General

These By-Laws are to be read in conjunction with the Constitution of the Royal Australian Engineers Association of WA (Inc) and lay out rules for the smooth running and guidance of this Association in accordance with Rule 27 of the Constitution.

These By-Laws must be approved by the Committee and documented in the Minutes of the Meeting. By-Laws are to be made available to Association members on request.

New By-Laws and changes to existing By-Laws can be presented by any committee member to the committee for consideration. One Committee Meeting’s notice is to be given and a copy of the proposed changes are to be handed to each committee member when notice is given, for their consideration.

By-Law 1 – Post Office Box

The Association shall maintain a post office box as its official contact address. The box key is to be held by the Secretary, if a second key is required, it is to be held by the Treasurer.

By-Law 2 – The Patron (Rule 19)

The Association may have a Patron. The Committee shall nominate a Patron who will be contacted by the President to confirm his willingness to fill the position. If accepted, the nomination would be tabled at the next Annual General Meeting, which will elect the Patron.

The length of any appointed term of a Patron shall be three (3) years. If the Patron is in agreeance, the Committee may extend the appointment by a further three (3) years.

Whilst it is not expected that the Patron could or should perform all the duties listed below, it would be expected that the Patron attends as many as possible.

Duties Of The Patron:

  1. Attend Association General Meetings.
  2. Attend the Annual General Meeting and when all Committee positions are declared vacant, assume the chair and facilitate the election of the Executive Committee.
  3. Attend functions organised by the Association.
  4. Attend functions organised by 13 Field Squadron where the Association is invited, eg Waterloo Dinner.
  5. Attend the Dawn Service at the Association Memorial Precinct.
  6. March with the Association on ANZAC Day.
  7. Attend events where the service of Sappers is commemorated.
  8. Promote the Association when talking to or meeting fellow Officers and Sappers.

By-Law 3 – Petty Cash

Petty Cash is an amount of money held by the Treasurer to reimburse Committee Members the cost of small purchases made in the performance of their role on the committee.

The maximum amount of Petty Cash allowed to be held, shall be one hundred (100) dollars.

The maximum amount of reimbursement shall not exceed twenty-five (25) dollars.

Petty Cash shall be used for the purchase of stationary items eg biros, staples, printing paper, booklet of stamps etc.

Amounts over twenty-five (25) dollars shall be reimbursed by cheque or other banking financial means.

By-Law 4 – Fund Raising

Monies required for a cash float at fund raising events shall be drawn out of the General Bank Account. At the end of the fund-raising event, that amount of money shall be taken from the monies collected at the end of the event and deposited in the General Bank Account as a separate deposit.

All other expenses which are covered by receipts shall be deducted from the total funds raised.

By-Law 5 – Welfare Fund

The amount held in the Welfare Fund shall not exceed fifteen thousand ($15,000) dollars and shall not fall below two thousand ($2,000) dollars. Where necessary and as required, additional funds shall be transferred from the General Account into the Welfare Account.

An Association member who is able to demonstrate financial hardship shall upon written application and approved by a minimum of three members of the board, be entitled to welfare assistance. In the event that three members of the Board are not available to vote on the application, a Committee Member may then be called upon to cast the final vote required for approval.

All claims are to be kept confidential and are not open for discussion.

The maximum amount of Welfare Funds payable shall not exceed one thousand ($1,000) dollars and is to be paid to the service provider or medical practitioner in the case of medical hardship.

Petty Cash is an amount of money held by the Treasurer to reimburse Committee Members the cost of small purchases made in the performance of their role on the committee.

The maximum amount of Petty Cash allowed to be held, shall be one hundred (100) dollars.

The maximum amount of reimbursement shall not exceed twenty-five (25) dollars.

Petty Cash shall be used for the purchase of stationary items eg biros, staples, printing paper, booklet of stamps etc.

Amounts over twenty-five (25) dollars shall be reimbursed by cheque or other banking financial means.

By-Law 6 – Property and Goods

The Property Member and shall keep a Property Register of all property and goods owned or held on loan by the Association.

Property depreciation/appreciation should be decided by the Committee on an annual basis.

By-Law 7 – Duties of Ordinary Committee Members

From time to time, ordinary Committee Members may be required to undertake responsibility for additional duties for the benefit of the members or their families.

Additional duties may include but not be limited to social events, visits and excursions, fund raising, Flags and Banners and any other duties requested by the Board.

By-Law 8 – Social Events

Committee Member/s appointed to organise social events shall advise the Committee of the event being organised and where necessary seek approval for the expenditure of Association funds required to hold such event.

The Social Member/s shall keep the Committee advised of progress in the organising of the event and give ample notice of the details to the members of the upcoming event.

By-Law 9 – Flags & Banners

Committee member/s selected to look after the Association’s Flags and Banners shall be responsible for the care, maintenance and safe keeping of such items.

Flags and Banners shall be carried on ANZAC Day, at commemorative service events where the Flags and Banners have been requested to be present and at funerals where requested by the family.

The selected member/s shall arrange the necessary number of flag carriers required to carry the Flags and Banners requested for the event.