POLICY ON PAYMENT OF ACTVAC MONEYS TO ACTVAC MEMBERS FOR COMPENSABLE SERVICES BY MEMBERS

1. An ACT Veterans Athletics Club (ACTVAC) Member is a person who been conferred Life Membership or has chosen to join and pay membership fees to ACTVAC. Having joined voluntarily, an ACTVAC Member provides his or her services to ACTVAC without expectation of monetary compensation from ACTVAC. This reflects the general principle that a person who voluntary joins an organisation undertakes tasks within that person’s capacity, expertise and time to achieve the organisation’s objectives without expectation of monetary compensation.

2. An ACTVAC Member who is an officer of ACTVAC or is a member of the ACTVAC Committee or subcommittees shall not be compensated monetarily for their services in relation to ACTVAC’s business.

3. The general rule that ‘an ACTVAC Member provides his or her services to ACTVAC without expectation of monetary compensation from ACTVAC’ may be put aside on equity or efficiency grounds.

4. For equity (‘no Member should be unduly out of pocket’), ACTVAC can compensate with ACTVAC funds any Member who is required to buy goods or services in undertaking ACTVAC activities eg stamps for postage, fuel for transporting equipment, purchases essential items on behalf of ACTVAC, excess costs above those judged reasonable incurred as a volunteer.

5. Efficiency grounds may be a basis for monetarily compensating a Member who is able to supply special skills or goods to achieve an outcome that is agreed by the ACTVAC Committee to be essential to ACTVAC’s objectives, including urgency. Information management, including the practise of using information technology to store and retrieve ACTVAC records, can be factors in relation to efficiency. The use of information technology to get a timely and value for money outcome may be a basis for compensating a Member for special skills.

6. Only the ACTVAC Committee can decide to compensate a Member by payment of ACTVAC funds on equity or efficiency grounds. The Committee may consult with the ACTVAC subcommittees, or with outside bodies, on proposals for compensation. As a general rule, a decision for compensation of a task will be advertised, calling for expressions of interest from ACTVAC’s membership before the start of the compensable activity. The Committee will usually not consider any proposal for retrospective compensation to avoid any perception of conflict of interest.

Guidance for compensable proposals is provided below.

1. Any Member, subcommittee or the ACTVAC Committee can submit a proposal for compensation to the ACTVAC Committee for decision. A Member who believes he or she is entitled to compensation on equity or efficiency grounds is encouraged to discuss their proposals with the relevant subcommittee or the Committee. Any proposal should include a documented itemised task list, proposed costs and dates for completion.

2. ACTVAC Members with unique skills and services relevant to a critical outcome for ACTVAC may be compensated if it is judged that such services would cost more if purchased from outside bodies. This could include compensating a Member to undertake administrative tasks to ensure that ACTVAC is able to carry out its policies, and to comply with obligations under its constitution and as a legal entity under ACT legislation. It could also include work being completed, normally below commercial cost, that otherwise would not be undertaken and that benefits ACTVAC overall.

3. Before deciding on a proposal, the ACTVAC Committee may seek quotes from outside bodies for the provision of the services.