qld division handbook 2013
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2013Office Bearer and Volunteer Handbook
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3Queensland Division Handbook 2013
Contents Introduction 4
Role of Engineers Australia 5
Looking Forward - Achieving Our Vision 5
Queensland Division Committee Role and Responsibility 7
Volunteers and Office Bearers 7
Engineers Australia Strategic Planning Cycle 11
Guidelines on Activities 18
Finance Procedures - Treasurers Procedures 18
Budget Process 25
Guidelines for the use of Engineers Australia Reserves 28
Media and Public Relations 30
Social Media 30
Queensland Newsletter and Event Alerts 32
Sponsorship 33
Queensland Engineering Excellence Awards 42
Personal Awards 42
Australian Engineering Week 43
Queensland Careers Expo 43
Division Events and Important Dates 43
CPD Event and Activities 44
Organising an Event Outside of Engineering House 48
Queensland Division - Contact List 51
Queensland Division Organisational Chart 54
National Office Staff Located in Queensland Division 55
eChartered 56
Professional Development Program 56
Office Bearers Contact List 57
Engineers Australia Subsidiary Companies 63
Notes 64
Engineers Australia
447 Upper Edward Street, Spring Hill QLD 4004 PO Box 864, Spring Hill QLD 4004
Phone: (07) 3832 3749 Fax: (07) 3832 2101 Email: qld@engineersaustralia.org.au Web: www.engineersaustralia.org.au/queensland-division
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Introduction Welcome to 2013! It is a great honour to take on the role of Queensland President. We have a passionate and committed group of volunteers that require support and direction for the coming year.
My focus this year is on member value and promoting the value that engineers provide to our community. After all, we are Engineering a Better Future for Our Community. This year we will build a greater public voice as a key initiative and we need your help to do this.
This summit is an opportunity to build relationships and gain an understanding of the office bearer role expectations for the coming year.
I want to applaud you for taking on office bearer roles within your regional or Brisbane-based groups, and thank you for the time and effort you put in to improve our profession.
This handbook has been prepared to provide Office Bearers with guidance and support that will assist in carrying out your role throughout the year. Additional copies, either hard or electronic, can be made available to ensure that all members of your various committees have access to this important reference material.
An online resource covering the roles and responsibilities of Office Bearers is also available at the Engineers Australia website www.engineersaustralia.org.au/membership/office-bearer-induction-and-training.
The primary role of the Division Staff is to provide assistance, support and guidance to Queensland members and Office Bearers. Division Staff strive to engage with members at every opportunity and are dedicated to fostering a cohesive team environment with Office Bearers. By working together we will better serve the needs of the 20,000 members throughout Queensland, become more relevant to non-members, and meet the expectations of other key stake-holders, including the community, government and industry.
The Division Committee, led by the Division President, oversees the overall strategic direction of the Division and is accountable to the National Council of Engineers Australia. Similarly, all Queensland Units are accountable to the Queensland Division Committee.
The Queensland Division Committee, and all staff all look forward to working with you in what Im sure will be a great year ahead.
Simon Orton Ian McEwan Division President Executive Director qldpresident@engineersaustralia.org.au imcewan@engineersaustralia.org.au
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Role of Engineers AustraliaStephen Durkin, Engineers Australias CEO, introduced a new operating model for the organisation in 2012. The new operating model supports the organisation in being more responsive and more member-focused.
Engineers Australias Purpose, Mission & Vision are clearly defined in our Royal Charter.
Purpose
The association for professional engineers, engineering technologists and engineering associates. We are constituted by Royal Charter to advance the science and practice of engineering for the benefit of the community by:
Educating our members and the community.
Facilitating the exchange of ideas and information.
Encouraging the development of knowledge and competency.
Setting and maintaining high professional standards for our members.
Informing community leaders and decision makers.
Mission
Engineers Australia is the national forum for the advancement of engineering and the professional development of our members.
Vision
Our community will look to our members to create engineering solutions for a sustainable future.
Engineers Australia will ensure that the standards for engineering practice are world class.
Looking Forward - Achieving Our VisionThe following six Strategic Domains provide the framework for achieving our mission and vision over the next five years.
1 Community Engagement
Provide a forum for members of the profession to engage more directly in partnership with our communities on issues of concern to them.
Key Indicators:
Promulgation of a framework for engagement
Degree of community engagement
2 Body of Knowledge and Professional Development
Provide a forum to advance the science and practice of engineering to the highest standards.
Key Indicators:
Reputation for relevance and quality of our engineering body of knowledge
Incidence of members making voluntary contributions
Perceived professional development value as indicated by quantum of take-up
Higher acceptance of the value of Chartered Status
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3 LeadershipandInfluence
Provide a respected voice for the profession to influence leaders and decision-makers on public policy and wider community issues.
Key Indicators:
Reputation for valued advice and engagement
Incorporation of proposals into government policies and legislation
Regulation of the profession in more Australian jurisdictions
Progress with international mutual recognition agreements
4 Recognition, Promotion and Membership
Inform our members and our stakeholders about the contribution of the profession in ways that promote its image and standing.
Key Indicators:
Enhanced perceptions and understanding of the profession in the wider community
Admissions and retention across our diversity of members
5 EducationandQualifications
Promote engineering as an attractive career option for young Australians of all backgrounds, and for others seeking to practice as engineers.
Key Indicators:
Enrolments in tertiary engineering studies numbers seeking to practice engineering through graduation, assessment and articulation
6 Internal Structure and Administration
Ensure that our members and our staff have the best possible organisation, structures and
support for them to work together to achieve our vision.
Key Indicators:
Incidence of use of our online services
Increased interest among members to take up Office Bearer roles
Unity of purpose between members and staff
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7Queensland Division Handbook 2013
Queensland Division Committee Role and ResponsibilityThe Queensland Division Committee is responsible for the overall governance and strategic direction of Queensland Division. This includes setting and monitoring the strategic plan, providing direction and guidance relating to issues of importance to the engineering profession, and providing a vision for the engineering profession in Queensland. This is an active, not passive responsibility. Members of the Division Committee represent and are accountable to all members within the Queensland engineering team.
A strategic plan is being developed for Queensland which supports the strategic plan adopted by the National Council. The strategic plan will contain the vision, actions and goals of the Division for the coming year(s). The Division Committee addresses issues of a strategic nature. Day to day operational issues are addressed by the Management Committee.
When representing Engineers Australia at public events or on government or other external committees, Division Committee members are required to comply with all relevant Engineers Australia policies, such as the Spokesperson Policy and to act in the interest of the organisation as a whole.
Current List of Queensland Division Committee Members
Simon Orton - President qldpresident@engineersaustralia.org.au 0477 324 139
Blake Harvey - Deputy President blake.e.harvey@gmail.com 0413 412 934
Steven Goh - Past President steven.goh@usq.edu.au 0412 628 798
Mike Brady mike.brady@toowoombarc.qld.gov.au 0437 026 252
Jillian Kenny jilly.kenny@gmail.com 0448 852 209
Chris Warnock chris.warnock5@bigpond.com 0404 871 650
Peter Ho p.ho@logicamms.com.au 0412 796 243
Bryony Elson bryony.elson@bhpbilliton.com 0417 249 218
Kenneth Pearce ken.pearce@seqwater.com.au 0417 724 467
Greg McMahon jarmin@ozemail.com.au 0411 757 231
Volunteers and Office BearersBenefitsofVolunteering
Engineers Australia relies on a large number of active volunteers in a wide range of areas such as engineering events, professional development, colleges and technical societies, regional groups and special interest groups. An estimated 5000 members undertake office bearer roles and voluntary tasks each year. We greatly appreciate this voluntary contribution and endeavour to provide support resources, inductions and training.
Members who undertake committee roles or who assist with occasional tasks such as school presentations or peer interviewing of chartered candidates may enjoy the following benefits:
Increased engineering networks, professional reputation and industry knowledge
Influence the practice and future directions of the profession
Develop soft skills in meeting management, budgeting, operational planning and communication
Contribute or give something back to the profession
Receive recognition through the magazine, a newsletter or an award
Receive free training, now being offered to volunteers
Receive high value, low cost continuing professional development (CPD) volunteer work counts for CPD points.
Please refer to the Engineers Australia website for information on the benefits for office bearers and volunteers www.engineersaustralia.org.au/membership/get-involved. Please note; you will need your membership number and password to access this area or contact the Queensland Division to obtain hard copies.
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Division Groups (Units) Roles and Responsibilities
A division group/unit delivers specific services to the members of the Division, within a specific field of practice, area of interest or geographic area. This may include facilitating professional interaction and delivering continuing professional development.
Responsibilities and Authorities
A division group should:
Align its activities with the Engineers Australia Strategic Plan http://strategicplan.engineersaustralia.org.au
Align its activities with the Terms of Reference or priorities set by the Division Committee*
Set annual objectives and report annual outcomes to the Division Committee
Deliver quality outputs befitting the organisation and profession
Abide by decisions of Council and the Division Committee
Be accountable to the Division Committee. A technical society chapter or external group should be held accountable to the Division Committee, to the extent that it is funded through the division budget
Appoint a chairperson to chair meetings, and as a point of contact
Provide its own secretariat unless the Division Committee makes arrangements with the Division Director otherwise
Report to the Division Committee, however there is no entitlement to be represented on the Division Committee.
*Some Queensland groups may not have Terms of Reference as yet. These will be rolled out to most groups throughout 2013. Please contact Ian McEwan if you wish to discuss.
Role descriptions
Division Group Chair
Tenure: 1 yearTime commitment: typically 75-150 hours/year incl committee meetings
A Division Group Chair leads a division technical committee, special interest group or regional group, and chairs committee meetings. A Division Group Chair provides leadership in the delivery of specific services to the members of the Division, within a specific field of practice, area of interest or geographic area. This may include facilitating professional interaction and delivering continuing professional development.
A Division Group Chair takes a lead role in setting annual objectives for the group, and in reporting outcomes to the Division Committee.
A Division Group Chair provides leadership in succession planning for the Division Group, and inducting new committee members. A Division Group Chair is also the key point of contact and liaison for the Division Committee, staff and other stakeholder units such as College Boards.
Division Group Deputy Chair, Vice Chair or Secretary (as nominated by each group)
Tenure: 1 yearTime commitment: typically 50-100 hours/year incl committee meetings
A Division Group Deputy Chair is a member of a division technical committee, special interest group or regional group, and takes part in committee meetings.
A Division Group Deputy Chair helps in succession planning for the division group and may liaise with the Division Committee, staff and other stakeholders such as College Boards.
A Division Group Deputy Chair is a member who acts as the Chair when the incumbent is absent and is a key committee member supporting the Chair regarding the groups planning, activities and aims.
Division Group Treasurer
Tenure: 1 year Time commitment: typically 50-100 hours/year incl committee meetings
A Division Group Treasurer is a member of a division technical committee, special interest group or regional group, and takes part in committee meetings.
A Division Group Treasurer manages the financial position of the group for the duration of tenure. This involves regular monitoring and reporting on income/expenditure and liaising with Division regarding group budgets. To assist with the management of the groups finances Treasurers receive finance reports and support from QLD Division Finance Team.
A Division Group Treasurer helps in succession planning for the division group, and may liaise with the Division Committee, staff and other stakeholders such as College Boards.
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9Queensland Division Handbook 2013
Division Group Member
Tenure: 1 year Time commitment: typically 50-100 hours/year incl committee meetings
A Division Group Member is a member of a division technical committee, special interest group or regional group, and takes part in committee meetings.
A Division Group Member helps in succession planning for the division group, and may liaise with the Division Committee, staff and other stakeholders such as College Boards.
OfficeBearerCodeofConduct
Adopted by Council 17 May 2007
An office bearer is any member of an authorised committee, board or group of Engineers Australia, who undertakes that role in an honorary capacity. The Council of Engineers Australia expects that an office bearer will:
1. Act in the interests of the organisation as a whole
2. Support and work with Council, other office bearers and staff to achieve Engineers Australias goals and objectives, and support the strategic plan
3. Keep informed about the organisation, comply with the current policies and procedures of Engineers Australia and undertake necessary training when provided
4. Act with honesty, in good faith, with reasonable care and in the interests of the organisation, so as to uphold the good reputation of Engineers Australia
5. Work cooperatively with others
6. Contribute actively to their committee or group, using Engineers Australia resources properly, effectively and efficiently
7. Make decisions and set goals consultatively and collectively, based on relevant information, proper analysis and management of risk
8. Listen to others and communicate in an impartial, helpful and positive way, and treat all members of the engineering team, members of Engineers Australia, other office bearers and staff equitably and with respect, trust and courtesy
9. Act lawfully and within authority
10. Not make public statements or representations or act on behalf of Engineers Australia without authority
11. Protect the privacy and confidentiality of Engineers Australia information
12. Not make improper use of Engineers Australia information or property for personal benefit or advantage, and disclose and take reasonable steps to manage any conflicts of interest in committee discussions, decision-making and appointments
13. Comply with any lawful and reasonable direction given by Engineers Australia office bearers or staff who have authority to give direction.
OfficeBearerSuccessionPlanningGuidelines
Guidance Documents and Information
1. Succession planning is the collective responsibility of a committee, the body it is responsible to, and bodies who may appoint members of the committee. Each office bearer role should have a (unique or generic) role description, and there should be a suitable induction process for new office bearers and for each office bearer role.
2. Succession planning may be achieved within a committee through induction, mentoring and teamwork within the committee, and through attraction and recruitment of future candidates from outside the committee. A committee may approach individuals regarding nomination, providing that the election process is not compromised, and that reasonable endeavours are made to call for nominations from the entire eligible membership.
3. Reasonable endeavours should be made to have within a committee or subcommittee, a suitable balance of engineering expertise or background, age profile, gender and membership grade.
4. Reasonable endeavours should be made to have a balance of continuity and new ideas on a committee or subcommittee, through a regular but not excessive turnover, and with an intake of new office bearers as well as those in transition from other roles.
5. Each member of a committee or subcommittee should be encouraged to make a contribution, and tasks should be shared and rotated, avoiding excessive reliance on any individual. Corporate knowledge should be shared and dispersed within a committee or subcommittee and across Engineers Australia.
6. Each member of a committee should be encouraged to plan for handover and relief of their position, or transition to another position within Engineers Australia, within a reasonable time frame.
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Office Bearer Induction Checklist
Engineers Australia has developed a series of short questions relating to what is involved in being an office bearer, and the key things office bearers or committee members need to know.
We recommend the Chair of each group utilizes the Office Bearer Induction Checklist to ensure committee members are informed and understand the general role of the committee. To view a list of Induction FAQs and the downloadable Officer Bearer Induction Checklist please go to www.engineersaustralia.org.au/membership/office-bearer-induction-and-training.
Additional Induction Workshops for volunteer office bearers will be held throughout the year at Engineering House and via teleconference for regional members. All Queensland groups will be notified of the dates of the additional workshops.
Operational Guidance
Guidance Documents and Information
There is a very helpful section within the Engineers Australia website containing a wealth of relevant documents which may assist your group. These include:
Technical Presentation Content Guidelines
Division Group Election Guidelines
Conflict of Interest Guidelines
Protocols for recognising traditional land ownership
Governance Overview
Regulations and Policy
For further information or to access these documents (PDF files) go to www.engineersaustralia.org.au/membership/operational-guidance.
Committee Elections
Online committee nomination forms are available for all groups/units leading up to the groups AGM. These are simple, customizable online forms, however they have proven to be an effective tool and support a streamlined voting process for the group and Division staff. Assistance in accessing the online nomination system may be requested from the groups key support person in the Queensland Division Engagement Team.
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Engineers Australia Strategic Planning CycleEngineers Australia is a complex and diverse organisation, relying on the efforts of our office bearers, members, and staff, to achieve our overall vision. To ensure all units of Engineers Australia work towards the same common outcomes, a National Strategic Plan provides a blueprint for the efforts of all members and staff.
A broad outline of the key Domains that make up the Strategic Plan was provided on pages 5 - 6. The general approach of an enduring set of broad strategies is deliberately presented this way and no group is expected to implement actions against all strategies. Groups should refer to their Terms of Reference (if available) for guidance on the specific role of each group and identify strategies, activities and performance measures to support these aims. For many groups, this may simply be to deliver a program of technical presentations for the year. For example, a group may decide to deliver a set number of activities with a target average attendance.
A sample group strategic plan has been provided by the Townsville Regional Group (Appendix 1 Page12). We would like to thank the Townsville Regional Group for preparing and sharing this very helpful document. The strategic plan is available in electronic format as a customizable template for your group if required.
National Strategic Planning Cycle
Each November, Council considers a rolling ten-year financial plan to ensure affordability of new and ongoing programs against anticipated membership subscriptions and other incomes.
Each February, Council considers for adoption an annual Operational Plan encompassing all such planned actions, as a basis for committees to prepare their annual budget proposals.
Each May, Council considers the aggregated budget demand against the parameters of the 10 year financial plan, seeking amendment to the Operational Plan if necessary.
Each August, Council reviews the overall outcomes for the previous year against key indicators for each Strategic Domain, and provides guidance where necessary in relation to emerging risks and opportunities for the next cycle.
At the end of each Quarter during the year, committees are invited to provide brief updates of progress towards the outcomes in their respective Operational Plans for consolidation into a snapshot against each of our Strategic Domains, to assist Council exercise due oversight.
An Annual Report is prepared for presentation at the AGM each year.
9 Queensland Division Handbook 2012
A graphical representation of the Strategic Planning Cycle appears below.
Queensland Operational Plan Queensland Division adheres to the National Strategic Planning Cycle schedule.
A ten year financial plan is submitted in October each year, drawing on historical
activities undertaken by Queensland Units and incorporating any known new activities.
Queensland Division prepares a draft Operational Plan by the end of January each
year, again drawing on historical activities undertaken by Queensland Units and incorporating any known new activities. The draft Operational Plan is reviewed and endorsed by the Queensland Division Committee before it is submitted to Council for their consideration.
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2010 - 2015
APPENDIX 1
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ENGINEERS AUSTRALIA TOWNSVILLE REGIONAL GROUP
STRATEGIC PLAN 2013 The following pages provide the Strategic Plan for the Engineers Australia Townsville Regional Group. In developing the Strategic Objectives of the national organisation from 2010 to 2015, Engineers Australia has identified six Strategic Domains areas that provide the framework of the organisations Strategic Plan. These areas are:
Community Engagement Body of Knowledge and Professional Development Leadership and Influence Recognition, Promotion and Membership Education and Qualification Internal Structure and Administration
This Strategic Plan has been produced by the Engineers Australia Townsville Regional Group (part of the Queensland Division), and is intended to provide a link between the national frameworks Strategic Domains and what actions will be pursued in the coming years at the Townsville Regional level in working towards the overall objectives of Engineers Australia. The intent of this document is not to provide an Operations Plan for each planned action, rather to provide some guiding principles for the Townsville Regional Group to assist with normal business planning, as well as provide a framework to assist with decision-making on engineering issues and opportunities that affect our region. Carson Care Bill Hutton 2012 Chair Incoming 2013 Chair Townsville Regional Group Townsville Regional Group
APPENDIX 1 (cont)
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STRATEGIC DOMAINS
Strategic Domain 1: Community Engagement Provide a forum for members of the profession to engage more directly in partnership with our communities on issues of concern to them
Promote improved levels of mutual understanding between the profession and our communities Create partnerships for community engagement nationally and internationally
Application to the Townsville Regional Group:
Work with local primary and high schools to create opportunities to present to students what engineers do in their community, and assist in having students make the connection between science/mathematics and practical engineering application
Organise a community engagement event to align with Australian Engineering Week.
Strategic Domain 2: Body of Knowledge and Professional Development Provide a forum to advance the science and practice of engineering to the highest standards
Develop and disseminate our body of knowledge for the benefit of members and the profession, in ways convenient to our members wherever they are
Promote Chartered Status to employers and regulators as the assured standard for professional competence, independent practice and registration
Identify development pathways, create peer support arrangements, and encourage all members to pursue lifelong learning and professional advancement
Work to keep ethical and practice standards, and the competence standards for members in all areas of the profession up to date
Application to the Townsville Regional Group:
Continue to offer practising professionals access to face-to-face Continuous Professional Development (CPD) opportunities by undertaking technical site tours and presentations
Continue to offer the Townsville membership access to information regarding professional registration and Chartered Status
Incorporate at least one annual event that focuses on leadership development Target a lower quantity of CPD events than in previous years, but increase the quality and
content of events to provide the same number of CPD hours to our members as per previous years
Continue to target one event per year that focusses on CER writing and/or CPEng/RPEQ requirements and associated Chartered Status process
APPENDIX 1 (cont)
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Strategic Domain 3: Leadership and Influence Provide a respected voice for the profession to influence leaders and decision-makers on public policy and wider community issues
Create the environment for strong contributions by engineering leaders to public policy debate and to industry decision-making, including long-term sustainability
Engage with the general media to inform the wider community of Engineers Australias opinions on issues of importance to our way of life
Provide leadership and direction for the profession Work toward an effective national regulatory framework as a safeguard for engineering
outcomes Engage with national and international counterparts to pursue matters of mutual interest, widen
our reputation, and enhance the status of our members Application to the Townsville Regional Group:
Develop relationships with local media outlets, and with the support of Queensland Division, provide official media comment on local technical/engineering related issues. The intent of this is to raise the profile and professional standing of Engineers Australia locally, educate local community on the role of Engineers, and to ensure that an unbiased engineering perspective is taken into consideration by local business, government and community
Continue to provide valuable input into the Townsville City Council New City Plan as a member of the Industry Reference Group, and look for other opportunities to have Engineers Australia represented in other forums that have a developmental impact on the Townsville region
Develop/strengthen the relationship with the Consulting Engineers Group. This will help the engineering community to provide a consistent message to local business, government and community
Strategic Domain 4: Recognition, Promotion and Membership Inform our members and our stakeholders about the contribution of the profession in ways that promote its image and standing
Promote engineering as a profession to the community Promote the benefits of membership of Engineers Australia Promote and recognise the value that engineering excellence, technology, and innovation deliver
to society and communities locally and globally
Application to the Townsville Regional Group:
As per Strategic Domain 1 closer working with schools and JCU to promote the benefits of engineering and being a member of Engineers Australia
As per Strategic Domain 3 a presence in the media can assist in promoting the engineering profession as well as Engineers Australia membership
APPENDIX 1 (cont)
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Strategic Domain 5: Education and Qualification Promote engineering as an attractive career option for young Australians of all backgrounds, and for others seeking to practise as engineers
Increase community awareness of engineering as a career, and influence primary and secondary school students of all backgrounds
Encourage tertiary education providers to offer engineering curricula that are attractive and relevant to community expectations, emerging technologies, and sustainability imperatives
Engage with engineering students to promote their professional commitment Provide pathways for other qualified engineers to be recognised as competent to practise
Application to the Townsville Regional Group:
As per Strategic Domain 1 closer working with schools and JCU to promote the benefits of engineering and promote the role engineers play in society
Continue to build relations with JCU and other organisations/institutions, and take advantage of co-hosting professional development activities to increase the exposure of beneficiaries
Strategic Domain 6: Internal Structure and Administration Ensure that our members and our staff have the best possible organisation, structures and support for them to work together to achieve our vision
Provide the modern communication channels and knowledge management techniques preferred
by our members, potential members and staff to achieve outstanding levels of service for our members
Provide a simple, effective and modern governance framework to reward the combined efforts of office bearers, volunteers, and staff
Ensure our own operations are efficient and effective, and reflect corporate responsibility and sustainability principles
Application to the Townsville Regional Group:
Work to improve the relationship with the local Women in Engineering (WIE) Committee, with the view to synergise events and professional development opportunities through better planning
Continue to provide a strong focus on budget management, and endeavour to undertake events to balance as cost neutral as practicable
Introduce, manage, record and report for each organised event or activity two key metrics for benchmarking over time and with other groups to ascertain value for money for our membership:
o $/CPD-hour This is the cost to provide an hour of CPD. For example a 1 hour CPD event that has 20 attendees and costs $300 will be calculated as $300/20 = $15 per CPD-hour
o Total CPD-hours delivered per activity. For example a 1 hour CPD event that has 20
APPENDIX 1 (cont)
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attendees is recorded as 20 CPD-hours. The CPD weight of social and non-technical activities will be assessed on a case by case basis in line with Engineers Australia guidelines.
Encourage greater involvement in the Regional Group Committee by the local engineering community. This can be achieved by providing greater recognition for our committee members/volunteers and be reducing workload on committee members by adopting a "Quality not Quantity" approach to planning CPD events
End Note
It is important that this Strategic Plan is reviewed on annual basis to ensure that the direction of the Townsville Regional Group is aligned with the Plan. It is the responsibility of the incumbent office bearers and leadership in the Townsville Regional Group to action the plan, as well as review the plan annually to ensure that it remains relevant and consistent with the goals of Engineers Australia.
For more information, please contact the Townsville Regional Group Chair via the details provided on the Engineers Australia Townsville Regional Group website:
http://www.engineersaustralia.org.au/queensland-division/townsville-local-group
End Note
It is important that this Strategic Plan is reviewed on annual basis to ensure that the direction of the Townsville Regional Group is aligned with the Plan. It is the responsibility of the incumbent office bearers and leadership in the Townsville Regional Group to action the plan, as well as review the plan annually to ensure that it remains relevant and consistent with the goals of Engineers Australia.
For more information, please contact the Townsville Regional Group Chair via the details provided on the Engineers Australia Townsville Regional Group website:
http://www.engineersaustralia.org.au/queensland-division/townsville-local-group
APPENDIX 1 (cont)
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Guidelines on ActivitiesInsurance Coverage of Events Hosted by Engineers Australia
The insurance coverage held by Engineers Australia is very broad and covers most meetings, technical presentations and social functions run by Engineers Australia.
Each year, as part of the renewals process, Engineers Australia advises the insurers of its activities by submitting event calendars for each Division to inform the number and nature of the events held at each location. This information is used by the insurers in assessing the level of risk. It is important to understand that insurance covers Engineers Australia should Engineers Australia be deemed liable for an incident resulting in certain kinds of loss including:
Damage to property
Injury to persons
In certain circumstances defamation
Travel insurance
The insurance does not, for instance, cover injury to a person at an EA event where Engineers Australia is not responsible, through neglect or otherwise, for that injury.
To ensure that your particular event is appropriately covered:
Confirm with the Division office that they are aware of the event; the event is included on the Division events calendar.
Inthecaseofapreviouslyun-notifiedevent:
Where the event is simply a meeting or technical presentation being held on Division premises no further action will need to be taken. All other new events should be notified to the Division Office, who will need refer to the insurer.
Finance Procedures - Treasurer Procedures ReportingobligationsthatmustbeadheredtobyboththeQueenslandDivisionOfficeandQueensland Groups
Finance Reports
Queensland Division will email a Financial Report at the end of each month. These reports will be sent by COB on the 5th working day after end of the month.
Refer Appendix 2 - Page 20 for an example report. Note; revenue is shown as negative and red in these reports however in the Net Surplus/(Deficit) lines red negatives mean a deficit. In the example report in the YTD variance column the group had budgeted a net deficit of $490 year to date however their net deficit year to date is $40 therefore they are $450 ahead of budget.
Contract Agreements with Suppliers (Including Venue Contracts and Deposit Agreements)
Engineers Australia groups or committee members do not have the authorisation to enter into contractual agreements binding Engineers Australia.
All contracts that need to be entered into must be sent to your groups support staff member in the Qld Divisional Office.
These will then be passed on to a relevant manager who has the appropriate financial delegation to review and sign these contracts. Once signed they will be forwarded back to the committee member/office bearer requesting the contract.
This process of authorisation by Division staff happens in reasonable timeframes and must be adhered to.
BankDeposits
Any money/cheques received for a regional group are to be banked into the Regional Group Account as soon as possible.
Regional Group Treasurers should receive a deposit book from the previous Treasurer (if not please request one from Division Office).
Please ensure you include your group name in the reference area of the deposit.
Each receipt will be an official Tax Invoice.
A deposit summary detailing the nature of the deposit, amount and date of the deposit is to be emailed to the Accounts Officer at qldaccounts@engineersaustralia.org.au as soon as possible.
Attached is a deposit reconciliation form which includes the bank account details (Refer Appendix 3 - Page 21)
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Payment of Supplier Invoices
Supplier Tax Invoices needing to be paid directly are to be emailed to qldaccounts@engineersaustralia.org.au by 10am on Monday of each week.
If you are requesting payment of an invoice directly to a supplier you do not need to complete an Expense Claim Form.
To be a valid Tax Invoice, the invoice must state Tax Invoice on it and contain the companys ABN.
Bank details for EFT payments must also be on the invoice.
The invoice must be addressed to Engineers Australia. We are unable to process invoices that are addressed to your group or name.
An eftpos machine docket is not considered a valid tax invoice.
If a Tax Invoice is not received for a purchase we will not be able to claim the GST and, unfortunately, this expense will be charged to your group.
National Office process payments once per week on a Wednesday morning. We must receive your paperwork by Monday to facilitate the Wednesday payment to the supplier.
Expense Claim
A reimbursement request for expenses paid on behalf of Engineers Australia must be emailed to qldaccounts@engineersaustalia.org.au by 10am on Monday of each week.
If the request to Qld Division is not sent by a relevant Committee member, then the request must be signed by a relevant Committee member or an email authorising the request from a relevant Committee member must accompany the request.
The attached Expense Claim form should be completed for all requests for reimbursement with relevant tax invoices attached. (Refer Appendix 4 - Page 22-23)
If a valid tax invoice is not attached Qld Division cannot guarantee payment will be processed by National Office.
For travel reimbursement National Office requires copies of airline itineraries and hotel invoices to substantiate any claim.
If a tax invoice is not received for a purchase we will not be able to claim the GST and, unfortunately, this expense will be charged to your group.
National Office process payments once per week on a Wednesday morning.
Petty Cash
Any purchases made by a group or committee using their petty cash float need a tax invoice/receipt.
A reconciliation of the amounts spent and balance held must be emailed to qldaccounts@engineersaustralia.org.au by the last day of the month.
Relevant tax invoices must also be sent with the reconciliation.
Attached is a spread sheet that may be used for this reconciliation. (Refer Appendix 5 - Page 24)
Credit Card
At the beginning of each month the Commonwealth Bank Statements will be emailed out.
These statements need to be reconciled and sent back to Qld Division Accounts by the due date stated.
Accompanying the reconciled statement, must be the relevant tax invoices, description of the nature of the expenditure and cardholders signature in the signature box on the bottom right hand side of statement.
Tax invoice must state Tax Invoice on it and contain the companys ABN.
An eftpos machine docket is not considered a valid tax invoice.
If a tax invoice is not received for a purchase we will not be able to claim the GST and, unfortunately, this expense will be charged to your group.
Sponsorship
Refer to Sponsorship section on Page 35
-
20
Queensland Division Handbook 2013
APPENDIX 2
-
21
Queensland Division Handbook 2013
Engineers Australia Queensland DivisionBank Deposit DetailsGroup:Event Name:Event Date:Shared with:
Cash Received Attendees Gross AmountAttendees @ -$ Attendees @ -$ Attendees @ -$ Attendees @
Total Cash Received - -$
Less Expenses deductedGross Expense
Taxi for speakerCateringOther
Total Expenses Deducted -$
Net Banking -$
Allocation Gross GST NetEvent revenue -$ -$ -$ Event Expenses -$ -$ -$
Total -$ -$ -$
Deposited by:Date:
Form to be emailed to Queensland Division after funds have been deposited in the EA Bank Account
COMMONWEALTH BANKBSB: 062 910AC: 0090 0330
APPENDIX 3
-
22
Queensland Division Handbook 2013
CLAIM FOR REIMBURSEMENT ACCOUNTS DEPT USE ONLYRECEIPTS TO BE ATTACHED FOR MEMBERS OF BRANCH/SOCIETY/GROUP CHQ NOTO BACK OF REQUISITION ENGINEERS AUSTRALIA CHECKED:ABN 63 020 415 510 11 National Circuit, BARTON ACT 2600
PLEASE PRINT ALL DETAILS & REFER REVERSE FOR FURTHER INFORMATION
NAME OF CLAIMANT
SIGNED DATE
NAME OF BRANCH/SOCIETY/GROUP
PLEASE LIST THE EXPENSESDETAILS TOTAL EXPENSE TAX INVOICE /
RECEIPT ATTACHED?CATERING EXPENSES $
GENERAL EXPENSES $
PRINTING & PHOTOCOPYING $
POSTAGE & FREIGHT $
TRAVEL EXPENSES $
OTHER $
PAYEE NAME (MAXIMUM 30 CHARACTERS)
ADDRESS OF PAYEE (MAXIMUM 30 CHARACTERS PER LINE)
STATE POSTCODE
BANK ACCOUNT NAME:
BSB ACCOUNT NUMBER
Email: ___________________________________________________________________________________
OFFICE USE ONLY
DESCRIPTION ACCOUNT CODE AMOUNT A$
0 1
0 1
0 1
0 1
0 1
0 1
TOTAL AMOUNT $A
REQUESTED BY DATE
AUTHORISED BY (SIGN) DATE
APPENDIX 4
-
23
Queensland Division Handbook 2013
2. Claims for reimbursement of expenses must be for actual expenditure and may include;
1601cc to 2600cc 74
63
NOTES
d) Expenses actually incurred for accommodation and meals of committee members who must stay overnight, for which the normal maximum is $200.00 (with effect from 1st March 2006). Supporting documentation must be attached (hotel account etc).
ADDITIONAL INFORMATION
1. Committee members from the city where the meeting is held are not entitled to reimbursement of expenses. Committee members from elsewhere may claim expenses; (discount) economy class air travel is standard.
a) (Discount) economy class airfare for direct inter-city travel. Where travel is not charged to an Engineers Australia account, support documentation must be attached (tickets, invoices etc.);
Rate (c/km)
b) Where inter-city travel is by private car, the following amounts per kilometre may be claimed depending on the vehicle engine capacity, (with effect from 18th April 2006), up to a maximum of the equivalent airfare, plus local travel;
Engine capacity (cc)
c) Fares (including taxis where necessary) for local travel;
Over 2600cc 75
Less than 1600cc
APPENDIX 4 (cont)
-
24
Queensland Division Handbook 2013
Engineers AustraliaPetty Cash Reconciliation
Date: 24/10/2011
A. Cash in Petty Cash TinDenomination No. in Box Total
50.00$ 1 50.00$ 20.00$ 1 20.00$ 10.00$ 3 30.00$
5.00$ 4 20.00$ 2.00$ 6 12.00$ 1.00$ 3 3.00$ 0.50$ 6 3.00$ 0.20$ 10 2.00$ 0.10$ 10 1.00$ 0.05$ 1 0.05$
Total Cash 141.05$
Counter WitnessAnne Dryburgh
B. Details of DrawdownsPetty Cash FLOAT 200.00$ Less Drawdowns during the month
Description Date GL Code Program Staff Member Making claimeg Parking for committee meeting ######## 62101 3111AH11 xxxx 28.95$ eg Coffee for panelists ######## 65206 6112AB11 xxxx 30.00$
58.95$
Closing Petty Cash balance 141.05 Variance -
Amount of Reimbursement 58.95$
APPENDIX 5
-
25
Queensland Division Handbook 2013
QLD
Div
ision
Bud
get P
lann
ing
2013
/201
4
Our
Fut
ure
Dire
ctio
n O
ne o
f the
hal
lmar
ks o
f any
gre
at o
rgan
isatio
n is
an a
bilit
y to
con
tinuo
usly
impr
ove.
At E
ngin
eers
Aus
tral
ia w
e al
so re
cogn
ise th
at
we
need
to e
volv
e an
d in
nova
te in
ord
er to
bec
ome
even
mor
e re
leva
nt. W
e ne
ed to
con
tinue
to re
view
and
impr
ove
the
way
that
w
e do
thin
gs so
that
we
are
oper
atin
g as
effi
cien
tly a
nd e
ffect
ivel
y as
pos
sible
and
to e
nsur
e th
at w
e ar
e de
liver
ing
valu
e to
our
m
embe
rs.
In 2
013/
2014
QLD
div
ision
wou
ld li
ke to
con
tinue
to su
ppor
t our
incr
edib
ly h
ard
wor
king
, val
ued
offic
e be
arer
s by
stre
amlin
ing
our j
oint
app
roac
h to
CPD
pla
nnin
g an
d de
liver
y. W
e ne
ed to
wor
k to
geth
er to
focu
s on
mem
ber v
alue
, qua
lity
serv
ices
and
tang
ible
out
com
es w
hilst
exp
lorin
g al
l opp
ortu
nitie
s ava
ilabl
e to
max
imize
CP
D de
liver
y th
roug
h id
entif
ying
nee
ds, u
sing
flexi
ble
appr
oach
es, u
tilizi
ng a
vaila
ble
tech
nolo
gies
and
fost
erin
g pa
rtne
rshi
ps.
We
need
to a
dopt
a 'q
ualit
y ov
er q
uant
ity' f
ocus
whi
ch g
ives
max
imum
val
ue fo
r our
mem
bers
whi
lst a
imin
g to
redu
ce th
e w
orkl
oad
of o
ur o
ffice
bea
rers
. Our
gr
oups
shou
ld n
ot fe
el a
com
pulsi
on to
pla
n fo
r a m
onth
ly p
rogr
am si
mpl
y fo
r the
pur
pose
of d
eliv
erin
g a
mon
thly
act
ivity
. It
may
be
wor
thw
hile
whe
n pu
ttin
g to
geth
er y
our 2
013/
2014
cal
enda
r of e
vent
s to
cons
ider
und
erta
king
few
er e
vent
s with
a fo
cus o
n 'c
once
ntra
ted'
out
com
es.
This
may
incl
ude
the
bene
fits o
f mul
tiple
spea
kers
at t
he o
ne e
vent
, co-
badg
ed e
vent
s with
oth
er g
roup
s, ta
rget
ed w
orks
hops
or s
emin
ars,
pro
fess
iona
l de
velo
pmen
t web
inar
s and
vid
eo st
ream
ed p
rese
ntat
ions
acc
essin
g br
oade
r EA
oppo
rtun
ities
. O
ur a
ctiv
ities
shou
ld b
e v
alue
d b
y m
embe
rs a
nd n
on-m
embe
rs
and
ther
efor
e m
ost a
ctiv
ities
shou
ld b
e ru
n at
bre
ak e
ven
or re
cord
a su
rplu
s.
KEY
DATE
S
21 Ja
n 13
- Gr
oup
budg
et te
mpl
ates
due
to d
ivisi
on o
ffice
22 Ja
n 13
- Q
ld D
ivisi
on re
view
s bud
gets
11 F
eb 1
3 - Q
ld D
ivisi
on C
omm
ittee
revi
ews b
udge
ts
25 F
eb 1
3 - D
ivisi
on b
udge
ts su
bmitt
ed to
Nat
iona
l Offi
ce fo
r ap
prov
al
FURT
HER
ASSI
STAN
CE
Plea
se d
o no
t hes
itate
to c
onta
ct K
im C
layt
on (D
ivisi
on
Acco
unta
nt) i
f you
hav
e an
y qu
erie
s at a
ll du
ring
this
proc
ess.
ql
dacc
ount
s@en
gine
ersa
ustr
alia
.org
.au
Phon
e (0
7) 3
226
3017
Plea
se n
ote
I will
be
on a
nnua
l lea
ve fr
om th
e 7t
h of
Dece
mbe
r 12,
retu
rnin
g th
e 8t
h of J
anua
ry 2
013.
Eng
inee
rs A
ustr
alia
is
now
em
bark
ing
on
a bo
ld tr
ansf
orm
atio
n pr
ogra
m
Step
hen
Durk
in |
CEO
Budget Process APPENDIX 6 - Budget Planning Document
-
26
Queensland Division Handbook 2013
Prog
ram
Co
mm
ittee
pro
pose
s the
eve
nts t
o be
run
in th
e Fi
nanc
ial Y
ear 2
013/
2014
, and
list
s the
m in
the
appr
opria
te
area
s on
the
Gro
up B
udge
t Tem
plat
e 20
14.
Exac
t dat
es, s
peak
ers
nam
es, e
tc d
o no
t nee
d to
be
incl
uded
no
w.
Not
e th
at th
e ite
ms t
o be
list
ed m
ay in
clud
e: m
ajor
eve
nts (
eg c
onfe
renc
es/a
war
ds n
ight
s), n
etw
orki
ng
even
ts, t
echn
ical
sess
ions
, com
mitt
ee m
eetin
gs, a
ny o
ther
exp
ecte
d in
com
e or
exp
endi
ture
.
Cost
O
nce
this
is co
mpl
ete,
the
Com
mitt
ee c
an b
egin
to a
lloca
te in
com
e an
d ex
pens
es to
the
even
t and
incl
ude
this
on th
e Te
mpl
ate:
For e
vent
s und
er $
10k
inco
me
and/
or $
10k
expe
nditu
re o
ne a
mou
nt fo
r inc
ome
and
one
for e
xpen
ditu
re w
ill
be a
ccep
tabl
e fo
r eac
h ev
ent.
For
eve
nts o
ver $
10k
inco
me
and/
or $
10k
expe
nditu
re w
e w
ill c
onta
ct y
ou to
se
ek a
n ad
ditio
nal b
reak
dow
n of
inco
me
and
expe
nditu
re (f
or e
xam
ple,
spon
sors
hip
inco
me,
cat
erin
g ex
pend
iture
, etc
).
O
nce
the
data
has
bee
n en
tere
d, th
e to
tal I
ncom
e an
d Ex
pens
es w
ill b
e ca
lcul
ated
aut
omat
ical
ly b
y th
e sp
read
shee
t as w
ill th
e to
tal i
ncom
e an
d ex
pens
es fo
r the
yea
r. N
ote
the
first
line
is a
n ex
ampl
e on
ly a
nd
shou
ld b
e de
lete
d or
type
d ov
er.
Budg
et S
ubm
issi
on
21 Ja
n 13
Es
timat
e th
e nu
mbe
r of C
PD h
ours
for e
ach
even
t. Th
is is
an im
port
ant s
tep
and
high
light
s one
of t
he m
ajor
re
ason
s for
hol
ding
eve
nts.
Fro
m th
is w
e ca
n re
port
on
the
tota
l num
ber o
f CPD
hou
rs p
rovi
ded
by
Que
ensla
nd D
ivisi
on.
Su
bmit
the
Gro
up B
udge
t Tem
plat
e 20
14 (s
ee a
ttac
hmen
t). D
ivisi
on S
taff
will
col
late
the
info
rmat
ion
and
cont
act t
he c
omm
ittee
with
any
que
ries a
nd c
onso
lidat
e th
e in
form
atio
n fo
r app
rova
l. I
will
also
con
tact
the
Trea
sure
r dire
ctly
to d
iscus
s any
pro
pose
d am
endm
ents
to th
e su
bmitt
ed b
udge
t.
-
27
Queensland Division Handbook 2013
An
y an
ticip
ated
use
of T
IF fu
nds i
n th
e 20
13/2
014
Fina
ncia
l Yea
r ne
eds t
o be
incl
uded
in th
e bu
dget
. If n
ot in
clud
ed in
the
budg
et, i
t will
not
be
auth
orise
d by
Nat
iona
l Offi
ce.
Re
fer t
o th
e at
tach
ed
mem
oran
dum
out
linin
g de
tails
on
how
TIF
fund
s are
cre
ated
and
ho
w th
ey c
an b
e us
ed a
s wel
l as
the
curr
ent e
stim
ated
TIF
ba
lanc
es fo
r eac
h gr
oup.
W
hen
cons
ider
ing
usin
g yo
ur T
IF
fund
s tak
e in
to a
ccou
nt th
e pr
opos
ed b
alan
ce a
s at 3
0 Ju
ne
2013
.
We
enco
urag
e al
l Gro
ups t
o st
art
draw
ing
dow
n th
eir T
IF re
serv
e if
they
hav
e on
e an
d in
vest
this
in
thei
r mem
bers
.
Cons
ider
strik
ing
a ba
lanc
e w
ith
cate
red
even
ts. C
onsid
er o
ptio
ns
to o
ffer i
nexp
ensiv
e ca
terin
g, if
it
is ne
eded
, rat
her t
han
offe
ring
mul
tiple
din
ner s
tyle
tech
nica
l pr
esen
tatio
ns o
r eve
nts
with
in
high
er c
ost v
enue
s.
Th
e at
tend
ees s
houl
d w
ant t
o pa
rtic
ipat
e in
the
pres
enta
tion
for
the
qual
ity o
f the
pre
sent
atio
n an
d no
t for
a su
bsid
ized
mea
l.
Ev
ents
will
nee
d to
focu
s on
a 'b
reak
eve
n' a
ppro
ach
whi
ch is
far
mor
e di
fficu
lt w
ith d
inne
r sty
le
even
ts o
r eve
nts
with
alc
ohol
ic
beve
rage
s or
ven
ue h
ire.
En
gine
ers A
ustr
alia
is a
not
for
prof
it or
gani
satio
n an
d, a
s su
ch, a
ims t
o ru
n a
brea
k ev
en
budg
et.
Ca
re n
eeds
to b
e ta
ken
whe
n de
term
inin
g th
e ap
prop
riate
am
ount
of s
uppo
rt p
rovi
ded
to
even
ts.
Grou
ps a
re e
ncou
rage
d to
cha
rge
non-
mem
bers
a h
ighe
r rat
e th
an
mem
bers
to a
tten
d ev
ents
.
W
hile
this
will
be
left
to th
e di
scre
tion
of e
ach
grou
p to
de
term
ine
for t
heir
even
ts, p
leas
e ke
ep in
min
d th
at E
ngin
eers
Au
stra
lia is
a n
ot fo
r pro
fit
orga
nisa
tion
that
relie
s on
mem
bers
hip
subs
crip
tion
inco
me
to su
bsid
ise m
any
of o
ur a
ctiv
ities
.
Grou
ps m
ay a
lso c
onsid
er
enco
urag
ing
othe
r kin
dred
bod
ies
to a
tten
d ev
ents
at
mem
ber
pric
es.
Agai
n, th
e di
scre
tion
will
be
left
to e
ach
grou
p to
dec
ide
wha
t is a
ppro
pria
te fo
r the
ir ci
rcum
stan
ce.
Aust
ralia
n En
gine
erin
g W
eek
is he
ld in
the
first
wee
k of
Aug
ust.
W
e st
rong
ly e
ncou
rage
all
grou
ps
to h
old
at le
ast o
ne a
ctiv
ity d
urin
g th
at w
eek.
TIF
FUN
DS
AUST
RALI
AN
ENGI
NEE
RIN
G W
EEK
(AEW
)
CHAR
GIN
G
MEM
BERS
+
NO
N-
MEM
BERS
APPR
OPR
IATE
EX
PEN
DITU
RE
CATE
RIN
G
-
28
Queensland Division Handbook 2013
Guidelines for the use of Engineers Australia ReservesThe reserves of Engineers Australia are the accumulated deficits and surpluses of the organisation over the years. They represent the assets of the organisation and provide several important functions, including:-
Providing a foundation on which current operations are sustained. In general the larger these reserves are, the greater the strength and resilience of the organisation. Conversely, the lower the reserves the weaker and more vulnerable the organisation.
Providing a source of funding for new ventures and/or asset acquisitions.
Funding special CPD and like projects from hypothecated surpluses from previous events.
Facilitating the long term financial viability of Engineers Australia through flexibility of funding for non-recurrent expenditures in the 10 year financial plan.
There are two types of Reserve accounts, General Reserves and the Technical Initiative Fund (TIF).
Technical Initiative Fund (TIF).
The TIF Reserves are funds raised by a specific event or initiative that can clearly be attributed to the efforts of a discrete group, such as a Regional Group or Technical Society.
A breakdown of the individual balances for each group within Queensland Division as estimated at 30 June 2013 is provided in Appendix 7 Page 29.
TIF Reserves are treated differently to General Reserves. Discrete units that generate a surplus (net of any seed funding) from specific events or initiatives can have 50% of this surplus applied to their TIF account at the end of the financial year. The remaining 50% is applied to the national common pool of reserves.
A time frame to expend TIF Reserves does apply. Generally TIF Reserves must be committed within 5 years of generation. Any TIF Reserves unspent in this 5 year period will be transferred to the national common pool of reserves. It should be noted that TIF Reserves can be replenished from new activities as outlined in the section above.
Ideally, discrete groups of Engineers Australia will not have the need to generate TIF Reserves with funding to come from the normal budgeting process. That said, the TIF Reserve provides a mechanism for discrete groups to obtain a return on their efforts derived from special events and initiatives undertaken by that group. These funds should then be invested in other special events or initiatives within 5 years.
How to Access and Utilise General and TIF Reserves
As is currently the case, all budgets, including the use of General and TIF Reserves, are subject to approval by Council.
Any draw down of TIF Reserves need to be identified in budgets submitted by each group. The Division Office will then incorporate these requests into Queensland Divisions 10 year financial plan and annual budget submission. Council will consider these requests as part of the annual budget approval process.
An annual reconciliation of General and TIF Reserves will be completed and this information will be provided to all groups of Queensland Division.
The approval of any drawdown of Reserves will be considered by Council based on the merit of the purpose. As per normal good governance provisions, consideration will also be given to the degree to which any drawdown comprises the strength and resilience of the organisation as a whole.
-
29
Queensland Division Handbook 2013
Attachment A
&?8VHUV?*RG]LOOD?$SS'DWD?/RFDO?7HPS?7,)-XQHD' W :%XUQHWW %= &DLUQV &$ &HQWUDO+LJKODQGV &% &HQWUDO:HVWHUQ && &KHPLFDO $= (OHFWULFDO %% *ODGVWRQH &' *ROG&RDVW &( ,SVZLFK &) 0DFND\ &* 1RUWK:HVWHUQ &+ 5RFNKDPSWRQ &, 5RPD &- 6XQVKLQH&RDVW &. 7RRZRRPED &/ 7RZQVYLOOH &0 :LGH%D\ &1 d/&^hDDZzAPPENDIX 7
-
30
Queensland Division Handbook 2013
Media and Public RelationsNational Policy and Public Relations Directorate
The National Policy and Public Relations Directorate aims to build a better public understanding of Engineers Australia, the broader profession it represents, as well as demonstrating the value of its contributions in the context of national debate.
The Directorate contributes regularly via policy statements, media releases, government submissions and the generation of advocacy reports and resources.
SpokespersonsPolicy
In accordance with Engineers Australias mission to be recognised as a valued source of information representing the profession and all disciplines of the engineering team, Engineers Australias Spokespersons Policy outlines protocols for uniform communication by spokespersons to the public.
As Engineers Australia is a large, complex organisation in its structure, Engineers Australias Spokespersons Policy reflects a coordinated and consistent approach for all communications by delegated spokespersons. The policy has been developed to guide corporate positioning activities for the organisation to achieve the greatest impact on its target audiences.
In order to effectively raise the public profile of Engineers Australia among members, within the media, across all levels of government and in the general public, it is important delegated spokespersons communicate consistently; adhering to Engineers Australias agreed position and key messages. This will in turn build a better understanding of Engineers Australia and position the organisation as the top resource for delivering the most accurate, credible, objective and timely information relating to the profession.
All media contact should be discussed with Ian McEwan QLD Executive Director or Kate Condon QLD Events and Communications Manager in the first instance, as only approved spokespersons can speak on behalf of Engineers Australia. Please contact Kate Condon, Mobile: 0407 211 586 or Ian McEwan, Mobile: 0400 139 227 to discuss the Spokesperson Policy and opportunities.
Public Relations Portal
Engineers Australias Public Relations Portal on Confluence has been established to communicate media protocols and provide relevant and up-to-date information on various issues. The PR Portal acts as a tool for providing spokespersons for Engineers Australia with an appropriate level of support when representing the organisation in the media.
The PR Portal maintains an archive of all media coverage achieved for the organisation, as well as providing access to media reports.
For access please contact Sara Ross, Manager Public Relations Engineers Australia, Phone: (02) 6270 6565 Mobile: 0402 419 962 Email: sross@engineersaustralia.org.au
Media
Whenever possible, Engineers Australia will make itself available to the media to comment on issues that are relevant to the profession. If a journalist phones an office bearer or committee member, including after hours, please contact Sara Ross, Manager Public Relations, Phone: (02) 6270 6565 Mobile: 0402 419 962 Email: sross@engineersaustralia.org.au. Please keep both Sara Ross and Kate Condon, Events and Communications Manager kcondon@engineersaustralia.org.au or phone (07) 3226 3009 informed of any instance where your group is discussed in the media.
Social MediaEngineers Australia Social Media Usage (effective from January 2011)
Engineers Australia is managing a series of online social networking channels in-line with the Engineers Australia corporate website. The following lists the social media channels we are engaged in:
Facebook
Twitter
YouTube
Flickr
LinkedIn
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Please review how we use them below and understand that these tools are intended to supplement, not replace, the channels currently in place for communicating Engineers Australia events and activities. These are the official Engineers Australia social media accounts. Anything deemed to be offensive or attacking Engineers Australias core business will be removed, without consultation or discussion.
The Community Manager
All Engineers Australia social media accounts are maintained and monitored by the Community Manager. You can contact the Community Manager at socialmedia@engineersaustralia.org.au. While we try to respond to questions on these channels as much as possible, if you have a question, concern or comment, you may still want to contact Engineers Australia by another method.
Facebook
Facebooks mission is to give people the power to share and make the world more open and connected. Millions of people use Facebook every day to keep up with friends, upload an unlimited number of photos, share links and videos, and learn more about the people they meet. Engineers Australia has established a Facebook Page, giving us the opportunity to engage with users at a corporate business level. Anyone can join this group and it contains both members and non-members of Engineers Australia.
While people use Facebook in many different ways for both personal and professional reasons, we are using Facebook at Engineers Australia as another way to keep members and the public informed about what were doing and as another way to get feedback.
You can follow us on Facebook at www.facebook.com/EngineersAustralia.
Please note that this global sharing network site is governed by Facebooks own website policies, including its Privacy Policy and Terms of Service. These policies apply to your use of Facebook. If you have any questions, please contact us at socialmedia@engineersaustralia.org.au.
Twitter
Twitter is a free social networking site that allows users to send and read other users updates of up to 140 characters in length. While people use Twitter in many different ways for both personal and professional reasons, we are using Twitter at Engineers Australia as another way to keep members and the public informed about what were doing and as another way to get feedback.
You can follow us on Twitter at www.facebook.com/EngineersAustralia.
Twitter is governed by Twitters own website policies, including its Privacy Policy and Terms of Service. These policies apply to your use of Twitter. If you have any questions, please contact us at socialmedia@engineersaustralia.org.au.
YouTube
To both increase transparency and our potential audience, we publish video content to our YouTube channel at www.youtube.com/user/engaustralia and embed the videos back onto the Engineers Australia site. Please see the YouTube Comment Policy online.
Flickr
We post photos to Flickr at www.flickr.com/photos/engineersaustralia/
If youd like to use any photos for a story, blog post, printing, etc., we ask that you credit, Photo Courtesy of Engineers Australia and include the photographers name when available.
Engineers Australia encourages members and the public to submit photos for posting to our Flickr channel. Send your photos to the Community Manager with a description of the photo/collection and we will add it to the Engineers Australia Flickr photostream. Flickr is governed by Flickrs own website policies, including its Privacy Policy and Terms of Service. These policies apply to your use of Flickr. If you have any questions, please contact us at socialmedia@engineersaustralia.org.au.
LinkedIn
You can follow us on LinkedIn at www.engineersaustralia.org.au/linkedin
LinkedIn is an online network of more than 60 million experienced professionals from around the world, representing 150 industries.
When you join, you create a profile that summarizes your professional accomplishments. Your profile helps you find and be found by former colleagues, clients, and partners. You can add more connections by inviting trusted contacts to join LinkedIn and connect to you.
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Your network consists of your connections, your connections connections, and the people they know, linking you to thousands of qualified professionals. Engineers Australia has established a LinkedIn group, giving us the opportunity to engage with users at a corporate business level. Anyone can join this group. This is a more professional approach to social engagement for the organisation.
Please note: Jobs postings - The Engineers Australia LinkedIn Group is a place for members of engineering teams and Engineers Australia members to network with other professionals and to gather and exchange professional information. It is not the forum for companies to post job vacancies, career advice websites or generally promote any other product or services to our users. Any discussions or news items that seek to promote goods or services of any kind will be removed as soon as they are posted and members who continue to disregard this rule will be removed from the group.
LinkedIn is governed by LinkedIns own website policies, including its Privacy Policy and User Agreement. These policies apply to your use of LinkedIn. If you have any questions, please contact us at socialmedia@engineersaustralia.org.au..
So you want to setup an Engineers Australia related group/page on one of the social media channels?
Have you considered this:
1. Engineers Australia already has a national presence on Facebook, LinkedIn and Twitter.
2. Engineers Australia has a dedicated resource to manage these channels (the Community Manager).
3. Setting up a new group/page requires a dedicated person to keep information up to date and fresh. Do you have someone with the appropriate technical expertise prepared to take this on?
4. Do you have enough information to communicate to your audience in a timely and consistent manner? Information is ideally updated daily or multiple times throughout each week.
5. To be successful, you would need to prepare a content strategy in advance.
6. The Community Manager could handle all your content updates via the national channels.
Social media is a great way to engage with your members. We encourage it and our Community Manager, Lee Vereschildt, is here to help. Contact Lee for the relevant documentation to assist you in setting up the group.
If you already have a social media page set up for your group please contact Community Manager Lee to add her as an administrator of the account. Lee Vereschildt, Community Manager, email: socialmedia@engineersaustralia.org.au
Queensland Newsletters and Event AlertsEvent Alerts
Queensland Event Alerts are emailed to all Queensland members fortnightly, usually on a Thursday. The alerts highlight information about technical presentations, events and important notifications. All events on the Queensland website are automatically included in the Events Alert. For maximum exposure, we encourage all units to provide details of their events to the Membership Engagement Team at least two days prior to the Thursday Event Alert deadline. Events received with less time are not guaranteed to feature. Please note: editing and publishing approval remains with Engineers Australia staff.
Engineering Queensland News
The Engineering Queensland newsletter is currently published quarterly. As of March this year the newsletter will become a monthly email. A printed version will still be published in duplication of the electronic version in March and June of this year. An example of the future email newsletter is below (page 33).
If you would like to promote your groups activities or business achievements, please forward content to Elesha Piper, Events and Communications Officer via email epiper@engineersaustralia.org.au.
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SponsorshipGroups are welcome to seek sponsorship to help fund activities or events. Queensland Division can assist you in providing advice about pricing and marketing, plus we can help you develop sponsorship proposals and contracts.
The only restrictions we wish for you to be conscious of are that groups are not permitted to recruit sponsors that conflict with national or state corporate partnerships. For example, as AMP is a major national partner, we are not permitted to offer sponsorship opportunities to any organisation from the financial services industry. A summary of national membership partners is listed below.
NationalMemberBenefitPartners
American Express The Qantas Club
AMP Banking Virgin Australia Lounge
2020 DirectInvest Australian Unity
ING OnePath
Bovill Risk & Insurance Consultants
Queensland Division also has a number of sponsors that help us fund a range of events and activities. A summary of our current partners is listed below. When considering possible sponsors for your events or activities, we ask that you contact us before approaching any of Queensland Divisions sponsors. This is to check if they may be interested in an additional sponsorship opportunity or to establish if there is anything happening with their state sponsorship that would make the approach inappropriate. Please contact Kate Condon, Events and Communications Manager.
Queensland Division Sponsors
Brisbane City Council Sinclair Knight Merz
Clough Cullens Patent and Trademark Attorneys
Monadelphous Karel CAD
Calibre Global Hagstrom
Bechtel Adecco
Leighton Contractors
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Sponsorship Top Tips
Sponsors are looking for a personal relationship with those they sponsor, as well as value for their organisation.
Here are some tips about sponsorship:
1) Start the sponsorship discussions through conversation, either on the phone or in person. Emails are a great way to follow up the conversation with more information however are not a tool to approach sponsors. An email containing all the information about sponsorship without a prior discussion is not personal, and can be a lot of information for them to consider.
2) EngineersAustraliaistobenotifiedbeforeapproachingsponsors.Once your group/ committee/ society/ panel have discussed what organisations they would like to approach regarding sponsorship please email your list to Kate Condon, Events and Communications Manager kcondon@engineersaustralia.org.au. Kate will advise you if any of the sponsors on the list have a past relationship with Engineers Australia Queensland or are currently sponsors of the division, other groups, committees, societies or panels. This will prevent everyone approaching the same sponsors and will demonstrate to the prospective sponsor that you are well-informed.
3) Useyournetworks. Most sponsorships come through connections and people in your network that understand Engineers Australia and what your group is trying to achieve.
4) Makeallcorrespondencewiththeprospectivesponsorpersonableandspecifictothatsponsor.If you are sending an email to a group of sponsors (for example to notify them of upcoming event details), make sure you use the mail merge tool in Microsoft Word to input their name and companys name into the email, or send separate emails.
5) Identify yourself and what the sponsorship is for. This is particularly relevant if the prospective sponsor knows you as Bob from ABC Engineering and you usually communicate through your work email address. Ensure you have clearly identified what group the sponsorship is for and your position in the group so they are not mistaking your request as sponsorship for their organisation.
6) Provide a Sponsorship Invitation. Full colour sponsorship invitation documents were created to assist with garnering individual group or event sponsorship (Refer Appendix 8 - Pages 35-38). These were emailed to many groups in December 2012 with a letter template. If your group did not receive sponsorship documents you may request them to be generated.
7) Sponsorship value proposition. When selling the sponsorship make sure you highlight the value of their sponsorship and what it will bring to their organisation both visible and intangible. For example, the benefits of being associated with Engineers Australia, complimentary event tickets, their companys logo on event publications, their banners displayed at events, a short address at events, and access to members through networking at events.
8) Complete documentation. Make sure you have the sponsor complete the relevant documentation (refer to the section below) and email it accompanied by the committee documentation requirements for an official agreement and invoice to be created.
9) Manage customer expectations. Signing them up is just the first step. Make sure you stay in touch; not just via written communication, but in person and on the phone. Notify them of upcoming events, group milestones and event successes. Continue to deliver on your promises.
Sponsorship Relationships, Processing and Documentation
Sponsorship received is $10,000 or greater
This sponsorship is to be dealt with by the Events and Communications Manager and a contractual agreement is to be entered into with Qld Division on behalf of the group.
Sponsorship received is less than $10,000
The groups will be responsible for these sponsorship relationships.
Documentation to be completed for sponsorship less than $10,000
Sponsor must complete the Sponsorship Support Registration (refer Appendix 9 - Page 39)
This is then emailed with the Sponsorship Details Form completed by a committee member (refer Appendix 10 - Page 40) to your Division support person at eaqevents@engineersaustralia.org.au for agreements to be generated.
Please refer to Apendix 11 - Page 41 for a sample of the standard Sponsorship Agreement used for amounts greater than $1,000 and less than $10,000.
As correct delegation is required for authorisation of these letters please allow suitable timeframes for this to be arranged.
Documentation to be completed for sponsorship less than $1,000
Sponsor must complete the Sponsorship Support Registration (refer Appendix 9 - Page 39) This is then emailed with the Sponsorship Details Form completed by a committee member (refer Appendix 10 - Page 40) to your Division support person at eaqevents@engineersaustralia.org.au.
There is no Sponsorship Agreement generated for this amount. An invoice will be issued only.
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Opportunities with Engineers Australias Mackay Regional Group
COR pORAtE SpOnSORSh i p
Promote your organisation to a targeted audience of engineers
Position your business as an employer of choice
Market your product and services directly to key decision makers
Align your brand with engineering excellence, innovation and sustainability
Take a lead role in advocating the value the engineering team contributes to the community
qld.engineersaustral ia .org .au
APPENDIX 8
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EnginEErs AusTrAliAsPonsorshiP ProPosAl
Who WE ArE
Engineers Australia is the national peak body for all engineering disciplines. We work with government, industry and tertiary institutions to promote engineering as a profession.
A not-for-profit organisation with 96,000 members nationwide, including over 21,000 Queensland members, we are the trusted voice of engineering in Australia.
respected by governments and admired by our community, we are known worldwide for expanding the horizons of engineering and advancing the professional development of our members.
WE vAluE
Pursuit of knowledge and exchange of ideas
Commitment to professional and ethical standards
The accomplishments of our
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