PROBUS Club of Durham West



* Serve as the executive head of the PROBUS Club

* Chair monthly General Membership meetings and Management Team meetings

* Ensure that all actions of the Management Team are in accordance  with the policies and practices of PROBUS CANADA and the Constitution       and By-Laws of this PROBUS Club

* Represent the Club at meetings called by PROBUS CANADA and other PROBUS Clubs in Ontario

* Communicate all pertinent information received from PROBUS CANADA

* Prepare a Presidents' message for the monthly newsletter

* Act as official spokesperson for the Club




* Assist the President as needed

* Chair the Management Committee and regular Club meetings at the Presidents' request or in the Presidents' absence

* Act as one of the signing officers for the Clubs' bank account  




A. Meeting Agendas

* Request input from the members of the Management Committee (Executives) for the agenda for general as well as management meeting.             This request should go out 5-7 days ahead of the meeting with a turnaround deadline of 2 days before the meeting.

* Prepare meeting agenda, incorporating input from the Executives, and email it to them 1-2 days ahead of the meeting.


B. Minutes of Meetings

* Take notes and prepare, within a couple days of the meeting, minutes of the Management Committee meetings and Annual General Meeting. 

* Send out minutes to Executives for their review and comments. ,

* Amend meeting minutes to incorporate review comments. Publish meeting minutes along with the agenda of the next Management Committee     meeting.

* Request approval of the minutes of the immediate past meeting at the Management Committee meeting.

* Once approved, print and file a hard copy of the minutes, along with the Treasurer’s reports, for the Club’s record.


C. Members’ Application Forms

* Receive from the Membership Chair the completed and approved membership applications (of new members) and file them alphabetically for       the Club’s record.


D. Sympathy and Get-well Card

* When notified by an Executive, generally the President and the Newsletter Chair, write and mail sympathy and get-well cards to the members.       The guidelines for sending these cards are as follows:

   ~ Get-well card to a member who has a serious illness or a major procedure

   ~ Sympathy card to a member for the loss of his/her spouse or a child (immediate family)


E. Safekeeping of Club’s Record/Archive

* Keep Club’s record in a safe place. The Club’s record includes:

* Membership application forms

* Certification of Incorporation of the Club

* Constitution and By-Laws

* Agenda and minutes of meetings

* Approved Budget and Treasurer’s Reports

* Recognition awards and certificates received by the Club




* Encourage recruiting of new members as determined by the President and the limitation on membership

* Review and update the Club process for membership application

* Inform the Management team monthly of the number of applicants for membership on the wait list

* Receive applications for membership

* Receive membership payments (i.e. new members and renewals ) and forward to Treasurer for deposit

* Inform Management team of new members

* Advise newsletter editor of additions/deletions to newsletter distribution list

* Order name badges for new members

* Organize and maintain membership list to be available to members on request

* Attend monthly General Meetings to answer membership queries and distribute name badges

* Attend monthly Management Meetings to report on membership numbers and related items




* Prepare newsletter. Receive submissions from President, Management Team and all regular contributors and local sources

* Prepare monthly issue for distribution by e-mail and posting on website prior to monthly meeting

* Have copies printed and available at monthly meeting for members not having e-mail

* Review final draft with President as necessary before distribution




* Prepare a program schedule for the year

* Arrange speakers for General meetings with Speakers Committee

* Provide hospitality and suitable gift/cheque and thank you card for guest speakers

* Inform the Treasurer of speakers' name for the cheque, if required, so it can be prepared before the meeting

* Ensure presentation aids required by the guest speaker are ready

* Arrange introducers and a Management Team member for closing remarks

* Keep the newsletter editor and webmaster informed of future programs for inclusion in the monthly bulletin and website updates

* Assist the incoming program committee Chairperson by preparing suitable monthly programs for the next two or three months following

   the end of the Club year




* Prepare a "tentative" event calendar for the year, e.g. Christmas and other annual events. Seek membership input for event ideas and arrange     events at least once a mont

* Organize social events outside regular monthly meetings. The planning of these events should include discussion on venue, meal choices and     entertainment

* Plan and prepare a budget for each event. This budget should include expenses for transportation, meals and accommodations ( If overnight )

* Describe upcoming events to membership at monthly meetings

* Have sign-up sheets available for each event at monthly meetings

* Printing, selling and collecting monies for tickets at general meetings

* Periodically conduct a survey with the Club members ( may be part of a club general survey ) in order to understand a cross section of the             members' interests and or recommendations

* Keep the newsletter editor and webmaster informed of future events for inclusion in the monthly bulletin and website so that members can plan     well in advance

* Provide report to members at general meetings held on second Thursday of each month

* Attend Management meetings held on fourth Thursday of each month

* Organize Christmas luncheon ( location and ticket sales ) and provide a final count for booking based on the number of paid tickets by a set           deadline




* Facilitate the establishment and promotion of new interest groups as suggested by Club members

* Solicit leaders for Interest Groups

* Help to resolve issues if group leaders should require assistance

* Provide activity sign-up sheets as needed to determine membership participation interest

* Interest groups are considered launched once a Leader/Host (or an interim leader) is appointed. The groups then operate autonomously

* Gather information from the various group leaders in order to maintain a current log of Interest Group activities

* Provide interest group updates and arrange for Group Leaders to speak at monthly Club meetings and Management meetings as required

* Submit newsletter input to the newsletter editor about Interest Groups that are new and or require a leader to be assigned

* Inform Interest Group leaders that it is their responsibility to:

   ~ Determine their groups' venue and meeting frequency

   ~ Establish rules, membership eligibility and group size

   ~ Be aware that any costs and outlays are the sole responsibility of the Interest Group to manage

   ~ Send monthly input and updates to the newsletter editor and webmaster for publication, and copy the Group Activities Chair for awareness

   ~ Interact with the Social Events Chair when activities or events may affect or involve the general Club membership




* Develop and maintain the Club website

* Core content to include:

   ~ PROBUS overview including constitution, by-laws and Management team job descriptions

   ~ Management team contact information

   ~ Calendar of key meetings and events

   ~ Interest Groups, Social Events and Speaker schedules

   ~ Newsletters

   ~ Photo Gallery




* Identify nominees for vacating Board positions

* Present the list of Management team nominees to the August General meeting of the Club

* Provide guidance and assistance to the President and the Management Committee 



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