QLD Division Handbook 2013

2013Office Bearer and Volunteer Handbook

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: [email protected] Web: www.engineersaustralia.org.au/queensland-division


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 [email protected] [email protected]


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


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


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 [email protected] 0477 324 139

Blake Harvey - Deputy President [email protected] 0413 412 934

Steven Goh - Past President [email protected] 0412 628 798

Mike Brady [email protected] 0437 026 252

Jillian Kenny [email protected] 0448 852 209

Chris Warnock [email protected] 0404 871 650

Peter Ho [email protected] 0412 796 243

Bryony Elson [email protected] 0417 249 218

Kenneth Pearce [email protected] 0417 724 467

Greg McMahon [email protected] 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.


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.


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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Queensland Division Handbook 2013

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

13


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


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


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


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


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 [email protected] 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 [email protected] 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 [email protected] 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 [email protected] 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

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APPENDIX 2

21


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


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


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


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


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


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


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


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


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


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: [email protected]

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: [email protected]. Please keep both Sara Ross and Kate Condon, Events and Communications Manager [email protected] 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

31


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 [email protected]. 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 [email protected].

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 [email protected].

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 [email protected].

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 [email protected]..

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: [email protected]

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 [email protected].

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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 [email protected]. 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 [email protected] 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 [email protected].

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