PROBUS CENTRE - SOUTH PACIFIC INC.
Dear Club Secretary
Enclosed is our annual mail out to all accredited Probus Clubs for the year 2011 – 2012.
Probus Centre requests that these forms be retained by the secretary or treasurer for completion and return to Probus Centre following your Annual General Meeting prior to 30 April, 2011.
The following forms must be sent to Probus Centre by 30 April, 2011.
• Probus Centre Records, Directory Update and Statistical Information – these forms are required to ensure that your club details are recorded correctly. Please take special care in recording email addresses.
• Annual Capitation Fees & Magazine Subscription – Pro Forma Invoice - required to record correct club membership numbers and to administer insurance coverage. Magazine Subscriptions are purchased using this form and we encourage all clubs to purchase a minimum subscription of 60%; for example, if a club has 100 members, we encourage purchasing at least 60 yearly subscriptions to the magazine.
Please ensure that your club number and club name is listed on each form. The club number can be found above your club name on the label used to deliver your Probus magazines or in the Directory of Probus Clubs.
The Pro-Forma Invoice is used to calculate the payment required to Probus Centre based on the number of members, the number of non members and number of annual magazine subscriptions. Once you have completed the above forms, these are to be sent to Probus Centre with the required payment.
Payment can by made by cheque for the total amount on the Annual Capitation Form or alternatively by using the BPAY facility to make this payment. A letter will be sent to all Treasurers early next year with details of Probus Centre Biller Code and your clubs individual BPAY reference number. It is recommended that a Standing Resolution is adopted by members to authorize the Treasurers use of Electronic Funds Transfer (EFT) banking system for club accounts.
Clubs choosing to use this facility must still complete and return all Annual Return Forms and to Probus Centre by 30th April, 2011.
Please note that forms received after 30th April, 2011 will not be included in the 2011- 2012 Directory of Probus Clubs which means that clubs run the risk of having out of date information being listed in the directory and late delivery of magazine subscriptions.
Contact Information
As requested in our Directory Update form, Probus Centre requires contact details for the President and Secretary. To expedite offers from sponsors and advance notice of special events including the annual Probus Rendezvous, we also require contact details of your Tours Officer. An email contact for your Probus Liaison Officer is also required to facilitate advance notices of upcoming events and happenings.
This contact information is extremely important to ensure that your club is well informed about the various events happening in Probus.
REMEMBER: All forms MUST be received by Probus Centre by 30 April 2011
PROBUS CENTRE – CONTACT DETAILS
Probus Centre – South Pacific Inc.
Post Office Box 1294, Parramatta NSW 2124 Australia
Australia Toll Free 1800 630 488 or Tel: +61 2 9806 0100 Fax: +61 2 9633 4779
Email: admin@probussouthpacific.org Website www.probussouthpacific.org
PROBUS SOUTH PACIFIC NEW WEBSITE
Probus Centre is delighted to announce the launch of our new website; www.probussouthpacific.org Contact Probus Centre for more information on hosting your clubs website or creating a new website for your club.
GENERIC EMAIL ADDRESSES FOR CLUBS
In the new year ALL clubs will be provided with their own individual club email address, user name and password. This email address will act as the official club electronic mailing address accessed only by Probus Centre and by those club officers delegated by each club.
This email address will be accessed through Probus Centre South Pacific website.
GUEST SPEAKERS
Probus Centre has a state/territory listing of guest speakers – available on request.
LITERATURE AND RESOURCE MATERIAL - Contact Probus Centre
WHEN SETTING YOUR CLUBS JOINING AND ANNUAL MEMERSHIP FEES
Committees are reminded to ensure that the joining fees that they are charging new members are justifiable. It is important that a club be able to cover all of its expenses and whilst we recommend a club maintain one year’s worth of operating costs as a surplus, many clubs can become cashed up quite quickly if the joining fees are not being spent for the benefit of the members. It would be worthwhile for all Treasurers to review their joining fees as part of their budget process. Member’s annual fees should also reflect costs to cover annual subscription of the official Probus magazine. Probus Centre will be happy to assist in determining the appropriate joining fees for your club.
PROBUS CLUB HAND BOOK – new edition will be available in 2011.
EXCEPTIONAL VALUE
PCSP OPTIONAL TRAVEL INSURANCE – CLUB TRIPS PLUS NEW COVER FOR PRIVATE TRAVEL
Our motto… TRAVEL ANYWHERE…ANYTIME…WITH ANYONE…
PCSP Optional Travel Insurance will be relaunched from 1st December, 2010 and continues to provide exceptional value for the cost. Members can now purchase the PCSP Travel Insurance for private trips as well as ‘recognised’ Probus trips. Yes, that’s correct; another benefit of being a Probus member - peace of mind knowing that members are covered on private travel as well.
This is an excellent product which PCSP have purchased for our members and we will continue to offer access to this product as long as it is supported and used by our members. Please ensure distribution of the promotional flyer (sent with this pack) to each member at your next club meeting and continue to promote the PCSP Optional Travel Insurance in your club bulletin each month. Additional flyers are available from Probus Centre on request.
Fees for the PCSP Optional Travel Insurance effective 1st December, 2010
Australia Domestic (Excluding Norfolk Island) AUD$120.00
Worldwide (Including Norfolk Island) AUD$180.00
FLAGSHIP PUBLICATION for the Probus organisation in Australia
A NEW AND EXCITING Magazine will be launched from Issue 2, 2011.
The 2011-2012 Magazine subscription fee will be $7.00 per annum – six great issues a year.
Clubs are encouraged to subscribe to a minimum 60% of your membership to ensure members receive value for their annual club subscription fees and to share in the opportunities to win some sensational prizes and enjoy amazing feature articles.
Keep members informed by making the magazine a focal point at your club meetings. Utilize the magazine for membership development by placing additional copies in waiting rooms within the broader community – spread the word on PROBUS.
The magazine is a vital resource, communicator and development tool.
No other Probus publication in Australia generates funds which are shared by members of the entire organisation. These funds assist Probus Centre to offset administration costs; provide literature and resource material and to develop programs and strategies to assist clubs with club management. This is a great national publication that needs all members to support.
MAGAZINE MONTH
Probus Centre will launch details of the upcoming ‘Magazine Month’ in Issue 5.
MAGAZINE MONTH will be Issue 6 - front covers will showcase the magazine as a national publication and an announcement will be made for a magazine subscription based competition.
ATTENTION ALL BULLETIN OFFICERS
Please regularly include the following items in your newsletters for the information and interest of your members;
- Probus Rendezvous – The Barossa, South Australia – 9-14 October, 2011
- Travel Insurance available through Probus Centre
- Probus Information Days 2011
- Magazine Subscriptions
- National Photographic Competition
- Magazine Prize Page
- Paul Henningham Literary Excellence Award
- Probus Retreats
- Probus Cruise Club
PROBUS INSURANCE
Comprehensive Insurance
Insurance Summaries and ‘Public Liability - Certificates of Currency’ are available on request from Probus Centre or may be downloaded from our NEW website at www.probussouthpacific.org
PCSP In-House Money Cover
ALL club monies must be banked within two working days.
Claims limit - $5,000.00 with an excess component of 10% of each claim.
Initial notice of a loss, likely to give rise to a claim against the Club Money Cover Policy should be made to Probus Centre by telephone or email. A claim form will be supplied.
Petty Cash Insurance Cover
Clubs may resolve to hold limited amount of club monies as petty cash. This money shall be covered under the money cover policy as long as the petty cash remains in the secure custody of the club Treasurer or the Secretary. (Under lock and key)
Probus Club Property Insurance
Clubs can take out additional insurance cover for club property with QBE if desired.
Contact AON Risk Services – Toll Free 1800 786 682 or Tel: +61 7 3223 7525 - Tim Dempsey
Cover available for $1,000 - $2,000 or $5,000. Summary available on request. *conditions apply
Report - Injuries and Accidents
Any club or association activity resulting in an accident or injuries should be reported in the first instance to Probus Centre as soon as possible by telephone or email.
The matter will be logged in PCSP Insurance Register. If necessary a claim form will be provided.
See insurance summary for cover. All claims must be actioned within twelve months from the date of the incident.
Probus Merchandise
RDU Merchandise and Promotions(no showroom – catalogue available on request)
Tel: +61 2 9897 3118 Fax: +61 2 9637 8052 (no toll line access)
Email: supplies@rotarydownunder.com.au
Mailing address: Post Office Box 9368, Harris Park NSW 2150 Australia
Probus Information Days
If your club would like to host this event (usually held in the months of April/May) or if your club’s new office bearers and interested members would like to attend this event, please contact Probus Centre or your Rotary District Probus Chairman listed in the Probus Annual Directory.
PROBUS CENTRE CORE SPONSORS
Trade Travel, specialist individual and group tour operators Australia and world-wide.
Trade Travel has over 380 network partners providing Probus clubs and members many attractive offers and opportunities for travel and adventure. Specialized packages can be created to meet the needs of your individual club. Tour leaders should contact Trade Travel about their familiarization program, travel expos and register on line for special offers.
Don’t miss Trade Travel’s regular prize page in the magazine and upcoming news on the Probus Cruise Club.
For more information please call Trade Travel - Toll Free 1800 645 103
Or Email: groups@tradetravel.com or groupsvic@tradetravel.com
Business Development Managers are available as ‘guest speakers’ – www.tradetravel.com
Grand Pacific Tours, specialists in New Zealand luxury coach holidays.
Grand Pacific Tours continues to be a tremendous supporter of the Probus organization providing an extensive range of tours that cover the traditional touring routes throughout New Zealand and also a range of special interest tours. Grand Pacific Tours offers an "all inclusive" style of touring that represents the best value for money and includes the highest quality standard of product.
Watch for the locations of Grand Pacific Tours Gold Class Coach Experience New Zealand days.
For more information please call Grand Pacific Tours – Toll Free 1800 622 768
Mark Windsor – Mobile 0423 606 924 or Email: mark@grandpacifictours.com.au
Business Development Managers are available as ‘guest speakers’. www.grandpacifictours.com
With kind regards and best wishes for continued Probus goodwill and fellowship,
Yours in Probus Service,
Pat Atkinson, General Manager November 2010
Articles, ideas, think, remind motto, story, article I, article and think, article,poem, short stories, novels, stories, travel, life insurance, health insurance
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