Guide for Nominees

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Role Statements for PAQMC Members

President

• Preside as chairman at PAQMC meetings

• Preside as chairman at General, Annual and Special meetings

• Preside as chairman of the Constitution and By Laws sub committee

• Certify minutes of meetings after adoption at each succeeding meeting

• Represent the Association at PAQ events and activities

• Represent the Association on external advisory and public committees

• Liaise with Probus Centre - South Pacific

• Liaise with Rotary District Governors/District Probus Chairmen

• Liaise with other Probus Associations

• Represent the Association at the annual Rendezvous conference

• Signatory for PAQ cheques

Secretary

Constitutional Requirements

• Applications/terminations for PAQ membership

• Register of members ( Maintenance of members database done by Registrar)

• Nominations for election to PAQ Management Committee

• Convene meetings of PAQ Management Committee

• Convene Annual General or General Meetings of PAQ

• Signatory for PAQ cheques

• Minutes of all management committee meetings and general meetings

• Act as Public Officer for PAQ

• Safe custody of books, documents and instruments of title.

Other Procedures

• Handle phone calls to PAQ business phone

• Collect postal mail from PAQ business box.

• Handle e-mails sent to PAQ email address

• Post mail outs to PAQ affiliated clubs

• Send group e-mails and individual emails to affiliated clubs or PAQ contacts

• Update forms and minutes web pages as required.

Treasurer

• Duties as required under the constitution.

• Formulate policy in relation to financial matters

• Budget preparation and review

• Liaison with Auditor

• Accounts for payment

• Progress statements and reconciliation

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Role Statements for PAQMC Members contd.

• Arrange preparation of annual statement and tax return.

• Arrange for investment of funds as required.

• Signatory for PAQ cheques

Public Relation Officer

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  • Attend PAQ public enquiry 1300 telephone.

  • Engage with local and regional news media for opportunities to promote activities of the Association.

  • Provide to website coordinator a monthly list of ‘What’s New’ .

  • Organise promotion via local and regional radio/TV to increase awareness of Probus activities in the community at large.

  • Interact with Rotary District Probus Chairmen to provide Information Days for incoming club officers and the formation of new clubs.

• Sell space to advertisers in the Qld. Probian

• Generate account statements for advertisers and sponsors

  • Preparation of mailing sheets for Qld. Probian distribution

ICT (website) Coordinator

• Liaison with the website service provider

• Provide instruction to others for updating web pages

• Arranging password/login/logout facilities for PAQMC members responsible for updating web pages.

• Arranging password/login/logout for member clubs access to member services information on the website.

• Handle e-mails sent to This email address is being protected from spambots. You need JavaScript enabled to view it.

Editor Qld. Probian

• Receive and edit all copy for each issue of the Qld. Probian magazine

• Collation of the content for each issue of the magazine

• Liaison with the publishers

• Arranging proof readers to review all copy for each issue.

Regional Liaison Officer

• Establish and maintain primary link between Regional Liaison Officers and PAQMC.

• Maintain regular contact with PAQ Regional Liaison Officers

• Encourage liaison officers to regularly update each region web page.

• Represent regional programs and activities needs with PAQMC.

• When requested provide assistance with regional events and activities.

• Foster and facilitate area PAQ representation

Registrar

• Publish a Directory of PAQ affiliated Probus Clubs

• Maintain a PAQ member database to record info for Directory, mail outs to clubs and e-mail communication to PAQnet clubs

• Maintain a historical record of PAQ events and activity details

• Update web pages dependent upon database information on a regular basis.

Unclassified Committee Position

• At General (Delegates) meetings, greet arriving member delegates

• Encourage fellowship amongst delegates and observers at General meetings within the ‘refreshments’ period.

• Ensure that attendees have recorded their presence as either observers or delegates.

• Provide to the Secretary at the commencement of the General (Delegates) meetings a list of apologies, tally of delegates and observers present and the number of clubs represented.

• Where unable to attend at General meetings arrange a substitute person to undertake these duties.

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