By-Laws

1.0 DUTIES & RESPONSIBILITIES

1.01 State Council

The duties & responsibilities of the State Council are as detailed below:

1.01.01 President of the Division
The President of the Division is to:

  • Represent the Queensland Division of the RAAF Association at National Level;
  • Represent the Queensland Division of the RAAF Association at functions within the State of Queensland;
  • Present the official views of the RAAF Association to the media on matters in which the RAAF Association has an interest;
  • Preside at all meetings of State Council, general meetings and assemblies of the Queensland Division;
  • Liaise with other Ex-Service organizations on matters of mutual interest;
  • Assist and advise in development of Division Policies including membership, finance and administration.

1.01.02 Deputy State President
The Deputy State President is to:

  • Deputize for and assist the President of the Division as required;
  • Perform representational duties as directed by the President of the Division or State Council; and
  • Perform the duties of Chairman of the Honours & Awards Committee, and the Constitution Review Committee.

1.01.03 State Secretary
The State Secretary is to:

  • Record and maintain minutes of State Council meetings, assemblies of delegates, general meetings etc;
  • Maintain Division membership and award records;
  • Maintain and distribute stationery supplies as necessary;
  • Prepare outgoing and incoming correspondence;
  • Organise venues and other requirements pertaining to the conduct of meetings;
  • Prepare and distribute agendas for State Council meetings; assemblies and general meetings;
  • Oversee arrangements for ceremonial and commemorative activities;
  • Liaise with National Headquarters on matters affecting Division administration, and
  • Liaise with other Ex-Service organizations.

1.01.04 State Council Delegates
Delegates elected to State Council by Branches are to:

  • Attend and represent their respective Branches at meetings of State Council;
  • Present and speak to motions presented to State Council as directed by their branches;
  • Represent the interest of their branches on matters arising from time to time at State Council meetings;
  • Accept appointment to Division committees as required, if able;
  • Assist State Council in the planning and staging of special events such as the Annual Assembly of Delegates, ceremonial and commemorative occasions; and
  • Report back to Branches on proceedings of State Council meetings.

1.01.05 Treasurer
The Treasurer is to:

  • Collate and submit all financial details to the Auditor;
  • Prepare financial statements for submission to each meeting of State Council; and
  • Present to the Annual Assembly of Delegates, the annual Treasurer’s Report and the audited Financial Statement for the immediate past calendar year.

1.01.06 Regional Vice Presidents
Regional Vice Presidents are to:

  • Attend State Council meetings and State Executive meetings as required;
  • Provide timely advice to State Council on any matter affecting the viability or good governance of branches, and
  • Within their area of responsibility;
      • Represent the State Council;
      • Provide advice and assistance to the Branch Executives on matters of RAAFA policy and administration; and
      • Visit Branches on a programmed or as required basis.

1.02 Areas of Responsibility

The Regional Vice Presidents are responsible for the Branches and area as listed below:

1.02.01 Northern Area Vice President
Mackay to the Northern tip of Cape York including the current branches of Cairns, Townsville and Mackay(in Recess).

1.02.02 Central Area Vice President
Current branches of Rockhampton, Bundaberg, Fraser Coast, and South Burnett(in Recess).

1.02.03 Sunshine Coast Vice President
Current branches of Nambour, Tewantin –Noosa, Kawana Waters, Pine Rivers, North Brisbane, Sandgate and Redcliffe.

1.02.04 South East Area Vice President
Central Brisbane to the New South Wales border including the current branches of South Brisbane, Gold Coast, Logan and Redlands.

1.02.05 South West Area Vice President
Current branches of Toowoomba, Ipswich, WAAAF, WRAAF, and National Service

1.02.06 New branches are to be delegated to an area by State Council as required. These delegations are to be reviewed at the Assembly of Delegates immediately following the formation of the branch.

1.03 Branch Executive

The duties & responsibilities of the Branch Executive within the designated branch area are as detailed below:

1.03.01 Branch President
The Branch President, or if unable, his representative, is to:

  • Represent the Branch of the RAAF Association at Division Level;
  • Represent the Branch of the RAAF Association at functions within the area assigned to his Branch;
  • Preside at all committee meetings and special and general meetings of the Branch;
  • Liaise with other Ex-Service organizations on matters of mutual interest; and
  • Assist in development and implementation of Division policies.

1.03.02 Deputy Branch President
The Deputy Branch President is to:

  • Deputize for and assist the Branch President as required;
  • Perform representational duties as directed by the Branch President or Branch Committee.

1.03.03 Branch Secretary
The Branch Secretary is to:

  • Record and maintain minutes of committee, general and special meetings, etc;
  • Maintain Branch membership and award records;
  • Maintain and distribute stationery supplies as necessary;
  • Prepare outgoing and incoming correspondence;
  • Organise venues and other requirements pertaining to the conduct of meetings;
  • Prepare and distribute agendas for Branch committee meetings;
  • Oversee arrangements for ceremonial and commemorative activities;
  • Liaise with State Council on matters affecting branch administration, and
  • Liaise with other Ex-Service organizations.

1.03.04 Treasurer
The Treasurer is to:

  • Collate and submit all financial details to the Auditor;
  • Prepare financial statement for submission to each meeting of the branch; and
  • Present to the Annual General Meeting of the branch, the annual Treasurer’s Report and the audited Financial Statement for the immediate past calendar year.

1.04 Rights and Responsibilities

1.04.01 Ordinary Members
Ordinary Members have the right to:

  • Attend all branch meetings;
  • Speak and vote at all branch meetings;
  • Hold office in the branch in which they are enrolled; and
  • Hold office in the State Council of the Queensland Division.

2.0 EXPENSES FOR STATE EXECUTIVE, NATIONAL COUNCILLORS AND OTHER MEMBERS

2.01 State Executive members, and other members may be paid a contribution towards expenses when required (ex officio) to attend meetings or, at the discretion of State Council, particular events.

2.02 To be eligible for this contribution, members must travel beyond a distance of Thirty kilometers (30km) from their place of residence on business authorised by the State Council or the State Executive. No contribution will be made for travel which does not exceed the Thirty kilometers (30km) boundary.

2.03 Reasonable travel and out of pocket expenses may be made, the decision on what constitutes reasonable is to be made by State Council.

2.04 The rate for travel to the Annual Assembly of Delegates venue, by own vehicle is set at 15 cents per kilometer (13c/Kl); and

2.05 Travel costs, registration fees and accommodation for State Executive to attend the Annual Assembly of Delegates and/or General Meetings of the Division will be re-imbursed or paid in advance at the discretion of the State Council.

3.0 PROFILES

3.01 Where a member is required to provide a profile under the Constitution, the profile is to include the following particulars;

Member’s Name and Address;
Length of time as a member of the RAAF Association;
Positions held in the RAAF Association;
Positions held in other Ex-Service organizations; and
Any particular personal qualifications.

3.02 A member’s rank in any branch of the Defence Force is not to be included in the profile.

3.03 Personal qualifications would include awards, decorations and service to the general community rather than service to a small section of the community.

3.04 Profiles are not to exceed one A4 page in length. They are to be single spaced 12 point (computer printed) or hand written.

4.0 CAPITATION

4.01 The Annual Subscription paid by a member includes a capitation component that is to be forwarded to the State Secretary. The subscription shall be as follows:

Annual Subscription paid to Division $23.00

Branches charge and retain a fee set by each individual Branch in addition to that required by Division.

5.0 QUEENSLAND DIVISION CERTIFICATE OF MERIT

5.01 Purpose

5.01.01 The purpose of introducing a Queensland Division Certificate of Merit is to provide a form of recognition for exceptional service, to the Royal Australian Air Force Association (RAAFA), rendered at branch level.

5.01.02 The RAAFA already has provision for the grant of a National Certificate of Merit which is issued on a limited basis and is regarded as one of the higher awards of the Association. The Queensland Division Certificate is intended to complement our awards system. It will reward those members of the RAAFA who have worked willingly and constantly, and often behind the scenes, over many years for the benefit of their Branch, but who, otherwise, may not have their outstanding work recognised.

5.02 Submission Of Nominations

5.02.01 Nominations for the award of the Queensland Division Certificate of Merit may be forwarded to State Council at any time. All nominations shall be supported by a profile as detailed in clause 3.01 of these By-laws; and
5.02.02 While not limiting availability of the award, branches should critically examine the worthiness of the nominations before forwarding them to State Council.

5.03 Action At State Council

5.03.01 An Awards Committee appointed within State Council will review all nominations received from branches to ensure that all criteria have been met. Where more information is required, or where points need to be clarified, the Chairman of the Awards Committee will contact the Branch President concerned; and

5.03.02 Recommendations of the Awards Committee are to be submitted to State Council for consideration and final approval for the award of the Queensland Division Certificate of Merit.

5.04 Criteria Governing The Award

The award of the Queensland Division Certificate of Merit will be governed by the following criteria:

  • The Queensland Division Certificate of Merit may be awarded only to financial members of the Royal Australian Air Force Association;
  • A nominee for the award must have rendered dedicated and outstanding service to the RAAFA, at branch level, covering a period of not less than five years;
  • The award is for branch level service: therefore, service at either Division or National level shall not be regarded as qualification for the award;
  • No member may receive more than one award of the Queensland Division Certificate of Merit; and
  • A member who already has been honoured with Life Membership or the National Certificate of Merit shall not be nominated for a Queensland Division Certificate of Merit.

6.0 FINANCIAL TRANSACTIONS

6.01 Negotiable Instruments, Cheques etc.

6.01.01 The following clause 6.01.02 shall apply in conjunction with clause 7.14.07 of the Constitution;
6.01.02 Two or more members of the one family shall not co-sign any individual negotiable instrument or cheque. A family is defined as:

  • Partners in a marriage-like relationship, legally married or de facto.
  • Children of the above, including step children and adopted children.
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