CONSTITUTION

of the

AUSTRALIAN NAVY IN VIETNAM VETERANSí  

WELFARE ASSOCIATION OF WESTERN AUSTRALIA INC. 

NAME 

1.         The name of the organisation shall be: 

AUSTRALIAN NAVY IN VIETNAM VETERANSí 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 Veteransí 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 Veteransí 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
            Veteransí 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 Associationís Committee.
            6.3.4        Only ďobjectionĒ or ďnoĒ votes need be returned to be counted as a percentage of
                         full members for determination of vote.  Any ďobjectionĒ votes should be investigated by
                         the Associationís 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 Associationís Committee.
            6.4.5        Only ďobjectionĒ or ďnoĒ votes need be returned to be counted as a percentage of full
                        members for determination of vote.  Any ďobjectionĒ votes should be investigated by the
                        Associationís Committee and presented to members before counting votes.

6.5      Existing membership.  
          
  Withdrawal of existing membership may be recommended by a majority vote of the 
            Associationís 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 Associationís 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.  
    
Any member may at any reasonable time inspect without charge the books, documents, records
     and securities of the Association in the presence of two (2) committee members.

6.8       Register of members.  
   
The Chairperson shall on behalf of the Association keep and maintain the 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        Applicants shall complete and submit an application in the format approved by the Committee.
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 Friendís Dependantsí Committee
   
         9.3.1    No restriction in number.
            9.3.2   A coordinator to be elected by the Absent Friendís Dependantsí Committee  members
                        for the purpose of coordinating and reporting Absent Friendís 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  
           
9.5.1  No restriction in number.
            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 1   No restriction in number.
            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  
           
9.7.1      No restriction in number.
            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  
           
9.10.1 No restriction in number.
            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  
           
9.11.1     No restriction in number.
             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:  
           
9.16.1     Office Bearers may resign at any time during their tenure.  Election for this position
                            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 Associationís 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 Veteransí Affairs, and for compensation 
                            claims with the Military Compensation and Rehabilitation Service, be provided by 
                            members who have successfully completed the Pension Officer Course ĖLevel 1 with
                            the Department of Veteransí Affairs and are therefore indemnified by the Department 
                            of Veteransí Affairs and registered by the Department of Veteransí 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 Friendís Dependantsí 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 Veteransí 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 Friendsí 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 Veteransí 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.  
10.5.5     Inward and outward mail for the Absent Friendís Dependantsí services will be 
                forwarded to the Absent Friendís Dependantsí Coordinator by the Chairperson.
10.5.6     The Absent Friendís Dependantsí Coordinator shall control all receipt books.
10.5.7     All monies shall be deposited into the Absent Friendís Dependantsí bank account.
10.5.8     The Absent Friendís Dependantsí Coordinator may make deposits for the committee.
10.5.9       All payments on behalf of the Absent Friendís Dependantsí 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 Friendís Dependantsí.
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 Friendís Dependantsí 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 Defence Force and their widows or any person willing to take an active
                            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  
            10.7.1         Shall be responsible for coordinating and conducting maintenance of the Memorial 
                            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, then an Executive committee meeting 
                            may be held to determine if funds maybe transferred from the Main Account.
   
         10.7.2        Establish and maintain a trust fund for future maintenance of the Memorial in 
                            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  
           
10.8.1     Shall be responsible for the production of the Association newsletter.  The primary
                            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 
           
10.9.1           Shall ensure that requests for hospital or home visits by veterans be met if possible.
                            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.  
            10.10.4     Shall organise a presentation ceremony for the successful applicants or applicants.
   
         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  
             10.11.1   Shall be responsible for the ongoing management of the Association website, 
                            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.  
           
10.11.3   The Website Coordinator shall control all receipt books.
            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  
           
10.12.1   Shall provide support, arrange activities and facilitate participation in Association 
                            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.  
            10.12.3   The Coordinator to make contact with new widows and widowers for the purpose of
   
                         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  
           
10.13.1   Shall provide emergency financial assistance, as an interest free loan, for members
                            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
                            Veteransí 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
                             personís written consent.  
           
10.13.10  The Interest Free Loan Coordinator shall control all receipt books.
            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  
           
These will be appointed at any meeting, to operate only for the special purpose for which they
            are convened.

Advocacy Service Assistance
11.      Any assistance in preparing applications for Service Pensions and  Disability Claims with the
            Department of Veteransí 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 Veteransí 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  
           
12.4.1     The quorum shall be set at seven (7) members, two (2) of whom must be Committee 
                            members.
12.5   Agenda  
           
12.5.1     An agenda shall be provided by the Committee for General Meetings and the Annual
                            General Meeting.
12.6   Procedure  
           
12.6.1     An agenda will be followed where supplied.
            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  
14.1        The Associationís finances to be subjected to an independent audit at the close of each 
            financial year.
14.2        The auditorís 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  
           
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  personís 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 income and property of the Association shall be applied solely toward  the  promotion of 
            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  
20.1        The Association shall have a common seal on which its corporate name shall appear in legible
            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  
           
Alteration or alterations to the Constitution of the Association shall only be made at General
            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

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