[Computerbank] [Fwd: [cai-vic] Policy stick is out]

[Kylie Davies]

Hi Romana and others,

Happy to help. :)

Warning...This is a loooong email. :) 

> Kylie,
>
> Thanks again for reminder - I found it finally! Unfortunately, I still have
> the vic centric draft, with no mention of the work in Sth Aust that Shaun,
> Jennifairy and I did..I think that got amended later - I'd love a copy of
> that, I remember our discussions on it atthe time now!

Yep the idea is that you can and are encouraged to modify the document for 
your own purposes. Its all licensed under a freed licensing model (although 
we haven't decided which one yet!). ;) 

I did include the historical stuff re CAI-SA in the Computerbank Australia 
Overview Document (which we hand out to people who want to know more about 
the National organisation). :) 

> But I'm afraid this doc, while full of much we certanly should be ensuring
> is in place, isnt the one you suggested may contain descriptions of
> committee roles?

I have pasted the cai-committee email on this topic below. This is where we 
discussed things like changing the Treasuror's role. The email was sent 
shortly after the State Coordinators roles were defined. 

The roles were taken from the previously ratified CVI Policy manual, the one 
that was current when we moved into Rosslyn St. 

The CVI policy manual also defines things like technical coordinator, 
volunteer cordinator, and etc. More recently we have added new roles for our 
day to day operations and have appointed responsible and willing WFTD 
participants to them. 

All of the CAI National Committee Job Descriptions, as they stand current 
today (excluding my notes), are included within the email below. The draft 
affiliate agreement is also included - but we still haven't signed off on 
that. 

Cheers,

Kylie

---
Kylie Davies
Victorian State Coordinator
Computerbank Australia Inc. 

----------  Forwarded Message  ----------

Subject: [CAI-committee] Treasurers job description and affiliate agreement
Date: Sun, 11 Aug 2002 19:26:21 +1000
From: Kylie Davies <mailkylie at optushome.com.au>
To: cai-committee at lists.linux.org.au

Hey all again,

On this topic I have (from many emails ago)...

---------------------------------------------------------
National Treasurer

The National Treasurer acts to ensure that the organisations finances are
accounted for accordingly. The National Treasurer will keep records of
National Committee expenditure and will oversee and collate financial
reporting of State Branches.

The National Treasurer will:

Ensure that the organisations finances are handled properly
Keep records of income and expenditure of the National Committee
Collate records of State Branch income and expenditure
Prepare and present a financial report for each monthly meeting of the
committee
Prepare financial statements as required by the ATO
Arrange to have the organisations accounts audited annually
Make financial recommendations to the committee
Prepare an annual budget
Draw the attention of the Committee to funding sources and dates for funding
submissions
--------------------------------------------------

This was from the email I sent around all of the CAI - Committee's JD's and
roles. :) This also encapsulated the State Coordinators/Convenors roles. The
statements around Affiliates refer to the charter for affiliates (or the
draft affiliate agreement) given as:

Affiliates means any Independantly Incorporated Not for Profit Assocoation
or Company

Affiliates with CAI will be expected to sign a document that guarantees
that they will:
a. Conduct themselves in a manner which will not bring EITHER Organisation
into disrepute  
b. Abide by the SOP of CAI
c. Not undertake any publicity without the approval of the CAI
Publicity Liason Co-ordinator
d. Generally act as recognised representative of CAI with its incumbent
responsibilities.

Affiliates are responsible for:
a. Fulfilling the legal requirements of their State in respect to
Incorporated Associations
b. All taxation, insurance and emloyees
c. Legal fees
d. Membership
e. Maintaining an equitable relationship with other Branches and
Affiliates of CAI

Affiliates are entitled to:
a. A seat on the national Committee of CAI ( a limit per State may apply )
b. To apply for project funding from CAI ( the same as Official Branches )
c. Volunteer Insurance if their members are registered CAI volunteers (
free)
d. A share of all CAI hardware donations in their area

It is expected that a nominal membership fee will be charged and that an
escape clause for either party will be included in the contract.
---------------------------------------------------------

Perhaps the affiliate agreement lacks a bit of context and could be better
set out. At the moment we still lack a Publicity co-ordinator and the
affiliate agreement refers to one. ? I guess we can discuss this at the
meeting and on the list??

Below is the fulltext of the JD's and Roles for CAI-AUs document...

Cheers,

Kylie
Victorian Branch Coordinator
Computerbank Australia Inc

-----------------------------------------------------------------------------
Computerbank Australia Committee: Roles and Responsibilities / Job
Descriptions
...Adapted from the old CBV Policy Manual.

General Role

The Computerbank Australia Committee's general role is to make decisions,
plan and manage (organise), in accordance with the aims of the Constitution.
The Computerbank Australia committee carries out this general role in
relation to the responsibilities of operating Computerbank Australia
Incorporated as a National organisation consisting of State Branches and
Regional Branches/Nodes.

The Computerbank Australia Inc Committee will define general policy and
guidelines for operation of Computerbank Branches and Nodes.

Responsibilities of the National Committee

Operate the oganisation according to the rules of the Constitution of
Computerbank Australia Inc.
Operate the organisation according to Computerbank Australia Inc By Laws
Operate the organisation according to Computerbank Australia Inc Policies and
Procedures
Provide appropriate public liability and personal/volunteer accident
insurance coverage and other protections as required
Formulate By-laws, policies and procedures for operation of the organisation
Maintain accurate records
Set guidelines for publicity
Obtain funding and other resources, including donations
Recruitment of volunteers
Keeping and coordinating records for expenditure and income
Planning and budgeting for National expenditure
Accounting to funding bodies (where applicable) for expenditure
Provide an annual audited financial statement for the organisation

Committee members should always consult with other committee members before
making commitments on behalf of the organisation.

Responsibilities of State Branches

A State Branch's general role is to make decisions, plan and manage
(organise), in accordance with the aims and guidelines expressed by the
National Committee and any binding legal instruments.

State Branches operate autonomously from the National Committee and as such
manage the day to day affairs for the State that they represent.

State Branches are responsible for

Recruiting volunteers
Liaison with individuals, community groups, and donators
Obtain funding and other resources, including donations
To keep and coordinate records for expenditure and income
Generating local publicity
Service Delivery
Providing a regular report to the National Committee using the prescribed
format.

Responsibilities of State Affiliates

State Affiliates that have signed the Computerbank 'Charter for Affiliates'
are bound by the same obligations as State Branches.

In addition to this affiliates have the responsibility of maintaining their
own financial instruments and holding a separate public liability and
personal/volunteer accident insurance policy for their organisation.

National Office Bearers and Committee Members Job Descriptions

President

The President is the overall coordinator / leader of the organisation. Within
this the President has the responsibility for:

Setting dates and agendas for General Meetings
Setting dates and agendas for Committee Meetings
Chairing meetings as required
Ensuring that minutes of meetings are true and accurate records
Ensuring that the committee functions effectively
Supporting and informing members of the committee
Forming sub-committees as appropriate
Writing a monthly report and an annual report
Liaising with other organisations on behalf of the committee

Vice-President

The Vice President will act in the absence of the President where appropriate
or where necessary. In addition to this the Vice President will:

Carry out any duties as delegated by the President
Support the President and the committee
Carry out the other duties as a committee member

National Treasurer

The National Treasurer acts to ensure that the organisations finances are
accounted for accordingly. The National Treasurer will keep records of
National Committee expenditure and will oversee and collate financial
reporting of State Branches.

The National Treasurer will:

Ensure that the organisations finances are handled properly
Keep records of income and expenditure of the National Committee
Collate records of State Branch income and expenditure
Prepare and present a financial report for each monthly meeting of the
committee
Prepare financial statements as required by the ATO
Arrange to have the organisations accounts audited annually
Make financial recommendations to the committee
Prepare an annual budget
Draw the attention of the Committee to funding sources and dates for funding
submissions

National Secretary

The National Secretary is responsible for keeping accurate records and
instruments for on behalf of the organisation.

The Secretary will:

In consultation with the President - prepare minutes of meetings, agendas and
other material for meetings and activities
Deal with correspondence relating to the National Committee
Distribute materials to the members of the Committee at the appropriate times
Assist the President  with any information required
In consultation with the President - arrange venues for meetings
Keep appropriate records
Make arrangements for the Annual General Meeting
Organise the collating and printing of Annual reports
Carry out other administrative duties as arranged with the President and the
Committee

CAI State Conveners (SC)

The State Conveners are decided upon by the membership of each State and are
automatically members, with voting rights, of the Computerbank Australia
Incorporated (CAI) Committee of Management

It is expected that the SC's will also participate in any sub committees or
take on other roles within the National Committee as required. As full voting
members of the committee it is expected that they are full
financial members.

State Convener Key Responsibilities:

To their State

To represent the interests and decisions of their State membership and State
committee
To regularly report to the State membership on all decisions of the CAI
committee
To liaise between the State committee and the CAI committee
To maintain an overview of State affairs including finances
The SC will be involved in funding submissions for their State and will be
expected to be involved in CAI funding submissions as required.
To ensure legislative and Industry compliance for any State projects
To be a member of the State Committee of Management
To ensure that the State Treasurer delivers financial records to the CAI
Treasurer for Government reporting by the date specified
To ensure all Membership and Volunteer records are kept securely and passed
onto the CAI Secretary regularly

As CAI Committee members

To act within the Rules, By laws and Policies of CAI
To participate in any other roles within the committee e.g. Technical
subcommittee
To contribute to the policy development and implementation of CAI where
possible
To report regularly on State affairs to the CAI committee, monthly unless
directed otherwise
To advise the CAI committee of any State legislative differences which may
effect CAI
To liaise with external agencies within the State on issues effecting CAI

State Conveners are internally responsible to:

The committee and membership
The State Committee and membership

State Conveners are externally responsible to:

The recipients
Volunteers
Funding bodies and external organisations with whom they have relationships*

State Convener Position Outcome

They will ensure smooth, safe and legal operations of their State branch.

Members and Officers of the Committee

The following responsibilities apply to all members of the Committee,
including Ordinary members.

All Committee Members will:

Attend meetings of the committee and participate in decision making
Be familiar with the aims, goals, policies and rules of the organisation
Read minutes and reports before meetings
Participate in sub-committees and other activities of the committee
Carry out applicable duties in accordance with designated role
Complete actions in designated time frames

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