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Policy & Procedure

Purpose:

Sri Lanka Association of New South Wales Inc (SLA) is an inclusive organisation for all Sri Lankans living in NSW regardless of their ethnicity and religion. According to the objectives of the Association, it aims to:

  • facilitate a common meeting ground for all Sri Lankan living in NSW to integrate with Australian community
  • promote social cohesion and harmony and assist settlement in the wider society
  • propose measures and take action with regard to the interests and welfare of Sri Lankans and make necessary representation to State and Commonwealth Governments and other organisations on relevant matters
  • work towards the advancement of Sr Lankans and Australian of Sri Lankan descent in New South Wales and in that regard to work alone, or in Association with any other organization
  • participate as a Body, in matters of special interest to the Sri Lankan community in NSW

Expected underpinning values:

  • Respect – create an environment that is free of harassment or victimisation
  • Honesty and Integrity
  • Inclusiveness
  • Accountability
  • Professionalism
  • Act fairly and equitably
  • Collaboration
  • Maintain confidentiality and privacy
  • Upfront in informing any conflict of interest. (be free from any direct or perceived conflict of interest).

Principles

The guiding principles which all Committee Members are to follow:

  • Have respect for the policy, procedures, and decisions of SLA – once adopted by a majority decision or by a special resolution
  • Commitment for the advancement of the organisation during the term of the office – mutual support, share information and skills/knowledge by building their own capacity and the others. Accountable for individual contribution to the work of the Association
  • Avoid real and perceived conflicts of interests – Check at the earliest opportunity and promptly disclose and take actions (recuse from discussion or any decision making on the matter in issue)
  • Carry out duties with professionalism, honesty and integrity in the best interest of SLA according to the Constitution, policies and procedures adopted – maintain professional and personal boundaries
  • Show respect for all including the difference of opinions of the committee and the volunteers
  • Observe fairness and equity in all dealings of SLA
  • All communications to be copied to secretary and/or public officer for document control purposes
  • Ensure that official information is used appropriately
  • Ensure that SLA name and resources are used appropriately and efficiently – any such use must be with the permission of the president, public officer and secretary. Eg: membership list, email addresses
  • Maintain proper standards of confidentiality, objectivity and quality – must maintain strict confidentiality of SLA affairs and personnel matters except to the extent it involves public sharing to protect the integrity of SLA
  • All media and public statements managed by the president with the approval of the executive committee. Only authorised officers may issue a public statement or a media release.
  • Committee members need to take responsibility for their behaviour and work in ethical way. Observance of the Code of Conduct is essential for all and a criterion for their participation in SLA work
  • Work cooperatively as a member of the team
  • Support committee members and volunteers with respect and courtesy
  • Project positive image of the organisation at all times, during the tenure

Note: Volunteers who participate in Committee activity should follow the guidelines set out herein for Committee Members

Committee Member Code of Conduct & Ethics

This Code of Conduct provides a framework of ethical principles, obligations and standards of SLA performance, professional standards and the conduct of relationships with others. Its aims are:

  • To assist SLA in maintaining a harmonious and ethical environment that upholds its vision, mission and values.
  • To set out the basic principles and rules that all SLA Committee, volunteers, and those contracted to manage and run activities to follow when carrying out activities and events.
  • Treat everyone with respect, courtesy, and fairness
  • Behave honestly and in a professional manner that upholds the expected values and the good reputation of SLA
  • Carry out duties with professionalism, honesty, and integrity in the best interest of SLA
  • Act with care and diligence
  • Comply with reasonable and lawful direction given by the President and the elected committee
  • Comply with and adhere to the principles which all elected committee members and the volunteers are required to follow
  • Avoid conflicts of interest and report potential or perceived conflict of interests to the President, elected committee and the Trustees
  • Not access, use, share and/or disclose confidential information to third parties
  • Not use their position at SLA or information and resources for personal gain
  • Report any inappropriate behaviour or a breach of any of the above to the President and the elected committee

Note: Failure to comply with the Code of Conduct and Ethics may result in management action

Conflict of Interest Guidelines

Definition

A conflict of interest is a situation in which an individual has competing interests or loyalties because of their duties to more than one person or organization. A person with a conflict of interest can't do justice to the Organisation or the Cause because of the actual or potentially conflicting interests of both parties.

A legal definition:

A term used to describe the situation in which a public official or fiduciary who, contrary to the obligation and absolute duty to act for the benefit of the public or a designated individual, exploits the relationship for personal benefit, typically pecuniary.

Recognizing Conflict of Interest and what action to take:

  • Consider your financial interests.
  • Make note of your personal relationships and incompatible interests
  • Identify situations where the conflict of interest may arise – a possible position to derive personal benefit from actions or decisions made in the official capacity
  • Consider the appearance of a potential conflict – identify any possible connection or nexus
  • Any committee member who has or may have conflict of interest of the Association should recuse himself/herself from the discussion and/or participating in any decision making of that subject
  • Avoid conflicts of interest and report potential or perceived conflict of interest to the President, elected committee and the Trustees
  • Make sure it reported and recorded in any proceedings or meeting minutes.
  • Include a standing item in the Meeting Agendas to make sure committee is following the procedure and recording it properly

Confidentiality and managing organisation’s information

Committee members must respect and maintain the strict confidentiality of individual and the organisation’s business generally. Confidential information includes, but not limited to:

  • Committee’s personal information and other business-related information
  • Business conducts in meetings, other than that identified as being for public discussion
  • Any confidential and proprietary information concerning expressions of interest or any other organisational plans or activities identified by the committee
  • Discussion of any SLA decision or a document referred to reach a decision
  • Any information regarding a member of the Association gathered during any discussion or disclosure gathered by virtue of being a Committee Member of the Association.
  • No committee member should disclose or share the content of any discussion in committee to anybody other than another committee member.

Governance

Guiding principles are based on the current law governing Associations in NSW.

  • SLA Constitution
  • The Conduct of or Delegation:
    • Financial management – monthly reports, annual budget, document controls, payment management
    • Legal responsibility – reporting requirements submission of required forms
    • HR – volunteers and MC,
    • Projects – partnerships, sub-committee engagement, outcomes quality, Policy &Procedure, evaluations
    • Planning – strategic development, annual activities
    • Public Profile – representation, media, promotion, archiving, maintain register. President or the appointed member by the executive represent the organisation in public meetings and forums.
  • Roles and duties of the Committee

    The key responsibilities of the Committee are to set the direction for the SLA, maintain controls of the organisation and ensure that it stays on track according to its aims and objectives and planned activities.
    Committee Member Duties:

    • act with reasonable care and diligence – must exercise powers and duties with care and diligence that a reasonable person would act.
    • Act in good faith in the best interests of the SLA and to further its purposes
    • Not to improperly use information to gain advantage
    • Disclose conflicts of interests promptly
    • Ensure that financial affairs are managed responsibly
    • Fiduciary duty to act in good faith
  • Structure of meetings

    Possible strategies to use to ensure productive Committee meetings:

    • The agenda identify non-discussion items, items for decision, items for discussion and items for information only.
    • Time will be allocated at
    • the beginning of each meeting for prioritisation of the agenda. time for discussion on key or emerging issues. topics will be planned in advance.
    • Possibly identify items for the next agenda
  • Records of Management Committee meetings
    • The minute taker will keep the record of discussion and decisions at each Committee meeting.
    • Minutes ratified at the subsequent meeting and signed by the Chairperson/President stored in electronic form and made available on request to Committee members and members. Access may be limited where there was an item of a confidential nature or for other commercial confidentiality reasons.
    • In addition, it may be stored in hard copy, with minutes from current and previous year held with secretary
      • .
  • Decision-making in meetings:

    To be clear about decisions made by the Committee and accurately document decisions:

    • Items requiring decisions will be clearly indicated on the agenda, with recommendations
    • As a decision is made, the Chairperson will clarify and confirm the decision to the meeting.
    • Voting on decisions will be by voices if consensus is not reached. If there is dissent over a decision, a show of hands may be called for and voting will then be by a count of hands.
    • The minute taker may also request that the meeting clarify and confirm a decision (eg. before the meeting progresses, seek clarification and read back the decision to ensure it has been captured correctly).
    • A register is established recording all decisions made by the Committee (cross referenced by topic) – to ensure all decisions are captured and available for reference.
    • Details of Committee decisions will be captured and included in this policy and procedure manual, where appropriate.
  • Procedures – policy and procedure develop in consultation with committee, trustees and members

Decisions regarding Fund Raising

SLA may time to time receives requests to support/assist a cause, a family or an individual.

Requests may receive from:

  • Individual
  • Community or Group
  • Committee itself

Subject to the organization’s objectives and the control guidelines in our constitution, committee may decide:

  • Request for a Fundraiser as a ALA event
    • Committee may decide within the committee itself to action and assist. such activities may not involve broader membership or the community.
    • Committee may approve as a SLA activity and involve membership to assist to drive it – however, SLA committee must make sure that unless it is able to endorse the authentication, not to use the word “endorse”. The request must carefully word and approve by the committee before publishing.
    • SLA committee can seek further clarifications from the relevant individual, authority, or the government in relation to deciding to proceed
    • Committee must ensure the guidelines are conform to the SLA Constitution.
  • Request to engage in partnership or collaboration to assist. SLA receives requests to participate as a collaborative partner on activities of other organizations or the government.
    • each request to be considered according to the SLA objectives and the terms of the constitution in relation to promotion, advancement of welfare and social cohesion of the Sri Lankan community
    • committee to take reasonable steps to assess risks and decision-making controls to protect the public image and the reputation of the SLA
    • SLA President may initiate the communication with relevant organization or requesting individual or body. Notify the committee through communication or report
    • All necessary steps must be taken to protect the interest of the SLA and its integrity.
    • Make sure SLA logo is appropriately used and equal engagement is maintained.
    • If the SLA integrity is compromised, the committee must take immediate action to rectify such matters.

Sample COVID Safety Plan

Event Name:

      Introduction

This COVID-19 safety plan is for the ….Event Name….. to be held on ….day & date….. from ……time ….. at the ….Place…… .

    • Maximum number of people allowed

      A maximum of …number… people will be allowed to attend the event in the …. Name of the Hall…. based on capacity advised by Council. This is to ensure there is at least 2 square or 4 square metres of space for each person. This number includes staff who may be employed as caterers, entertainers, or event managers.

    • Restriction of use

      Under the current restrictions, the following is not permitted:

      • buffet style events – packeted Food will be served by the event organisers
      • cocktail style events
      • participants will be allowed to leave their tables to:
        • use the bathroom
        • get a drink
        • browse the information table and sign up for activities.
      • Venue set up and configuration
        • We will set up the room in banquet style with …number of round or square tables with 10 chairs per table.
        • Registration desk will be located in the foyer.
        • Information table will be located right hand side of the hall in the.
        • Food will be arranged to serve by organised staff/organisation committee members.
        • A limited selection of beverages (tea and coffee) will be available at the bar and attendees can help themselves at the bar. Juice and water will be available on the tables.
      • Conditions of hire

        A condition of use of ..name of Hall is that this Safety Plan is followed without amendment or change.

      • Responsible person

        This event is delivered in collaboration with …..names of collaborative partners…. and the Sri Lanka Association of NSW Inc (SLA).

        The event organiser and the responsible officer is ….name…., President, Sri Lanka Association of NSW Inc or …name….., Vice President SLA.

    The event organiser will ensure that;

      • A copy of the Safety Plan is kept at the event and is available for inspection by an authorised officer or Police Officer
      • An induction for all staff on the plan is undertaken pre-event.
      • The layout of tables and chairs meets the 2 square or 4 square metre rule
      • There is a manned reception table where names and contact details of attendees are documented and the vaccination certificate checked
      • Attendees will be directed to check in using the COVID QR code at the venue entry
      • Hand sanitiser will be available for attendees to sanitise before entering the hall
      • Attendees will be ushered to their table/seats reducing opportunity to congregate in groups where 1.5m rule could be breached
      • All attendees wear face masks
      • This plan is followed.
    • Wellbeing of workers and visitors
      • Workers and visitors who are unwell are asked to not attend Council locations. Signage will reflect this for members of the public
      • Organisers of events shall communicate this requirement before any event
      • Conditions of entry will be communicated by the event organiser and at the venue entry
    • Physical distancing
      • Capacity must not exceed one person per 2 square metres
      • Ensure no more than 10 visitors are at any group activity at any one time
      • Reduce crowding wherever possible and promote physical distancing
      • Where reasonably practical, ensure attendees maintain 1.5 metres physical distancing
    • Hygiene and cleaning
      • We will use alcohol-based wipes to wipe hard surfaces (chairs and tables, etc) at the beginning and end of the Event
      • We’ll encourage everyone to use the hand sanitiser provided
      • We will ensure that the caterers will be provided a copy of this plan before the event and they must ensure they have whatever personal protective equipment (PPE) with them at the function which will be checked by the responsible person.

      We will encourage caterers to wear masks when serving.

      Food will be served by the catering staff and not allow people to handle.