PROBUS Club of Salt Spring Island

Structure and Job Descriptions for Management Team

As proposed, seconded and carried by the Management Committee on 2 March, 2017.

Functional Organization of the Club”

  • Management Team
  • General Membership
  • Activity and Interest Groups
  • Dinner group
  • Bridge group
  • Other activities
  • Standing and ad hoc committees and individual volunteers as required. Examples; meet and greet at meetings, bring cookies/refreshment and hospitality chair and table setup.

Job Titles and Responsibilities of the Management Team:

President-

-Convenes and chairs Management Team Meetings ( preceding every monthly meeting).

-Chairs General Membership montly meeting and Annual General Meeting.

-Manages and maintains by-laws.

Vice President / Speaker Coordinator –

-Chairs meetings in the absence of the president.

-Prepares to become president after one or two year term of existing president.

-Arranges guest speakers based oninput from other officers and general membership.

-Collects speakers’ bio, introduces speakers, moderates Q&A session, thanks and presents tokens to speaker.

-Advertise speakers in Driftwood and Salt Spring Exchange.

Secretary –

-Record key actions anddecisions at management team meetings, Annual general Meeting and other general membership meetings where decisions are made. Prepare, and distribute minutes of same.

- Send e-mail notice of general membership meetings, call members without e-mail.

Treasurer –

-Maintain chequing account, pay bills and make disbursements.

-Maintain monthly financial records.

- Prepare year-end books and financial reports for AGM.

- Maintain club membership status with Probus Canada by reporting chapter membership and remitting annual dues.

- Maintain storage of all financial records.

- Maintain and continuously update the roster of chapter members.

Past President –

-Help and guide the president based on past experience.

-Meet, greet and schmooze arriving members and guests at general meetings.

President Emeritus/Member at Large –

-Provide guidance and advice to the rest of the team members relying on past experience.

- Meet, greet and schmooze members and guests at general meetings.

Communications/Website Coordinator –

-Develop and update marketing/publicity plans.

- Maintain and refresh the club’s digital communications (website and facebook page).

- Continuously the information, marketing and archival functions of the website.

Activities Coordinator –

- Oversees activity and interest groups.

- Develop and promote new activities and social events.

All Members of the Management Team –

- Actively participate in management team meetings. Contribute ideas, thoughts and opinions as the team seeks to achieve consensus, solve problems-and make decisions.