediate family member. Arranges to visit or contact club members who are incapacitated. Arranges for Members who have had surgery or are otherwise incapacitated for a week or more to receive a get well card from the club. Arranges for visits and/or cards for members being hospitalized or house bound for extended periods of time. Visits or cards should be arranged on a continuing basis. Keeps the President and members informed of a member s wellbeing. (He is expected to consult with the member, or the member s family to obtain permission before reporting in any detail as to the nature of the illness.) He should also inform them of a death as soon as possible, by phone, email or other means. On the death of a member, arranges to send a sympathy card and make a donation on behalf of the club to the charity of choice in memory of the deceased and should try to attend at the funeral or funeral home. On the death of a spouse or immediate family member, sends a sympathy card to the member and tries to attend at the funeral or funeral home. Prepares a yearly budget for the Treasurer for the May Management meeting. 2.6 Membership Chairman Reports total membership to the Management Committee on a regular basis. Submits membership applications to the Management Committee for approval. Updates the Management Committee on the status of new applications. When necessary, and as may be approved by Management Committee, maintains a waiting list and updates the Management Committee and the Club members as to its status. Prepares new members induction kits. Co-ordinates induction dates with the President, Program Chairman, Inductee and Sponsor. Is responsible, in co-operation with the Treasurer, for the collection of all membership fees and reports on the status of members in arrears. Is responsible for the official membership list and co-ordinates with the Secretary, Treasurer, Archivist and Sergeant-At-Arms. Prepares a yearly budget for the Treasurer by the May Management meeting.

25 2.7 Sergeant At Arms Arranges for the meeting room and refreshments for all meetings of the Club with the contact person. Arranges for the safe storage of club-owned equipment (badge boxes, bell, gavel, banner, flag, etc.) Ensures that any special presentation aids required by the speaker are available and the meeting room is set-up as arranged. NOTE: The Club provides projection screen, table and extension cord, microphone, projector, and computer. Ensures that separate tables with signage are set-up for the registration and payment of special events, membership and any other requirement, e.g. For Your Information table Ensures that he or a member of the committee is present at least ½ hour prior to the start of the meeting to set out badge boxes, etc., provide temporary name tags for and register any guests and resolve any related issues. Ensures the preparation of name tags for approved new members. Red dots new members name tags for ease of identification during their first year. Assists the Special Events Committee if required. Works closely with the President and Second Vice President (Program Chairman.) Prepares a yearly budget for the Treasurer for the May Management meeting. 2.8 Special Events Chairman Prepares a program of club outings and special events during the club year. These outings may include attendance at travel, sporting, cultural, or social events. When possible, spouses and/or guests of the club members may be included. Maintains a close liaison with the Communications Chairman. In general, attempts to ensure that special events are financially self-supporting.

26 Part 6 Miscellany 1. Application for Membership 2. Typical Agenda for General Meeting 3. Typical Agenda for Management Committee Meeting

27 February 5, 2011/RG PROBUS CLUB OF KITCHENER-CONESTOGA APPLICATION FOR MEMBERSHIP THE AIM OF THE CLUB: To provide regular meetings for retired and semi-retired men who appreciate and value, in their retirement, opportunities to meet others, who enjoy hearing guest speakers on topical subjects, and may be interested in visiting places and organizations of specific appeal to members. MEMBERSHIP: Membership is open to professional, business men and executives, resident in the Kitchener-Waterloo area, who have fully or partially retired from their normal business, profession or executive role. It is also open to other men with a similar level of interest. ACTIVITIES: The Club meets monthly on the last Tuesday of each month at 9:30 am to 11:30 am at the Concordia Club, 429 Ottawa Street S, Kitchener to provide fellowship and hear a guest speaker. Between these regular meetings visits and outings could be arranged to which partners of members and other guests may be invited. Members will be asked to do a WHO AM I, to tell the members about themselves. MEMBERSHIP DUES: Annual Dues are $ payable by. Return completed application form (both sides) with cheque for membership fees to the Membership desk AT THE SECOND MEETING YOU ATTEND or mail to The Probus Club of Kitchener-Conestoga, P.O. Box 22093, 50 Westmount Rd. N, Waterloo, ON N2L 6J7 I wish to make application for membership in the PROBUS CLUB OF KITCHENER-CONESTOGA PLEASE PRINT Today s Date Month Day Year Name and Initials (Please Print) Name you go by Spouse s (Partner) Full Name Street Address City Postal Code Your Birth Date Month Day Year Telephone No E-mail Address Former Field of Employment Occupation or Position General Interests/Hobbies PROPOSER APPLICANT S SIGNATURE Members known to applicant THIS INFORMATION IS FOR THE EXCLUSIVE USE OF THE PROBUS CLUB OF KITCHENER-CONESTOGA FOR OFFICE USE ONLY Management Committee Review Date: M... D... Y... Induction Date M...D...Y... Distribution: Original Copy Membership Chair to prepare New Member s Kit Photo Copy President for Induction Photo Copy Bulletin Chair for Publication Photo Copy Manager of Membership Roster Photo Copy Treasurer for Billing Photo Copy Secretary Photo Copy Sergeant at Arms SEE OVER

28 NEW MEMBER INTRODUCTION PLEASE NOTE: IN ORDER TO INTRODUCE YOU AT THE TIME OF YOUR INDUCTION, WE WILL NEED SOME INFORMATION FOR A BRIEF INTRODUCTION. COMPLETE THE FOLLOWING: 1. MY EARLY BACKGROUND: 2. MY FORMAL EDUCATION CONSISTED OF: 3. MY WORK EXPERIENCE CONSISTED OF: 4. MY FAMILY CONSISTS OF: 5. MY HOBBIES AND INTERESTS ARE:

29 PROBUS CLUB OF KITCHENER - CONESTOGA TYPICAL AGENDA FOR GENERAL MEETING 1. Call to Order 2. The National Anthem 3. Introduction of Guests 4. Reports from Special Events and other Chairs as appropriate 5. Guest Speaker Introduced by Thanked by 6. Reminder to Purchase of 50/50 draw tickets Coffee Break 7. Induction of New Members (if required) Sponsor introduction Membership Chair to read Charge President to Welcome New Member and present Membership package 8. Who Am I Presentation ** 9. 50/50 Draw 10. Next Meeting Date 11. Adjournment ** At the June annual general meeting, these additional items are included: a) Review of past year s highlights b) Incoming Management Committee Nominating Committee Slate Further nominations received Nominations closed c) Declaration of new Executives and Chairs

30 PROBUS CLUB OF KITCHENER - CONESTOGA TYPICAL AGENDA FOR MANAGEMENT COMMITTEE MEETING 1. Approval of Minutes - Comments 2. Presidents Opening Remarks 3. Treasurers Report 4. 1st V.P. Report 5. 2nd V.P. Report 6. Committee Reports - Archivist - Communications - Health & Wellbeing - Membership - Sergeant-at-arms - Special Events 7. Other Business 8. Correspondence 9. Next Meeting Date 10. Adjournment