Sydney PC & Technology User Group Inc. Administration

• CONTENTS:
  • Committee and Volunteers - plus Committee Nomination Forms
  • Changes to the associations incorporation laws 2016
  • Health and Safety Policy
  • Annual Subscriptions and Fees
  • Recording Membership Details
  • Maintaining Club Documents
  • Reimbursements
  • Approved Activities
  • Conducting an Activity
  • Download SPCUG Constitution in .pdf format (552Kb)

 

MEET YOUR DEDICATED COMMITTEE and VOLUNTEERS

• COMMITTEE
  • Stephen South (Life Member) - President/Secretary
  •  Vice-President Vacant
  • Anthony Robinson - Treasurer and Secretary
  • John Lucke (Life Member) - Committee Member
  • Roger Foulds (Life Member) - Committee Member
  • Alex Zaharov-Reutt (Life Member) - Committee Member

• VOLUNTEERS
  • Alex Zaharov-Reutt (Life Member) - Special Events
  • Robert Backstrom - Newsletter Editor
  • Stephen South - Webmaster

COMMITTEE NOMINATION Get a PDF copy here. or Get a Word copy here.
 and PROXY FORMS - Get a PDF copy here. or Get a Word copy here.

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Changes to the associations incorporation laws 1 Sep. 2016

Changes to the association laws start on 1 September 2016, including amendments made to the Associations Incorporation Act 2009 (the Act) and a new Regulation. The following information highlights the key changes.

• Registration of an association and change of an association’s name
• Official address of an association
• Electronic ballots and postal ballots
• Duties of committee members
• Financial records
• Fees

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HEALTY AND SAFETY POLICY

Sydney PC & Technology User Group Incorporated's policy aim is to provide and maintain safe, healthy, sociable conditions for all members and invited guests whilst attending club activities.

It is the duty of all members to familiarise themselves with the NSW The Civil Liability Act and with this Health and Safety Policy.

RESPONSIBILITIES

The Committee has overall responsibility for Health and Safety and shall:

• Ensure that health & safety are regular agenda items at committee meetings.
• Implement regular health & safety inspections and reviews of the club's activities and meeting facilities.
• Provide suitable instructions and notices to be adopted in emergencies
• Ensure that the club maintains adequate public liability insurance

All members must:

• Co-operate in achieving a healthy, safe environment, seeking help from the Committee if necessary and take reasonable care of themselves and all other members
• Immediately render any hazardous situation safe if possible and seek the help of other members if necessary
• Report all hazards for remedial action to the Committee and, if appropriate, to the building's administration officer (SMSA) on level 3
• Exercise care and use safe lifting practices when moving, lifting or assembling equipment or furniture.

TREATING MEDICAL PROBLEMS AND INJURIES

• An emergency telephone is situated to the left of the lifts on level 1.
• First Aid kit is available in the kitchen on level 1.
• Accredited First Aid personnel should be available where possible.
• If a member becomes incapacitated, a committee member should advise their spouse or other appropriate person (as recorded in the membership database) of the incident and action taken and secure the member's personal property if necessary.
• All accidents and medical problems must be reported and recorded in the Accident Book kept in the club's storage cupboard.

IF MEDICAL EMERGENCY - RING 000 - ASK FOR AMBULANCE
Club address: Level 1, 280 Pitt Street, Sydney near Bathurst St

Download a copy of the Health & Safety Policy Get a Word copy here.

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Membership Form

Sydney PC and Technology User Group

MEMBERSHIP FORM

Click for a Word copy of the Membership - Application Form or Click for a PDF copy and enjoy the friendly self-help education in the use of personal computers plus a wide variety of software programs with members of the Sydney PC & Technology User Group Inc.

ANNUAL MEMBERSHIP SUBSCRIPTIONS AND ATTENDANCE FEES

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 Constitution. Except for special courses and tutorials, the following schedule of annual membership subscription and attendance fee shall apply commencing 28 March 2017

MEMBER CLASSIFICATION	ANNUAL SUBSCRIPTION	* COMMENTS
PERSONAL: Individual Senior/Pensioner* Junior (< 21 yrs) *	$45.00 $40.00 $25.00	Proof required Proof required
FAMILY	Combined Personal rates less 20% *	Applies only to members living at the same address
COMMITTEE	Applicable Personal
LEADER	Applicable Personal
LIFE	Nil
HONORARY	Nil
INVITED GUESTS & PRESENTERS	Nil	Welcome
VISITOR	Nil	1st visit is free

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PROCEDURE FOR RECORDING MEMBERSHIP DETAILS

• 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 Regulation 2016
• Data shall include the following:
• 1. Member’s name & Memberhip number
  2. Postal address & phone contact number & name of person to contact in case of emergency
  3. Membership renewal month
• 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.
• Membership records should be backed up to ensure that data is not lost in the event of mishap or computer malfunction
• Except as required by section 27 of the Associations Incorporation Regulation 2016 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 or ABN 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.

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

Committee members and SIG leaders
Expenses incurred by for the management of the Group 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.

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

 

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. 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 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

 

PROCEDURE FOR CONDUCTING AN ACTIVITY

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:
2. • Provided timely details of the forthcoming activity for inclusion in the weekly Newsletter.
   • Confirmed that suitable room(s), access, resources, equipment and guest presenters are available.
   • Planned an agenda or format for the activity to follow.
3. Before commencement of the activity the leader should arrange for:
4. • Adequate refreshment needs, tea, coffee, milk, biscuits, cups, etc.
   • o Setting up necessary equipment, computer, projector & screen, chairs, table, etc.
5. At the start of the activity the leader should:
6. • Introduce themselves and new members.
   • Outline the item, topic or discussion to be covered.
7. At the finish of the activity the leader should arrange for:
8. • 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.
9. 5. Advise Secretary of the number of members attending.

Download a copy of the PROCEDURES Document  Get a PDF copy here. or Get a Word copy here.

Club's Administration Records

Extensive work was undertaken during 2017 to collate as many old records that were not too mouldy to keep; they are now stored in the Group filing cabinet in the SMSA cupboard in order. Later records are in 2 folders which will be handed on to the next Secretary:

• The First including the Constitution, AGM minutes 2003-2015, Financial Records 1988, 2004-2016, NAB statements 2006-present, Creditors’ invoices, Membership Renewals (current only), Insurance policies, Fair Trading Submission, Nomination Forms & Venue Booking Forms.
• The Second containing more recent records Constitution, Certificate of Incorporation, ABN & TFN documentation, Minutes of AGMs, EGMs, and Committee meetings to date, Certificates of Currency of insurance policies, complete instruction on use of the Google Sheets program, Rules & Procedures, Health & Safety Policy, Duties of Office-Bearers, Key Register, Attendance Record & Information on all matters relating to the Group.

All records and documentation are also on the SPCTUG USB which is copied to the Groups’ main computer as well as the Treasurer’s two home computers.

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DOWNLOAD THE SYDNEY PC & TECHNOLOGY USER GROUP INCORPORATED CONSTITUTION

Download a copy from here: The Sydney PC & Technology User Group Incorporated Constitution in PDF format.
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