Standard Operating Procedures Manual

Purpose

The Standard Operating Procedures (SOPs) were developed to replace the existing By-Laws and Regulations and are meant to complement the proposed constitution being voted on at the 2019 Annual State Congress.

They have been developed in consultation with the DC7 who have brought practical sub-Branch and District Council experience to the process. As with the current By-Laws and Regulations, the SOPs will form part of the proposed new constitution, however, they will not be rigid, step-by-step instructions.

They will allow the flexibility needed to accommodate the full diversity of sub-Branch methods of operation, recognising the practicality that no two sub-Branches necessarily conduct their business in exactly the same way.

As such, the SOPs were written as practical guides to help office holders run a sub-Branch within the compliance parameters of the relevant legislation and regulations. For example, the SOP dealing with sub-Branch Property will have less flexibility, due to the nature of the business being transacted, than the SOP offering guidance on how to run a sub-Branch general meeting. The purpose of the SOPs is to provide references to compliance obligations where necessary and provide flexibility where possible.

 

Process for Approval, Amendment and Review

Initial Implementation: should the proposed constitution be adopted at Congress in Albury, the SOPs will come into effect on 1 December 2019. The current SOPs attached to this manual are in draft format and are still subject to amendment and feedback. Member and sub-Branch feedback should be directed to the relevant District Council as the District Council President has a key role in approving the final document. The proposed constitution outlines a two staged approval process for these SOPs (ref: clause 21.1).

  1. After Congress the District Council Presidents will have the opportunity to amend all SOPs before they approve them for recommendation to the Board
  2. The Board of RSL NSW will then meet to approve the SOPs as recommended by the District Council Presidents

In conjunction with the new constitution, all SOPs will come into effect on 1 December 2019. The cover page of the SOP will indicate that the document has been approved by the Board of RSL NSW in accordance with the process outlined in the constitution.

 

Future Amendments: should a sub-Branch or District Council feel any part of any SOP needs amendment, it can resolve at a general meeting of the sub-Branch to submit the amendment to the newly formed District Presidents Council for consideration and approval. If approved by the District Presidents Council, the amended SOP is then forwarded to the Board for final approval (ref: clause 21.1). Once the amendment is approved the document is dated and placed on the RSL NSW website in the appropriate page. Notice of the amendment will be circulated to sub-Branches as soon as practicable after this process has been completed.

 

Review: as is best practice, all SOPs will be regularly reviewed to ensure that they are up-to-date and compliant with the RSL NSW constitution and latest relevant legislation and regulations. They will also be reviewed against their practical application to sub-Branches and District Councils. The review will be performed by the District Presidents Council who will then be able to approve any changes and recommend the updated SOP to the Board of RSL NSW. The effective date on the front cover of each SOP will indicate when the document will be due for a review by the District Presidents Council.

 

How to use the Standard Operating Procedures

As previously mentioned, the SOPs are meant to be a practical guide to assist with the activities of an RSL sub-Branch or District Council. They are not inflexible, prescriptive rules. Where needed, the SOP includes reference to particular legislative and regulatory requirements however where possible they are flexible enough to reflect the many and varied ways that a sub-Branch or District Council operates within its local community.

The SOPs should be referred to when:

  1. New members are elected to be office holders of a sub-Branch or District Council
  2. An issue arises of which the office holders or members are unfamiliar
  3. In order to ensure the sub-Branch/District Council is aware of its obligations to RSL NSW and various other entities such as government regulators

Members of the sub-Branch/District Council office holders should ensure that they make themselves aware of any amendments or changes to the SOPs. These amendments and changes will be circulated as soon as practicable after approval by the District Presidents Council and Board. The most up-to-date versions of the SOPs will be available on the RSL NSW website. It should be noted that compliance with the SOPs does not absolve sub-Branch or District Council office holders from being aware of their own legal and regulatory obligations.

The sub-Branch and Member Support Unit will be available to assist sub-Branches with navigating the SOPs and provide clarification where required. Please contact the Support Unit on 1300 679 775 or support@rslnsw.org.au if you have any questions.

 

Standard Operating Procedure Index

  1. Charitable Activities, Donations and Charitable Purpose Contribution
    Status: Draft | Approved by District Council Presidents | Approved by Board
  2. Membership
    Status: Draft | Approved by District Council Presidents | Approved by Board
  3. Conduct of sub-Branch Meetings
    Status: Draft | Approved by District Council Presidents | Approved by Board
  4. Sub-Branch Election Procedures
    Status: Draft | Approved by District Council Presidents | Approved by Board
  5. Roles, Responsibilities, Powers and Duties of Office Holders (for unincorporated sub-Branches)
    Status: Draft | Approved by District Council Presidents | Approved by Board
  6. sub-Branch Property Dealings
    Status: Draft | Approved by District Council Presidents | Approved by Board
  7. Accounts, Financial Management and Expense Re-imbursement
    Status: Draft | Approved by District Council Presidents | Approved by Board
  8. RSL Auxiliaries
    Status: Draft | Approved by District Council Presidents | Approved by Board
  9. Commemoration, Events, Honours and Awards, and Memorabilia
    Status: Draft | Approved by District Council Presidents | Approved by Board
  10. District Council
    Status: Draft | Approved by District Council Presidents | Approved by Board