CONSTITUTION
of the
AUSTRALIAN
NAVY IN VIETNAM VETERANS’
WELFARE
ASSOCIATION OF WESTERN AUSTRALIA INC.
NAME
1.
The name of the organisation shall be:
AUSTRALIAN NAVY IN VIETNAM VETERANS’ WELFARE ASSOCIATION
OF WESTERN
AUSTRALIA INC.
(Hereinafter called the
Association).
AIMS
2
The aims of the Association
shall be:
2.1
To provide emergency financial assistance, as an interest free loan, for
Royal Australian Navy
in Vietnam veterans of Western Australia or their widows,
subject to approval from the
committee and availability of funds, and on
condition that other avenues of financial assistance
have been exhausted such as
Department of Veterans’ Affairs, Department of Social Security, Returned
Services League, Ministry of Education and other community bodies.
2.2
To provide information and assistance to any serving or former members of
the Australian
Defence Force, in
preparing applications for Service Pensions and Disability claims with the
Department of Veterans’ Affairs, and for Compensation claims with the Military
Compensation and Rehabilitation Service.
2.3
To provide information and assistance for funeral arrangements for widows
of former
members of the Australian
Defence Force, and to provide assistance in preparing
applications for War Widow
Pensions if eligible, with such persons being informed of the
role of Legacy.
2.4
Should monies in the Welfare Fund increase beyond the demands of Royal
Australian Navy in
Vietnam Veterans of Western Australia, then full members may
vote at an Annual General
Meeting to include as eligible for emergency financial
assistance, Royal Australian Navy
veterans of Western Australia who have served
in another theatre of war or peace keeping
force such as Far East Strategic
Reserve, or Gulf War. Such persons then become eligible for
Full Membership.
2.5
To provide Easter eggs, birthday present and Christmas present for each
of the dependents of deceased Royal Australian Navy in Vietnam veterans of
Western Australia until the age of 18
years or at the discretion of the
Committee.
BANNER
3.
Reserved
POLICY
4. The Association shall
be non sectarian and non political.
PATRON
5. Any person who has rendered distinguished
service to the Nation, or who occupies a
distinguished position in the
community, provided it is of a non sectarian and non political
nature, may be elected a patron of the Association, provided that such a person is willing to
take an active interest in the work of the Association.
MEMBERSHIP
6. There shall be four (4) classes of membership. They are:
6.1
Full Members
Full membership shall be
open to former or serving members of the Royal Australian Navy who
served in the
ships or units and whose service is recognised by the Department of Defence as
being in an operational area (Warlike, Non Warlike or Peace-Keeping) for the
purposes of the
Veterans’ Entitlement Act 1986 or as amended.
6.2 Associate
Members
Shall be open
to family of full members of the Association, former or serving members of the
Australian Defence Force and their widows and any person willing to take an
active interest in
the work of the
Association.
6.3 Honorary
Members
Honorary
membership may be bestowed upon any person for meritorious service to the
Association, by
a majority of full members.
6.3.1
A nomination and seconder
shall be required.
6.3.2
All full members shall be circularised at their last known address with a
ballot card.
6.3.3
A 14 day period shall be set
for return of cards to the Association’s Committee.
6.3.4
Only “objection” or “no” votes need be returned to be counted as
a percentage of
full members for determination of vote. Any
“objection” votes should be investigated by
the Association’s Committee
and presented to members before counting votes.
6.4
Life Members
6.4.1
Life membership may be bestowed upon any member who has given outstanding
or
meritorious service to the Association.
6.4.2
A nomination and seconder shall be required.
6.4.3
All full members shall be circularised at their last known address with a
ballot card.
6.4.4
A 14 day period shall be set for return of cards to the Association’s
Committee.
6.4.5
Only “objection” or “no” votes need be returned to be counted as
a percentage of full
members for determination of vote.
Any “objection” votes should be investigated by the
Association’s
Committee and presented to members before counting votes.
6.5 Existing
membership.
Association’s
Committee and then actioned by a majority vote of members present at the next
meeting, for a period of twelve (12) months of any member who demonstrates by
action or
words that they are or could be a destructive influence or could bring
the Association into
disrepute. Re-instatement may be made by the majority vote
of the Association’s members
present at a meeting after the set period has
elapsed.
6.6 Visiting
Members.
Members of
other Associations with similar interests may be invited to attend meetings of
the
Association but not to vote or participate in debate of agenda matters.
6.7
Records.
and securities of the Association in the presence of two (2) committee
members.
6.8
Register of members.
and
any person that has been given assistance in the Advocacy Service in accordance
with
section 27 of the Associations Incorporation Act 1987 and that register
shall be so kept and
maintained at the Association office or his or her place of
residence.
MEMBERSHIP APPLICATION
7.1 No
restrictions shall be imposed to any applicant by virtue of sex, race, religious
beliefs or
political affiliations.
7.2 Application
form attached.
SUBSCRIPTIONS
8. There shall be no fee
necessary for membership.
OFFICE BEARERS
9.
Office bearers shall be elected at each Annual General Meeting, to hold
office for a period of
twelve (12) months.
9.1
Executive Committee bearers shall consist of:
The Chairperson, The Vice
Chairperson and four members and shall be the governing body of
the Association.
9.2 Advocacy
Committee
9.2.1
No restriction in number.
9.2.2
A coordinator to be elected by the Advocacy Committee members for the
purpose of
coordinating and
reporting advocacy activities.
9.3 Absent
Friend’s Dependants’ Committee
9.3.1
No restriction in number.
9.3.2 A coordinator to be elected by the Absent Friend’s Dependants’
Committee members
for the purpose
of coordinating and reporting Absent Friend’s Dependants activities.
9.4. Busy
Bee Committee
9.4.1 No restriction in number.
9.4.2
A coordinator to
be elected by the Busy Bee Committee members for the purpose of
coordinating and reporting Busy Bee activities.
9.5 War Memorial Committee
9.5.2 A coordinator to be elected by the War Memorial Committee members for the
purpose
of coordinating and
reporting War Memorial activities.
9.6 Newsletter
Committee
9.6.2
A coordinator to be elected by the Newsletter Committee members for the
purpose of
coordinating and
reporting Newsletter activities.
9.7 Sick Bay Committee
9.7.2
A coordinator to be elected by the Sick Bay Committee members for the
purpose of
coordinating and
reporting Sick Bay activities.
9.8 Sponsorship
Committee
9.8.1
No restriction in number.
9.8.2 A coordinator to be elected by the Sponsorship Committee members for the
purpose
of coordinating and reporting Sponsorship activities.
9.9 Website
Committee
9.9.1 No restriction in number.
9.9.2
A coordinator to be elected by the Website Committee members for the
purpose of
coordinating and reporting Website activities.
9.10 Absent Friends Widows/Widowers Committee
9.10.2
A coordinator to be elected by the Absent Friends Widows/Widowers
Committee
members for the purpose of coordinating and reporting Absent Friends
Widows /
Widowers activities.
9.11 Interest
Free Loan Committee
9.11.2
A coordinator to be elected
by the Interest Free Loan Committee members for the
purpose
of coordinating and reporting Interest Free Loan activities.
9.12 Ad Hoc Committees
9.12.1
These will be appointed at any meeting, to operate only for the special
purpose for
which they were
convened.
9.12.2
A coordinator to be elected by the Ad Hoc Committee members for the
purpose of
coordinating and reporting Committee activities and progress.
9.12.3 The Ad Hoc Committee
shall be disbanded upon completion of the purpose or
activity
for
which it was formed.
9.13
The Executive Committee positions shall only be held by Full Members.
All other positions may
be held by Full, Associate or Life Members.
9.14 No limit shall be set on the number of terms of occupation of any office.
9.15 The Chairperson shall, ex-officio, be a member of all Committees.
9.16 Vacation
of Office:
will
then be held at the next designated
meeting, to hold office until the next Annual
General
Meeting.
9.16.2
Office Bearers may only be removed by majority vote of all Full and
Associate
Members.
Election for
this position will then be held at the next designated meeting,
to hold office until the next Annual General Meeting.
DUTIES
10. Duties of Office Bearers shall be, among others listed from time to time:
10.1 The
Chairperson as being fully versed in the everyday running of the Association
10.1.1 Chair all
meetings.
10.1.2
Liaison
with kindred organisations.
10.1.3
The Chairperson shall oversee the administration of the Association and
have the
casting vote where needed in Association’s decision making.
10.1.4
The Chairperson shall
maintain a list of all current members.
10.1.5
The Chairperson shall be responsible for the custody of the common seal
of the
Association and the affixing of the common seal shall be witnessed by the
Chairperson and one other Committee member.
10.1.6
The Chairperson shall be responsible for inward and outward
correspondence and
any
correspondence for members shall have the approval of the
Executive Committee
before distribution to members.
10.1.7
Hold and maintain copies of
the Constitution.
10.1.8
Maintain books of accounts
on a day to day basis.
10.1.9
Control the bank accounts.
10.1.10
Produce an annual financial report including:
Statement of receipts and expenditure.
Balance sheet of assets,
liabilities and accumulated funds. Arrange
an independent
audit of the financial books for the end of each financial year.
10.1.11 The Chairperson
may fulfil the duties of any other Office Bearer in the event of such an
Office
bearer being absent for a temporary period and any other duties required by
the Association.
10.2
The
Vice Chairperson as being fully versed in the everyday running of the
Association
10.2.1
The Vice Chairperson shall
assist the Chairperson.
10.2.2
The Vice Chairperson shall act on behalf of the Chairperson should the
Chairperson
be absent for a temporary period and any other duties required by
the Association.
10.2.3 The Vice
Chairperson may fulfil the duties of any other Office Bearer in the event of
such an Office bearer being absent for a temporary period
10.3
The Executive Committee members
10.3.1
Minute each General
and Annual General Meeting.
10.3.2
Maintain the Minutes book.
10.3.3
Maintain a list of members.
10.3.4
Arrange meeting venue.
10.3.5
Hold and maintain
copies of the Constitution.
10.3.6
Arrange meeting
agendas.
10.3.7
The Executive Committee members may fulfill the duties of any Office
Bearer in the
event of such an Office bearer being absent for a temporary
period.
10.3.8
Issue receipts and
bank monies.
10.3.9
Seek authorisation for
disbursements.
10.4
Advocacy Committee
10.4.1
Must ensure that any assistance in preparing
applications for Service Pensions and
Disability
Claims with the Department of Veterans’ Affairs, and for compensation
claims
with the Military Compensation and Rehabilitation Service, be provided by
members who have successfully completed the Pension Officer Course –Level 1
with
the Department of Veterans’ Affairs and are therefore indemnified by the
Department
of Veterans’ Affairs and registered by the Department of
Veterans’ Affairs under the
Association.
10.4.2
Must
ensure that a register of all persons obtaining assistance through the advocacy
services be kept and maintained at the Association office.
10.4.3
Inward and outward mail for the advocacy services will be forwarded to
the Advocacy
Coordinator by the
Chairperson.
10.4.4
The Advocacy Coordinator
shall control all receipt books.
10.4.5
All monies shall be
deposited into the Advocacy Service bank account.
10.4.6
The Advocacy Coordinator
may make deposits for the committee.
10.4.7
All payments on behalf
of the Advocacy service are to be made by the Committee
Coordinator and one member of the Advocacy Committee or Executive
Committee.
10.4.8
Bank accounts shall be
held in the name of the Advocacy Service.
10.4.9
Opening or closing of accounts, and selection of bank, shall be approved beforehand
by the Executive Committee.
10.4.10 The bank account shall
be in the form of a cheque account.
10.4.11
The Advocacy Committee members and Executive committee
members shall be
signatories to the accounts held by the Association, with the
committee coordinator
and one other to sign cheques.
10.4.12
In the event of the coordinator being absent for a temporary period then
any
Committee member may fulfill
the duties of the Coordinator.
10.4.13
Report to the Executive Committee prior to General and Annual General
Meetings.
10.5 Absent Friend’s Dependants’ Committee
10.5.1
Shall provide Easter eggs, birthday present and Christmas present for
each of the
dependents of deceased members of the Royal Australian Navy who
served in the
ships or units and whose service is recognised by the Department
of Defence as being
in an operational area Warlike, Non Warlike or
Peace-Keeping) for the purposes of the Veterans’ Entitlement Act 1986 or as
amended, until the age of 18 years or at the
discretion of the Committee.
10.5.2
Subject to availability of funds in the Absent Friends’ Dependants
Account and upon
request in writing by
widows/widowers of members of the Royal Australian Navy who
served in the
ships or units and whose service is recognised by the Department of
Defence as being in an operational area (Warlike, Non Warlike or Peace-Keeping)
for
the purposes of the Veterans’ Entitlement Act 1986 or as amended, and at
the
discretion of the Committee, this may include grandchildren.
10.5.3 A
register of dependants shall be maintained by the Coordinator.
10.5.4
A budget for maintenance and costing will be determined at
the beginning of each
financial year and the account will be managed by the Coordinator.
The account will
be to cover all costs for Committee activities including maintenance and other
expenses
incurred by the Coordinator. Should there be insufficient funds for the
Committee Account,
then an Executive committee meeting may be held to determine
if funds maybe
transferred from the Main Account.
forwarded to the Absent Friend’s Dependants’ Coordinator by the Chairperson.
10.5.6 The
Absent Friend’s Dependants’ Coordinator shall control all receipt books.
10.5.7 All
monies shall be deposited into the Absent Friend’s Dependants’ bank account.
10.5.8
The Absent Friend’s
Dependants’ Coordinator may make deposits for the committee.
10.5.9
All payments on behalf
of the Absent Friend’s Dependants’ service are to be made by
the Committee Coordinator and one member of the Advocacy Committee or
Executive Committee.
10.5.10
Bank accounts shall be
held in the name of the Absent Friend’s Dependants’.
10.5.11 Opening or closing of accounts, and selection of bank, shall be approved
beforehand
by the Executive Committee.
10.5.12
The bank account shall be in the form of a cheque account.
10.5.13
The Absent Friend’s Dependants’ Committee members and Executive
committee
members shall be signatories to the accounts held by the Committee, with the
committee coordinator and one other to sign cheques.
10.5.14 In the event of
the coordinator being absent for a temporary period then any
Committee member may fulfil the duties of the Coordinator.
10.5.15
Report to the Executive Committee prior to General and Annual General
Meetings.
10.6 Busy
Bee Committee
10.6.1
Shall provide a
voluntary Busy Bee service to former or serving members of the
Australian
interest in the work of the Association.
10.6.2
A budget for busy bees
will be determined at the beginning of each financial year
and the account will be managed by
the busy bee coordinator. The
account to
cover costs for busy bee activities including
travel and other expenses incurred by
the busy bee coordinator.
Any donations
made for busy bee activities to be
deposited
directly into main account.
10.6.3
The Busy Bee
Coordinator to ensure an inventory is kept of all assets (tools,
equipment,
etc) held for the specific purpose of the committee.
10.6.4
Inward and outward
mail for the Busy Bee services will be forwarded to the Busy Bee
Coordinator by the Chairperson.
10.6.5
The Busy Bee Coordinator
shall control all receipt books.
10.6.6
All
monies shall be deposited into the Busy Bee bank account.
10.6.7
The Busy Bee Coordinator
may make deposits for the committee.
10.6.8
All payments on behalf of the service are to be made by the Busy Bee
Committee
Coordinator and one member of the Busy Bee Committee or Executive Committee.
10.6.9
Bank
accounts shall be held in the name of the Busy Bee.
10.6.10
Opening or closing of accounts, and selection of bank, shall be approved
beforehand
by the Executive Committee.
10.6.11 The bank account shall be in the form of a cheque account.
10.6.12 The Busy Bee Committee members and Executive committee members
shall be
signatories to the accounts held by the
Committee, with the committee coordinator
and one other to sign cheques.
10.6.13
In the event of the coordinator being absent for a temporary period then
any
Committee member may fulfil the duties of the Coordinator.
10.6.14
Report to the Executive Committee prior to General and Annual General
Meetings.
Inward and outward mail for the Busy Bee services will be forwarded to the Busy
Bee Coordinator by the
Chairperson.
10.7 War Memorial Committee
and surrounding site. A budget for
maintenance and costing will be determined at
the beginning of each financial
year and the account will be managed by the
Coordinator.
The account will be to cover all
costs for Committee activities including
maintenance and other expenses incurred by the
Coordinator. Should there be
insufficient funds for the Committee Account,
may be held to determine if funds maybe transferred
accordance with the agreement with the City of Fremantle.
10.7.3
The coordinator to liaise with City of Fremantle and Ex Services Alliance
Association
in relation
to the Memorial.
10.7.4
Shall organize
any functions or ceremonies to be held at or on behalf of the War
Memorial.
To liaise with kindred organisations that may wish to have a service at
the
War Memorial.
10.7.5.
Inward and
outward mail for the War Memorial services will be forwarded to the War
Memorial Coordinator by the Chairperson.
10.7.6
The War
Memorial Coordinator shall control all receipt books.
10.7.7
All monies
shall be deposited into the War Memorial bank account.
10.7.8
The War
Memorial Coordinator may make deposits for the committee.
10.7.9
All payments on
behalf of the service are to be made by the War Memorial Committee
Coordinator
and one member of the War Memorial Committee or Executive
Committee.
10.7.10
Bank accounts shall be held in the name of the War Memorial.
10.7.11
Opening or closing of accounts, and selection of bank, shall
be approved beforehand
by the Executive Committee.
10.7.12 The bank account shall be in the form of a cheque account.
10.7.13 The War
Memorial Committee members and Executive committee members shall
be signatories to
the accounts held by the Committee, with the committee coordinator
and one other to sign
cheques.
10.7.14
In the
event of the coordinator being absent for a temporary period then any
Committee member may fulfil the duties of the Coordinator.
10.7.15 Report to the Executive Committee prior to General and Annual General
Meetings.
Inward and
outward mail for the War Memorial services will be forwarded to the War
Memorial Coordinator by the Chairperson.
10.8 Newsletter Committee
aim of the newsletter to be the dissemination of
information regarding the Association
to members.
10.8.2
Shall be
responsible for ensuring financial sponsorship for all or part of the costs of
producing and distributing the newsletter.
10.8.3
Shall
ensure that any advertising in the newsletter is not in contradiction of the
aims
of the Association.
10.8.4
The
Committee to seek approval from the chairperson for the content of the
newsletter prior to printing.
10.8.5
Shall
ensure the newsletter content reflects the aims of the Association and does not
seek to offend any person or organisation.
10.8.6
Shall ensure that the content of the
newsletter is non sectarian, non political and non
racial.
10.8.7 The
Newsletter Coordinator shall control all receipt books.
10.8.8 All
monies shall be deposited into the Newsletter bank account.
10.8.9 The
Newsletter Coordinator may make deposits for the committee.
10.8.10
All payments on behalf of
the service are to be made by the Newsletter Committee
Coordinator and one
member of the Newsletter Committee or Executive Committee.
10.8.11
Bank accounts shall be held in the name of the Newsletter.
10.8.12 Opening or
closing of accounts, and selection of bank, shall be approved beforehand
by the Executive Committee.
10.8.13 The bank
account shall be in the form of a cheque account.
10.8.14 The Newsletter Committee members and Executive committee members shall be
signatories to the accounts held by the Committee, with the committee
coordinator
and one other to sign cheques.
10.8.15 In the event of the coordinator being absent for a temporary period then
any
Committee member may fulfil the duties of the Coordinator.
10.8.16 Report to the Executive Committee prior to General and Annual General
Meetings.
10.9 Sick Bay Committee
The Sick Bay Coordinator shall control all receipt books. A budget for
maintenance
and costing will be determined at the beginning of each financial
year and the
account will be managed by the Coordinator.
The account will be to cover all costs
for Committee activities including
maintenance and other expenses incurred by the
Coordinator.
Should there be insufficient funds for the Committee Account, then an
Executive committee meeting may be held to determine if funds maybe transferred
from the Main Account.
10.9.2
All monies
shall be deposited into the Sick Bay bank account.
10.9.3
The Sick Bay Coordinator may make deposits for the committee.
10.9.4 All
payments on behalf of the service are to be made by the Sick Bay Committee
Coordinator and one member of the Sick Bay Committee or Executive Committee.
10.9.5 Bank
accounts shall be held in the name of the Sick Bay.
10.9.6 Opening
or closing of accounts, and selection of bank, shall be approved beforehand
by the Executive Committee.
10.9.7 The
bank account shall be in the form of a cheque account.
10.9.8 The
Sick Bay Committee members and Executive committee members shall be
signatories
to the accounts held by the Committee, with the committee coordinator
and one
other to sign cheques.
10.9.9
In the event of the coordinator being absent for a temporary period then any
Committee member may fulfil the duties of the Coordinator.
10.9.10 Report to the Executive Committee prior to General and Annual General
Meetings.
10.10 Sponsorship
Committee
10.10.1
Shall administer and process all
applications and disbursement of the annual
sponsorship program.
Shall adhere to the guidelines for the sponsorship fund,
namely, that
suitable applicants be members and their immediate family; and that the
sponsorship be applied in such cases as financial assistance for example: for
initial
entry in a field of study including tools necessary for an
apprenticeship or for medical
purposes such as medical apparatus or disability
needs. The annual sponsorship
sum
may be divided among a number of applicants if deemed fit by the committee.
10.10.2
Shall oversee the applications for annual sponsorship
scholarship and determine the
successful applicant or applicants for the annual
sponsorship scholarship. The
coordinator will have the casting vote in determining the successful recipient
for the
sponsorship.
10.10.3 The Coordinator to ensure the sponsorship
scholarship is maintained within the
allocated budget.
A budget for maintenance and
costing will be determined at the
beginning of each financial year and the
account will be managed by the Coordinator.
The account will be to cover all costs for Committee activities including
maintenance
and other expenses incurred by the Coordinator.
Should there be insufficient funds
for the Committee Account, then an
Executive committee meeting may be held to
determine if funds maybe transferred
from the Main Account.
10.10.5
Shall ensure through appropriate notification and advertising that
members of the
Association
are fully aware of the availability of the sponsorship program.
10.10.6 Any unallocated funds from one year are to be carried over into the
following year.
10.10.7 The Sponsorship Coordinator shall control all receipt books.
10.10.8 All monies shall be deposited into the Sponsorship bank account.
10.10.9 The Sponsorship Coordinator may make deposits for the committee.
10.10.10
All payments on behalf of the service are to be made by the Sponsorship
Committee
Coordinator and one member of the Sponsorship Committee or Executive
Committee.
10.10.11 Bank accounts shall be held in the name of the Sponsorship.
10.10.12
Opening or closing of accounts, and selection of bank, shall be approved
beforehand
by the Executive Committee.
10.10.13 The bank account shall be in the form of a cheque account.
10.10.14 The Sponsorship Committee members and Executive committee members shall
be signatories
to the accounts held by the Committee, with the committee coordinator
and one
other to sign cheques.
10.10.15 In the event of the
coordinator being absent for a temporary period then any
Committee member may
fulfill the duties of the Coordinator.
10.10.16 Report to the Executive
Committee prior to General and Annual General Meetings.
10.11 Website
Committee
ensuring that all materials posted on the website are in accordance with the
aims of
the Association. The
Chairman shall review all material prior to posting on the
website. The primary aim of the website being to provide Association news to
members and interested parties.
10.11.2
A budget for maintenance and costing will be determined at the beginning
of each
financial year and the account will be managed by the Website
coordinator. The
account will be to
cover all costs for Website activities including maintenance and
other expenses
incurred by the Website coordinator. Should
there be insufficient
funds for the Website Account, then an Executive committee
meeting may be held to
determine if funds may be transferred from the main
account.
10.11.4
All monies shall
be deposited into the Website bank account.
10.11.5
The Website
Coordinator may make deposits for the committee.
10.11.6
All payments on behalf of the service are to be made by the
Website Committee
Coordinator
and one member of the Website Committee or Executive Committee.
10.11.7. Bank accounts
shall be held in the name of the Website.
10.11.8
Opening or
closing of accounts, and selection of bank, shall be approved beforehand
by the Executive Committee.
10.11.9 The bank
account shall be in the form of a cheque account.
10.11.10 The Website Committee members and Executive committee members
shall be
signatories to the accounts held by the Committee, with the committee
coordinator
and one other to sign cheques.
10.11.11 In the event of the coordinator being absent for a temporary
period then any
Committee member may fulfill the duties of the Coordinator.
10.11.12 Report to the
Executive Committee prior to General and Annual General Meetings.
10.12 Absent Friends Widows/Widowers Committee
functions for widows and widowers of former or serving members of
the Australian
Defence Force
10.12.2. A budget for maintenance and costing will be determined at the beginning
of each
financial
year and the account will be managed by the Coordinator.
The account will
be to cover all costs for Committee activities including
maintenance and other
expenses incurred by the Coordinator.
Should there be insufficient funds for the
Committee Account, then an
Executive committee meeting may be held to determine
if funds maybe transferred
from the Main Account.
encouraging their
participation in the Association.
10.12.4 The Absent Friends Widows / Widowers Coordinator shall control all
receipt books.
10.12.5 All monies shall be deposited into the Absent Friends Widows / Widowers
bank
account.
10.12.6 The Absent Friends Widows / Widowers Coordinator may make deposits for
the
committee.
10.12.7
All payments on
behalf of the service are to be made by the Absent Friends
Widows / Widowers
Coordinator and one member of the Committee or Executive
Committee.
10.12.8
Bank accounts
shall be held in the name of the Absent Friends Widows / Widowers.
10.12.9
Opening or
closing of accounts, and selection of bank, shall be approved
beforehand by the Executive
Committee.
10.12.10 The bank account shall be in
the form of a cheque account.
10.12.11 The Absent Friends Widows /
Widowers Committee members and Executive
committee
members shall be signatories to the accounts held by the Committee,
with the
committee coordinator and one other to sign cheques.
10.12.12 In the event of
the coordinator being absent for a temporary period then any
Committee member
may fulfill the duties of the Coordinator.
10.12.13 Report to the Executive Committee prior to General and Annual General
Meetings.
10.13. Interest
Free Loan Committee
or
ex members of the Royal Australian Navy or their widows who served in the ships
or units and whose service is recognised by the Department of Defence as being
in
an operational area (Warlike, Non Warlike or Peace-Keeping) for the purposes
of the
Veterans’ Entitlement Act 1986 or as amended, subject to approval from
the
committee and availability of funds, and on condition that other avenues of
financial
assistance have been exhausted.
10.13.2
A budget for maintenance and costing will be determined at the beginning
of each
financial year and the account will be managed by the Coordinator.
The account will
be to cover all costs for Committee activities including
maintenance and other
expenses incurred by the Coordinator.
Should there be insufficient funds for the
Committee Account, then an
Executive committee meeting may be held to determine
if funds maybe transferred
from the Main Account.
10.13.3 Approval by the
Executive Committee and one other Committee member shall be
required for receipt
of financial assistance. This
decision shall be final and no
appeal allowed.
10.13.4 Financial
assistance provided by the Committee shall be on an interest free loan only
basis with
all money to be repaid by the recipient.
10.13.5 Prior to
receipt of Welfare Fund monies, the applicant shall form a contract with the
Association for the terms of repayment of the money.
10.13.6 In
extraordinary circumstances approval for financial assistance from the Welfare
Fund may be given to a former or serving member of the Australian Defence Force
provided the Chairperson and all Committee members are in agreement.
10.13.7
Upon the death
of a member (veteran, widow or widower), upon application by the
executor,
and if approved after consideration by the Welfare Committee, an
outstanding
loan with the Welfare Association in the name of that member, may be
deemed by
the Welfare Committee to be fully discharged.
10.13.8 The loan agreement (contract) is the only contract form to be
used.
10.13.9 Confidential information of any member, ex member, or person who has
received
assistance shall not be divulged to anyone outside of the Committee without that
person’s written consent.
10.13.11 All monies shall be deposited into the Interest Free Loan bank account.
10.13.12 The Interest Free Loan Coordinator may make deposits for the committee.
10.13.13 All payments on
behalf of the service are to be made by the Interest Free Loan
Committee
Coordinator and one member of the Interest Free Loan Committee or
Executive
Committee.
10.13.14 Bank accounts shall be
held in the name of the Interest Free Loan .
10.13.15 Opening or closing of
accounts, and selection of bank, shall be approved beforehand
by the Executive Committee.
10.13.16 The bank account shall
be in the form of a cheque account.
10.13.17 The Interest Free Loan
Committee members and Executive committee members
shall be signatories to the
accounts held by the Committee, with the committee
coordinator and one other to sign
cheques.
10.13.18 In the event of the
coordinator being absent for a temporary period then any
Committee member may
fulfil the duties of the Coordinator.
10.13.19
Report to the Executive Committee prior to General and Annual General
Meetings.
10.14 Ad Hoc Committees
are convened.
Advocacy Service Assistance
11. Any assistance in preparing applications for Service Pensions and
Disability Claims with the
Department of Veterans’ Affairs, and for
compensation claims with the Military Compensation
and Rehabilitation Service,
can only be provided by members who have successfully
completed the Pension
Officer Course Level 1 with the Department of Veterans’ Affairs and
are
therefore indemnified by the Department and registered by the Department under
the
Association.
12. MEETINGS
12.1
The Annual General
Meeting shall be held in June of each year.
12.2 The General Meetings to be held every three months.
12.3 Extraordinary meetings may be called by the Chairperson by giving 14
days notice to
members.
12.4 Quorum
members.
12.5 Agenda
General Meeting.
12.6 Procedure
12.6.2
Where a motion is put to the meeting, a seconder will be called for.
12.6.3
If no seconder, the motion is deemed to have failed.
12.6.4
If seconded, views for and against may be called from the meeting, after which a
vote
must be held.The vote shall be resolved by the majority count.
12.7
Only full members may vote at a meeting and voting shall be limited to
those full members
present at the meeting.
12.8 Voting shall be by a show of hands.
12.9 The Chairperson shall cause proper minutes of all proceedings of all
general meetings and
Committee meetings to be taken and then to be
entered within 30 days after the holding of
each general meeting or
Committee meeting, as the case requires, in a minute book kept for
that purpose.
13. FINANCE
13.1 All monies received on behalf of the Association shall be
receipted.
13.2 The Chairperson shall control all receipt
books.
13.3 All monies shall be deposited into the
Association bank account.
13.4 Only the Chairperson may make deposits for
the Association.
13.5 All payments on behalf of the Association are
to be made by the Chairperson.
13.6 A bank account shall be held in the name of
the Association.
13.7 Opening or closing of accounts, and selection of bank, shall be approved
beforehand by the
Committee.
13.8 The bank account shall be in the form of a cheque account. Additional
funds may be invested in
a term deposit approved by the Committee.
13.9
The Committee members
shall be signatories to the accounts held by the Association, with any
two to
sign cheques.
13.10 On the event of the Chairperson being absent for a temporary period then
any Committee
member may fulfill the duties of the Chairperson.
14. AUDIT
financial year.
14.2 The auditor’s report to be presented at the first General Meeting after
the end of the financial
year.
15. WELFARE FUND
15.1 Any money held by the Association shall form the Welfare Fund. The
Association shall not
accrue money for any other purposes.
Legitimate costs not covered by other sources shall be
borne by the
Association.
15.2
Money raised for the Welfare Fund shall be by donations by any interested
persons or
organisations, planned fundraising projects or donations from persons
who have received
assistance with applications for pensions or compensation from
the Association. There shall
not be any obligation upon a person who has
received assistance to make a donation to the
Welfare Fund.
15.3 Approval by the Chairperson and one other Committee members shall be
required for receipt
of financial assistance from the Welfare Fund. This
decision shall be final and no appeal
allowed.
15.4
Financial assistance provided by the Welfare Fund shall be on an interest
free loan only basis
with all money to be repaid by the recipient. A
service charge of $10.00 shall be made on all
loans to cover administrative
costs. The recipient must meet any government charges incurred
for stamping the
loan agreement.
15.5 Prior to receipt of Welfare Fund monies, the applicant shall form a
contract with the Association
for the terms of repayment of the money
15.6
In extraordinary circumstances approval for financial assistance from the
Welfare Fund may be
given to a former or serving member of the Royal Australian
Navy provided the Chairperson
and all Committee members are in agreement.
15.7
Upon the death of a member (veteran, widow or widower), upon application
by the executor,
and if approved after consideration by the Welfare Committee,
an outstanding loan with the
Welfare Association in the name of that member, may
be deemed by the Welfare Committee
to be fully discharged.
15.8 The loan agreement (contract) attached.
16.
CONFIDENTIALITY
shall not be divulged to anyone outside of the Committee without that
person’s written consent.
17.
INTERPRETATION
Any doubt
arising as to the application or meaning of any clause in the Constitution shall
be
decided by a majority vote at a General Meeting, with such decision being
final. The decision
shall then be written into the Constitution.
18.
NON-PROFIT CLAUSE
the aims of
the Association and no portion thereof shall be paid or transferred, either
directly or
indirectly, by way of dividend, bonus or otherwise, or by
way of profit, to members or relatives
of members of the Association,
provided that nothing herein shall prevent the payment in good
faith or remuneration to any officer or servant of the
Association, or reasonable or proper rental
for premises let by any member, to
the Association.
19. WINDING UP CLAUSE
If, upon the winding up or dissolution of the Association, there remains
after satisfaction of all its
debts and liabilities, any property whatsoever,
the same shall not be paid to, or distributed
among members of the Association,
but shall be distributed to an Incorporated Association
having similar aims, or
to such charitable body or bodies, and which shall prohibit the
distribution of
income and property to members.
20.
COMMON SEAL OF ASSOCIATION
characters.
20.2 The common seal of the Association shall not be used without the express
authority of the
Committee and every use of that common seal shall be recorded
in the minute book referred to
in rule 11.
20.3 The affixing of the common seal of the Association shall be witnessed by
any one member of
the Committee and the Chairperson.
20.4 The common seal of the association shall be kept in the custody of
the Chairperson or of such
other
person as the Committee from time to time decides.
21 INSPECTION OF RECORDS OF
ASSOCIATION
A member may at
any reasonable time inspect without charge the books, documents, records
and
securities of the association.
22.
ALTERATIONS TO THE CONSTITUTION
Meetings with a
quorum in attendance and with the consent of 75% of members voting at the
meeting. A Notice of Motion to alter the Constitution must be made in writing to
the Committee
twenty-one (21) days prior to the meeting.
CONSTITUTION
CONFIRMED AND ADOPTED 19th August 2003
