PROBUS CLUB OF NANOOSE BAY
POLICY STATEMENT

Up-dated and approved by membership: May 2026

Introduction

The Probus Club of Nanoose Bay is a social club; its constitution forbids its development into either a service or fundraising club. It began with a modest group of 86 charter members in 1999.

The size of the organization calls for particularly careful management of its affairs, especially in relation to the handling of financial matters, and relationships with other clubs, contractors, etc.

Probus Centre – Canada, Inc. provides a standard Constitution, which has been adopted by the Probus Club of Nanoose Bay. The club has established By-Laws updated and approved, May 15, 2026 that provide a framework for the management of the club.

The purpose of this policy statement is to guide Management Committee members, and others delegated to undertake tasks on behalf of the Club, in operating in a consistent and responsible manner.

Management

1. In general, decisions and commitments, verbally and in writing, made in the name of the Club should be approved by the Management Committee.  Decisions required during the interval between Management Committee meetings should be made by the President, Vice-President, or delegate, after consultation with appropriate committee members, and should be reported back at the next Management Committee meeting.
2. Couples should not serve together on the Management Committee.
3. The President should have served a minimum of one year on the current or prior
4. Management Committee, preferably, but not necessary, as Vice President in the previous year.

Financial Matters

1. Payment for membership dues, events and trips should be by e-transfer or if unable then by cheque payable to the Probus Club of Nanoose Bay.  E-transfer remarks are required to identify the function and the individuals that are covered by payment.
2. If cash payments are received, a receipt should be issued showing the member’s name, the amount and purpose of the payment.
3. The charge for Club-sponsored events and trips may include a nominal mark-up more than the anticipated cost to cover contingencies so that the Club does not have to cover any shortages.  If a club activity results in an excess of receipts over expenses, such excess will become part of the Club funds.
4. Disbursement of Club funds requires approval of the Management Committee.  Approval may take several forms:
   • The disbursement has been pre-approved through a budget process.
   • The disbursement is for payment of a pre-approved event or trip.
   • Disbursements for operating expenses require invoices that are approved at a Management Committee meeting.
5. Club signing officers should not sign cheques that are reimbursing themselves for expenses incurred on behalf of the Club.
6. Investment of Club surplus funds requires the approval of the Management Committee.
7. The Management Committee has approved contingency expenditures up to a maximum of $200 without requiring additional approval from the full committee.  This provision allows for timely management of unforeseen or urgent expenses, ensuring the Committee can respond effectively within established financial limits, receipt required.

Donations

No requests for donations to or from the Club may be made without the prior approval of the Management Committee.

Speakers

No fees will be paid to speakers for presentations to the general meetings of the Club. Consideration will be given, where needed, for the payment of speaker’s expenses. In selecting a speaker, consideration will be given to ensuring that the content of the speaker’s presentations will be non-commercial and non-partisan politically.

Events and Outings

The organization of events and outings can sometimes be quite complex, involving relationships with contractors to provide transportation, accommodation, meals, etc.  It can involve handling large sums of money, running into the thousands of dollars for some of our more ambitious projects.  It is important that a careful record is kept of commitments made, deposits paid by the Club and payments made by members.  A policy statement in relation to trips, etc. is available below – see Schedule A.

Membership Matters

1. The order of eligibility, for members and non-members, to participate in Club events, activities and trips is set out in Section 3 of Schedule A.
2. If an individual’s membership terminates for any reason (e.g. on the death of the individual), such membership is not transferrable.
3. A sub-committee consisting of the President, Vice-President and Membership chair will rule on special circumstances pertaining to an individual’s membership or to an applicant for membership.  Lapsed membership will not be considered as “Special circumstances”.
4. The membership is limited to 200 paid members, except when a single vacancy occurs and the next applicants on the wait list eligible for membership are a couple.  In this case, the membership quota can be increased to 201 paid members.

Special Interest Groups

Guidelines for leaders and members of Special Interest Groups (SIGs) are contained in the Schedule C document.

Travel Expense Reimbursement

1. Members of the Club may occasionally represent Probus in official business (e.g., annual conference). Reimbursement to travel expenses, which must be supported by receipts, is provided for:
   • Lodging
   • Air/Rail expense for long distance travel
   • Auto expenses at an appropriate rate per kilometer when the travel destination exceeds 100 kilometers
   • Ferry CostsParking expenses
   • Parking expenses
   • Reasonable meal expenses
2. To qualify for reimbursement, individuals traveling on behalf of the Probus Club of Nanoose Bay must be pre-approved by the Management Committee.  The Committee shall determine the number of delegates and spouses to attend the BC Probus Conference each year, basing its decision on projected costs and the current financial position of the club..

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To download/view copies of the club policy documents, click on the links below: