aaft office administration guidelines · there are two phones used in the office; the landline...

Advancing Family Therapy

training and clinical practice

since 1979.

AAFT Office Administration Guidelines

The Australian Association of Family Therapy Inc.

PO Box 2351 Richmond VIC 3121 Australia. Tel: 03 9429 9938 Fax: 03 9429 9948

Website: www.aaft.asn.au

Email: [email protected]

ABN 44 698 290 795

http://www.aaft.asn.au/

mailto:[email protected]

AAFT Office Procedure Manual

6.12.2016 AAFT Private and Confidential 2

Table of Contents

Contents

1 Introduction ............................................................................................................................................ 4

1.1 Key contacts .....................................................................................................................................................4 1.2 How to familiarise yourself with AAFT ..............................................................................................................5

2 Basic day-to-day administration ........................................................................................................... 5

2.1 Access to the AAFT office ..................................................................................................................................5

3 Email management ................................................................................................................................ 5

3.1 Email procedures ..............................................................................................................................................5 3.2 Mail ..................................................................................................................................................................6 3.3 Calendar timeline by month .............................................................................................................................6 3.4 Petty cash .........................................................................................................................................................7 3.5 Monthly admin meetings ..................................................................................................................................7 3.6 Office staff job descriptions ..............................................................................................................................7

4 Facilities ................................................................................................................................................. 7

4.1 Office machines ................................................................................................................................................7 4.1.1 Telephone answering machine and voicemail .........................................................................................7 4.1.2 Printer .....................................................................................................................................................7

4.2 Recycling and waste management ....................................................................................................................7 4.3 Kitchen maintenance ........................................................................................................................................8 4.4 Cleaning ...........................................................................................................................................................8 4.5 Tenant meetings ...............................................................................................................................................8 4.6 Files ..................................................................................................................................................................8

5 Office supplies ....................................................................................................................................... 8

5.1 Stationary orders ..............................................................................................................................................8 5.2 Stationary suppliers list ....................................................................................................................................9

5.2.1 Toner for printer/fax/photocopies ..........................................................................................................9 5.3 Membership emails ..........................................................................................................................................9

5.3.1 Filing emails ............................................................................................................................................9 5.3.2 Colour coding ..........................................................................................................................................9

5.4 Forwarding options ..........................................................................................................................................9 5.5 Email templates ................................................................................................................................................9 5.6 Mailchimp ........................................................................................................................................................9 5.7 Managing lists – COM .......................................................................................................................................9

6 Computer management ......................................................................................................................... 9

6.1 Computer access codes ....................................................................................................................................9 6.2 Office computer back-up ..................................................................................................................................9 6.3 Upgrades ..........................................................................................................................................................9

7 Document and file management ......................................................................................................... 10

7.1 Online file management .................................................................................................................................10 7.2 Review of document content ..........................................................................................................................10

7.2.1 Review timelines ...................................................................................................................................10 7.2.2 Committee review of document content ...............................................................................................10

7.3 Managing document templates ......................................................................................................................10 7.4 Archival procedure and policy ........................................................................................................................10



8 Website maintenance .......................................................................................................................... 10

8.1 Contacts .........................................................................................................................................................10 8.2 Review website content .................................................................................................................................10

8.2.1 Review timelines and best practices ......................................................................................................10

9 Membership management ................................................................................................................... 10

9.1 Types of members ..........................................................................................................................................10 9.1.1 Clinical members ...................................................................................................................................10 9.1.2 Life members ........................................................................................................................................12 9.1.3 Subscribers ............................................................................................................................................12

9.2 Managing members ........................................................................................................................................13 9.2.1 Inactive members ..................................................................................................................................13 9.2.2 Reinstate lapsed member ......................................................................................................................14 9.2.3 New member for ANZJFT online access .................................................................................................14

9.3 Publications ....................................................................................................................................................15 9.3.1 Newsletter ............................................................................................................................................15 9.3.2 Journal: ANZJFT .....................................................................................................................................15

9.4 Annual conference procedures .......................................................................................................................16 9.5 Professional development ..............................................................................................................................16 9.6 Book award ....................................................................................................................................................16 9.7 Advertising with AAFT.....................................................................................................................................16

9.7.1 Advertising options ...............................................................................................................................16 9.7.2 Advertising process ...............................................................................................................................16

9.8 Supervision .....................................................................................................................................................16 9.8.1 Supervision agreements ........................................................................................................................16 9.8.2 Supervision Accreditation ......................................................................................................................17

9.9 Insurance ........................................................................................................................................................17

10 Meetings ............................................................................................................................................... 18

10.1 Executive committee meetings ..................................................................................................................18 10.1.1 Preparation for Executive Meetings ..................................................................................................18

10.2 Committee of Management meetings........................................................................................................20 10.2.1 Committee of Management structure ..............................................................................................20 10.2.2 Executive committee structure .........................................................................................................21 10.2.3 Roles and responsibilities..................................................................................................................21

10.3 AGM ..........................................................................................................................................................22 10.4 Conferencing systems ................................................................................................................................22

10.4.1 Online conferencing options .............................................................................................................22 10.4.2 Skype ................................................................................................................................................25

11 Emergency procedures ....................................................................................................................... 27

11.1 Emergency numbers ..................................................................................................................................28 11.2 Gathering points ........................................................................................................................................28 11.3 In the event of fire .....................................................................................................................................28 11.4 Disaster recovery plan................................................................................................................................28

12 Accounting and finance ...................................................................................................................... 28

12.1 Banking ......................................................................................................................................................28 12.2 Signing cheques .........................................................................................................................................28 12.3 Making payments ......................................................................................................................................28 12.4 Receiving payments ...................................................................................................................................28 12.5 Reckon accounts ........................................................................................................................................28

13 List of appendices ............................................................................................................................... 28



1 Introduction

Welcome to the Australian Association of Family Therapy Inc.

This is a guide to the roles and responsibilities of the administration office members.

Administration office members are responsible for:

Assisting the committee of management and associated meetings

Assisting the committee with the organisation, registration and delivery of professional development

events and conferences

Processing membership fees and applications and maintaining membership records

Issuing members with up to date information regarding AAFT services through newsletters, bulletins

and the website

Book keeping and general account keeping

File management

Managing the office facilities, including purchasing stationary and supplies, and attending to trades and

service people as needed

Responding to enquiries from members and the general public and referring questions to the Executive

Committee as needed.

1.1 Key contacts

1. Banu Moloney is a co-tenant, local resident and holds a key. For details, see: Access to the AAFT office.

2. Executive Committee, as outlined in the table below:

Executive Committee position Name Phone number

President Margaret Hodge (VIC) 0408 014 007

Vice President Ian Goldsmith (QLD) 0402 157 888

Secretary Tonia Keating (VIC) 0408 596 519

Treasurer Ben Assan (VIC) 0417 002 106

Immediate Past President Livia Jackson (VIC) 0418 589 652

ANZ Journal Representative Rebecca Sng (NSW) 0412 977 101

Branches Convener Catherine Sanders (SA) (08) 8221 6066

3. Administration Office staff

Danielle Anderson, Office Manager

Mia Trujillo, Administration Officer



1.2 How to familiarise yourself with AAFT

The best way to get to know more about AAFT and how it works is to read the following:

Topic Where to find out more

AAFT in general Website: www.aaft.asn.au

Committee of

Management activities

My Docs > Committee of Management

Look for the current year’s Committee of Management minutes, related reports and documents.

Clinical membership

Forms for Clinical Membership folder

This contains all the necessary forms for Clinical Membership applications. A really good document to refer to is ‘Requirements for Clinical Membership’.

Rules of Association

E:\AAFT\Documents\RULES

or on the website:

http://www.aaft.asn.au/aaft/aaft-rules-of-association/

Latest activity Look through all recent emails (sent and received). Emails are colour

coded with a status.

General file structure and activity

Browse the folders within My Documents

2 Basic day-to-day administration

2.1 Access to the AAFT office

The AAFT office address is Level 1, 105 Swan Street, Richmond Victoria.

Collect the spare key from the meter box outside Banu’s building across from the Coles at [number] Byron

Street, Richmond.

3 Email management

3.1 Email procedures

AAFT use Outlook for email. Check emails after opening the office each morning.

When emails are received, colour code them for action. [what is the colour code?]

For emails that office staff cannot respond to, forward to the relevant committee member for advice

and colour code accordingly.

Some emails need additional information before you can adequately respond to them; colour coded

these accordingly.

http://www.aaft.asn.au/

http://www.aaft.asn.au/aaft/aaft-rules-of-association/



When an email has been actioned, colour coded as “FYI – File when read”. This is to keep all office staff

across all administrative activities when someone is away from the office.

Once emails have been finalised they are either filed in the relevant folder in Outlook, or deleted if

there is no further action.

3.2 Mail

Mail is currently collected daily from the post office at 333 Lennox Street, Richmond, box number 2351.

This post office will close in January 2017. All mail will be re-directed for the next 12 months (to January

2018) to the post O\office at 335-341 Bridge Rd, Richmond. After the local post office closure, mail will be

collected several times a week rather than daily.

Open each mail item and stamp it with the collection date.

3.3 Calendar timeline by month

January

1st Tuesday - Exec Com Mtg

February

1st Tuesday - Exec Com

Mtg

29th - deadline for AAFT

News articles

March

AAFT news Distribution

Reminder notices for

membership fees

Com Mtg weekend

April

1st Tuesday - Exec COM Mtg

May


Mtg


News articles

June

AAFT News distribution

Cancel members with

unpaid fees

Com Mtg weekend

July

1st Tuesday - Exec COM Mtg

August


Mtg


News articles

September


Com Mtg weekend

October

COM Mtg weekend

AGM

Conference

November


News articles

End of Year gathering

December


Mtg


Put Com and Exec dates

in the calendar for the

following year

Invoicing for member fees

Review website content

Review AAFT forms



3.4 Petty cash

The office manager with ensure there are enough funds in petty cash for incidental expenses. Receipts are

kept and listed on the Petty Cash register, T:\Administration\Petty Cash Sheet, generally several times a

year.

3.5 Monthly admin meetings

3.6 Office staff job descriptions

Job descriptions for Administration office members are outlined in the contracts [link to this document].

4 Facilities

4.1 Office machines

4.1.1 Telephone answering machine and voicemail

There are two phones used in the office; the landline phone with an answering machine, and a mobile

phone with voicemail. Check messages on both when you open the office each morning.

To listen to saved messages on the landline phone, dial 101 and at the prompt, enter the PIN number:

080808.

To listen to voicemail on the mobile phone, use the access code: 194838

For both, note down: the name of the caller, the date of the call, what the call is about, who it is for (if for

someone specifically), and the return phone number.

4.1.2 Printer

Printer supplies

See: Toner for printer/fax/photocopies

Printer cartridge recycling

Take used printer cartridges to the Post Office for recycling. You don’t need to return them in a box, just in

plastic is sufficient.

4.2 Recycling and waste management

Secure document disposal

There is a wheelie bin in the office for secure document disposal. Contact details are on the bin. We pay an

annual fee for this service then a pick up fee as required.

Office bin



The office admin staff or the cleaner empties the office bin on Fridays. Generally, AAFT does not put out the

big council bins; someone else on the floor is responsible for that. The cleaning lady empties any other the

rubbish bins.

Recycling

There is a council bin in the cupboard under the stairs on the ground floor for other recycling. All the

tenants are responsible for ensuring that the recycling bin in the kitchen doesn’t overflow. If you notice the

bin is full, empty it. For print cartridges, see: Printer.

4.3 Kitchen maintenance

4.4 Cleaning

4.5 Tenant meetings

Current tenants on Level 1 are: Banu Moloney, Foti Apostopoulos and Vikki Sinnott.

There is no regular meeting date for Level 1 tenant’s meetings; they are held as required. Any one of the

tenants can request a time to meet when items for discussion arise. The meeting date is listed in the

Outlook calendar. These meetings are usually on Wednesdays when all tenants are in the building.

Meetings are informal. AAFT Admin staff will take meeting notes and circulate them.

4.6 Files

The office keeps both hard-copy files and online files.

Hard-copy files

We store files for the current and previous year in the office in shelf folders and filing cabinets.

Annual archive: Once a year, we cull the office filing cabinet and shelves and archive the material into

labelled archive boxes and the filing cabinet in the small store room on level 1.

Online files

All computer files are located:

5 Office supplies

5.1 Stationary orders

Stationary requirements at AAFT are minimal. A4 paper and other stationary is ordered from Office Choice

online at https://rapid.officechoice.com.au/login. To Login, enter the username: [email protected] and

the password: password. The items regularly ordered are listed in the Favorites.

https://rapid.officechoice.com.au/login




5.2 Stationary suppliers list

Suppliers are listed in the Codes guide. See APPENDIX

5.2.1 Toner for printer/fax/photocopies

We generally order supplies when we are down to our last spare.

We have a supplier listed in the Codes Guide. See Appedix x. Microvoice have a history of supplies ordered

by AAFT and know what our requirements are.

Recycling used cartridges: See Recycling and waste management.

5.3 Membership emails

5.3.1 Filing emails

5.3.2 Colour coding

5.4 Forwarding options

5.5 Email templates

5.6 Mailchimp

5.7 Managing lists – COM

6 Computer management

6.1 Computer access codes

These are kept in T:\Administration\Guides.Manuals.Codes

6.2 Office computer back-up

6.3 Upgrades



7 Document and file management

7.1 Online file management

7.2 Review of document content

7.2.1 Review timelines

7.2.2 Committee review of document content

7.3 Managing document templates

All documents are reviewed and updated to reflect currency at the end of each year. Some documents

need to be emailed to the relevant Committee representative for review. They are then uploaded to the

website and filed in current Documents folder in the Documents library.

7.4 Archival procedure and policy

8 Website maintenance

The Office Admin team can make simple website updates, Robyn Craig and Spear Creative Solutions

perform more complex updates.

[Robyn Spear will supply instructions regarding update of website content.]

8.1 Contacts

8.2 Review website content

8.2.1 Review timelines and best practices

9 Membership management

To be finalized.

9.1 Types of members

9.1.1 Clinical members

Where a member is Victorian: When members submit Clinical membership forms these re logged in the Register in the excel spreadsheet:



T:\Clinical Membership Forms

Documents are kept together in a plastic sleeve until all documents are received:

CM Application Form

Supervisors Report

Referee Report

Supervision Agreement – if one has been submitted it is filed in Blue folder on shelf.

Nomination Form

A cover sheet (ADMIN CHECK LIST CM) is completed, this can be printed from:

T:\Clinical Membership Forms\CM TEMPLATES

Original documents are posted to Margaret Hodge, Accreditation Committee Convenor and a scanned copy

emailed to George Giuliani.

The emailed copy is filed here:

T:\Clinical Membership Forms\Applications

Where a member is from another State: Members can apply for Clinical Membership through the Grandfathering Clause. Clinical membership is

available to any associate member who has achieved the supervision and training requirements as

stipulated in the document entitled “Requirements”(see APPENDIX). The Grandfathering Clause availability

is ongoing until the Executive Committee notifies us otherwise.

An application can be made by simply completing as much as possible of the AAFT Clinical application form

along with a statutory declaration to attest the veracity of the training and supervision they believe would

qualify them for clinical membership. Where possible, applicants must also provide any other relevant

documentation, such as, training certificates/transcripts, evidence of attendance to professional

development events, supervision logs, etc. This extra information is for administrative purposes and any

additional information will assist the subcommittee in its deliberation.

Applications are logged in the same way as Victorian applications and posted/emailed to the Accreditation

Committee.

Once applications are approved the Accreditation Committee will advise at a Committee of Management or

Executive Committee meeting.

NB: When reviewing documents for completion, check that Supervisors and Referees are Clinical members

with more than 5years standing. If they are not, an email needs to be sent explaining this along with the

Requirements doc (See APPENDIX)

Steps for Upgrade to Clinical Membership When Clinical membership Applications have been ratified at Executive Committee or Committee of

Management meetings, change the membership status to Clinical Membership in Reckon Accounts with

the upgrade date.

To upgrade to Clinical Membership in Reckon Accounts



The new CM is then sent:

Welcome letter

Request form for Online Referral

Certificate of CM – signed by President and Treasurer and laminated.

Invoice for Upgrade Fee to Clinical Membership.

Letters are found here. T:\Clinical Membership Forms

The Clinical membership application can now be filed in the filing cabinet.

9.1.2 Life members

Life membership may be granted to a Clinical Member only who has given outstanding service to the

Association for an extended period of time. The appointment of a Life Member shall be by resolution at a

General Meeting of Members on the recommendation of the Committee of Management as the Committee

sees fit.

Once a Life Membership is granted this member is waived membership fees and added to all mail lists.

9.1.3 Subscribers

There are 3 levels of subscriptions available:

SUBSCRIBER LEVEL 1



*INDIVIDUAL AND INSTITUTIONAL

Subscription to the AAFTnews (4 issues annually)

INSTITUTIONS AND ORGANISATIONS can contact Wiley-Blackwell publishing to subscribe to the

ANZJFT – http://ordering.onlinelibrary.wiley.com

SUBSCRIBER LEVEL 2:

*INDIVIDUAL ONLY

Subscription to the Online Copy of the ANZJFT and complimentary hard copy issues of the AAFTnews (4

issues of each publication annually)

*Subscription Fees cover the period of a calendar year (Jan – Dec) If member subscribed after the first issue

of AAFTNews you they will receive all previous issues for that calendar year, they will also be able to access

all the ANZJFT back issues online.

SUBSCRIBER LEVEL 3:

*INDIVIDUAL ONLY

Subscription to the Hard Copy of the ANZJFT and complimentary hard copy issues of the AAFTnews (4

issues of each publication annually)

*Subscription Fees cover the period of a calendar year (Jan – Dec) If member subscribed after the first issue

of AAFTNews you they will receive all previous issues for that calendar year, they will also be able to access

all the ANZJFT back issues online.

When subscriber forms are received, the subscribers are:

Allocated a Subscriber number. See: T:\Subscribers\Subscriber members list.xlsx

Added into Reckon Accounts.

For level 2, added to the WordPress member list .

9.2 Managing members

[needs content - was TBA]

9.2.1 Inactive members

If members have unpaid membership fees and after several reminders have still not paid fees, their record

is marked inactive Reckon Accounts.

AAFT offers a case by case consideration of claims for Hardship - if they are having difficulty with payments,

this needs to be communicated to the office and revised by the Executive Committee. We are able to offer

payment plans or waive the fee with Committee approval.

Where the member is a Clinical Membership, they are emailed the Lapsed Membership document.

http://ordering.onlinelibrary.wiley.com/



In the Type, Terms and Membership Type box, select INACTIVE and include the Made Inactive (date), add to

the notes, that they were made Inactive due to non-payment of fees.

9.2.2 Reinstate lapsed member

From time to time AAFT is asked to consider the renewal of Clinical Memberships where the Clinical

Member has for various reasons allowed their membership to lapse.

If a member fails to pay two consecutive years of fees then Clinical Membership will consider to be lapsed.

E.G. If a member fails to pay 2008 and 2009 fees by the 30th January, 2009, then their membership will be

considered to have lapsed after that date.

In these circumstances a number of options for renewal may apply, refer to Lapsed Membership document

in APPENDIX.

If the member holds Clinical membership and has lapsed for 3 years or less they must pay outstanding fees

to show continuous Clinical membership with AAFT.

If the member is an Associate Member they can re-apply for membership to be reinstated.

A note to this effect is written in the notes field in Reckon Accounts.

9.2.3 New member for ANZJFT online access

Go to member record on QB and enter “HARDCOPY” into field for ANZJFT hardcopy on “Additional Info”

tab.

Add to spreadsheet for new recipients of ANZJFT hardcopy T:\Journal of Family Therapy\ANZJFT\2016 , so

that previous issues can be sent if members apply after the first edition for the year is issued.

Rosie Duffy at Wiley Blackwell 9274 3113 publish the ANZJFT and will request distribution list for mailout on

a quarterly basis. Contact Rosie if there are any issues with failed receipt of Journal or member enquiries.



9.3 Publications

9.3.1 Newsletter

All items for the AAFT Newsletter is filed in the relevant folder (T:\AAFT News\ADS 2016). The advertising

deadlines for the newsletter is listed in the Advertising Booking Form – see APPENDIX….

All articles are then emailed to Sophie Holmes the AAFT Newsletter editor. We also include:

Admin Office Report

New AAFT members (New Supervisors, Clinical Members and Associate Members) – this list is filed:

T:\Assoc_Clin

Report from Branches Convener – report previously tabled at Committee of Management meeting

Advertising Booking Form

Subscriber Application form

All AAFT PD events, Conference, workshop details

Previously paid for advertising from external sources

All the AGM papers/reports. The Annual General Meeting is generally held on the day after the

Conference, these reports are to be included once approved. The President will advise.

Sophie will forward all the documents to Inkifingus – who compile our newsletter. Inkifingus will send the

final version to us to proof read before distribution. We check that the content is current, Committee of

Management list with contact details and that all fees and dates listed are correct.

Inkifingus will contact us for an updated list of the membership email list for distribution – we may also

distribute from our office.

Recipients of the AAFT News are all members (Life Members, Clinical Members, Associate Members and

subscribers level 2 and 3)

9.3.2 Journal: ANZJFT

Members are sent a request form for hardcopy of the Australian and New Zealand Journal of Family

Therapy (ANZJFT) each year.

If a hardcopy issue is required, go to the member’s record in Reckon Accounts. On the Additional Info tab

in the [???] field, enter it as HARDCOPY. This will enable us to extract a list for the ANZJFT distributor. We

can then issue an Invoice for the hardcopy ($30).

If a request is added after the first issue has been distributed, add the member concerned to:

T:\Journal of Family Therapy\ANZJFT\2016



9.4 Annual conference procedures

9.5 Professional development

9.6 Book award

[Not sure this bit is needed – different info from Dani and Mia – check]

9.7 Advertising with AAFT

9.7.1 Advertising options

AAFT offers a variety of advertising options to AAFT members Australia wide for communicating events, job

vacancies, professional development, and so on.

Advertising options are:

AAFT Newsletter

The Official AAFT E-Newsletter is a quarterly newsletter issued to the membership via email broadcast.

It is a comprehensive document complete with articles of interest. Items to be advertised in the

Quarterly AAFT News are emailed to Sophie Holmes. Deadlines for items to be included are listed on

the Advertising Booking Form.

Fortnightly AAFT Bulletin

AAFT issues a fortnightly AAFT Bulletin to the membership which includes AAFT related news items and

advertisements as well as advertisements for services that may be of interest to the AAFT membership.

* Prices based on 1 fortnightly advert

AAFT website noticeboard

AAFT offers advertising on the website noticeboard page. Ads are placed for 4 weeks.

* Prices based on 1 monthly advert

FREE Service

A link in the Bulletin that links to the advertisement on the AAFT website.

9.7.2 Advertising process

1. When a member requests advertising, the Office Admin or Manager will consider the relevance to the AAFT

membership. If in doubt, they send an email to the Executive for advice.

2. If it is a reasonable request and can proceed, the Office Admin will email an Advertising Booking Form (see:

Appendix X) to the requestor.

3. The member completes and returns the form.

4. The advertisement is placed.

5. The Office Manager will issue an invoice with payment options. There is a 20% discount on 2 or more

advertisements/services. All prices are GST inclusive. A further 20% discount is offered for re-advertising.

9.8 Supervision

9.8.1 Supervision agreements

When members send Supervision Agreement, ensure that original signatures are on the form then file in

the blue folder on the shelf. If there are no original signatures, request original documents from applicant.

https://www.aaft.asn.au/noticeboard/



Email supervision pack to the supervisor nominated on the form.

There is a sample email in the Admin/Query folder in Outlook.

9.8.2 Supervision Accreditation

Members to submit Application form for Accreditation as Supervisor. This is then sent to Marg Hodge and

emailed to George Giuliani as per Clinical membership applications. They are logged in the Clinical Member

list and photocopied and sent.

Once Accredited Supervisor is approved by Accreditation Convenor, it is ratified at COM meeting, we can

then issue certificate (to be signed, dated and laminated) and sent to the new Supervisor with welcome

letter and invitation to subscribe to the online find a therapist search listing. It is free to have a listing on

the Find a Supervisor list.

9.9 Insurance

It is not a requirement for AAFT members to have insurance. Members are to seek Insurance privately;

alternatively, they can see PACFA recommendations for FT insurers.



10 Meetings

10.1 Executive committee meetings

Executive Committee meetings are held at 7.30pm on the 1st Tuesday of Every month at the AAFT office

(subject to change at the committee’s discretion). An administrative officer needs attend to assist with

these meetings in both preparation and participation. The President will chair the meeting unless

unavailable; if not available the President will nominate another committee member to chair in their place.

For information about how to conduct committee meetings, see section 41.4 of the Rules of the

Association (http://www.aaft.asn.au/wp-content/uploads/2015/06/AAFT-Rules-of-Association-

25.03.15.pdf).

The Executive Committee consists of the:

President

Vice President

Treasurer

Secretary

Immediate past president

ANZJFT representative

Branches convener

Office manager (or other administrative officer, if required)

The administrative officer takes minutes and must be typed up within a week after the meeting to give

ample time for the committee to perform the designated ACTIONS. It is best to circulate the minutes as a

draft to the executive requesting any mark-ups or corrections to ensure the minutes accurately reflect the

conversations/actions of the meeting.

Once the executive committee have approved the content of the minutes, add any corrections/suggestions

to the minutes and resend to the executive committee along with an agenda for the next meeting. Be sure

to take all the ACTIONS from the previous meeting from the minutes and put under item 2 of the agenda

for the convenience of the committee to review/action them before the next meeting.

10.1.1 Preparation for Executive Meetings

A fortnight prior to meeting:

Generate a draft administration report for distribution. This report is a basic outline of relevant office

activity, which could cover membership concerns, financial considerations, or any issues that may have

arisen.

Send financial reports (Profit and Loss report/Balance Sheet) to the treasurer. The treasurer will speak

to these at the meeting. Report dates should reflect to the last Bank Reconciliation as this would be

the most accurate reflection of financial status.

Ensure that the administrative team has completed any tasks/actions assigned at the previous meeting.



Resend the final draft of the minutes from the previous meeting and an agenda along with any reports

available (including financial reports) via email to the Executive Committee members, reminding them

all to submit reports if they have not been received as yet.

File documents relating to the Executive Meeting in documents according to year and month in which

they are take place.

One week prior to meeting:

Send reminder to all executive committee members to submit reports if they have not yet been

received – Send all reports that have been received including the final administration report

Request submission of final/additional agenda items

Day of meeting:

Send a reminder to all executive committee members all reports and documents relating to the

meeting instructions for teleconferencing facilities for the benefit of those who cannot physically

attend, e.g.:

Example pathway to the executive meeting documents



Place food orders and purchase beverages for those in attendance

Ensure to adjust agendas with attendees/apologies

Print reports, minutes and agendas (as well as any other relevant material) enough for all in

physical attendance

Set up the conferencing phone. For instructions, see: Conferencing systems.

10.2 Committee of Management meetings

10.2.1 Committee of Management structure

AAFT’s Committee of Management consists of the following roles:

President

Vice President (PACFA Representative)

Secretary

Treasurer

Immediate Past President (Ethics representative)

Newsletter Editor

Accreditation Convener



TAD Convener

ANZJFT Representative

Award For Children’s Literature Represenative

Branches Convener

Branch/Rural Representatives

Ordinary member

Office Staff

Position descriptions for all of these are available in a document labelled “Info Kit” [location or link]. This

document is also printed with basic introductory information about AAFT and is given to each new

committee member after they have been nominated to the committee.

10.2.2 Executive committee structure

The Executive committee consists of:

President

Vice president

Secretary

Treasurer

Immediate Past President

ANZJFT Journal Convener

Branch Convener

Office Staff

This executive committee will assist with the delegation of responsibilities when it is not clear. Any day-to-

day office matters and membership issues may be raised with the executive committee for guidance if

needed.

10.2.3 Roles and responsibilities

It is important for administration office members to understand the role of each of these positions so as to

be more efficient with correspondence, the delegation of tasks and providing assistance. For more details,

see the “Info Kit”. [location or link]

The AAFT office will from time to time need to defer queries that come in to the office to the appropriate

committee representative – e.g. article submissions for the AAFT newsletter may need to be redirected to

the newsletter editor, membership queries relating special consideration or hardship may need to go to the

accreditation convener etc.

The AAFT office staff need to:

Respond timely to committee requests

Keep the committee informed of relevant updates to their portfolio

Organise reimbursements for expenses incurred (committee members must send payment sheets and

receipts to the office)



10.3 AGM

10.4 Conferencing systems

10.4.1 Online conferencing options

If there in an issue for some reason with the teleconferencing system or the committee ask for another

form of conferencing for a meeting, you can set up a Skype or GoToMeeting.

These are both internet programs for which AAFT has an account. They can be used to connect and run a

virtual meeting with committee members who are unable to physically attend.

Ensure that the device you are using for the virtual meeting has both an in-built or external microphone

and speakers.

10.4.1.1 GoToMeeting

If the device you want to use for the virtual meeting does not already have the GoToMeeting program

installed, you will need to download the program from: http://www.gotomeeting.com.au.

1. To get started, click the HOST A MEETING button in the top right-hand corner of the screen.

2. Click Launch application.

3. Sign in with username: [email protected], password: AAFT2131admin

http://www.gotomeeting.com.au/




4. Click the Schedule Meeting button.

5. Enter the details for the meeting and click the Schedule button.



6. Meeting details will be sent to the [email protected]. Forward these details to those you wish to attend via the

virtual meeting.

To host a scheduled GoToMeeting

7. When it comes time to host the meeting, go to the program application on the computer by clicking the

GoToMeeting icon .

8. Click the My Meetings button.

9. Select the meeting you scheduled, identified by the ID, date, time or whatever.




10. The meeting will begin and other participants should be able to join.

10.4.2 Skype

There are additional costs for conference calling so use this option if there is only one person dialling in. Ask

the person wanting to join the meeting via Skype to provide their Skype username.



If the device you are using for the virtual meeting does not have Skype installed, you will need to download

from: https://www.skype.com/en/download-skype/skype-for-computer/.

1. Select the device you want to use with Skype, for example, Computer.

2. Select Get Skype for windows.

3. Follow prompts for set up and installation for your device.

4. Sign in with username: Aaftskype, password: 1948aaft.

https://www.skype.com/en/download-skype/skype-for-computer/



5. You may need to add committee members to contacts from time to time. After opening Skype, check the Contacts

list. If the person is not listed, search for the username in the Search contacts field. Once found, add it to

Contacts.

6. To call them, either select the telephone icon (voice call only) or the video icon (voice and visual contact).

11 Emergency procedures

(summarised on a hard-copy quick sheet but also included in full here)

Telephone Icon Video Icon



11.1 Emergency numbers

11.2 Gathering points

11.3 In the event of fire

11.4 Disaster recovery plan

12 Accounting and finance

12.1 Banking

12.2 Signing cheques

The Office Manager raises cheques as required for Post Office expenses, petty cash and invoices. Banu

Moloney is able to co-sign with Dani.

12.3 Making payments

12.4 Receiving payments

12.5 Reckon accounts

13 List of appendices

Associate Membership:

APPENDIX 1: Associate Membership Application Form

APPENDIX 2: Supervision Agreement

Clinical membership:

APPENDIX 3: Requirements for Clinical Membership for Victorian Applicants

APPENDIX 4: AAFT Rules of Association

APPENDIX 5: Clinical Membership Application

APPENDIX 6: Supervisors Report

http://www.aaft.asn.au/wp-content/uploads/2015/12/Assoc-Mem-Application2016.doc

http://www.aaft.asn.au/wp-content/uploads/2013/09/Supervision-Agreement2013.doc

http://www.aaft.asn.au/wp-content/uploads/2014/02/Requirements2014.pdf

http://www.aaft.asn.au/wp-content/uploads/2015/06/AAFT-Rules-of-Association-25.03.15.pdf

http://www.aaft.asn.au/wp-content/uploads/2014/02/Application-Clin-Membership2014.doc

http://www.aaft.asn.au/wp-content/uploads/2013/12/Supervisors-Report2013.doc



APPENDIX 7: Referee Report

APPENDIX 8: Nomination Form

Special Consideration:

APPENDIX 9: Guidelines for Special Consideration Application for Clinical Membership

APPENDIX 10: Lapsed Membership

APPENDIX 11: Transferring from outside of Victoria/Grandfathering Clause 2016

Supervision:

APPENDIX 12: Supervision Agreement

APPENDIX 13: Supervision Log

APPENDIX 14: Supervision Guidelines

APPENDIX 15: Accreditation of Supervisors

Subscribers:

APPENDIX 16: Subscriber Application Form

APPENDIX 17: Advertising Booking Form

http://www.aaft.asn.au/wp-content/uploads/2014/02/Referee-Report2014.doc

http://www.aaft.asn.au/wp-content/uploads/2013/09/Nomination-Form2013.doc

http://www.aaft.asn.au/wp-content/uploads/2014/02/Guidelines-for-Special-Consideration-Application-for-CM.pdf

http://www.aaft.asn.au/wp-content/uploads/2014/02/Lapsed-Membership-Document14.doc

http://www.aaft.asn.au/wp-content/uploads/2015/12/CM-Grandfathering-Clause-2016.pdf

http://www.aaft.asn.au/wp-content/uploads/2013/09/Supervision-Agreement2013.doc

http://www.aaft.asn.au/wp-content/uploads/2013/09/Keeping-a-Log2013.doc

http://www.aaft.asn.au/wp-content/uploads/2013/09/Guidelines-for-Supervision2013.doc

http://www.aaft.asn.au/wp-content/uploads/2014/04/SupervisorsAccreditation-for-AAFT2014.doc

http://www.aaft.asn.au/wp-content/uploads/2015/12/Subscriber-Application-form-AAFT2016.doc