Returned & Services League of Australia. (Victorian Branch) Inc. A.C.N. A L. "Serving Still" POLICY STATEMENTS. Issued by the State Executive

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1 Returned & Services League of Australia (Victorian Branch) Inc. A.C.N. A L "Serving Still" POLICY STATEMENTS Issued by the State Executive [Version 1.4] ANZAC House, 4 Collins Street, Melbourne, Victoria, 3000 V1.4 Amended 14th December 2017

2 Branch Policy Statements Policy No. Policy Name Date Approved by State Executive Amended 1. Welfare & Support Policy & Practices 2. Working Relationships between State Branch Headquarters and Sub-Branches 3. Sub-Branch Co-operation within Regions and with other Ex-service organisations 4. Promotion of the RSL within the Community 16 th February th February nd September nd September nd September Image of Good Citizenship 22 nd September Charter on Australian Youth 21 st October 2004 Rescinded 26 th August Support for Traditional Festivals 17 th November Defence Force Liaison 22 nd September Automatic Teller Machines (ATM s) in RSL Licensed Sub-Branches 10. Capital Expenditure for Sub-Branch Building Patriotic Funds (re ATO agreement) 11. War Memorials and Cenotaphs non RSL purposes 12. Policy and Procedures for Welfare and Aged Care Volunteers 13. Memorials, Honour Board/Rolls and Avenues of Honour 14. Privacy & Confidentiality Policy & Procedures & Related documents 15. RSL Funeral Rituals for Affiliates and Women s Auxiliary Members 16. Policy in Relation to the Use of RSL Branch and Sub-Branch Finance 19 th August 2005 Rescinded th August th December th February th February th February rd August th November rd August th February th May th May 2008

3 17. Policy for the Model Code of Conduct for RSL Victorian Branch Volunteers in Welfare, Appeals, and Heritage / Commemorative Educational Activities 18. Policy in Relation to Australia Youth (State Branch Policy No. 6) 17 th July th August 2010 Rescinded by STEX V2.2 Amended 16 th December 2017

4 i. Branch Policy Statements Table of Contents Policy 1 Welfare Support Policy & Practices 1. Policy 2. Responsibility 3. Model for Delivery of Welfare & Aged Care Support 4. Types of RSL Welfare Support 5. Training for Staff, Pensions Officers, Welfare Officers Policy 2 Working Relationships Between State Branch Headquarters and Sub-Branches Policy 3 Sub-Branch Co-Operation within Regions and with other Ex-Service Organisations Policy 4 Promotion of the RSL within the Community Policy 5 Image of Good Citizenship Policy 6 Vacant Policy 7 Support for Traditional Festivals Policy 8 Defence Force Liaison Policy 9 Automatic Teller Machines (ATM s) in RSL Licensed Sub-Branches Policy 10 Capital Expenditure for Sub-Branch Building Patriotic Funds (re ATO Agreement) Policy 11 War Memorials and Cenotaphs Non RSL Purposes Policy 12 Policy and Procedures for Welfare and Aged Care Volunteers V1.4 Amended 12 January 2018

5 ii. Policy 13 Memorials, Honour Boards/Rolls and Avenues of Honour Policy 14 Privacy & Confidentiality Policy & Procedures & Related Documents Policy 15 RSL Funeral Ritual for Affiliates and Women s Auxiliary Members Policy 16 Policy in Relation to the Use of RSL Branch & Sub-Branch Finance Policy 17 Policy for the Model Code of Conduct for RSL Victorian Branch Volunteers in Welfare, Appeals, and Heritage/Commemorative Educational Activities V1.4 Amended 12 January 2018

6 RSL Welfare Support Policy & Practices Policy 1 1. Policy: Consistent with its mission, RSL Victorian Branch is committed to providing a range of high quality welfare support services for members of the service community, including RSL members, former and serving members of the ADF, and their dependants. In providing welfare support to members of the ex service community, RSL Victorian Branch will respect the rights, preferences and values of welfare recipients RSL Victorian Branch will ensure that all volunteers and staff involved in the delivery of welfare support to members of the ex service community are appropriately experienced, skilled and supported to ensure best possible outcomes for welfare recipients. RSL Victorian Branch has procedures in place to ensure that the privacy and confidentiality of welfare recipients is protected in accordance with the requirements of the Privacy Act. RSL Victorian Branch will maintain up to date information regarding the services available to members of the ex service community and liaise closely with service providers to facilitate access to these programs. RSL Headquarters, Regions and Sub Branches work cooperatively to assist each other in the delivery of welfare support, this includes sharing information and equipment, visiting out of area and assisting with RSL funeral rituals. As welfare support programs rely heavily on the availability of volunteers, every endeavour will be made to recruit and support suitable volunteers from within the ex service community and the general community. RSL Victorian Branch will liaise with health and aged care service providers to identify members of the ex service community who would benefit from RSL welfare support. To ensure services are relevant to individual needs and available to those who most require them, the RSL has developed an integrated model for the delivery of veterans affairs, traditional welfare and aged care welfare support across metropolitan and country Victoria. (Refer 3. below)

7 2. Responsibility: Primary responsibility for the delivery of quality welfare support lies with: Veterans Affairs, Welfare & Aged Care Coordinating Committee Director Family Welfare and Pensions Director Aged Care Facilitation RSL Advocates Hub Aged Care Coordinators RSL Sub Branch Welfare Committees RSL Pensions Officers, Welfare Officers and Volunteers RSL Auxiliaries 3. RSL Model for the Delivery of Welfare and Aged Care Support: The model builds on the RSL network to provide a comprehensive framework for the delivery of a range of welfare and aged care support programs for members of the exservice community. The model is based on the RSL regional framework. It has three levels: Service direction and guidance via VAWACCC meetings at ANZAC House Service support and information via Regional Hubs Service delivery via groups of RSL Sub-branches (Clusters) The model can respond or be adapted to local issues. The numbers of Hubs and Clusters vary according to each Region s needs. The model does not duplicate the work of other programs but to works collaboratively and complements other services for example Regional Veterans Welfare Centres. The model is supported by a combination of paid staff (Aged Care Coordinators, Sub- Branch Welfare Coordinators and Advocates) and volunteer Welfare Officers, Pensions Officers and Home and Hospital visitors. 4. Types of RSL Welfare Support The following provides an overview of the range of welfare support services provided for members of the ex service community and the dependants. 4.1 Family Welfare and Pensions Advice and assistance to ex-servicemen and women and their dependants on welfare, pension and advocacy matters. Information, counselling and referrals to individuals and families who present with problems. Emergency relief or financial aid to eligible ex-servicemen and women and their dependants. Advice and assistance with pension and benefit entitlements available from Department of Veterans Affairs, Military Compensation and Centrelink. Advice and representation on appeals to the Veterans Review Board and Administrative Tribunal.

8 4.2 Aged & Health Support Assistance and support for members of the ex-service community to access quality aged care services including: Information about how to access aged care services. Liaison between the person / his or her family and service providers. Arranging contact and assistance from local RSL Sub Branches. Aged Care Facilitation supports the quality of care and services provided for older members of the ex service community by providing information about veterans special needs, staff training and commemoration. Information and support for Regional Hub Aged Care Coordinators, Sub-Branch Welfare Coordinators and RSL Sub Branches to assist with the above as well as recruitment and training of volunteers and management of volunteer welfare support activities. 4.3 Aged Care Welfare Services include: Targeted individual companionship visiting (Mate for a Mate) to veterans and war widows in their own homes, independent living units, residential care and other accommodation options. Assistance for isolated / frail veterans and war widows in their own homes e.g. outings, commemorations, appointments, odd jobs, shopping where not covered by VHC, HACC or other services. Hospital, rehabilitation and palliative care visiting. Practical and emotional support for veterans and war widows during transition to residential aged care. Support for veteran specific lifestyle programs in community and residential aged care services. 4.4 RSL Day Clubs In collaboration with the Department of Veterans Affairs, RSL Day Clubs operate at a number of RSL Sub Branches throughout metropolitan and country Victoria. RSL Day Clubs meet regularly and provide a range of social and recreational activities for veterans, their spouses war widow(er)s and other members of the community. 4.5 Other RSL funeral service rituals Bushfire / disaster relief for ex service families Holiday Vacation Program for school children of ex service families 5. Training for Staff, Pensions Officers, Welfare Officers and Volunteers All staff and volunteers responsible for / involved with providing RSL welfare support are appropriately skilled and supported. Staff are selected on the basis of appropriate qualifications and experience. Pensions Officers and Welfare Officers undertake relevant TIP training programs with updates as required. Volunteers are selected on the basis of suitability and are provided with orientation and ongoing training relevant to the work that they do.

9 References & Related Documents Welfare & Aged Care Information & Guidelines for RSL Sub Branches RSL Policy & Procedures for Volunteers RSL Privacy and Confidentiality Policy & Procedures Volunteer Information for Victorian Day Clubs As approved by the State Executive on the 14 th February 2008

10 Working Relationships Between State Branch Headquarters and Sub-Branches POLICY 2 The State Advisory Council (SAC) and Regional Committees are to be given specific responsibilities and defined roles by the State Executive. The interaction between these bodies must be dynamic to enable Sub-Branches to be advised promptly regarding decisions that need to be made by the respective bodies within the boundaries that are defined. An on-going vigilance must be maintained between Regional Committees, the State Advisory Council and State Branch Executive to ensure the successful operation of the entire organisation. A continual programme of review must have the clear objective for the organisation to operate cohesively and successfully. Agreed objectives for the administrative and financial operation of the organisation (at all levels) must be monitored and audited within the existing capabilities of the organisation. This is aside of the agreed performance expected of Sub-Branches in the areas of Gaming and Liquor. The State Branch Headquarters must support the operations of the Regional Committees and SAC in the execution of their agreed responsibilities and roles. Costs associated with postage, photocopying, travel and accommodation are some areas where within agreed budgets, members/bodies could expect to be reimbursed for reasonable expenses that are forecast and eventually incurred. An accountable follow-up must exist between all bodies to ensure that all communications (Phone, Fax and ) are acknowledged and followed up. Where tasks/investigations are delegated by the State Executive to a SAC Sub- Committee/Working Party or Regional Committee, reasonable timeframes should be set that will enable completion of the study desired and a full report to be submitted. For Regions that are quite dispersed (eg. 6, 7, 8, 9 or 10), timeframes and costs could be significantly greater than for the more 'concentrated' Regions. As approved by State Executive 22 nd September 2005

11 Sub-Branch Co-operation within Regions and with other Ex-Service Organisations Policy 3 All Sub-Branches are encouraged to become involved and participate in planned activities in their respective Region. Regional Committees are to develop and maintain an on-going Strategic Plan that is relevant to their Region (or Sub-Region). Regional Committees are encouraged to foster a spirit of co-operation between the Sub- Branches within the Region. This is to assist in such matters as Pension Application and processing, Welfare Services, Disability and Aged Care matters and Funerals etc. being adequately provided for throughout the Region. This also includes mutual agreement regarding appeal selling locations with other Regions. Smaller Sub-Branches must be encouraged to liaise with larger Sub-Branches so that no member becomes disadvantaged solely because of the size of his or her Sub-Branch. Liaison is also to be undertaken with other ESOs within a Region to ensure that 'networking' occurs between all concerned so that resources are maximised and used effectively and efficiently to achieve the common goals for support to our Ex-Servicemen and Women in the Region (or Sub-Region). Each Sub-Branch is to actively encourage the participation of other Organisations and Community groups from outside the ESO Structure to achieve the common goals of a region. Organisations such as Rotary, Lions, and Probus should be actively approached. Close co-operation is to be maintained with DVA so that regions are kept abreast of current Grant and Loan initiatives that are either current or become available within a specified period. Regional Committees are to ensure that liaison and good rapport is maintained with Local Councils, elected Ward Representatives, Mayors, Federal and State MPs, to ensure a proper and co-ordinated approach is established toward these individuals becoming involved in any promotion of planned or organised activities. Their support should be actively promoted. Regional Committees are to ensure that the level of liaison and support provided to local Community organisations by Sub-Branches enhance our standing and relevance in the Community and, where appropriate, facilitates access to services for members who may benefit, for example supporting a local aged care facility. As approved by the State Executive 22nd September 2005

12 As approved by the State Executive 22nd September 2005

13 Promotion of the RSL within the Community POLICY 4 Promotion of the RSL within the Community is to be co-ordinated at the highest level within the State Branch. The State Branch (Vic) structure is to incorporate an organisation that is responsible for Publicity/Public Relations (P/PR). With due regard for any personal privacy concerns by individuals who might become involved and possible constraint imposed as a consequence of budget measures, the P/PR organisation is to actively endorse and promote, via chosen media outlet (newspaper, magazine, television or radio) those activities and initiatives, that best depict the fulfilment of the League's core values within the Community, at Branch, Regional and Sub-Branch level. It beholds, therefore, that Sub-Branches and Regional Committees must keep the State Branch HQ (P/PR Section) informed of activities (or projects) that meet the criteria of promoting the League s core values. This is to ensure that promotion of like activities can be summarised into one worthwhile documentary/interview/article that gains the best coverage and widest promotion of the chosen activities or projects. So that objectives and strategies are met, the State Branch will initiate and maintain training and/or education programmes that Sub-Branches need to undertake to ensure they are familiar with, and are capable of, fulfilling their responsibilities toward the Corporate P/PR programme. PR Manager/Person also handle website and Mufti. Language skills and believes in the RSL ethos and aims. As approved by State Executive 22 nd September 2005

14 Image of Good Citizenship POLICY 5 All Sub-Branches, regardless of their gaming or licensed status, are responsible to project an atmosphere of being a welcome and friendly environment. The general public and community groups should be encouraged to use the facilities of their local RSL Sub-Branch and offered the opportunity to become a member of one of the various categories under the RSL umbrella. Sub-Branches should assist schools in having a greater appreciation of the RSL's military history and welfare commitments and an appreciation of the ANZAC spirit which reflects the ultimate sacrifice that so many people made for our Nation. We must strive to not only educate but be more transparent to the general public. There should be a strong focus on our youth and a promotion of the outstanding contribution that the RSL makes to the broader community and more importantly the future generations as they will play a far greater role in ensuring the activities associated with ANZAC Day and Remembrance Day commemorations and other associated key dates within the RSL calendar continue to be recognised and supported in years to come. Members of local communities are to be encouraged to 'become involved' and preferably join as a Service or Affiliate Member, if they are so eligible. Children, particularly, should be assisted by Sub-Branches to gain an understanding of the military history of our Nation and the role of the RSL in the welfare arena. They should become aware of the sacrifice that so many of the forebears of our young Nation have made throughout the wars and conflicts in which we as a Nation have been involved. The process of education and learning must be balanced and sensitively achieved so as not to create an image of the RSL as being 'an old man's club that is closed to outsiders'. There must be a concerted effort to become involved in community activities other than only ANZAC Day and Remembrance Day commemorations. Sub-Branches are to become involved in projecting the 'welfare' image of the RSL by actively promoting activities which contribute to the support and assistance given to the veteran community, throughout not only the State of Victoria but the Nation as a whole. Sub- Branches with gaming licenses are to actively promote the disbursement of the set percentage of their profits back into welfare support and their local communities. All Sub-Branches are to project an image of being an ex-service facility so that upon entry, there is an instant reminder that the memorabilia and items on display depict a reminder of the service and sacrifice of those involved in the past conflicts of our Nation. The true image of 'citizenship' of the RSL is to be co-ordinated at the highest level in accordance with the PR Policy of the State Branch Headquarters. The State Headquarters is responsible to liaise at the highest level of State and Federal Government, whilst Sub- Branches should actively create their own image within local communities (Traders, Churches, Local Service Clubs (Lions, Rotary, etc) and Local newspapers).

15 Where it is sensible for the State Branch to centrally promote various activities, of perhaps many Sub-Branches at once, onto a Current Affairs TV Programme or into a properly constituted Newspaper Article for wider publicity and dissemination, then the State Branch is to undertake the necessary co-ordination and control. All Sub-Branches are to actively support the reciprocity between them, regardless of their licensed or gaming status, so that a true image of the 'RSL Family' is enhanced. Members go out and speak at school assemblies involvement of younger veteran. Open up RSL promote what it does not closed society. Older veterans be more amenable to change inevitable, accept suggestions fairly and gracefully. Fought for freedom be open to ideas but vigilant too. Volunteers not so many available, perhaps look at employing younger veterans with necessary skills. As approved by State Executive 22 nd September 2005

16 VACANT PREVIOUS POLICY RESCINDED BY STEX 26 TH AUGUST 2010 Policy 6

17 Support for Traditional Festivals POLICY 7 RSL Victorian Branch respects and supports the culture and spiritual diversity of all Australian citizens. RSL Victorian Branch respects and supports the rights of all Australian citizens to practice and enjoy the traditions and festivals associated with their cultural and spiritual customs and beliefs, provided that these activities do not in any way cause or imply physical or psychological harm to others or infringe upon the freedoms of others. This includes the customs, practices, traditions and festivals associated with all Christian and non-christian religions and beliefs and other life philosophies. Notwithstanding this, RSL Victorian Branch believes that the spiritual and cultural heritage of Australia is based on Judaic/Christian values that are intrinsic to the way of life in this country. Having regard for such values, and in recognition of the beliefs of the ex-service men and women and their families who have supported our country through times of conflict and times of peace, RSL Victorian Branch supports the continued celebration and enjoyment of Christian traditions and festivals in Australian public places, schools and other educational institutions, and within the general community. As approved by the State Executive 17 th November 2005

18 Defence Force Liaison POLICY 8 Sub-Branches are responsible to determine the presence of Defence Force Units and Defence Force Cadet Units within close proximity to their premises. Where a number of Sub-Branches exist in close proximity to nearby Units, a degree of liaison between the Sub-Branches will need to be undertaken to ensure that a co-ordinated approach is undertaken by the RSL within the Region. To achieve this, some involvement by a Regional Committee or the State Branch Headquarters may even become necessary. The objective of the programme involved should be to ensure that the most appropriate Sub- Branch assumes responsibility for the prime liaison role that will need to be established with designated ADF and Cadet Force Units within a Region. Whilst larger Sub-Branches can usually be expected to undertake the main liaison role, the capacity and ability of smaller Sub- Branches to be able to contribute and become actively involved is not to be overlooked. A Sub-Branch Liaison Officer may be a sensible and necessary appointment in some instances. Activities of this appointment could include arranging visits to Defence facilities, sponsorship of local Cadet Force Unit leadership and development programmes, provision of support for the ADF element deployed overseas and many other similar such activities. Closer ties with Armed Forces promotion of membership PR person. Enticement of younger veterans/serving personnel to RSL ranks. Involvement of younger veterans in appeals not only welfare. Cadet involvement not only on ANZAC Day. As approved by State Executive 22 nd September 2005

19 VACANT PREVIOUS POLICY RESCINDED BY STEX October 2012 Policy 9 REMOVED OCTOBER 2102 As approved by the State Executive 19 th August 2005

20 Capital Expenditure for Sub-Branch Building Patriotic Funds (ATO Agreement) Policy 10 Sub-Branches that are signatories to the ATO agreement must comply with the requirements as outlined in that agreement. One of the requirements is that the Sub-Branch, prior to the commencement of the next financial year, must prepare and have approved a capital expenditure budget in relation to the Sub-Branch Building Patriotic Fund for that year. The budget is to be completed and presented to ANZAC House by the 31 st October. Any budgeted item to the value of $50,000 and not requiring external funding does not require prior approval from the State Executive. Notification of the expenditure referred to above is to be advised to the Chief Executive Officer as soon as it is practicable before commitment. A register of those notifications will be presented to a subsequent State Executive meeting for ratification. The State Executive must approve all capital items requiring external funding before orders are placed. These include hire purchase and leasing commitments. Amendment approved by the State Executive 19 th December 2013

21 War Memorials & Cenotaphs As venues used for events other than veteran commemorative days Policy 11 In relation to the use of War Memorials and Cenotaphs for purposes other than the observance of veteran commemorative events, these activities should only occur: a. When mutually agreed as appropriate by the Local Municipal authority and the local RSL Sub-Branch and any other relevant ex-service organisations in the area. This consultation process can be initiated by any of the above mentioned stake holders. b. If the event or celebration incorporates in its proceedings the memorial significance of the venue; and c. When the event or celebration observes a two minute silence as part of the proceedings and the significance of this observance is explained as part of the ritual. As approved by the State Executive on the 15 th February 2007

22 Policy & Procedures for Welfare and Aged Care Volunteers (Home & Hospital Visitors) Policy No Definitions Volunteers For the purpose of this document the term volunteer or welfare and aged care volunteer refers to those RSL volunteers who provide a range of support activities for frail, elderly or other vulnerable members of the ex service community. These activities primarily relate to the RSL Home & Hospital Visiting Program. These volunteers are not required to undertake TIP training and are not authorised to give advice. In this document the term volunteer or welfare and aged care volunteer should not be confused with Pensions Officers and Welfare Officers appointed to RSL Sub-Branches and Regional Veterans Centres. RSL Sub-Branch Contact Person For the purpose of this document the person assigned by an RSL Sub-Branch to be the point of reference for their welfare and aged care support volunteers and provide ongoing guidance and support for these volunteers will be referred to as the RSL Sub-Branch Contact Person. This person may be the / a (senior) Welfare Officer, a paid Welfare Coordinator or a volunteer Home & Hospital Visiting Coordinator. 2. Policy The provision of RSL welfare and aged care support to members of the ex service community through an effective volunteer network is integral to the mission and ethos of RSL Victorian Branch. RSL Victorian Branch acknowledges and values the contribution of time, tasks, skills, services provided by volunteers who undertake welfare and aged care support activities for members of the ex service community. The RSL welfare and aged care volunteer support program aims to benefit volunteers as well as members of the veteran community by linking volunteers skills and interests with the needs of veterans in hospitals, residential aged care facilities and in their own homes or independent living units. The RSL Victorian Branch will develop and maintain an effective system for recruiting, managing and supporting welfare and aged care volunteers. This will include documented procedures and other information. All components of this system will be consistent with the Australian National Standards for Best Practice for involving volunteers in Not-for-Profit Organisations. While it is preferable that welfare and aged care volunteers are members of an RSL Victoria Sub-Branch it is not essential. As the veteran community is ageing and the need to provide RSL welfare and aged care support activities increases, the need to recruit volunteers from other groups will also increase. Page 1 of 6

23 New volunteers who are not already members of the RSL will be assisted to understand and be committed to the ethos and values of the RSL, and where appropriate, will be encouraged to become members. 3. Responsibilities ANZAC House, Regional Hubs and RSL Sub-Branches share the responsibility for managing and supporting RSL welfare and aged care volunteer support activities across the State. RSL Aged & Health Support staff will provide guidance and support for the welfare and aged care volunteer support activities, in particular the Home and Hospital Visiting Program, and will be a resource for RSL Sub-Branch Contact Persons and Hub Aged Care Coordinators. 4. Procedures (Refer to RSL Welfare and Aged Care Information & Guidelines Folder for more detailed operational guidelines and procedures, and copies of volunteer forms) 4.1 Recruitment and Selection RSL Sub-Branches are responsible for interviewing, processing applications and recommending the appointment of volunteer visitors. Aged and Health Support staff will assist RSL Sub-Branches as required. (Use RSL Form) In RSL Regions where the Integrated model for Welfare and Aged Care support has been implemented, Regional Hub Aged Care Coordinators assist with recruitment and selection of volunteers on behalf of Sub-Branches as required. When assessing applications from prospective volunteers the skills and interests of applicants, the welfare and aged care support needs of local members of the ex service community and requests for assistance from local aged care services will be taken into account. Volunteers will be required to wear a RSL Volunteer Photo Identification Card at all times when undertaking volunteer support activities. All welfare and aged care volunteers who visit older members of the ex service community who live in their own homes or aged care facilities, or have contact in other one to one situations, are required to undertake a Police Records Check every three years. Aged & Health Support staff will arrange Police Records Checks and Photo Identification Cards for new volunteers. (Use RSL Forms) In some situations such as visits to aged care facilities, volunteers may be required to show proof of a current Police Records Check. This is the letter sent to the volunteer from Aged & Health Support at ANZAC House once the check has been completed. New volunteers are required to read and sign a Privacy & Confidentiality Agreement and a copy sent to Aged & Health Support. (Use RSL Form) The RSL Sub-Branch will confirm the volunteer s appointment in writing. An individual Volunteer Role Description (Use RSL Form) and copy of the Welfare & Aged Care Support Volunteer Handbook will be provided. Refer 4.5 below RSL Aged & Health Support staff will arrange for a letter of congratulations and appreciation signed by the State President to be sent to all new volunteers. 4.2 Methods of Recruitment It is recognised that tapping people on the shoulder is still the most successful way to recruit volunteers. Other strategies RSL Sub-Branches and Regional Hub Aged Care Coordinators may use to recruit volunteers include: Holding Information Sessions at RSL Sub-Branches - build a campaign around advertising the event e.g. flyers in local community health centre, library, and medical centres as well as the Sub-Branch. Building relationships with local media and negotiating community service advertisements (free of charge) - newspapers, radio, TV. Networking with local community groups - create awareness of RSL volunteering opportunities e.g. via newspaper articles, radio community service announcements. Page 2 of 6

24 Join and contribute to local Volunteer Resource Centre. Attend relevant training seminars / workshops / community forums. Building relationships with health related agencies working in aged care involve them in networking activities and offer to present at their meetings / forums. 4.3 Coordination of Volunteers & Volunteer Support Activities RSL Sub-Branches will assign a Contact Person for their welfare and aged care support volunteers who will be the point of reference and provide ongoing guidance and support for the volunteer. Where preferred, in RSL Regions where the new model for welfare and aged care support has been implemented, Hub Aged Care Coordinators may provide ongoing support and coordination for volunteers in Cluster Sub-Branches. The Sub-Branch Contact Person will assign volunteer visitors to their roles based on the volunteer s skills and interests and his / her own experience within the veteran community. Where a volunteer is to be a special visitor / friend to a particular person, careful selection and matching considerations apply. Regional Hubs will work with their Cluster Sub-Branches to allocate responsibility for particular hospitals, aged care facilities etc. This is to avoid duplication in some areas and lack of service in others. Aged & Health Support staff will assist with developing shared Monthly Hospital Visiting Calendars as required. 4.4 Reports and Records The following records and reports will be maintained (a) At RSL Sub-Branch and as appropriate Regional Hub level: An up-to-date Register of Welfare & Aged Care Volunteers, including their ages (for insurance purposes) and contact details. A Monthly Calendar for Hospital Visits Volunteers will record the hours they are involved in volunteer support activities. At the end of each month a Home & Hospital Visiting Report Visits, and a Home & Hospital Visiting Report - Other Activities (Use RSL Forms) should be completed and sent to RSL Aged & Health Support for collating. (b) At ANZAC House (Aged & Health Support) A register of names and details of all volunteers, including: o When issued with a Photo Identification Card o Privacy Agreement signed o Current Police Records Check A combined report of volunteers statistics and activities. 4.5 Orientation and Induction The following will be provided to all volunteers by the Sub-Branch Contact Person or Aged Care Coordinator: All information required to enable the volunteer to safely undertake the tasks he / she is assigned to including: fire safety, related health and safety issues, reporting and other information systems and role / task specific issues. Where applicable, relevant information about the host hospital or aged care facility, including special requirements. Information on volunteers rights, responsibilities, confidentiality and complaints processes. A written role description for the tasks to be undertaken by the volunteer. (Use RSL Form) A copy of the RSL Welfare & Aged Care Volunteer Handbook. The last page of this Handbook should be removed signed and dated and kept with the volunteer s records as evidence of these issues being explained and understood. The Sub-Branch Contact Person or Aged Care Coordinator will arrange for another experienced volunteer to accompany each new volunteer on his / her first visit (Buddy System). Page 3 of 6

25 4.6 Ongoing Support, Supervision, Training and Review RSL Sub Branch Contact Persons will maintain contact with assigned volunteers providing information, support and facilitating access to training. Aged & Health Support staff will assist with ongoing training as possible. In RSL Regions where the new model for welfare and aged care support has been implemented, Hub Aged Care Coordinators will provide / facilitate ongoing training for volunteers in Cluster Sub-Branches. Volunteers inform their Sub-Branch Contact Person of any changes to their involvement as volunteers and any problems or concerns that they may have. Any accident or injury or other incident of concern involving a volunteer must be reported to the Sub-Branch Contact Person who must record the incident and keep a copy with the volunteer s records. Serious incidents should be reported to Aged & Health Support or the RSL Chief Executive Officer at ANZAC House. The Sub-Branch Contact Person or Aged Care Coordinator review the roles of volunteers on an annual basis. Where applicable this review should include feedback from the host facility. Besides a volunteer s individual performance and satisfaction in what they are doing, his / her physical and emotional wellbeing should be monitored at all times. Concerns about the safety, wellbeing or suitability of a particular volunteer can be discussed with Aged & Health Support staff at any time. The following will be included in ongoing training & support activities for Volunteers: Information about issues related to ageing and visiting roles e.g. dementia, diabetes, palliative care, sensory loss, PTSD. Own health and safety issues e.g. falls prevention, healthy eating Safety in the visiting environment Communication issues Dealing with difficult situations e.g. grief (own & others), aggression and other difficult situations. Opportunities for debriefing The contribution of Volunteers will be acknowledged collectively and individually throughout RSL Victorian Branch 4.7 Roles for Welfare and Aged Care Volunteers Volunteer visitors perform a range of roles and undertake a range of tasks within RSL Victorian Branch. These opportunities will be discussed with volunteer visitors at the time of their application interview and appointment and may be reviewed at any time during the course of their appointment. These include: Hospitals visits to members of the veteran community in acute hospitals, rehabilitation and palliative care. Residential Aged Care Facilities - general visits to members of the veteran community. May be to individuals (Mate for a Mate) or in groups (some volunteers prefer to provide much needed support by volunteering to assist with specific activities, e.g. leisure interests and recreational activities). One to one visiting in a persons own home (Mate for a Mate) - where a volunteer is to be assigned as a special visitor / friend to a particular person, careful selection and matching considerations will apply. Besides friendly / companion visiting assistance activities include: Helping to maintain links with local RSL Sub-Branches and other Ex Service Organisations Assisting with leisure activities, outings, special occasions and commemoration Reading or helping with letter writing or filling in forms Assisting with minor domestic tasks such as mending or gardening Assisting with shopping or attending appointments. Short term support / assistance post hospital discharge Page 4 of 6

26 5. Code of Rights & Responsibilities The following Code of Rights and Responsibilities are based on the National Standards for Best Practice for Volunteers and will be included in information given to all welfare and aged care Volunteers 5.1 Welfare & Aged Care Volunteer s Rights Volunteers have the right to: Participate in activities which match their skills and interests Be provided with appropriate information, orientation and training Have access to ongoing support, guidance, supervision and evaluation Be treated with respect Be informed of developments that impact on their involvement Be insured as volunteer workers Be provided with a safe working environment Have complaints heard and dealt with fairly Decline work or withdraw from tasks 5.2 Welfare & Aged Care Volunteers Responsibilities Volunteers are required to: Respect RSL Victorian Branch s, mission, values, policies and procedures. Undertake volunteer activities as outlined on their individual role descriptions. Advise their RSL Sub-Branch Contact Person of any anticipated absence from their usual attendance. Disclose any personal physical or mental health issues or medication information relevant to their involvement as a volunteer. Disclose any criminal history and agree to a Police Records Check every three years. Take responsibility for personal health and safety and adhere to health and safety procedures. Report hazards, incidents or accidents to their RSL Sub-Branch Contact Person. Use resources and equipment responsibly. Advise the RSL Sub Branch if they are going on extended leave, are on sick leave, resign or retire from volunteer visitors duties or their commitment or availability as a volunteer visitors changes or lapses. Maintain the confidentiality of the person(s) they support / visit except where a duty of care indicates the need to convey health or safety information to the RSL Sub-Branch Contact Person or Aged Care Coordinator. 5.3 RSL Victorian Branch Rights RSL Victorian Branch has the right to: Negotiate a commitment from each volunteer. Require volunteers to undergo appropriate orientation and training Withdraw a volunteer from duties if there is a perceived risk to health, welfare or safety of the volunteer, resident / patient other person or program. 5.4 RSL Victorian Branch Responsibilities RSL Victorian Branch will: Provide information, training, supervision and support to assist volunteers to undertake their assigned role and be safe from injury or health risks. Maintain appropriate confidentiality relating to personal information provided by volunteers. Provide adequate insurance cover for volunteers Treat volunteers with respect. Offer support, information and instruction as required for the role undertaken. Page 5 of 6

27 6. Insurance Welfare and Aged Care Volunteers are insured under the RSL Victorian Branch s Volunteer Insurance Cover: Personal Accident Insurance This provides limited benefits to cover out-of-pocket expenses following accidental injury, disability or death, while carrying out volunteer work on behalf of the RSL. Public Liability Insurance To cover the organisation s legal liability to pay damages to a third party of the public or clients of the organisation for personal injury or property damage caused by a volunteer. As age related restrictions affect the level of insurance cover possible, Welfare and Aged Care Volunteers personal details must be kept up to date (Registers). ANZAC House (Aged and Health Support staff) to be notified when a Volunteer resigns or turns 90 years. Comprehensive Motor Vehicle Insurance Volunteers using personal vehicles to take residents / clients on outings or to appointments must have comprehensive vehicle insurance and gain written consent from the person or his / her representative. Travel to and from volunteer activities is not covered by RSL volunteer insurance policy. This is covered by TAC, public liability or compulsory third party insurance as appropriate. 7. Meeting Costs Costs to be met by RSL Sub-Branches: Police Records Check Orientation and training Travel and other expenses for RSL Sub-Branch Contact Persons Reimbursement for out-of-pocket expenses for volunteer visitors Costs to be met by ANZAC House Photo Identification Cards Insurance Assistance from Aged & Health Support staff Reimbursement for volunteer visitors out of pocket expenses must be pre approved by RSL Sub-Branches and in accordance with the RSL Victorian Branch guidelines for welfare expenditure References & Related Documents RSL Victorian Branch Vision, Mission & Objectives Welfare & Aged Care Information and Guidelines Folder Volunteer Visitors Application (Form) Volunteer Visitors Individual Role Description (Form) Welfare & Aged Care Volunteers Handbook Home & Hospital Visiting Report Visits (Form) Home & Hospital Visiting Report Other Activities (Form) RSL Victorian Branch Insurance Policy (Volunteers) As approved by the State Executive on the 14 th February 2008 Page 6 of 6

28 Memorials, Honour Boards/Rolls and Avenues of Honour POLICY 13 The State Branch and Sub-Branches will work with the State Government Departments, Local Councils, other land managers and interested Community Groups to ensure that all publicly accessible Memorials, Monuments, Honour Boards/Rolls and Avenues of Honours are maintained in their original or improved condition, as community expressions of gratitude and respect for those who sacrificed their lives for our Country. The State Branch takes the view that the ownership of Memorials, Monuments, Honour Boards/ Rolls and Avenues of Honour is with the Community, having been passed down by succeeding generations. Local Councils are to be encouraged to understand their role of supporting the RSL acting on behalf of the Community while the RSL, together with other interested groups or individuals, performs the role of Custodian and protector. Except where the structures and installations are on RSL land or property the responsibility for relevant insurance, public liability and community safety rests with the relevant land owner / manager. Sub-Branches are to appoint, from within their Committee, a Memorial, Monument, Honour Board/Roll and Avenues of Honour Custodian. A Custodian so appointed is to: Establish an inventory of Publicly Accessible Memorials, Monuments, Honour Boards/Rolls and Avenues of Honour in the Sub-Branches area of influence; (where this needs to be done within the consultative framework of the relevant Region this should occur) Establish a close working relationship with Local Government (Councils and Shires) and other interested Community groups; Have a thorough knowledge of the availability of Government Grants that are available for the refurbishment of Memorials, Monuments, Honour Boards/Rolls and Avenues of Honour; Be thoroughly familiar with the procedures and timing for making applications for relevant grants. Carry out regular inspections of Memorials, Honour Boards/Rolls and Avenues of Honour and record any deterioration from original condition as a basis for the application for funding/grants to repair/restore, enhance said structures, installations and plantings. Such applications should be prepared in consultation and collaboration with the relevant local government staff. The RSL accepts the role of custodian in order to ensure that Memorials, Honour Boards/Rolls and Avenues of Honour remain places of community pride, respect and commemoration. Amendment 16 th November 2017

29 Privacy & Confidentiality Policy & Procedures Policy Policy RSL Victorian Branch is committed to respecting the privacy of all personal information in its possession. In this document RSL Victorian Branch refers to Headquarters Office, all RSL Sub-Branches and RSL Day Clubs. These Policy and Procedures also apply to any contracted agencies that are not already covered by the provisions of the Privacy Act As a large organisation that deals with welfare support for members of the ex service community, RSL Victorian Branch complies with the relevant sections of the Privacy Act 1998 in particular the ten National Privacy Principles (NPPs) that establish the benchmark for how personal information will be handled. These are: 1. Collection 2. Use and disclosure 3. Data quality 4. Data security 5. Openness 6. Access and correction 7. Identifiers 8. Anonymity 9. Transborder data flows 10. Sensitive information These principles form part of RSL Victorian Branch standard operating procedures, i.e.: RSL Victorian Branch only collects personal information that is necessary for the functions of the organisation All personal information is only collected by lawful and fair means. All personal information that is collected is dealt with in a uniform manner and the highest regard is taken for maintaining its security at all times. Complaints or concerns regarding breaches of RSL Victorian Branch privacy and confidentiality policy and procedures will be fully investigated and actioned appropriately. 2. Responsibilities Chief Executive Officer for ensuring that policy, procedures and other related documents are up to date and for responding to complaints and concerns. RSL Victorian Branch Policy and Procedures Manual Page 1 of 7

30 RSL Privacy Officer for providing information and support across the organisation regarding these policy and procedures and for receiving and investigating complaints and concerns. Staff, Office Bearers, Pensions & Welfare Officers and Volunteers for compliance with policy and procedures and reporting areas of concern. 3. Types of Personal Information Collected by RSL Victorian Branch 3.1 Information regarding RSL Membership RSL Victorian Branch maintains a database of information supplied by members on application for membership and updated from time to time. Access to this database is limited to the primary purpose of maintaining membership of the RSL and the forwarding of regular information to members. Refer to RSL Membership Policy and Procedures. 3.2 Information regarding Staff RSL Victorian Branch maintains relevant personal details and other information required in relation to recruitment and ongoing employment of staff. Access and use of this information is limited to primary purpose. Refer to RSL Human Resources Policy and Procedures. 3.3 Information regarding Volunteers RSL Victorian Branch maintains relevant personal details and other information required in relation to recruitment and ongoing management of volunteers. Access and use of this information is limited to primary purpose. Refer to RSL Policy and Procedures for Volunteers. 3.4 Information regarding Day Club Participants RSL Victorian Branch holds information about Day Club participants, including date of birth, next of kin and other information that is relevant and important in ensuring the safety and well being of participants while they are involved with Day Club activities. The main purpose for which RSL Victorian Branch holds this information is to facilitate safety and enjoyment while attending Day Club activities, and to enable the most appropriate course of action in the event of an emergency. All Day Club volunteers receive information and training in privacy and confidentiality as part their induction program. On enrolment, Day Club participants are advised about the use ( primary purpose ) of personal information collected and how this information is stored. Should a situation arise whereby the disclosure of this information would be to achieve a secondary purpose such as a research project, written permission will be obtained from the Day Club participant beforehand. 3.5 Information regarding Welfare Clients RSL Victorian Branch holds information about pensions and welfare clients, including date of birth, next of kin, service details, relevant medical records and financial information. Some of this information is considered Sensitive Information Refer NPP 10. RSL Victorian Branch Policy and Procedures Manual Page 2 of 7

31 3.5 cont The main purpose for which RSL Victorian Branch holds this information is to process and support clients claims for pensions and other benefits, to make referrals to services such as health, aged care and crisis support, and to provide RSL welfare and aged care support activities such as friendly visiting, transport to appointments, bereavement support, participation in social / recreational / commemoration activities etc. RSL Victorian Branch may disclose some of this information to the Department of Veterans Affairs, health services or other human services agencies in order to achieve the primary purposes in relation to its advocacy, welfare and aged care support functions at ANZAC House and Sub-Branch levels. As far as possible all welfare clients are given a Privacy of Personal Information Policy Statement that outlines RSL policy and responsibilities regarding the use and storage of personal information that is collected. Should a situation arise whereby the disclosure of this information would be to achieve a secondary purpose such as a research project, written permission will be obtained from the welfare client beforehand. A welfare client s decision not to permit release of information for a secondary purpose will be respected unless there is a lawful reason as to why disclosure of such information is deemed to be necessary. For example to prevent serious harm or to facilitate legal requirements. 4. Training for Staff, Welfare Officers and Volunteers New staff, office bearers, welfare and pensions officers and volunteers sign Privacy & Confidentiality Agreement Forms. RSL policies and procedures regarding privacy and confidentiality are explained to new staff, office bearers, welfare and pensions officers and volunteers as part of orientation to their new role. Responsibilities for privacy and confidentiality are included in staff and volunteer handbooks. As appropriate, responsibilities are reinforced in meetings and ongoing training. 5. RSL Procedures relating to the Ten National Privacy Principles (NPPs) The following procedures provide an overview for each NPP, where uncertainty exists about the collection, storage or disclosure of personal information guidance should be obtained from the RSL Privacy Officer at ANZAC House. 5.1 NPP 1 - Collection RSL Victorian Branch only collects personal information that is directly necessary for the efficient conduct of its core activities. The types of information required and reasons for collection are set out in detail in Section 3 above. Information is only collected with the knowledge and consent of the persons concerned. RSL Victorian Branch provides information to members, staff, volunteers and clients regarding the type of personal information it collects and the way(s) that personal information may be used. Individuals are advised of the consequences (if any) if all or part of the information is not provided. As far as possible all new members and clients are given a copy of the Privacy of Personal Information Policy Statement. RSL Victorian Branch Policy and Procedures Manual Page 3 of 7

32 5.1 cont Individuals and/or their nominated representative(s) may access their personal information via a Request to Access to Confidential Information form. 5.2 NPP 2 - Use and disclosure RSL Victorian Branch uses personal information about individuals to enable the organisation to fulfil its mission and thereby conduct core business: Information about staff and volunteers is used to support day-to-day operations and management of services and other activities. Information about members is required to manage the membership of the RSL. Information about Day Club participants is required to facilitate safety and enjoyment while attending Day Club activities, also to enable the most appropriate course of action in the event of an emergency. Information about welfare clients is required to process and support clients claims for pensions and other benefits; to make referrals to services such as health care, aged care, crisis support etc, and to provide other RSL welfare and aged care support activities such as friendly visiting, transport to appointments, bereavement support, participation in social / recreational / commemoration activities etc. RSL Victorian Branch may disclose information about welfare clients to the Department of Veterans Affairs and health or other human services agencies in order to achieve the primary purposes in relation to its advocacy, welfare and aged care support functions at ANZAC House and Sub-Branch levels. Should a situation arise whereby the disclosure of information would be in order to achieve a secondary purpose such as a research project, RSL Victorian Branch will seek written consent from the person(s) concerned. Decisions not to consent to the release of information for secondary purposes will be respected unless there is a lawful reason as to why disclosure of such information is deemed to be necessary. For example to prevent serious harm or to facilitate legal requirements. 5.3 NPP 3 - Data quality RSL Victorian Branch takes all reasonable steps to ensure that personal information is kept accurate, up-to-date and complete. Staff, membership and volunteer records are regularly updated and information regarding clients is regularly reviewed. RSL Victorian Branch Policy and Procedures Manual Page 4 of 7

33 5.4 NPP 4 - Data security Access to personal information is restricted to staff and volunteers who require such information in order to efficiently perform their duties and responsibilities within the organisation. RSL Sub-Branches are not permitted to display personal information in public areas; this includes the names of members and other welfare clients who are unwell or on a list for a Home & Hospital visitor. However, a sick board is permitted where consent from the individual has been given prior to disclosing the personal information. Consent may be given orally or in writing. Where consent is given, a record should be kept of who gave the consent, how and when they gave consent and who obtained the consent. Because many individuals within the RSL community are well known to each other there is a high potential for unintentional breach of privacy. Therefore all staff and volunteers who have access to sensitive information are required to exercise extreme caution in social situations and other gatherings where the names of individuals may arise. RSL Victorian Branch takes reasonable steps to protect personal information from misuse, loss, unauthorised access, modification or disclosure. 5.4 cont Access to personal information is limited by physical measures (eg restricted physical access) and electronic security measures (electronic passwords). Information that is out of date or about former members, staff, volunteers and clients is destroyed by shredding or via a contracted confidential disposal company. 5.5 NPP 5 - Openness RSL Victorian Branch provides information to individuals regarding the types of personal information it collects and the way(s) that personal information may be used. As far as possible all new members and clients are given a copy of the Privacy of Personal Information Policy Statement. 5.6 NPP 6 - Access and correction Individuals and/or their nominated representative(s) may access their personal information via a Request to Access to Confidential Information form. All requests must be submitted to the Chief Executive Officer at ANZAC House for consideration and action. Within 45 days after receiving an application, RSL Victorian Branch will provide the applicant with a written reason for refusal of access to information; or written advice that confirms access to information. Access may be refused where the information could: Pose serious threat to the life or health of the individual; Have an unreasonable impact on the privacy of others; The request is frivolous or vexatious; Be unlawful or likely to prejudice any legal proceedings. Attract legal professional privilege; Reveal the intentions of the RSL in such a way as to prejudice it in negotiations between it and the individual; or Where an enforcement body requests non-disclosure for reasons of national security. Where information is found to be inaccurate, incomplete, misleading or out-of-date, RSL Victorian Branch will take steps to correct the information in a timely manner. RSL Victorian Branch Policy and Procedures Manual Page 5 of 7

34 5.7 NPP 7 - Identifiers RSL Victorian Branch will not display personal information about staff, members or welfare clients in any public areas. This includes the names of members and other welfare clients who are unwell or on a list for a Home & Hospital visitor. However, a sick board is permitted where consent from the individual has been given prior to disclosing the personal information. Consent may be given orally or in writing. Where consent is given, a record should be kept of who gave the consent, how and when they gave consent and who obtained the consent. RSL Victorian Branch will not use the same code, number or symbol that is used by another organisation, as a means of identifying personal information held about individuals. 5.8 NPP 8 - Anonymity RSL Victorian Branch needs to collect and disclose identifiable information about individuals to enable efficiency of business operations and maximise outcomes for welfare clients. Wherever lawful and practicable however, individuals are given the option of not identifying themselves, for example statistics and surveys. Information may be used for the following purposes but only after identifying features are removed: Reports; Auditing and research; Teaching. 5.9 NPP 9 Transfer of information Apart from the primary purpose transfer of information as set out in Section 3 and NPP 2 above, RSL Victorian Branch will only transfer information about an individual with consent of the individual. Where there may be a lawful case for an exception to this, the request must be referred to the Chief Executive Officer at ANZAC House for consideration and action NPP 10 - Sensitive information As described in 3.5 above RSL Victorian Branch collects information about pensions and welfare clients, including date of birth, next of kin, service details, relevant medical records, current physical and mental health status, family and social status, and financial information. Some of this information is considered Sensitive Information The main purpose for which RSL Victorian Branch requires this information is to process and support clients claims for pensions and other benefits, to make referrals services such as health, aged care, crisis support etc and to provide RSL welfare and aged care support activities such as friendly visiting, transport to appointments, bereavement support, participation in social / recreational / commemoration activities etc. As far as possible this information is collected directly from the person concerned and not disclosed without his / her consent unless lawful circumstances exist. For example to prevent or lessen an immediate threat to the safety and well being of the person or another party. RSL Victorian Branch Policy and Procedures Manual Page 6 of 7

35 References & Related Documents The National Privacy Principles in the Privacy Amendment (Private Sector) Act 2000 RSL Policy & Procedures for Volunteers Volunteer Information for Victorian Day Clubs Privacy & Confidentiality Agreement for Employees Privacy & Confidentiality Agreement for Volunteer Office Bearers, Welfare Officers and Pensions Officers. Privacy & Confidentiality Agreement for Volunteer Visitors RSL Welfare & Aged Care Information & Guidelines Folders Privacy of Personal Information Policy Statement Request to Access Confidential Information As approved by State Executive 14 th February 2008 RSL Victorian Branch Policy and Procedures Manual Page 7 of 7

36 Funeral Ritual for Affiliates & Women s Auxiliary Members Policy PREAMBLE These Rituals may only be used with the prior consent of the family of the deceased. Both rituals may be varied or adapted to suit local circumstances. The RSL Ritual should only be conducted by the Sub-Branch President or his nominated representative. 2. RITUAL FOR AFFILIATES Introduction If not already done, the RSL representative should introduce himself. On behalf of the Victorian Branch RSL and the (insert Sub-Branch name) Sub-Branch, its Committee and members, we extend our condolences and sympathy to the family of (insert name) Acknowledge person from whom information is obtained and, if in a Church, thank the Minister for allowing the RSL to conduct this ritual in this holy and sacred place. We are assembled here today to pay tribute to (insert name), a former Affiliate of our Sub-Branch who joined our ranks to give of his/her service. (Elaborate on any significant service given to the RSL and provide any appropriate personal details) As a token of our affectionate remembrance, I place here a flower (not a Poppy), and invite all present to join me in so doing. At the conclusion of laying of flowers Would you please stand and join with me in silent tribute to (insert name). The speaker says:- Lest We Forget (repeated by all present). Thank you. You may be seated. This ends the Service.

37 3. RITUAL FOR WOMEN S AUXILIARY MEMBERS Introduction If not already done, the RSL representative should introduce himself. On behalf of the Victorian Branch RSL and the (insert Sub-Branch name) Sub-Branch, its Committee and members, we extend our condolences and sympathy to the family of (insert name) Acknowledge person from whom information is obtained and, if in a Church, thank the Minister for allowing the RSL to conduct this ritual in this holy and sacred place. We are assembled here today to pay tribute to (insert name), a former member of our Women s Auxiliary who served the Auxiliary with distinction and faithfully observed the pledge undertaken at the time she joined as a member. (Provide appropriate personal details) We will remember (insert name) with love and affection. In acknowledging her devoted service, I place here this flower (not a Poppy), the emblem of service to the Auxiliary in her memory and invite all members of the RSL and Auxiliary to join with me in doing so. At the conclusion of laying of flowers Would you please stand and join with me in silent tribute to (insert name). The speaker says:- Lest We Forget (repeated by all present). Thank you. You may be seated. This ends the Service. As approved by State Executive 15 th May 2008

38 Policy in Relation to the Use of RSL Branch and Sub-Branch Finance POLICY 16 This Policy has been agreed by the State Executive to assist Sub-Branch committees in the exercise of their responsibilities. In particular it is designed to provide the Sub-Branch Committee with policy and direction in relation to the use of Sub-Branch funds. This policy is to be adhered to when determining the outcome of financial resources in Victorian Branch Sub-Branches. SUB-BRANCH GENERAL ACCOUNT A Sub-Branch can utilise Sub-Branch General Account Funds for any purpose that the Sub-Branch Committee deems appropriate and is within its objects or the objects of the League. Every RSL Sub-Branch General Account is entitled to be registered with the Australian Taxation Office (ATO) as an income tax exempt entity (ITEC). The General Account consist of subscriptions, interest, donations, special efforts and sundry income from those Sub-Branches without any commercial arrangements. Those Sub-Branches with commercial activities include the above revenues as well as revenues from food and beverage and, where relevant, gaming income. Those commercial Sub-Branches with gaming machines are signatories to a confidential agreement executed with the ATO and in order to comply with that agreement, each Sub-Branch must spend at least 50% of its net profit on carrying out the objects of the Sub-Branch. Those objects include the welfare of the Sub-Branch members, including non-service members, and also the community in general. A number of Sub-Branches have employees, including welfare or aged care coordinators. Their salaries are an appropriate use of these funds. As approved by State Executive 15 th May 2008

39 SUB-BRANCH BUILDING PATRIOTIC FUND A Sub-Branch Building Patriotic Fund is a fund registered with Consumer Affairs Victoria (CAV) under the provisions of Part 4 of the Veterans Act 2005, which replaced the Patriotic Funds Act. In general, RSL Sub-Branch Building Patriotic Funds are registered with the ATO as an ITEC. The funds consist of monies received from the rental of the property, predominantly by the Sub-Branch, interest, other investment dividends, specific allocations in relation to raffles and bingo and any other sundry income. CAV recognises the Victorian Branch as the trustee to the Building Patriotic Funds. The Sub-Branch committee gives direction as to the activities of the Building Patriotic Fund, subject to Trustee approval. The prescribed use of the funds is very restrictive and in general, they can only be used in relation to the purchase, upgrade, renovation and maintenance of the Sub- Branch property, including plant and equipment. Every incorporated RSL Sub-Branch has a lease executed by both the Sub-Branch and the Victorian Branch as trustee. The lease outlines the circumstances of the rental to be paid. Each lease is reviewed annually to ensure that the lease payments made enable the trust to be administered correctly and is more than required for the Building Patriotic Fund to meet its financial obligations. SUB-BRANCH WELFARE PATRIOTIC FUNDS A Sub-Branch Welfare Patriotic Fund is a fund registered with CAV, under the provisions of the Veterans Act. The CAV recognises the Victorian Branch as the trustee to the Welfare Patriotic Funds. The Sub-Branch committee gives direction as to the activities of the Welfare Patriotic Fund, subject to Trustee approval. Every RSL Sub-Branch Welfare Patriotic Fund is registered with the ATO as an ITEC. The fund consists of monies received from the ANZAC Day and Remembrance Day Appeals, where the Sub-Branch can keep up to 25% of the funds received. It also consists of funds received from donations, interest, other investment dividends, specific allocations in relation to raffles and bingo, and any other sundry income. All Sub-Branch Welfare Patriotic Funds have registered objects and rules. They are: For the relief assistance or support of officers and members of Her Majesty s naval military or air forces or of the naval military or air forces of the Commonwealth or of any of the naval military or air forces of Her Majesty s allies or of any force or service of men or women (including nursing services) auxiliary to any of those forces (including officers whose appointments have been terminated and members who have been discharged) As approved by State Executive 15 th May 2008

40 who are as a result of any service or duty are sick, wounded, disabled, out of employment or in necessitous circumstances or for the relief assistance or support of their dependants or of the dependants of officers and members (including officers whose appointments have been terminated and members who have been discharged) who have died as a result of any service or duty. The primary use of the fund is direct grants or assistance with disability, including the elderly, that are made for the relief of poverty or necessitous circumstances among serving and ex-service men and women and their dependants. It is not restricted to RSL members but is restricted to serving and ex-service men and women and their dependants. It is the primary activity for obtaining ITEC status and it is the main activity that the general public believes the funds are being used for. The use of welfare funds should be restricted to the indirect costs and expenses of assistance to particular serving and ex-service men and women and their dependants. The fund is not to be used for salaries and related expenses. RSL GENERAL APPEALS PATRIOTIC FUND The RSL General Appeals Patriotic Fund is the master trust for the receipt of donations for our ANZAC Day and Remembrance Day Appeals. Sub-Branches can keep up to 50% of the funds collected. The Returned & Services League of Australia (Victorian Branch) Inc. is the trustee to the fund. The fund is registered with the ATO as a DGR. The day to day welfare and the needs of specialised accommodation for our serving and ex-service men and women and their dependants are the purposes for the trust. They have been the same purposes from the day the fund started. The fund can be used for the cost of administration as well as the provision of advocacy services for serving and ex-service men and women and their dependants. As approved by State Executive 15 th May 2008

41 Policy for the Model Code of Conduct for RSL Victorian Branch Volunteers in Welfare, Appeals, and Heritage / Commemorative Educational Activities Policy No Purpose This Code of Conduct has been developed to support volunteers involved in the Victorian Branch of the Returned & Services League (Inc.) (RSL). The purpose of this Code of Conduct is to recognise and acknowledge the importance of volunteers and provide a guide for RSL volunteers supporting the ex-service community. The RSL is an organisation supported, managed and operated by volunteers in Sub-Branches across Victoria. Volunteers are involved in a wide range of activities including Welfare, the Home & Hospital Visiting program, Pensions, Appeals, and Heritage / Commemorative Educational Activities. The RSL acknowledges and commends the dedication and commitment of the volunteers who ensure that the Mission of the organisation continues to be upheld. 2. RSL National Mission Statement To ensure that programs are in place for the well-being, care, compensation and commemoration of serving and ex-service Defence Force members and their dependants; and promote Government and community awareness of the need for a secure, stable and progressive Australia. 3. RSL National Role / Objectives of the RSL To serve the interests of its members, veterans, the ex-service community and members of the Australian Defence Force (ADF), the RSL executes its role by effectively implementing the following objectives which are in accord with the League's Mission Statement: Welfare. Advocacy and Representation. Assistance to all veterans and ex-service men and women regardless of their membership in the League. Commemoration and Remembrance. Participation in employment Programs for veterans, ex-service members and their dependants. Commitment to democratic principles and practices. Provision of a means for members to enjoy camaraderie and mateship. Provision of effective and efficient management of RSL assets and resources for the benefit of its members and serving members of the ADF. Act as an effective lobby group to Government and its departments. Provision of moral and active support for the ADF. Provision of a respected and meaningful voice within the community and Australian society. V Sept 09 Page 1 of 3