Administrative Regulations & Policy

MEMORIAL WALL INSCRIPTION - DECEASED MEMBERS REG No 1/13

NOTE: ALL REGULATIONS AND POLICIES ARE REVIEWED BY THE STATE EXECUTIVE ON AN ANNUAL BASIS AND ARE EITHER CONFIRMED OR AMENDED.

Purpose: To define the policy for permitting a deceased member to have his/her name and date of death inscribed on the Memorial Wall panels in the Memorial Room of the RAAF Memorial Centre Hobart.

A person shall be entitled to have his/her name and date of death inscribed on the wall under the following criteria:

1. The person concerned must have served in the Royal Australian Air Force or in a Commonwealth or Allied Air Force,

2. The person must be, or have been, a financial member of the RAAF Association, and

3. The family of the deceased (Next of Kin) should agree to the entitlement in writing to the State Secretary or to the relevant Branch Committee, who are to certify and recommend the entitlement.

STATE PRESIDENT

Re-confirmed 02 Jun 20

ASSOCIATION PRIVACY POLICY - REG No 3/13

Purpose: To protect member information held by the Division and to ensure no unauthorised release of any member information is permitted.

1. All hard copy membership data held by the Division is secured in lockable cabinets with access limited to the Division and Branch Executive.

2. No release of any member information will be made to any third party without the written approval of the member concerned.

3. No photograph of any member or their family or guests engaged in any Association activity will be published in any form without the specific consent of those involved.

4. Electronic records and other details of membership and functions, are held on a secure computer network (and password protected) with access restricted to Division and Branch Executives.

STATE PRESIDENT

Re-confirmed 02 Jun 20

RAAFA MUSEUM REGULATIONS - REG No 4/13

Purpose: To provide directional guidance to the Committee of the Museum in the conduct of Museum business.

1. Duties of the Museum Committee.

The Committee shall be responsible for the collecting, cataloguing, storage and display of all records, memorabilia, artefacts or other items held in the Museum or displayed in any part of the building. The Committee is empowered to do all lawful acts, incidental or conducive to the attainment or maintenance of the items/artefacts etc., held in the Museum.

2. Meetings of the Museum Committee

The Museum Committee shall meet at least twice in each year and at any other time requested by the Museum Chairman . The Committee shall keep all minutes of the meetings and proceeding and are to produce an Annual Report to the State Council for its Annual General Meeting. The Honorary Curator, if appointed, shall be an ex-officio member of the Committee but shall not have a vote

3. Proceedings of the Museum Committee

At all meetings of the Museum Committee all questions at any meeting shall be decided by a majority of votes of those present and qualified to vote. A quorum shall consist of three (3) Committee Members.

4. Finance

The Museum Committee shall keep a full and true record of all funds and monies that may be either collected by them or allocated to them and shall produce those records for audit and report to the Annual General Meeting of the Tasmania Division. The Committee shall submit requests for financial assistance to the State Council, through the State Secretary

5. Workplace Health and Safety

The Museum Committee are to familiarise themselves with the Workplace Health and Safety provisions of the Constitution and the Safety Brief applicable to all visitors to the Museum and are to ensure they take all reasonable steps to ensure compliance.

Note: The Museum Committee are to also be cognizant of the Divisional Constitutional provisions relating to the operation of the Museum.

STATE PRESIDENT

Re-confirmed 02 Jun 20

SOCIAL DISTANCING POLICY - MEMORIAL CENTRE REG 1/20

RAAFA Activities –Social Distancing

Dear Members,

Now that restrictions on social gatherings have been eased somewhat, there still remains the requirement for Social Distancing. Social Distancing is the law and will be with us for some time, probably until a vaccine is found and administered. On that basis the following policy will apply to use of the RAAF Memorial Centre with immediate effect and until further notice.

On entering the Memorial Centre members should use the sanitizer provided. It has been determined that for any social gatherings, attendees are to be seated in the lounge room area, and the library if required, at the tables and in the seating configuration provided, ie four people to a table – both ends and middle either side.

Members should only go to the Bar Area to order and pay for their refreshments before returning to their seating in the lounge room and/or library. At any one time, a limit of seven (7) people in the Bar Area will apply with social distancing observed.

Members are encouraged to use the cash free facility to purchase their refreshments with a credit or debit card but cash will still be accepted. Hobart Committee members, and any other persons using the Memorial Centre, should ensure that all furniture, surfaces and appropriate items are disinfected before any functions.

There should be a maximum of two bar staff observing appropriate social distancing. Disposable gloves should be used when handling money or foodstuffs, and to observe social distancing it would be appropriate for committee members to offer Happy Hour snacks to members at their tables. It would also be appropriate for members consuming any snacks to utilize paper plates and napkins. Similarly, to maintain appropriate social distance, any raffle ticket sales should be sold from the Lounge Entry Point.

While these rules may appear restrictive, they are for your health and safety and we ask for your co-operation in ensuring that everyone stays safe while still enjoying each other’s company.

A.W. ROBERTSON

State President 27 May 2020

CORPORATE FINANCE REGS No 2/2020

APPROVAL OF TASMANIA DIVISION EXPENDITURE
Purpose: To define the policy and provide clarity of the approval process to enter into commitments for operational and capital purchases or engaging a service to be paid from Tasmanian Division Funds.

1. Operational and capital purchases or services engaged by the Tasmanian Division up to a value of $500 requires approval by one of the following:
State President
State Secretary
State Treasurer

2. Operational and capital purchases or services engaged by the Tasmanian Division to a value $501 - $10,000 requires approval by the State President and one of the following:
State Secretary
State Treasurer

3. Operational and capital purchases or services engaged by the Tasmanian Division to a value of greater than $10,000 must be presented to the State Executive Council at a formal meeting or by circulating resolution out of session.

4. A service that is to run for a period of time up to 12 months and occurs at regular intervals within the period will only require initial approval in accordance with 1 and 2.

5. Approval of expenditure of Utilities (Rates, Water and Electricity) and servicing of firefighting equipment and fire alarms sits outside this Regulation.

6. Approval of BAS payments sits outside this Regulation.

A.W. Robertson OAM, CSM, RFD, JP
STATE PRESIDENT 09 June 2020

Confirmed bvy the State Executive 04 June 2020