| Version 3 July 2023 | |||
| Drafted by | Treasurer, President | Approved by Committee on 31/7/2023 | |
| Responsible person: | Committee | Scheduled review date |
Introduction
The committee of Wooden Boat Association of SA is committed to ensuring that its arrangements are carried out in an ethical manner.
Every second month, the Association holds a General Meeting at a hotel and a speaker is organised to talk on a topic of interest to a range of members.
Terms
Individual or Family Members are people who have paid their subscriptions.
The Association means the Wooden Boat Association of South Australia [WBASA].
The Objects are those objects listed in the Rules of the Association.
Purpose
The purpose of this policy is to establish the framework and guidelines for the choice, organisation and management of speakers at General Meetings.
The policy covers
- Choice of speakers
- Gifts for speakers
- Processes for arranging and accommodating speakers
Policy
The principles to guide organisation of speakers at General Meetings of the Association are:
- Speakers are to speak on topics which support aspects of the Objects of the Association, accompanied by images or items of interest.
- Generally, speakers are unpaid and are of a non-commercial nature.
- From time to time, regular commercial advertisers, commercial members or commercial enterprises whose offer relates to the Objects or the Association will be offered the speaking gig to discuss product or services in detail and respond to member queries.
- Speaker’s meals and a drink of their choice are paid for by the Association and a small gift is provided.
- If the speaker is an Individual or Family Member then they will receive a gift but pay for their own meal.
Authorisation
Graham Hardy
President
WBASA
31/07/2023
| Procedures number | Version 3 | July 2023 | |
| Drafted by | Treasurer, President | Approved by committee on 31/7/2023 | |
| Responsible person | Committee | Scheduled review date |
Responsibilities
The Committee is responsible for the development, review and any variations of practice in relation to this policy.
- The Vice President is designated to take responsibility for ensuring a speaker or other entertaining/informational/educational activity is available for each general meeting of the Association. Each speaker choice is subject to committee discussion. All committee members are expected to suggest topics or speakers, often generated by member suggestions.
Procedures
Choice of speakers
- The Vice President is responsible for ensuring a speaker or other entertaining/informational/educational activity is available for each General Meeting of the Association.
- All committee members are expected to suggest topics or speakers.
- Choice of special speakers who may need a speaker’s fee or need accommodation will be a matter of committee decision.
Gifts for speakers
- Gifts for the speaker will be arranged in advance by a committee member.
- Commercial enterprises may not necessarily be provided with a gift.
Accommodating Speakers
- The Vice President will enquire as to AV requirements (within the limitation of the hotel venue) and arrange. The speaker is asked to bring any visual content on a USB stick or on their own computer, by arrangement in advance.
- The Vice President will either meet and greet or designate another committee member or Association member to undertake this and assist with set up.
- The Vice President will purchase a meal and drink for the speaker (if they are not a member of WBASA), get a receipt and claim this from the treasurer.
- Either the Vice President or the President will introduce and organize a vote of thanks for the speaker and present a gift.
Authorisation
Graham Hardy
President
WBASA
31/07/2023