Sydney PC User Group Incorporated

Incorporation No: INC9882941

RULES AND PROCEDURES

SCOPE

This document is provided as required by the constitution to communicate the Rules and Procedures needed to assist in conducting the orderly and efficient day to day management, operation and activities of the Sydney PC User Group Incorporated.

These rules and procedures may be revised from time to time by the committee and members will be adequately notified of changes. If a conflict occurs between the constitution and these rules and procedures, the constitution shall prevail.

ANNUAL MEMBERSHIP SUBSCRIPTIONS AND ATTENDANCE FEE RULES

Membership is granted on an annual basis, terminating on the last day before the anniversary of the date of joining or renewal. Membership and attendance fees are determined by the committee and are set in accordance with the SPCUG constitution. Except for special courses and tutorials, the following schedule of annual membership subscription and attendance fee shall apply commencing 1 January 2006: (See Note)

Note: ANNUAL MEMBERSHIP SUBSCRIPTIONS AND ATTENDANCE FEE RULES.

As this schedule introduces lower annual subscriptions, that portion of existing memberships beyond 31 December 2005 shall be extended in time by 30% to an amended renewal date not later than 20 April 2007, to reflect the new lower fees.

PROCEDURE FOR RECORDING MEMBERSHIP DETAILS

1. Membership records shall be kept to ensure suitable, traceable data are available to assist in the management of the club and to comply with statutory requirements of the Associations Incorporation Act 1987.

Data shall include the following:

1. Member name
2. Member number
3. Postal address
4. Phone contact number
5. Membership renewal month

2. Additional member data recorded may include but not be limited to email address, membership start date, leader status, first aid certificate status, subs paid date, next due date.

3. Membership records should be backed up to ensure that data is not lost in the event of mishap or computer malfunction.

4. Except as required by section 27 of the Associations Incorporation Act 1984 as amended, all personal membership data shall be treated in accordance with the National Privacy Principles (refer to www.privacy.gov.au). Emails should be constructed so that member email addresses are not available to other recipients.

PROCEDURE FOR MAINTAINING AND UPGRADING CLUB DOCUMENTS

Documents defining the Club's management processes will be subject to the following controls:

1. Each page of the document will include in its header the Club's name, its number of incorporation and a descriptive title.
2. Each page of the document will include in its footer:
• the electronic file name of the document in the left hand corner,
• the status of the document in the middle of the footer, and
• the number of the page together with the total number of pages that make up the document.
3. The electronic file name of a document that has not received committee approval is to be prefixed by the letter 'r' (in lower case) and is to identify the version by the inclusion of the date of the version in 'reverse six-digit' format.

Note: A date written in reverse six-digit format is written as YYMMDD where YY are the last two digits of the year in which the document is produced, MM are two digits indicating the month and DD is the day of the month.

Until the document receives committee approval the word 'DRAFT' is to be placed in front of the status indication in the middle of the footer.

RULES FOR REIMBURSING LEADERS AND COMMITTEE MEMBERS

Expenses incurred by Committee Members for the management of the Club Affairs will be reimbursed on receipt of a claim to the Treasurer. The claim must be in writing listing the details of expenditure, date, amount and category. Receipts for each expense are to be attached. An official claim form is available.

The committee must ratify any claims in excess of $50.00 prior to any costs being incurred. Reimbursement will be made as soon as possible but at the latest at the committee meeting following receipt of the claim.

Telephone expenses will be reimbursed at the standard Telstra local call rate or at the claimant's contract rate whichever is the lesser. A log of these calls must be attached to your claim. A photocopy of your account substantiating these amounts must support claims for reimbursement of Mobile/STD calls.

LEADERS

As part of leaders' commitment to the club certain costs associated with running and organising meetings will be borne by the leader. Only in special circumstances will any reimbursement be made to leaders. Written application of an intended claim must be received by the committee for discussion at the meeting prior to the expected event. (See also Annual Subscriptions & Fees)

RULES FOR AN APPROVED ACTIVITY

1. The club shall provide suitable, computer related activities for the interest, education and enjoyment of members. Each activity must be approved by the committee and may include main ‘general’ interest meetings, special interest group (SIG) meetings, workshops, tutorials, tours and other types.
2. As a general policy, a continually evolving diversity of approved activities which cater for the changing needs and interests of members should be provided. However, all activities should be self-funding so as not to impose a financial burden on the club. The committee may approve the trial of new activities if a sufficient number of members indicate the viability of a new group. Such trial activities must demonstrate enough interest and financial viability during a three month period before being considered for final approved status.
3. Special workshops, courses, tutorials and other activities of short duration may be approved by the committee and conducted as needed and should be self-funded.
4. To remain active, all activities should be self-funding from attendance fees and other contributions. Any activity encountering a self-funding short fall should immediately seek the committee’s guidance in writing. An activity that fails to achieve 75% self-funding for three consecutive meetings shall have its approved status terminated and be discontinued.

PROCEDURE FOR CONDUCTING AN ACTIVITY

This procedure is intended to assist the leader by providing a step by step guide to leading activities. Leaders should seek members’ support and encourage every member to assist and participate in all procedures and activities.

1. Prior to a scheduled activity the leader should ensure they have completed the following:

• Provided timely details of the forthcoming activity for inclusion in the weekly meeting update.
• Confirmed that suitable room(s), access, resources, equipment and guest presenters are available.
• Planned an agenda or format for the activity to follow.

2. Before commencement of the activity the leader should arrange for:

• Adequate refreshment needs, tea, coffee, milk, biscuits, cups, etc.
• Setting up necessary equipment, computer, projector & screen, chairs, table, etc.
• Collection and recording of attendance fees on a suitable members’ attendance sheet

3. At the start of the activity the leader should:

• Introduce themselves and new members
• Outline the item, topic or discussion to be covered

4. At the finish of the activity the leader should arrange for:

• Refreshment items and rubbish to be cleared away.
• All equipment including projector screen to be returned and locked in the closet.
• Lights to be turned off
• Banking of fees collected and a copy of the banking details and attendance sheet forwarded to both the treasurer and the auditor within one week of completion of the activity.

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