Operating Procedures

Approved by Management Committee:  2021-10-26

These operating procedures have evolved within the Management Committee (MC) since the founding of the Beaver Valley Probus Club (BVPC) in 2001. Any member with questions or wishing to attend a MC meeting is invited to contact the President. 

1. Monthly Meetings

BVPC members meet every 4th Tuesday of a month at the Beaver Valley Community Centre in Thornbury, except in July, August, and December. Doors open at 1 PM.

A typical agenda would be

• Members gather for social time with an opportunity to sign up for events

• The formal meeting opens with the playing of the national anthem

• The President welcomes all members and recognizes guests

• The Vice President makes community announcements

• Activity leaders provide updates

• Members gather for social talk over coffee and food

• The Speaker’s Chair introduces the guest speaker

• The presentation by the guest speaker (45 minutes) is followed by 15 minutes for questions and answers

• The Speaker’s Chair thanks the guest speaker and closes the formal part of the meeting

• Members may mingle for a short time as the MC sets up their meeting

Some members of the MC are assigned as door greeters. Others are staffing tables as necessary, e.g. Membership Chair, 50-50 draw, Community Events, event ticket sales.

Guests and former members are to sign up at the door, where they will be issued with a name tag.

Monthly meetings may be held via video conference (Zoom or similar) when deemed necessary by the MC, such as during a pandemic. The agenda may be abbreviated, and break-out sessions for members to chat would be at the end of the meeting.

2. Annual General Meeting

After the close of every fiscal year, a Monthly Meeting is designated as Annual General Meeting (AGM). 

A typical agenda would be

• The meeting opens with the playing of the national anthem

• The outgoing President opens the business part of the AGM and provides a report of the prior year

• The outgoing Treasurer provides a financial report of the prior year

• The outgoing President conducts a vote to accept this financial report

• The outgoing Past President introduces the slate of incoming Officers and conducts their election in accordance with Bylaw No 4.

• The outgoing Past President introduces all other, non-elected members of the MC

• The newly elected President closes the business part of the AGM

• After a break for social time, the meeting continues with a guest speaker

An AGM may also be held via video conference when deemed necessary by the Management Team. The Voting would be completed online the previous week (using a tool such as Google Forms), with opportunity to comment, and results announced during the Zoom meeting.

3. Activities Fair

The monthly meeting at the beginning of each membership year is dedicated to the presentation of and registration for club activities. Activity leaders make themselves available to describe the type of activity they volunteer to lead, including any constraints in terms of ability and equipment. Members are given an opportunity to ask questions and are provided with a way to register online for their activities of interest.

4. Membership

4.1. Limited Membership

BVPC membership is currently capped at 600 members, but this limit is reviewed annually by the MC. New members are added once a year at the start of the fiscal year in February. The limit is driven by:

• Logistics of running a large group i.e. fee collection, membership tags and lists, activity groups, newsletter production, etc.
• A seating capacity of 240 at the Beaver Valley Community Centre (BVCC)
• Need for space to socialize comfortably in the BVCC

4.2. Types of Membership

The club offers membership for individuals as well as for couples. For the latter, one person is designated as the main contact (bundle administrator). Every member is encouraged to use their own email address for better communication and event management.

4.3. New Applications

New members are admitted once a year during January and as capacity allows. Applications are submitted via the club’s website (Join Us).

4.4. Annual Renewals

Starting December 1, existing members are invited by email and via newsletter to renew their club membership effective the following February 1. Dues are collected via online payment by credit card (Visa or MasterCard).

5. Guests at BVPC Functions

BVPC welcomes guests to learn about the club by attending a monthly meeting or by participating in an activity. However, BVPC was formed and is operated for the benefit of its members. Guests enjoying our meetings or our activity groups on a regular basis are encouraged to join BVPC before continuing such attendance.

6. Activities and Special Events

These are arranged by our members and for our members, who have first right of refusal. If there is room left and the event will benefit, guests may be included at the discretion of the organizer. Guests must be invited by a member and be registered as such. Event registration should give preference to members . All guests must sign a Waiver and Assumption of Risk (PDF).

7. Sanctioned Activities

BVPC activities must adhere to its constitution which defines itself as a social club that is non-political, non-sectarian, non-commercial and that it is not, nor appear to be, a fund-raising or service club.

Our non-commercial status means that no member may use club events or facilities (newsletter, website, meetings) to solicit business unless authorized by the MC.  Probus Liability Insurance only covers activities that are organized and operated with full knowledge and approval of the MC. 

8. Community Announcements, Ticket Sales 

Because of the number of community and commercial organizations asking to market to our membership, announcements at meetings are made only through the Vice-President who should be contacted by the Sunday before the monthly meeting.  Community Announcements must be of a social or fellowship nature and be of interest or benefit to the majority of our members. A table is provided at those meetings for brochures, ads etc.  Ticket sales for non-Probus events are not welcomed. 

Notices should not be posted on the walls of the BVCC.

9. Financing of Operating and Activity Costs

The annual membership fee finances the approved budgeted operating costs of the club. These costs include the club’s contractual obligations ( such as facility lease, software costs and insurance ) as well as subsidies for specific whole club events as determined by the MC.

All costs of Special Events are to be paid wholly by the registered participants. It is the responsibility of each event coordinator to ensure a ‘cost break even’ event.  An event coordinator may request monies for deposits on such events. These monies to be wholly reimbursed to the club from monies collected from participants.

Incoming fees must be paid through our membership software by a Visa credit card, Visa debit card or MasterCard. 

No cash or cheques will be accepted.

Outgoing payments will be paid electronically by way of E-transfer or bill payment through the bank.

Any two of the President, Vice-President, Co-Secretaries or Treasurer are authorized to sign contracts which are binding on Beaver Valley Probus when sanctioned by Management. If necessary, it is possible for the Management Committee to delegate that authority to an individual. 

10. Refunds 

Membership fees refunds are at the discretion of the MC.

Event fee refunds are at the discretion of the event coordinator. In some instances it will be the responsibility of the participant to find an alternate member to take their place as financial commitments have been made for the activity.

All refunds will be processed through our membership software to the credit card information provided.

11. Equipment

BVPC owns some equipment to run its operations, such as a laptop for presentations during monthly meetings. The club’s Secretary maintains an inventory of these items, including their location. Changes to computers, e.g. software installation, require approval by the Technical Advisor.

12. Online Club Management

BVPC subscribes to a web platform that supports its key operations. The Webmaster has full administrative access but is assisted by other members trained to operate certain aspects, such as events.

• The website is at https://www.beavervalleyprobus.com

• Membership

• • New applications automatically roll into a management system

  • Annual renewals are automated, including online payments by credit or debit card

  • Updates to contact information are made directly by the members, or upon request by the Webmaster or Membership Chair

• Newsletters

• • Creation

  • Distribution

  • Archival

• Activities and events

• • Members subscribe to activities of interest

  • Activity leaders can manage the group’s participation in individual events, e.g. next week’s hiking

  • Special events collect payments via credit or debit card

• Bulk email

• • Distribution of newsletter to all members

  • Announcements to general membership, or to targeted groups

13. Communication within the Club 

Membership directory includes phone numbers, email, and address. This information is confidential and limited for use in BVPC activities. The directory is not to be disclosed to any non-member, and it must not be used for any commercial, charitable, or other non-sanctioned purpose. Members may request that their addresses and phone numbers be omitted from the directory. Primary access to the directory is via the members-only section of the website.

13.1. Newsletter

Every BVPC member receives the monthly newsletter via email. It is also available on the website, together with past issues. Members submit items to the Newsletter Editor who may edit them to conform to the desired layout. Typically, no newsletters are produced in July, August, and December.

13.2. Website

The website is BVPC’s primary communication tool to current and future members. It contains a newsletter archive, the membership directory, governance documents, a list of the MC, a calendar of events, and details of club activities, including photos of past events. Activity coordinators are expected to keep their sections up to date in coordination with the Webmaster.

13.3. Email

As a best practice, email to a group of members should be sent to each individually, by use of a bulk email system or with the addresses added to the Blind Carbon Copy (BCC) field. These measures prevent the entire group from receiving replies meant to go to the originator only, and it reduces the likelihood of email addresses getting into the wrong hands. To comply with Canada’s Anti-Spam Legislation (CASL), every bulk email sent to our members offers the option to unsubscribe from future such communications.

14. Alcohol 

PROBUS CANADA recommends that clubs do not provide alcohol. At BVPC events like the Christmas Dinner, alcohol may be purchased from a licensed vendor. Probus does not sell or supply alcohol.