ADMINISTRATION INFORMATION

EMAIL ADDRESSES - Privacy Policy

The Probus Club of Terrigal Inc certifies that all email addresses provided by members to the club will be kept strictly confidential and will not be released to third parties for commercial purposes or any other purposes without the email address owner’s express permission. However, while we will take all precautions possible, we cannot guarantee that email addresses will not be accessed by hackers intercepting emails that we send to you or that you send to us. In this respect, this is no different to emails exchanged between you and your family & friends.

ABN

The Club’s Australian Business Number is 2038734

DISCLAIMER

This website is presented by The Probus Club of Terrigal Inc for the purpose of providing information to its members and the community.

The site also contains links to other websites that are external to The Probus Club of Terrigal Inc. It is the responsibility of the user to make their own decisions about the accuracy, currency, reliability and correctness of information contained in linked external websites.

Users of links provided by this site are responsible for being aware of which organisation is hosting the site they visit.

Views or recommendations provided in linked sites do not necessarily reflect those of The Probus Club of Terrigal Inc.

The Probus Club of Terrigal Inc. accepts no liability for any interference with or damage to a user’s computer system, software or data occurring in connection with this website. Users are encouraged to take appropriate and adequate precautions to ensure that whatever is selected from this site is free of viruses or other contamination that may interfere with or damage the user’s computer system, software or data.

CLUB CONSTITUTION

PREAMBLE

Probus was first established by Rotary in the United Kingdom in the 1960s before becoming established in New Zealand in 1974 and Australia in 1976. The name “Probus” derives from the fact that, historically, membership was originally for retired and semi-retired PROfessional and BUSiness people.

Probus Clubs are accredited by Probus South Pacific Limited (PSPL) through the adoption of this Preamble and the Articles of Accreditation (Articles) set out below. These are adopted by each Club on formation and can only be changed by PSPL following consultation with all accredited Probus Clubs. Clubs that become incorporated on or after formation include the Preamble and the Articles in their constitution. Probus Clubs may be sponsored by PSPL or by a Rotary Club, a Probus Club or Probus Association following agreement with PSPL.

To maintain accreditation, a Probus Club must adopt and comply with the Preamble and the Articles, as amended from time to time.

1.NAME

The name of the club is The Probus Club of Terrigal Incorporated. (“the Club”)

2. DEFINITIONS

“Act” means the legislation that provides for the incorporation of associations in the Australian State or Territory in which the Club is formed, and any Regulations made under that Act.

“Articles” means the Articles of Accreditation shown in bold and italic typeface which can only be changed by PSPL following consultation with all accredited Probus Clubs.

“Committee” and “Management Committee” (where referred to in the Articles), means the Management Committee of the Club.

“General meeting” means a meeting of members of the Club and includes an annual general meeting.

“Ordinary Member” means a member other than an Honorary Member, Life Member or Non-active Member.

“Regulator” means a body that ensures compliance with relevant legislation.

“Special Resolution” means a resolution that requires not less than three-quarters of the members voting at a general meeting, whether in person or by proxy, to vote in favour of the resolution.

“Voting Members” means Ordinary Members and Life Members

3. APPLICATION OF MODEL RULES OR MODEL CONSTITUTION AND THE ACT

Where permitted by the Act, the Model Rules or Model Constitution do not apply. Any reference in this constitution to the Act only applies if the Club is incorporated.

4. AIMS and OBJECTIVES

The purpose of the Club shall be to advance intellectual and cultural interests among persons who are retired or are semi-retired. To this end, the Club will:

(a) hold regular meetings and arrange activities that provide opportunities for members to stay engaged and connected through social interaction.

(b) strive to be seen as a worthwhile organisation by the local community.

(c) be non-political and non-sectarian. The Club will not endorse any candidate for public office and will not take any action with the intention of influencing the policies or decisions of governments. However, the merits of any public question may be thesubject of study or discussion at a Club meeting for the information of members.

(d) not be, or be seen to be, a fund-raising body. The Club may participate in community service activities provided that such activities do not involve the raising of funds for the benefit of a third party, including for a specific purpose, cause or charity and that individual participation is entirely voluntary.

The Club is authorised to use the Probus name and logo for the achievement of its aims and objectives. The Probus name and logo are registered trademarks of PSPL and must not be used for any commercial purpose without PSPL’s written approval.

5. MEMBERSHIP

(a) Membership is open to retired and semi-retired persons. Applicants for membership, with the exception of the foundation members, must be approved by the Management Committee.

(b) No person will be denied membership of the Club for reasons of race, religion, political persuasion or any other reason that would constitute unlawful discrimination.

(c) To become a member of the Club, a person must complete a Membership Application Form giving consent to being a member.

(d) The Secretary must, as soon as practicable, advise an applicant for membership in writing of the decision of the Committee to accept or reject their application. No reason needs to be given for the rejection of an application.

(e) The membership of the Club consists of Ordinary Members, Honorary Members, Life Members and Non-Active Members.The maximum number of members in these categories (if any) will be as provided for in the Club’s Standing Resolutions.

(f) A person may be made an Honorary Member by Special Resolution of members at a general meeting in recognition of their contribution to the Club. Honorary Members are not required to pay annual subscriptions. They are entitled to all the benefits of membership except they are not eligible to be a Committee member or to vote at general meetings.

(g) A member may be made a Life Member by Special Resolution of members at a general meeting in recognition of outstanding service to the Club. Life Members are not required to pay annual subscriptions. They are entitled to all the benefits of membership and are eligible to vote at general meetings.

(h) The Committee may classify a member as a Non-Active Member who, because of illness, physical disability or for personal carer reasons, has been granted leave of absence by the Club. Non-active Members may not be required to pay annual subscriptions and are not eligible to be a Committee member or to vote at general meetings.

(i) An applicant’s membership becomes effective from the time the member’s name is placed on the Register of Members and remains effective until such time as the member’s name is removed from the Register of Members.

6. RESIGNATION AND TERMINATION OF MEMBERSHIP

(a) A member may resign at any time in writing addressed to the Secretary.

(b) A member convicted of an indictable offence may have their membership terminated by a decision of the Committee without any right of appeal.

7. MANAGEMENT COMMITTEE

(a) The Club will be managed by a Management Committee, comprising a President, one or more Vice-Presidents, a Secretary, a Treasurer and such other members as provided for in the Club’s Standing Resolutions.

(b) The office of a Committee member becomes vacant if the member:

i. dies or otherwise ceases to be a member of the Club.

ii. becomes bankrupt.

iii. is absent from three consecutive meetings of the Committee without the consent of the Committee.

iv. is removed from office by the members under clause 7. (d); or

v. resigns from office in writing addressed to the club.

(d) Members may remove a Committee member from office at any time by Special Resolution passed at a general meeting. The Committee member must be given a reasonable opportunity at the general meeting to show cause why they should not be removed from office. There is no right of appeal.

(e) The quorum for a meeting of the Committee is a majority of Committee members. No business may be conducted unless a quorum is present.

(f) A motion is carried if a majority of Committee members present vote in favour of the motion.

(g) Voting at a Committee meeting will be by show of hands or by other electronic means agreed to by the Committee. Each Committee member has one (1) vote. In the case of an equality of votes, the chair of the meeting will have a second or casting vote.

(h) The minutes of each Committee Meeting, when confirmed, must be signed by the chair of the meeting at which they are confirmed verifying their accuracy.

(i) The Committee has the authority to exercise general control and management of the Club, except where required to be exercised by a general meeting. This includes the exercise of all powers conferred by the Act. The Committee may delegate certain matters to one or more of its members or to sub-committees.

(j) Meetings of the Committee will be held as and when it determines provided the Committee meets at least once every 3 months. Notice requirements for such meetings will be as provided for in the Club’s Standing Resolutions.

(k) The Committee may permit persons who are not physically present at a meeting to participate by using technology which allows those attending to simultaneously communicate with each other. A Committee member who participates in a meeting using technology under this clause is taken to be present at the meeting.

(l) If, for any reason, the Committee is unable to meet, it may pass a circulating resolution provided the proposed resolution is approved in writing by all Committee members.

8. ELECTION OF THE MANAGEMENT COMMITTEE

(a) An annual general meeting for the election of the Management Committee must be held on or before 31 March of each year.

(b) Management Committee members will be elected annually in accordance with the Club’s Standing Resolutions.

(c) Nominations by members for election to the Committee for the ensuing year must be called for at the general meetingpreceding the general meeting in February. Nominations must be lodged with the Secretary no later than the February general meeting.

(d) If an election is required, the Committee must appoint a returning officer to oversee the voting process. The returning officer must not be a person who is standing for election to the Committee.

(e) Voting will be in accordance with the procedures set out in clause 12. (j).

(f) If only one nomination has been received for a position, then the member nominated is deemed elected.

(g) If more than one nomination has been received for a position, a vote must be taken immediately for that position.

(h) If no nominations have been received for a position, the returning officer must call for nominations from the floor of the meeting for that position. If more than one nomination is received from the floor, a vote must be taken immediately for that position.

(i) If a nomination from the floor for a position is not received, the returning officer must declare the position vacant. The vacancy may be filled in accordance with clause 7. (c).

(j) The newly elected Management Committee will take office at the conclusion of the annual general meeting.

(k) Subject to clause 7. (b) and (d) a Committee member holds office until the conclusion of the next annual general meeting.

(l) The maximum number of consecutive terms (if any) for which a Committee member may hold office in the same role will be as provided for in the Club’s Standing Resolutions.

9. ROLE OF SECRETARY

The Secretary must:

(a) keep accurate minutes, in written or electronic form, of all proceedings of Committee meetings and general meetings including the names of those in attendance.

(b) maintain the Register of Members.

(c) except for the financial records of the Club, keep custody of all books, documents and securities (if any) of the Club; and

(d) perform any other duty or function imposed on the Secretary by this constitution.

10. ROLE OF TREASURER

The Treasurer must:

(a) maintain and keep custody of the financial records and funds of the Club.

(b) submit financial reports to general meetings as provided for in the Club’s Standing Resolutions.

(d) deposit all funds received by the Club into the designated account or accounts of the Club within 2 business days of receipt.

11. PUBLIC OFFICER

Where required by the Act, a Public Officer must be appointed by the Committee.

12. MEETINGS OF MEMBERS

(a) The general meetings and annual general meeting of the Club must be held as provided for in the Club’s Standing Resolutions.

(b) General meetings will be held at such times and places as determined by members.

(c) The quorum for a general meeting is 25% of the total number of Voting Members or 10 Voting Members (whichever is the greater). No business may be conducted unless a quorum is present.

(d) The Secretary must give members at least 14 days’ notice of a general meeting unless a Special Resolution is proposed, in which case 21 days’ notice must be given.

(e) A notice of any general meeting must advise the time, date and place of the meeting and the business to be considered at the meeting.

(f) The Committee may convene a general meeting whenever it thinks fit.

(g) A general meeting must be convened on a request to the Secretary by not less than 10% of the total number of Voting Members provided the request is for a proper purpose, is in writing, states the purpose, includes any proposed motions and is signed by the members making the request.

(h) If the Committee does not convene a general meeting within one month after the date on which the request is made, the members making the request may convene the meeting.

(i) At least 21 days’ notice of a general meeting convened under clause 12. (g) must be given to members stating the purpose of the meeting and any proposed motions.

(j) A resolution of members can only be passed at a general meeting. Voting on any resolution at a general meeting will be by a show of hands unless the members decide that a vote is to be by secret ballot. Each Voting Member has one vote. Proxy votes will be counted. In the case of an equality of votes, the chair of the meeting will have a second or casting vote. If a ballot is required by members present, the chair must appoint a returning officer to conduct the ballot.

(k) A member may appoint another member to act as their proxy at meetings. To be valid, a form appointing a proxy must be received by the Secretary at least 48 hours before the commencement of the meeting.

(l) A motion is carried if a majority of Voting Members present (in person or by proxy) and voting at the meeting votes in favour of the motion.

(m) The President or, in the absence or inability of the President, a Vice President, will chair all general meetings. If neither are available, the members present must appoint a member to chair the meeting.

(n) The minutes of each general meeting, when confirmed, must be signed by the chair of the meeting at which they are confirmed verifying their accuracy.

(o) A notice of motion by a member (other than to amend this constitution or the Club’s Standing Resolutions) must be submitted to the Secretary, in writing, at least 21 days before the general meeting at which the motion is to be proposed.

(p) A notice of motion by a member to amend this constitution must be submitted to the Secretary, in writing, at least 28 days before the general meeting at which the motion is to be proposed.

(q) The Committee may permit persons who are not physically present at a general meeting to participate by using technology which allows those attending to simultaneously communicate with each other. A member who participates in a meeting using technology under this clause is taken to be present at the meeting.

13. INFORMATION

(a) On formation and thereafter each year, the Club will provide information required by PSPL concerning membership, meeting arrangements and Management Committee members for the ensuing year.

(b) The Club will also provide information on other matters as and when reasonably required by PSPL.

14. SUBSCRIPTIONS

(a) Members of the club must pay a joining fee (if any) and an annual subscription to the Club as provided for in the Club’s Standing Resolutions.

(b) The annual subscription should be sufficient to cover the capitation fees required by PSPL, which include insurance coverage.

(c) The annual subscription and joining fee (if any) must be determined each year by members at a general meeting before the end of February each year.

(d) The annual subscription is due and payable on 31 March each year. Should the annual subscription of a member remain unpaid by 31 May, the Committee may terminate the member’s membership.

(e) For new members, pro rata annual subscriptions will be payable as follows:

(i) if joining in the quarter ending 30 June - full Subscription

(ii) if joining in the quarter ending 30 September - Three-quarters of the subscription

(iii) if joining in the quarter ending 31 December- One-half of subscription

(iv) if joining in the quarter ending 31 March - One-quarter of subscription

Notwithstanding the date on which a person joins the Club, the joining fee (if any) is payable in full.

15. SOURCE OF FUNDS

Subject to clause 4. (d) the funds of the Club may be derived from joining fees, subscriptions, donations, member raffles, door prizes, grants, interest and such other sources as approved by the Committee.

16. FINANCE, MANAGEMENT OF FUNDS AND SIGNING OF DOCUMENTS

(a) The funds and property of the club will be controlled and managed by the Committee.

(b) The Club’s financial year is 1st day of February to the last day of January.

(c) For each financial year, the Committee must ensure that any requirements under the Act relating to the financial statements of the Club are met, including the following:

(i) preparation of the financial statements

(ii) certification, review or audit of the financial statements (if required)

(iii) presentation of the financial statements to the annual general meeting; and

(iv) lodgement of the financial statements with a Regulator (if required)

(d) The Club must retain all financial records for at least 7 years.

(e) All Club payments must be authorised by at least two Committee members approved by the Committee as signatories.

(f) If the Club has a common seal, the Secretary must keep the common seal in their custody. The common seal may only be attached to a document if its attachment is authorised by the Committee and witnessed by two Committee members.

17. LIABILITY OF MEMBERS

In the event of winding up of the Club, the liability of a member of the Club to contribute to the payment of its:

(a) debts and liabilities; and

(b) costs, charges and expenses of winding up.

is limited to any amount owed by the member to the Club.

18. NON-PROFITABILITY

(a) The income and property of the Club:

(i) Must be applied solely towards the promotion of the aims and objectives of the Club.

(ii) Must not be paid or transferred directly or indirectly to any member of the Club.

This does not prevent a payment in good faith to any member of the Club for any services rendered to the Club or for the reimbursement of expenses incurred on behalf of the Club.

(b) Any such payment to a Committee member must be authorised by a resolution of the Committee or (if required by the Act) a resolution of members of the Club.

19. REGISTER OF MEMBERS

(a) The Club will keep a Register of Members in which must be recorded members’ names, addresses, telephone numbers and such other information as the Club or any Regulator may require.

(b) Any change to the information in the Register of Members will be updated as soon as practicable after being received.

20. INSPECTION OF BOOKS AND RECORDS

(a) Subject to clause 20. (c), all accounts, books, records, minutes, registers, securities (if any) and other documents of the Club must be made available for inspection free of charge upon any reasonable request by a member of the club.

(b) The Club may charge a fee for a copy of any document requested by a member not exceeding any fee for a copy of any document that may be prescribed by the Act. The Club may require a Statutory Declaration setting out the purpose for which a copy is required and how the information will be used.

(c) The Committee may refuse to allow a member to inspect or obtain a copy of the minutes of Committee meetings or any other document referred to in this clause that relates to confidential, personal, commercial or legal matters.

21. INTERNAL DISPUTES AND GRIEVANCES

(a) The internal disputes and grievances referred to in this clause are disputes between

(i) A member and another member (in their capacity as members)

(ii) A member and the Committee; or

(iii) A member and the Club

(b) The parties to the dispute must meet and attempt to resolve the dispute within fourteen days of the dispute coming to the attention of each party.

(c) If the parties to the dispute are unable to resolve the dispute at the meeting, or if a party fails to attend the meeting, then the parties may appoint a mediator within 14 days.

(d) If a mediator is required, they must be chosen by agreement between the parties. In the absence of agreement, the mediator will be:

(i) if the dispute is between a member and another member – a person appointed by the Committee who may be a member of the Club; or

(ii) if the dispute is between a member and the Committee or the Club – an independent mediator (who may be a registered or accredited mediator) appointed by the Committee.

(e) If the mediation process does not resolve the dispute, the parties may seek to resolve the dispute as provided for by the Act or otherwise at law.

(f) A member may appoint any person to act on their behalf in a dispute provided

reasonable notice is given.

22. DISCIPLINE OF MEMBERS.

(a) The disciplinary process referred to in this clause applies where a person makes a complaint to the Committee or the Committee is of the view that a member of the Club has:

(i) refused or neglected to comply with a provision of this constitution, or the Club’s Standing Resolutions; or

(ii) wilfully acted in a manner injurious or prejudicial to the interests of the Club.

(b) The Committee, after proper consideration, may take no action against the member concerned.

(i) serve notice on the member concerned.

(ii) give the member at least 14 days from the time the notice is served within which to make submissions to the Committee about the matter; and

(iii) consider any submissions made by the member.

(d) After considering the matter and the member’s submissions, the Committee may decide to:

(i) reprimand the member; or

(ii) suspend the member’s membership for a specified period not exceeding 12 months; or

(iii) expel the member from the Club.

(e) Where the Committee decides to reprimand, suspend or expel the member, the Secretary must, within 7 days after the decision, give notice to the member of the action proposed to be taken, the reasons given by the Committee for the action and of the member’s right of appeal under clause 23.

(f) The reprimand, suspension or expulsion does not take effect:

(i) until the expiration of the period within which the member is entitled to appeal against the action decided by the Committee; or

(ii) if the member exercises their right of appeal, unless and until a general meeting confirms the decision of the Committee under clause 23. (e)

23. RIGHT OF APPEAL OF DISCIPLINED MEMBER

(a) A member may appeal against action proposed to be taken by the Committee under clause 22 within 14 days after being advised of the action by lodging a notice of appeal with the Secretary.

(b) The notice of appeal may be accompanied by a statement of the grounds of appeal on which the member intends to rely for the purposes of the appeal.

(c) On receipt of a notice of appeal from a member, the Secretary must notify the Committee that the notice has been received. The Committee must convene a general meeting to consider the appeal, such meeting to be held within 42 days of the Secretary receiving the notice.

(d) At the general meeting convened to consider the appeal, the Committee and the member must be given the opportunity to state their respective cases either orally or in writing, or both.

(e) After the Committee and the member have stated their cases, the members present in person must vote by secret ballot on the question of whether the action proposed by the Committee should be confirmed or revoked. The Committee must appoint a returning officer to oversee the ballot. The appeal is determined by a simple majority of votes cast by members. If confirmed, the decision of the Committee takes immediate effect.

24. WINDING UP

(a) On winding up, the assets of the Club must not be distributed to members but must be transferred to one or more Probus Clubs accredited by PSPL or donated to a charitable organisation which prohibits distribution of its assets to members.

(b) Subject to clause 24. (a) the Club may be wound up in any manner provided for by the Act.

25. STANDING RESOLUTIONS

(a) The Club must adopt Standing Resolutions not inconsistent with this constitution, embodying additional provisions for the management of the Club. Such Standing Resolutions may be amended from time to time as provided therein.

(b) The procedure for adopting additional Standing Resolutions is the same as the procedure for amending Standing Resolutions.

(c) In the event of any inconsistency between the Club’s Standing Resolutions and this constitution, this constitution will prevail.

26. INCORPORATION

If unincorporated, the Club may, by resolution of its members, become an incorporated body under the provisions of the legislation applicable to the incorporation of an association provided that the Preamble and all of the Articles are included (in bold and italic typeface) in the rules adopted for incorporation.

27. AMENDMENT

(a) The Preamble and the Articles may only be amended by PSPL after consultation with Probus Clubs. A change of name of the Club can only be made following prior consultation with PSPL. Any other amendment to this constitution, including a change of name of the Club, may be made at any general meeting of the Club provided:

(i) 21 days’ notice of such proposed amendment has been given to members.

(ii) a quorum is present; and

(iii) an affirmative vote of not less than three-quarters of the

members present and voting is received.

(b) To ensure compliance with the Act and the Articles, any proposed amendments must be approved by PSPL prior to submission to members.

(c) An amendment becomes effective from the time it is approved or registered by the Regulator or, if Regulator approval or registration is not required, at the time it is approved by members in general meeting.

28. NOTICE

Where notice is required to be given to a member (including notice of general meetings), it may be given in writing delivered personally, or by post or electronic means to the address shown on the Register of Members.

CERTIFICATION

We hereby certify that, a quorum being present, this constitution was adopted by a decision of not less than three quarters of the members present and voting at a general meeting of the Club held on the

15/09/2025

Peter Brady Rod Howie

SIGNATURE SIGNATURE

Peter Brady Roderick Howie

PRESIDENT SECRETARY/PUBLIC OFFICER

SPECIAL & STANDING RESOLUTIONS

1. The Club will be managed by a Management Committee (“Committee”) comprising a President, one or more Vice-Presidents, a Secretary, a Treasurer and 3 (three) other members of the Committee in such roles as may be decided from time to time. The immediate Past President shall be an ex officio member of the Committee. (Constitution clause seven. (a))

{Date of adoption 15th September 2025}

2. Nominations for election to the Committee will require a proposer and seconder by 2 (two) Voting Members of the Club (Constitution clause 8. (b))

{Date of adoption 15th September 2025}

3. The maximum number of consecutive terms for which a committee member may serve in the same role is 1 (one) year for President, which may be extended to not more than 2 (two) consecutive years if required due to special circumstances. Other Officers and Committee Members may serve for not more than 3 (three) successive years in any one office except as otherwise determined and recommended by the Management Committee to members for decision. (Constitution clause 8. (l))

{Date of adoption 15th September 2025}

4. The Club shall meet monthly at 10.45am on the third Monday except for the month of December at Breakers Country Club Wamberal.

(Constitution clause 12. (a))

{Date of adoption 15th September 2025}

5. In relation to Committee meetings, at least 1 (one) months’ notice must be given to Committee members. (Constitution clause 7. (j))

{Date of adoption 15th September 2025}

6. The annual subscription will be $40.00 per annum and is payable by members by 31 March each year. The joining fee payable by new members will be $25.00 (Constitution clause 14. (a))

{Date of adoption 15th September 2025}

7. The maximum number of ordinary Members of the Club will be 140 (one hundred & forty)

(Constitution clause 5. (e))

{Date of adoption 15th September 2025}

8. There will be no more than 3 (three) Honorary Members at any one time.

(Constitution clause 5. (f))

{Date of adoption 15th September 2025}

9. There will be no more than 3 (three) Life Members at any one time. The Club to allow structural change to members status by allowing for new categories within the existing framework guidelines.

(Constitution clause 5. (g))

{Date of adoption 15th September 2025}

10. The Treasurer will submit financial reports to general meetings on a monthly basis. (Constitution clause 10. (b))

{Date of adoption 15th September 2025}

11. The Secretary shall be appointed as Public Officer. (Constitution clause 11)

{Date of adoption 15th September 2025}

12. Provided 14 days’ written notice has been given, these Standing Resolutions may be amended at any general meeting of the Club, a quorum being present, by a simple majority vote of those members present and voting. (Constitution clause 25)

{Date of adoption 15th September 2025}

13. The Committee is authorised to appoint assistants to any of the positions on the Committee. Assistants are not sitting members of the Committee and are not entitled to vote. However, if an assistant is acting for a member of the Committee in his or her absence, then the assistant will have one vote.

{Date of adoption 15th September 2025}

14. The President, Vice President, Treasurer and Secretary are the authorised signatories on the Club’s bank accounts(s), including Electronic Funds Transfers, provided always that any two of these signatories authorise such transactions. Where two Committee members are related by family or domestic relationship, neither may jointly authorise a payment to the other or to a person or entity in which the other has a financial interest.

{Date of adoption 15th September 2025}

15. The Committee will ensure that the Club’s annual financial statements will be certified, reviewed, or audited if there is a legislative requirement to do so.

{Date of adoption 15th September 2025}

16. Visitors may attend a maximum of 3 (three) meetings and/or activities of the Club. If a person continues to attend meetings and/or activities beyond this protocol, that person will be classified as a non-member and the Club will be required to pay the non-member capitation fee to PSPL.

{Date of adoption 15th September 2025}

17. Members are expected to attend 50% of the Club’s monthly meetings in any calendar year, subject to any leave of absence being granted by the Committee.

{Date of adoption 15th September 2025}

18. The Committee may grant a member leave of absence for a specified period on such conditions as it considers appropriate.

{Date of adoption 15th September 2025}

19. The Club will maintain a waiting list protocol as follows:

· the maximum number of persons on the waiting list will be 10 (ten).

· an expression of interest to join the Club will be recorded on the waiting list by date.

· a membership application form will only be offered to a person on the waiting list when a vacancy becomes available.

· monies will only be received or accepted from a person on the waiting list when an application for membership has been approved by the Committee.

· persons on the waiting list may attend Club meetings and/or activities in accordance with the Club’s protocol for visitors.

{Date of adoption 15th September 2025}

20. The Club will adopt the Probus South Pacific (PSPL’s) Privacy Policy that outlines how it will collect, hold, use and disclose members personal information.

{Date of adoption 15th September 2025}

21. The Club will adopt the Probus South Pacific (PSPL’s) Refund and Payment Policy.

{Date of adoption 15th September 2025}

22. The Club will adopt the Probus South Pacific (PSPL’s) Risk Management Policy.

{Date of adoption 15th September 2025}

23. The Committee must notify PSPL of changes to the Club’s membership as they occur. In the case of new members, any pro rata capitation fees will be paid to PSPL at the earliest opportunity.

{Date of adoption 15th September 2025}

24. A Membership Candidate shall be required to attend at least 2 (two) out of 3 (three) consecutive Monthly General Meetings and at least 2 (two) Club Functions, to acquaint him/her with other members.

A Membership Candidate shall satisfy the Committee that he/she is of a character compatible with the existing membership and that compatibility shall be assessed during an interview with the current President and Vice President. The interview shall occur as soon as practicable after the candidate indicates a desire to join Probus.

The membership candidate shall be advised, during the above-mentioned interview, that all members are expected, at some stage of their membership, to contribute in some way to the running of the club.

{Date of adoption 15th September 2025}

25. E-banking and the Handling of Money designed to align with existing PSPL Risk Management Policy guidelines simplifying/streamlining banking procedures.

{Date of adoption 15th September 2025}

26. Signing of Event Attendance Sheets. That at each and every recognised and prior approved activity or event held by the Probus Club of Terrigal Inc. That names be recorded of all members on arrival or commencement of that particular activity by either signing or alternatively applying a tick against their name on the attendance sheet provided.

{Date of adoption 15th September 2025}

27. That the Probus Club of Terrigal Inc. Adopt the Probus South Pacific Limited (PSPL) guideline advice in that the Club shall endeavour to maintain a gender balance of not more than 60% of any one gender.

{Date of adoption 15th September 2025}

28. That the Probus Club of Terrigal Inc. Adopts the Probus South Pacific Limited (PSPL’s) Risk Management Policy template document as amended by the inclusion of our club’s name where appropriate. That the Treasurer or a delegated officer of the club appointed by the Management Committee may be authorised to bank club monies. All monies must be banked within two (2) working days.

{Date of adoption 15th September 2025}

*SPECIAL RESOLUTION*

Members resolved by “Special Resolution” to formally adopt the PSPL Model NSW Incorporated Constitution dated February 2025

{Date of Adoption: 15th September 2025 General Meeting}

Peter Brady Rod Howie

President Secretary:

Peter Brady Roderick Howie

RISK MANAGEMENT POLICY

1. GENERAL STATEMENT

We acknowledge that The Probus Club of Terrigal Inc is led by volunteers who want to help their members enjoy Probus fun, friendship, and fellowship. However, in doing so, the risks associated in meeting that objective need to be identified and controls put in place to reduce the possibility of injury.

2. DISCLAIMER THE PROBUS CLUB OF TERRIGAL INCORPORATED

In no way claims this policy to be a comprehensive document covering all aspects of risk management which is likely to affect the operations of the club. The document suggests a few important areas that should be covered in order that a safer environment may be provided for members and visitors. Whilst every effort has been made to ensure issues related to risk management within the Probus Club of Terrigal Inc. are identified, the Management Committee does not accept any responsibility for any errors, omissions, or inaccuracies whatsoever within the document. This policy is provided on the basis that the Probus Club of Terrigal Inc. shall not be liable for any loss, damage or injury whatsoever arising from any incorrect, incomplete, or out of date information contained within the document.

3. SAFETY

At all meetings, the Management Committee, or designated members, shall ensure that:

· a record of all participants is kept – a tick against an attendee’s name is sufficient for insurance purposes.

· a process to record genuine apologies is in place.

· all power leads, microphone cables and other fittings are properly secured or covered.

· all person’s present are advised of the location of exits, evacuation assembly point, and the procedures to be followed in case of emergency. The location of any defibrillator and first aid kits available at the meeting venue will be advised.

· a list of emergency numbers for participants is always kept.

· ensure placement of seating allows sufficient space for participants to access seating.

· lecterns or banners to be placed safely to minimise risk of them falling.

4. FOOD SERVICE AND OR PREPARATION

At meetings, functions, activities, and outings where the Probus Club of Terrigal Inc. is personally responsible for the provision of food or beverages, the Catering Officer or designated members shall ensure that:

· good hygiene practices are undertaken and observed.

· personal protective equipment such as gloves and masks to be used.

· there is an appropriate location of any hot beverages.

· physical distancing requirements are adhered to.

5. ACTIVITIES, OUTINGS AND TOURS

Before approval of an outing, activity or tour the venue and the transport to and from the venue will be assessed to minimise the risk of injury to members i.e.

· how much walking is involved, are there lifts or ramps, is an additional step needed to get onto the bus.

· any risk of members slipping, falling, or tripping over because of wet surfaces, loose cables, poor lighting, uneven steps etc.

· is the activity weather dependent and are there any changes to physical risks because of a change in weather.

· can members participate on their own or do they need assistance.

· is there appropriate signage.

· a record of members, guests and visitors attending an activity, function, outing, or tour is to be maintained – a tick against an attendee’s name is sufficient for insurance purposes. A record of genuine apologies is in place.

· when the designated Activity Co-ordinator is unable to attend at short notice, an alternate person with appropriate knowledge is to be allocated to manage the outing, activity, or tour.

· all participants are to be advised of the procedures to be followed in the case of an emergency.

· members are encouraged to have medical cards in case of medical emergency. They are the sole responsibility of their owner and should not be held by the Co-ordinator or Management Committee.

· a Registration Form for Outings, Activities and Tours will be used. This is not a condition of insurance but to encourage members to consider whether they are physically capable of participating. In some situations, the Activity Co-ordinator may feel it necessary to obtain a doctor’s clearance and/or insist on a carer for certain members.

· if using a bus hire for an approved activity an understanding of the terms & conditions

prior to agreeing to use the bus including any excesses that may be payable on hired vehicles in the event of an accident. Refer to the Probus Handbook for further information.

· participants are to be made aware of the insurance coverage available under the

National Insurance Program. More details in the Club Administration section of the PSPL

Website.

· in the event of an accident or injury an ambulance will be called where appropriate.

· any incident, accident or injury will be recorded and reported to PSPL for insurance purposes. See Attachment 1

CARPOOLING

There are no restrictions in either the National Insurance Programs or PSPL’s guidelines that that restrict car-pooling for approved Probus activities.

· the Australian National Insurance Program provides personal injury coverage for travel to and from Probus approved activities which includes meetings.

· this means that participants are covered, subject to the terms and conditions of the policy, during a trip to and from which includes picking up and returning another member to their home or original pick-up point.

· there should be no “fee for service.”

· there is no coverage for damage to a motor vehicle used in an approved Club Activity and any excess which may be payable is the responsibility of the vehicle’s owner and not the Club.

ALCOHOL CONSUMPTION The provision and consumption of alcohol will be carefully considered by the Management Committee when organising an event. While everyone is responsible for their own behaviour, steps will be taken to mitigate the risks associated with the consumption of alcohol at a Probus event. These include:

· remind all participants that alcohol consumption can increase the risk of falls or accidents – encourage them to exercise caution and plan for how they intend to get home after the event.

· assessment will be made on whether alcohol will be subsidised or supplied. If so, specific restrictions will be put in place by applying a reasonable limit as to the amount

subsidised/supplied.

FINANCE

· the Management Committee must approve all financial transactions made by the club and ensure that all payments are made by Electronic Funds Transfer carrying two authorised signatures.

· the Treasurer shall be responsible for the financial management of club funds under the direction of the Management Committee.

· care will be taken to ensure that any invoice or request for payment is genuine by verbally confirming the correct bank or payment details with the issuer before making the payment.

· banking of all collected monies within two working days for insurance cover.

· the Treasurer, with the approval of the Management Committee may delegate the collection of monies being paid by members and guests for club activities to a designated organiser. However, there must be processes in place to ensure that monies being received are accounted for.

· the Management Committee shall ensure that no payments are made without evidence of the debt by way of invoice or receipt.

· a register of the Clubs assets shall be maintained by a member appointed by the Management Committee.

· a record of all monies received will be maintained by either a receipt and/or a register indicating payee, date and amount paid.

· the handling of cash will be minimised. If accepted it will be counted with the payee to ensure accuracy of payment. Cash will not be unattended at any time.

· a cash-based accounting system, rather than an accrual system, need not allow for depreciation of assets.

· a budget, setting out the anticipated income and expenditure, shall be presented to the Management Committee for approval annually and should take into consideration the capitation fees payable to PSPL.

· a Payment and Refund Policy for joining fees, subscriptions, outings, activities, and tours will be established.

· if any “free of charge” offer or ticket is offered to the Activity Co-ordinator this will applied for the benefit of all participants.

PRIVACY

While there is presently an exemption in Australia, PSPL recommend all Probus Clubs have a Privacy Policy that deals with how they will collect, hold, use or disclose personal information. The objective is to minimise the risk of misuse of such information.

· the Register of Members/ Meeting and/or Activity Attendance Lists is to be only accessed by those who are required to access it and will be securely maintained.

· emergency contact information will be maintained and shown in the Registry of Members. This information will be marked “Private and Confidential and for the use of Management Committee members only.”

· anyone who has access to the information by virtue of his or her position on the Management Committee must promptly return or destroy any of the information in their possession once their term of office has expired.

· consent to the use of the member’s information/photo/video is included in the Membership Application Form and to include how this information is to be used i.e. Newsletter, internet, or promotional tool.

· contact information and/or bank account details will not be shown in the Newsletter or website.

· if personal information is shown in Newsletter or website, necessary consents will be obtained before publication. An endorsement to the following effect will be included: “Private and Confidential” – for members use only and not to be used for any other purpose.” This ensures that members are aware they cannot distribute the newsletter to any third parties.

· a Directory of Members to include names, phone numbers and email addresses will be published, and all members will be asked for their consent for their information to be included. A notice will be included in the Directory stating that “This Directory of Members is for the exclusive use of members and must not be made available to persons who are not members except as required by law.”

· any changes to the Management Committee will be promptly advised to PSPL.

FIRST AID

There is no legal requirement for a Club or Association to supply first aid kits, have members trained to provide first aid or to supply defibrillators. However, if a Club or Association intends to supply these, a few factors need to be considered which are outlined below.

DEFIBRILLATORS

Although the concept of having a defibrillator (AED) is well intentioned, it does raise some challenges in terms of ownership, maintenance, and access as well as issues around Do Not Resuscitate (DNR) orders. Clubs that intend to purchase an AED should consider the following:

· Seeking appropriate advice from medical professionals (such as the St Johns Ambulance) before acquiring an AED, particularly because there are many second hand or donated AEDs that may be of inferior quality.

· Implementing a documented maintenance program in accordance with relevant Australian Standards.

· Documented and maintained training records that evidence a minimum of two persons trained in the use of the defibrillator.

· Where the AED will be stored when not in use – any storage will need to minimise the risk of the AED being damaged or tampered with.

· The person who will be responsible for supplying the AED at approved Probus activities along with a plan to supply the AED if the person responsible is not available.

DO NOT RESUSCITATE ORDERS (DNR)

Having an AED may result in members stating that they have a DNR in place and as such do not wish to be resuscitated.

A DNR order is a written medical order to withhold cardiopulmonary resuscitation which can only be carried out by a healthcare professional, specifically a doctor, who is responsible for assessing the validity of the DNR. As such, it is not a Club or Association’s responsibility to assess the validity of a DNR.

Any participant who has a written medical directive in place should speak with their care provider and the Regulatory Health Body to seek their own advice about how they make their wishes known - not just to Probus members but to other individuals as well.

From an insurance perspective, there are Good Samaritan Laws in place to ensure that people who step forward to provide emergency medical assistance are not held legally liable for their actions, provided they acted in good faith and without recklessness.

TECHNOLOGY

Steps to be taken that can minimise risks:

Passwords –

· maintain a good password policy. Avoid using the same passwords for all online accounts.

· Online banking passwords and email account passwords are different.

· Include upper case, lower case, numbers, and special characters.

Club Email Address

· avoid using personal email addresses.

· use a generic email address currently.

Verify Payment Information

· confirm any payment details that have been requested verbally with the sender.

Maintain Privacy

· private email addresses should not be disclosed to anyone else.

· use “bcc” when sending bulk emails to groups of members. Even though those recipients may be known to each other, using “bcc” will prevent those emails from being inadvertently forwarded on by one or more recipients or stolen in the event of a recipient being hacked.

Use a Disclaimer

Use a disclaimer in email signatures which states:

This email transmission is intended only for the addressee and may contain confidential or privileged information. If you are not the intended recipient of this email, confidentiality and privilege are not waived and you must not use, review, disclose, disseminate, copy or forward to any third party any information contained in or attached to this email. If you received this email in error, please delete it and any attachments permanently. We would appreciate it if you would notify us immediately by reply email.

Anti-Malware/Anti-Virus – It is important to have a software package on your computer that actively runs in the background that scans for any kind of malicious software. Malwarebytes Anti-Malware is a free option that is available at: https://www.malwarebytes.com This is available for Windows, Mac and Android devices. Once installed, run a scan. It is recommended that scans are run once a week.

Updates – All computers and devices receive regular updates. It is recommended that computers be kept up to date. For a Windows 10 or 11 computer, this can be done under Settings and then Update. Most computers will update automatically. Updates fix any security exploits that your computer software may have.

Backups – Backing up your computer at regular intervals is something that must be done. Backing up to a USB Flash Drive or USB Hard Drive is a great option. Windows 10 and 11 has a feature called File History that can be enabled. This will allow your computer to automatically backup files whenever your USB Hard Drive is connected. Mac computers have Time Machine, this can be enabled when you attach a USB Hard Drive, and it will back up the whole computer.

Public Wi-Fi – Public WIFI’s should always be avoided unless you have a VPN (Virtual Private Network) in place. Public WIFI’s are not encrypted and everything that happens on them can be captured. They are often hotspots for capturing passwords and other details.

VPN (Virtual Private Network) – A VPN service is extremely useful to have. A VPN will encrypt and protect you while you use the internet, and it blocks anyone from seeing what you are doing online. It will also allow you to use a Public Wi-Fi without worrying about your security. An example of a VPN service to use is: https://www.privateinternetaccess.com/

Firewall – A firewall is a network security system that controls incoming and outgoing network traffic based on predetermined security rules. Windows and Mac computers all come with built-in firewalls. By default, these will be enabled. It is a good idea to check that your firewall is enabled and working. This can be done by searching for Firewall on either Windows or Mac.

Operating System – Moving to the latest version of an operating system is best practice for security. Windows 11 is the latest version of Windows and MacOS Ventura 13 is the latest version of Mac. For devices that may still be running Windows 7, 8 or 8.1, it is recommended to upgrade to Windows 11 as Microsoft has stopped providing support for these previous versions.

Software Downloads – Never download any software such as Teamviewer or any Remote Desktop Software that allows third parties to access your computer. Often scammers will pretend to be from your bank or financial institution and suggest that your information has been compromised and that they need access to your computer to fix the problem. This is a scam as anyone trying to access your computer is likely to be stealing information.

Phone Scams - As indicated above, scammers are becoming very sophisticated. In some cases, scammers can ‘’imitate’’ a financial institution’s phone number so it looks like a valid call or text. Never provide information about accounts over the phone to anyone who has initiated the contact asking to ‘’verify’’ your information, even if the phone number looks valid. Banks or financial institutions will not make calls or send texts of this nature. Contact the financial institutions officially listed phone number to verify the communication.

Email Scams – Be wary of any emails asking for some urgent action. Common scams are where scammers:

· pretend to be someone you know and ask for money urgently.

· ask an individual to provide their password and/or account information.

· ask an individual to ‘’confirm’’, ‘’upgrade’’ or ‘’reactivate’’ an account.

· ask an individual to follow a link to clean a virus from their email or computer.

· ask an individual to upgrade their email quota.

Any such emails should be deleted. Most email providers have a function that allows senders to be blocked to prevent any further emails from that email address being received.

RECORD KEEPING

Clubs and Associations are required to maintain records including minutes and financial reports for a minimum of 7 years. For insurance purposes, membership information and attendance list for all approved events should be retained for at least 13 months. Records (including minutes of all meetings) may be stored in either printed or electronic form. However, if stored electronically they must be capable of being reproduced in written form. If records are stored electronically, there should be some safeguards in place to protect the information such as automatic back-ups or storage on a separate hard drive. As an added precaution, a copy of all electronically stored records could be provided to one or more members of the Management Committee.

· All documents relating to Terrigal Probus are backed up to “One Drive” on the Treasurer laptop.

· The laptop remains the property of Terrigal Probus and is not to be used for personal use.

· Microsoft Office 365 is to be renewed each year under The Probus Club of Terrigal” account and is to be kept separate from personal accounts.

REFUND & PAYMENT POLICY

JOINING FEES AND ANNUAL SUBSCRIPTIONS

Members of the club must pay a joining fee (if any) and an annual subscription to the Club.

(a) The annual subscription and joining fee (if any) must be determined each year by members at a general meeting before the end of February each year.

(b) The annual subscription is due and payable on 31 March each year and is non-refundable. Should the annual subscription of a member remain unpaid by 31 May, the Committee may terminate the member’s membership.

PAYMENTS FOR OUTINGS, ACTIVITIES, AND/OR TOURS

No event can be advertised without the formal approval of the Committee. To get this approval, the Organiser must provide the following information to the Committee:

· Details of the event including where it is going.

· Proposed date(s) and time.

· Approximate cost/person.

· Date deposit due.

· Final payment date.

· Minimum and maximum attendee numbers if applicable.

· If the Organiser believes the event should be open to people that are not members of our Probus club, they should provide the reasons for this.

· Any other details that may be relevant.

Where possible a registration form will be used at a General Meeting which includes all the above details.

A receipt is to be issued ASAP after payment. Any cash received is to be counted in front of payee.

DUE DATE, CANCELLATIONS AND REFUNDS

· Every event must have a date by which payment must be made.

· Payments after this date will only be accepted with the permission of the Organiser.

· Every event will also have a date after which no refunds will be given. Normally this “no refund date” will be the date when the club becomes liable to pay money to a third party for that event.

· If a person is interested in joining the club and would like to come to the event to help them decide if they should join. People fitting into this category can only attend 3 events before they join.

· There should be sufficient notice given by participants of cancellations to allow the Club to offer those cancelled spots to other members, if possible.

· If a non-member of our club is attending an event, when they book, they must fill out an information form giving their name, address, contact phone number, email

address, an emergency contact phone number.

· If a function, outing, or tour is cancelled, all payments made will be refunded in full to those members who have made a payment. If a function, outing, or tour is postponed to another date, members will have the option of having any payments made allotted to the function, outing or tour on the new date or receiving a full refund of any payments made.

· If a function, outing, or tour is fully subscribed, a ‘waiting list’ of interested participants may be established. No payments need be made by Probus members and guests placed on a waiting list until they are advised that a place is available at the function, outing or tour.

EXTRA INFORMATION

Members and guests may participate only in activities where, to the best of their knowledge, they are physically capable of doing so. Members and guests must do all that is necessary to avoid placing other participants under stress or duress, or in danger, because of their health or behaviour. It is not the responsibility of the club, or a club member, to act as a carer for any member or guest.

If a function, outing, or tour is fully subscribed, a ‘waiting list’ of interested participants may be established. No payments need be made by Probus members and guests placed on a waiting list until they are advised that a place is available at the function, outing or tour.

INSURANCE COVERAGE

Please be aware that only approved activities will be covered under the Probus National Insurance Programs, subject always to the terms, conditions, limitations, and exclusions of the policies within those programs. These activities include any event organised by a Club or Association such as meetings, outings, tours, trips, and interest groups.

The National Insurance Programs do not provide cover for cancellation/refunds, nor do they provide cover for illness.

Information about the Probus National Insurance Programs can be found in the Club Administration Section of the PSPL website at www.probussouthpacific.org.