DEREHAM & DISTRICT PROBUS CLUB

Est. 1976

 

E. COMMITTEE - ROLES & RESPONSIBILITIES OF CLUB OFFICERS

 

Generally:

 

The role of each Officer of the Committee shall be to administer the affairs of the Club in accordance with and to the extent authorised within the Constitution and Rules, any amendment of which shall be by resolution requiring consent of the membership.

 

All Club Officers shall familiarise themselves with the Constitution & Club Rules and the Protocol of all meetings.

 

All Officers are encouraged to meet new members, guests, and the guest speaker at the monthly meeting, so encouraging fellowship.

 

Club Officers will be expected to attend all meetings.

 

Individual Responsibilities:

 

Chair

 

On election to the post, conduct the election of Committee Officers.
Act as the lead representative of the committee and ensure it functions properly.
Liiase with other members of the committee to ensure all is in order prior to a meeting.
Officiate at all meetings of the Club and ensure they are conducted in a professional and timely manner, covering all items in the agenda (including inter alia: welcoming guests, accepting apologies, requesting a minute’s silence for departed members, choosing a member to say Grace, proposing the Loyal Toast, choosing a member to give thanks to speaker, announcing the date of the next meeting and details of next talk) .
Host Spring & Christmas Ladies lunches.
Provide a second and casting vote on issues where votes are tied.
On completion of term in office, assume the role of Past Chair, an ex-officio appointment, providing advice and support.

 

Vice Chair

 

Deputise for Chair in his absence.
Be aware of Chair’s duties & responsibilities.

 

Hon. Secretary

 

Support the Chair in ensuring meetings run smoothly.
Maintain effective administration and records.
Deal with all incoming & outgoing correspondence.
Act as first point of contact for new members.
Issue membership documentation.
Liaise with Central Office regards purchase of official regalia, merchandise, etc.
Maintain Club Members’ database.
Act as Data Protection Officer in compliance with General Data Protection Regulation.
Prepare, organise print & distribute all Club documentation (including inter alia: Membership Documents, Annual directory of members, Constitution and Rules, Badges).
Organise all meeting dates and book venues.
Identify and appoint speakers for the year, verify with committee, establish budget costs and report same to Treasurer, Update Website.
Issue timely notifications & relevant documentation for meetings.
Compile & distribute all agendas (liaise with club officers for input).
Ensure meetings are properly convened and minuted.
Maintain Register of attendance.
Issue fines for members failing to send apologies for non-attendance.
Issue notice for the election of committee members and officers, nominated in accordance with the requirements of the Constitution.
 Organise Spring & Christmas Ladies Luncheon (including inter alia: booking venue, selecting menu, agreeing costs, member and guest invitations (Rotary & widows), printing tickets, collecting funds and passing to treasurer, collating menu choices, table layout and seating plan, liaising with venue, obtaining flowers etc..
Maintain and update Website as required.

Treasurer

 

The role of Treasurer is important. It is desirable that the Treasurer is familiar with elementary book-keeping and banking procedures sufficient to effectively carry out the duties.

 

Arrange bank account with chequing facility, hold and control cheque book.
Pay all accounts by non-negotiable cheque, signed by two signatories.

Update signatory details with the bank.

Submit monthly abbreviated financial report detailed as deemed necessary by the committee. 

Prepare & issue an annual Statement of Accounts at AGM, approved by the Examiner of Accounts.
Prepare a budget each year, giving consideration to the annual financial commitments and the club’s existing financial position, and recommend the amount of members annual subscription.
Collect all revenues and expeditiously bank monies received.
Reconcile cash book balance with bank statement and expedite unpresented
cheques.
Update bank signatories as required after AGM .
Prepare a list of the club’s assets.
Vet and agree expenditure claims from Committee officers.

 

Examiner of Accounts

 

Examine, correct as necessary, approve and sign as a true record, the Annual Statement of Account prepared by Treasurer prior to presentation at AGM.

 

Social Events Secretary

 

Investigate & list suitable outings.

Liaise with membership for preferences.
Ascertain feasibility, booking requirements and costs.
Identify requirements
Submit to Committee for approval.
Book event
Identify individual costs for selected outings.
Collect monies & pass to Treasurer.

 

Welfare Officer

 

Contact point for apologies for non- attendance at monthly meeting.
Liaise with meeting venue with number of meals required for meeting.
Report number & identities of apologies to Secretary.
Determine if apology due to sickness is short or long term and report to Committee accordingly.
Keep in touch with sick, bereaved, isolated or lonely members and those in need of moral support or physical help.
Advise secretary when required to send cards/flowers with appropriate messages to sick or bereaved members.
Collect monies from members for monthly meals and raffle and pass to Treasurer.