Membership Forum
Issue 5 December/January 2008/9
This edition
covers the PCSP Discussion Forum - Christchurch Rendezvous
Chairman Bob Bensley discussed the fee structure for
2009-2010 and the structure and financial overview of the Probus
organization, Vice Chairman George Wyman spoke on the purpose/benefits
and how to host a Probus Information Day and Treasurer John Thorne AM
spoke on the importance and usability of PROBUS –
the magazine, the major role
the magazine takes in our financial position and the acceptance of
surplus funds being recognized not as accumulated funds but as funds to
be utilized in our growth for the future.
A
précis of questions presented by delegates:
Q.
How
many delegates registered from each area for the 2008 Rendezvous?
A.
Q.
Rendezvous Registration Fees – escalating registration costs concerns.
A.
Rendezvous Committees and PCSP continue to monitor the registration and
associated costs to attend the annual Rendezvous and recognize the needs
of individuals and work to make the Rendezvous affordable to all.
Only through these efforts and the generosity of
sponsors can the costs be effectively managed.
Q.
Could Rendezvous event organizers establish an incentive/ prize to offer
to the club who has the most delegates at each Rendezvous? Perhaps a
similar offer like the early bird prize.
A.
This will be passed onto future Rendezvous organizing committees for
their consideration.
Q.
If
there was a register of delegates available at this Rendezvous as
promised from last year, where was it? If not, why not?
A.
No
register has been made available this year. The matter will be passed
onto the next Rendezvous for their consideration.
Q.
As Probus is all about friendship; could a list of delegates be posted
on a notice board so we could catch up with old friends?
A.
This will be considered for next year by the hosts.
Q.
How
much money should a club have in its bank account?
A.
Club members discuss and determine – usually based on recommendation
from committee - consideration of club expenses such as hall hire etc.
Q.
Is
there a recommended ratio of club member numbers to numbers on the
committee?
A.
This is a decision of members and forms part of club rules.
Q.
Why
do some members wear “red” label badges? Can any member wear one? What
is the history behind this issue?
A.
Originally, Men’s Probus club badges were blue. When ladies Probus clubs
were formed they used red badges. Since 1990 combined clubs have used
blue badges.
Q.
Multiple issues with insurance for the club when cheques and cash are
received for trips and functions etc, with no receipts written. Where do
members stand?
A.
Receipts should be issued for all monies paid.
Q.
Can
a club distribute name/ address lists of members to other members with
in the club?
A.
The
club should establish a policy whether or not members wish to have such
a list distributed. All members have the right under the Privacy Act to
not have their details circulated.
Q.
What is the ideal size of a club?
A.
Clubs need to determine the maximum number of members. This is usually
based on the numbers allowable at a venue related to insurance and also
the number members are comfortable with maintaining.
Q.
If a club sets a ceiling of 130 members but only ever 90% members attend
the meetings, how many members should a club insure for?
A.
The
club would need to determine the legal limit restrictions at their venue
and the number the club membership is comfortable in accepting.
Q.
How
are PCSP addressing the reluctance of members to take office which must
lead to clubs winding up?
A.
Suggest clubs develop portfolios for each office bearer and to utilize
the recommendations in the Probus Club Hand Book. Probus Centre is
constantly working on strategies to assist clubs.
Q.
Why
is it that PCSP does not inform clubs that are not accredited?
A.
There may be some confusion here – all clubs are
accredited by PCSP on
formation. Not all clubs are incorporated – this remains a decision by
individual clubs and is not a requirement of accreditation.
Q.
Non-active membership category
A.
Non
Active membership category is detailed in the Standard By-Laws for clubs
consideration. Although not being a very attractive title the category
is useful in moving non active members from the member count thus
allowing those on the waiting list to be inducted into membership.
Q.
Do members have to fill out a form when attending social activities or
can we mark a roll?
A.
Where possible –
an attendee list should be maintained for all activities and events.
This should form part of a clubs Risk Management Policy.
Membership Forum Issue 4 Oct/Nov 2008
Membership Forum Issue 3 Aug/Sep 2008