ends - oric.gov.au€¦ · ends kind regards, ... human resource and finance files are locked in...

2

ENDS Kind regards,

FOI documents - folio 0482

Version (2): February 2011 Page 1

“One law, one country”

INTERIM POLICY AND PROCEDURE MANUAL

FEBRUARY 2011

Western Desert Lands Aboriginal Corporation (Jamukurnu-Yapalikunu) RNTBC ICN4207


WDLAC Policy and Procedure Manual


TABLE OF CONTENTS

1 INTRODUCTION ..............................................................................................................6

1.1 HISTORY ............................................................................................................... 6

2 GOVERNANCE ................................................................................................................7

2.1 ROLE OF A NATIVE TITLE PRESCRIBED BODY CORPORATE ..................................... 7

2.2 OBJECTS OF THE ORGANISATION........................................................................... 7

2.3 STRUCTURE OF THE ORGANISATION ...................................................................... 8

2.4 WDLAC BOARD OF DIRECTORS RESPONSIBILITIES ............................................... 9

2.5 MEMBERSHIP ........................................................................................................ 9

3 INCORPORATION .........................................................................................................11

3.1 INCORPORATION REQUIREMENTS ......................................................................... 11 3.1.1 REQUIREMENTS OF INCORPORATED GROUPS ...........................................11 3.1.2 REGISTER OF MEMBERS ..........................................................................12 3.1.3 PROCEDURE FOR RECEIPT OF MEMBERSHIP APPLICATIONS ......................12 3.1.4 MEMBERSHIP RIGHTS AND OBLIGATIONS ..................................................12 3.1.5 MEMBERS’ RESPONSIBILITIES ..................................................................13

3.2 THE CONSTITUTION ............................................................................................. 13 3.2.1 FAMILIARITY WITH CONSTITUTION ............................................................13 3.2.2 REVIEW OF CONSTITUTION ......................................................................13

4 MANAGEMENT AND GOVERNANCE ..........................................................................14

4.1 WDLAC BOARD OF DIRECTORS ......................................................................... 14 4.1.1 ROLE AND FUNCTIONS OF THE WDLAC BOARD ........................................14 4.1.2 ROLES AND RESPONSIBILITIES OF CHAIRPERSON .....................................14

4.2 ROLES OF WDLAC PERSONNEL ......................................................................... 15 4.2.1 ROLE OF THE CHIEF EXECUTIVE OFFICER ................................................15 4.2.2 ROLE OF KEY MANAGERS ........................................................................16

4.3 DELEGATIONS ..................................................................................................... 16

4.4 MEETING PROCEDURES ....................................................................................... 16 4.4.1 CALLING OF MEETINGS ............................................................................17 4.4.2 PRESIDING OFFICERS ..............................................................................17 4.4.3 LOCATION, FREQUENCY AND DURATION OF MEETINGS ..............................17 4.4.4 QUORUM ................................................................................................17 4.4.5 MINUTES ................................................................................................18 4.4.6 REPORTS ................................................................................................18 4.4.7 DECISION MAKING PROCESS IN MATTERS THAT DO NOT AFFECT NATIVE

TITLE RIGHT AND INTEREST. ....................................................................18 4.4.8 DECISION MAKING PROCESS IN MATTERS THAT AFFECT NATIVE TITLE RIGHT

AND INTEREST. ........................................................................................19 4.4.9 WHERE THE RULES ARE SILENT ...............................................................20 4.4.10 DISCLOSURE OF INTEREST .......................................................................20

4.5 CODE OF CONDUCT ............................................................................................ 20

4.6 COMMITTEE INDUCTION ....................................................................................... 22

4.7 USE OF THE COMMON SEAL ................................................................................ 22

5 FUNDING ........................................................................................................................24

5.1 BUDGET PLANNING AND FUNDING SOURCES ........................................................ 24

5.2 PROCEDURE ....................................................................................................... 24 5.2.1 PREPARATION OF THE BUDGET ................................................................24

5.3 MONITORING AND REVIEWING THE BUDGET .......................................................... 25




6 FINANCE ........................................................................................................................26

6.1 COST RECOVERY ................................................................................................ 26

6.2 BILLING PROCEDURES ........................................................................................ 26 6.2.1 HERITAGE SURVEYS ................................................................................26 6.2.2 NEGOTIATION MEETINGS .........................................................................27

6.3 BANKING PROCEDURES ...................................................................................... 27 6.3.1 DIRECT DEPOSIT PROCESS .....................................................................27 6.3.2 MAILED CHEQUES PROCESS ....................................................................27 6.3.3 END OF MONTH PROCESS .......................................................................28

6.4 STAFF REIMBURSEMENT ..................................................................................... 28

6.5 FINANCIAL DELEGATIONS .................................................................................... 28

6.6 PURCHASE ORDERS ............................................................................................ 29 6.6.1 WHERE PURCHASE ORDERS ARE NOT REQUIRED: ...................................29

6.7 MOBILE PHONE USE AND ACQUITTAL .................................................................. 30 6.7.1 ALLOCATION OF MOBILE PHONES.............................................................30 6.7.2 GUIDELINES FOR FAIR AND RESPONSIBLE USE OF MOBILE PHONES ..........30 6.7.3 MONTHLY MOBILE TELEPHONE COST RESTRICTIONS ................................32

6.8 CREDIT CARD ACQUITTAL ................................................................................... 33 6.8.1 PERSONNEL ELIGIBLE FOR A CORPORATE CREDIT CARD ...........................33 6.8.2 GUIDELINES FOR USE ..............................................................................33 6.8.3 MONTHLY CREDIT CARD AQUITTAL PROCESS ...........................................33

6.9 INVOICING ........................................................................................................... 33

6.10 ACCOUNTS PAYMENT .......................................................................................... 34

6.11 PAYROLL ............................................................................................................ 34 6.11.1 TIMESHEETS ...........................................................................................34 6.11.2 LEAVE APPLICATIONS ..............................................................................34 6.11.3 NEW EMPLOYEES ....................................................................................34 6.11.4 PAYROLL PROCESS .................................................................................34

7 ASSETS, VEHICLE MANAGEMENT AND INSURANCES ...........................................36

7.1 ASSET MANAGEMENT ......................................................................................... 36 7.1.1 ASSET REGISTER ....................................................................................36 7.1.2 ASSET ACQUISITION ................................................................................36 7.1.3 ASSET DISPOSAL ....................................................................................36 7.1.4 CARE AND USE OF ASSETS ......................................................................36 7.1.5 PRIVATE USE OF ASSETS ........................................................................37 7.1.6 SECURITY OF ASSETS .............................................................................37

7.2 INSURANCES ....................................................................................................... 37

8 TRAVEL ..........................................................................................................................38

8.1 TRAVEL ALLOWANCE GUIDELINES – ALL PERSONNEL .......................................... 38 8.1.2 BASIS FOR TRAVEL ALLOWANCE (TA) ......................................................39 8.1.3 PAYMENT PROCEDURE ............................................................................40

9 ADMINISTRATION & INFORMATION TECHOLOGY ...................................................42

9.1 POLICIES AND PROCEDURES ............................................................................... 42 9.1.1 REVIEW AND AMENDMENT OF POLICIES AND PROCEDURES .......................42 9.1.2 ACCESSING POLICY AND PROCEDURES ....................................................42

9.2 CORRESPONDENCE ............................................................................................. 42 9.2.1 INCOMING MAIL .......................................................................................42 9.2.2 OUTGOING MAIL ......................................................................................43 9.2.3 INCOMING FAXES ....................................................................................43 9.2.4 OUTGOING FAXES ...................................................................................43

9.3 FILING AND RECORDS MANAGEMENT ................................................................... 43 9.3.1 GENERAL ................................................................................................43




9.3.2 FILING INDEX ..........................................................................................44 9.3.3 FILE LABELS ...........................................................................................44 9.3.4 SUB-FOLDERS ........................................................................................45 9.3.5 ARCHIVING .............................................................................................47 9.3.6 DEALING WITH DOCUMENTS & CORRESPONDENCE ...................................48

9.4 PRIVACY OF INFORMATION .................................................................................. 50

9.5 HOSPITALITY ...................................................................................................... 51

9.6 INFORMATION TECHNOLOGY ................................................................................ 51 9.6.1 COMPUTERS ...........................................................................................51

10 PUBLIC RELATIONS AND MEDIA ...............................................................................54

10.1 PUBLIC RELATIONS STRATEGY ............................................................................ 54 10.1.1 KEY MESSAGES OF WDLAC .................. ERROR! BOOKMARK NOT DEFINED. 10.1.2 TARGETED MESSAGES TO STAKEHOLDERSERROR! BOOKMARK NOT

DEFINED. 10.2 MEDIA MANAGEMENT .......................................................................................... 54

10.2.1 WDLAC CORPORATE SPOKESPERSONS ..................................................54 10.3 MEDIA CONTACT ................................................................................................. 54

10.3.1 RESPONDING TO MEDIA CONTACT ...........................................................55 10.3.2 MAKING THE MOST OF MEDIA CONTACT ...................................................56

11 HUMAN RESOURCES ...................................................................................................57

11.1 OFFICE OCCUPATIONAL SAFETY AND HEALTH ..... ERROR! BOOKMARK NOT DEFINED. 11.1.1 OCCUPATIONAL OVERUSE SYNDROME .....................................................57 11.1.2 OFFICE COPYING MACHINES ...................................................................57 11.1.3 COMPUTERS ...........................................................................................58 11.1.4 NOISE .....................................................................................................58 11.1.5 ROAD SAFETY AND DRIVER FATIGUE ........................................................58 11.1.6 HAND-HELD USE .....................................................................................59 11.1.8 PUBLIC USE OF MOBILE PHONES .............................................................59 11.1.9 AGGRESSION AND VIOLENCE ...................................................................60 11.1.10 ALCOHOL AND DRUGS IN THE WORKPLACE ...............................................60 11.1.11 COMMUNICABLE DISEASES ......................................................................61 11.1.12 COMMUNICATION AND WORKING IN ISOLATION ..........................................61 11.1.13 CYCLONE PROCEDURES ..........................................................................62 11.1.14 ELECTRICAL SAFETY ...............................................................................62 11.1.15 EMERGENCY PROCEDURES .....................................................................62 11.1.16 FIRST AID ...............................................................................................63 11.1.17 GUIDELINES TO CAMPING AND LIVING IN THE FIELD ...................................63 11.1.18 HAZARD IDENTIFICATION ..........................................................................63 11.1.19 HAZARDOUS SUBSTANCES ......................................................................64 11.1.20 INJURY MANAGEMENT .............................................................................64 11.1.21 MANUAL HANDLING .................................................................................66 11.1.22 OSH PLANNING AND ADVISORY GROUP ...................................................66 11.1.23 UNIFORMS AND PROTECTIVE CLOTHING - POLICY .....................................67 11.1.24 PERSONAL PROTECTIVE CLOTHING AND EQUIPMENT (PPCE) (SEE ALSO

PROCEDURES) ........................................................................................68 11.1.25 SMOKING IN THE WORKPLACE ..................................................................68 11.1.26 WORKERS COMPENSATION ......................................................................68 11.1.27 WORKSAFE WA – VISITS BY INSPECTORS ................................................69 11.1.28 EMPLOYEE ASSISTANCE PROGRAM (EAP) ...............................................70

11.2 RECRUITMENT AND SELECTION ............................................................................. 72

11.3 TRAINING AND DEVELOPMENT ............................................................................. 73 11.3.1 TRAINING AND DEVELOPMENT POLICY ......................................................73 11.3.2 CULTURAL AWARENESS TRAINING ...........................................................76

11.4 EMPLOYEE PERFORMANCE MANAGEMENT ........................................................... 76

11.5 GENERAL HUMAN RESOURCES ............................................................................ 77 11.5.1 CLASSIFICATION ASSESSMENT .................................................................77




11.5.2 EQUAL EMPLOYMENT OPPORTUNITY (EEO) .............................................78 11.5.3 GRIEVANCE RESOLUTION ........................................................................81 11.5.4 LEAVE MANAGEMENT ..............................................................................84 11.5.5 PERSONAL DETAILS, CHANGE OF .............................................................85 11.5.6 SALARY PACKAGING ................................................................................86 11.5.7 TERMINATION ..........................................................................................86 11.5.8 RECOVERY OF OVERPAYMENTS/DEBTS ....................................................89

INTERNAL GOVERNANCE MEETINGS .................................................................... 93

Human Resource and Finance files are locked in the filling cabinet located in the

. These files are only accessible by authorised personnel;


Redacted

WDLAC Policy and Procedure Manual Section 1: Introduction


1 INTRODUCTION

This section provides information on the history, objects, structure, responsibilities and membership of the Corporation. 1.1 History

The Western Desert Lands Aboriginal Corporation (Jamakurnu-Yapalinkunu) RNTBC (WDLAC) is the Prescribed Body Corporate for the Martu People of the Western Desert region in Western Australia. The WDLAC office is located in Perth. The Martu People are the exclusive native title holders of 136, 000 square kilometers of land within the Western Desert region. The population of Martu people living on or adjacent to the determined native title area is approximately 2500 people. The main communities within the area are Kunawarritji, Punmu and Parngurr with many Martu People also residing at Jigalong, Bidyadanga, Port Hedland, Newman, Fitzroy Crossing and Wiluna. In addition to managing and protecting their exclusive native title rights and interests of the Martu People, WDLAC is extensively involved in numerous projects for the cultural, social and economic benefit of the current and future generations of Martu People.


WDLAC Policy and Procedure Manual Section 2: Governance


2 GOVERNANCE

WDLAC is the Registered Native Title Body Corporate holding Martu Title on trust for the Martu People, by order of the Federal Court dated 17 July 2003. WDLAC is therefore responsible for managing all activities affecting Martu Title. It operates pursuant to the Corporations (Aboriginal and Torres Strait Islander) Act 2006. WDLAC is authorised to enter Agreements for and on behalf of the Martu People, pursuant to the Native Title Act, the Native Title (Prescribed Body Corporate) Regulations 1999 (Cth) and its Rules. 2.1 Role of a Native Title Prescribed Body Corporate

WDLAC is a Native Title Prescribed Body Corporate under the Native Title Act 1993 and perform the following functions:

(a) manage the Native Title Rights and Interests;

(b) consult with the Common Law Holders on matters relating to their Native

Title Rights and Interests, in accordance with Regulation 8 of the PBC Regulations;

(c) consult with the Native Title Representative Body, in accordance with Regulation 8 of the PBC Regulations;

(d) receive funds on behalf of the Common Law Holders (including payments received as compensation or otherwise related to the Native Title Rights and Interests) and to hold such payments in trust for the Common Law Holders;

(e) invest or otherwise apply money held in trust as directed for the Common Law Holders;

(f) hold Native Title Rights and interests in trust for the Common Law Holders;

(g) enter into Agreements as trustee for the Common Law Holders; and

(h) any other function relating to the Native Title Rights and Interests.

2.2 Objects of the Organisation

The principal functions and role of WDLAC are those of a Native Title Prescribed Body Corporate and are carried out in accordance with relevant provisions of the Native Title Act 1993 (NTA). However, the organisation has a range of other objectives and purposes, which are set out in its Constitution. The objects for which the Corporation is established are:




(a) provide direct relief from poverty, sickness suffering, misfortune, destitution or helplessness among Aboriginal people, especially the Common Law Holders;

(b) be and to perform the functions of a Prescribed Body Corporate, for the purpose of being the subject of a native title determination under sections 56 and 57 of the Native Title Act;

(c) be and to perform the functions of a Prescribed Body Corporate, for the purpose of being the subject of a determination under section 57 of the Native Title Act;

(d) protect, preserve and advance the traditions, law, languages, culture and customs of Aboriginal people, especially the Common Law Holders; and

(e) hold title to any Vested Land. (f) advance and promote the well-being of Aboriginal people, especially the

Common Law Holders;

(g) provide environmental, social, economic and cultural benefits to Aboriginal people, especially the Common Law Holders;

(h) maintain, protect, promote and support the culture, native title traditions and customs, economic development, interests and social progress of Aboriginal people, especially the Common Law Holders; and

(i) support and provide education, training and employment for Aboriginal people, especially the Common Law Holders.

2.3 Structure of the Organisation

WDLAC comprises of fifteen Board members under the Constitution, with a corporate office in Perth and satellite offices in Jigalong, Parnngurr, Punmu and Kunawarritji.

The fifteen Board Members are made up in the following manner:

(a) one man and one women representing Karlamyingurrara country;

(b) one man and one women representing Ngayunanalku country;

(c) one man and one women representing Pilakaja country;

(d) one man and one women representing Pitijikarli country;

(e) one man and one women representing Rirrakaja country;

(f) one man and one women representing Walakaja country; and

(g) up to three other persons, each of who shall be a member.




The structure of the organisation is shown in the diagram below.

2.4 WDLAC Board of Directors Responsibilities

The WDLAC Board is responsible for:

(a) The management and control of the affairs of the Corporation in accordance

with these Rules, the Act and the PBC Regulations and for that purpose may exercise the powers of the Corporation as if they had been expressly conferred on the Directors by a General Meeting.

(b) Subject to these Rules, the Directors shall have the power to appoint and remove or suspend employees and agents and to determine the powers, duties and payment if employees and agents.

(c) The Directors shall perform the functions of the Corporation, as described in rule 5 of the constitution

(d) employment of the Chief Executive Officer General Duties:

(a) The Directors, Secretary, other officers and employees must comply with the duties imposed on them by the Act and the general law. These may include, for example: (i) a duty of care and diligence; (ii) a duty of good faith; (iii) a duty of disclosure of material personal interests; (iv) a duty not to improperly use position or information; and

(b) The Directors will be liable for debts and other obligations incurred by the Corporation while acting, or purporting to act, as trustee.

MEMBERSHIP

In addition to the Founding Members, and subject to these Rules and the PBC Regulations, the membership of the Corporation shall be open to adult Aboriginal persons who:

(a) are those people known as the Martu People who hold in common the body of traditional law and culture governing the Determination Area and who identify as Martu and who, in accordance with their traditional laws and customs, identify themselves as being Members of one, some or all of the following language groups:

(i) Manyjilyjarra;

(ii) Kartujarra;

(iii) Kiyajarra;




(iv) Putijarra;

(v) Nyiyaparli;

(vi) Warnman;

(vii) Ngulipartu;

(viii) Pitjikarla;

(ix) Kurajarra;

(x) Jiwaliny;

(xi) Mangala; and

(xii) Nangajarra, or

(b) those Ngurrara People who:

(i) in accordance with their traditional laws and customs identify themselves and their forebears as: (A) Jiwaliny;

(B) Mangala;

(C) Manyjilyjarra;

(D) Walmajarri; and

(E) Wangkajunka, or

(F) Any combination of sub-rule 6.2.2(b)(i)(A)-(E); and

(ii) Hold in common the body of traditional law and culture governing the Shared Area; and

For the avoidance of doubt, the Members, including the Founding Members, shall be adult Aboriginal persons who belong to one or both of the groups identified in sub-rule 6.2.2(a) or (b).


www.oric.gov.au Email: [email protected] Freecall: 1800 622 431 Fax: (02) 6133 8080

32 Corinna Street Woden ACT 2606

PO Box 2029 Woden ACT 2606

ABN 36 342 015 855

Page 1 of 2

ORIC ref: ICN: 4207 Contact officer: Contact phone:

17 January 2012 The directors Western Desert Lands Aboriginal Corporation (Jamukurnu-Yapalikunu) RNTBC PO Box 331 WEST PERTH WA 6872 Dear directors COMPLIANCE NOTICE UNDER SECTION 439-20 OF THE CORPORATIONS (ABORIGINAL AND TORRES STRAIT ISLANDER) ACT 2006 I refer to my previous letter dated 1 November 2011 and your email dated 1 December 2011 in relation to the section 439-20 compliance notice (the notice) issued pursuant to the Corporations (Aboriginal and Torres Strait Islander) Act 2006, (the Act). A review of our records shows that the corporation still needs to action some items contained in the notice and other correspondence as follows.

• the minutes of the AGM held on 12-14 September 2011

• the minutes of the directors’ meeting held on 24 November 2011 where the directors passed a resolution to accept the policy and procedural manual.

Could you please make sure you take these actions and report to me on the progress by 31 January 2012.


Redacted

Western Desert Lands Aboriginal Corporation (Jamukurnu-Yapalikunu) ICN4207 (WDLAC) Minutes of Annual General Meeting held on 12, 13 and 14 September 2011 at Parnngurr Community, Western Australia

Page 1 of 32


Redacted

. The members also noted


Redacted

8. Annual Report

Noel highlighted

the key items concerning the activities of WDLAC and the Board:

attending to governance and other issues identified in the ORIC compliance

notice, the majority of which has now been addressed. One of the key outstanding items concerns peoples addresses on the register.


Redacted

Redacted

Redacted

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of 2

If you want to speak to anyone at our office, please ring Ms Caterina Mangeruca or myself using the free number 1800 622 431 (not free for mobile phones) or you can send an email to [email protected]. Yours sincerely

Regulation Section


of 2

For information, I have listed below the main records that you will be required to produce to the examiners:

your register of members and register of former members, and application forms for membership from 1 July 2011 to the date of the examination

the minutes of all directors meetings, annual general meetings, and general meetings from 1 July 2011 to the date of the examination

financial records and reports including (but not limited to): the general ledger and current trial balance bank statements and bank reconciliations the assets register the latest audited financial statements and Auditors management letter your policy and procedures manual for processing financial transactions funding agreements and relevant acquittance documents.

all insurance policies

personnel and payroll records including: a sample of any employment contracts you have in place, in particular for the CEO

(and other senior management staff) the payroll process (we will also look at a sample of your payroll records) if applicable, your CDEP payroll and associated documents.

any other documents relevant to the functions of your corporation (eg. contracts, trust documents etc).

You are legally required to give these or any other relevant documents to them (under section 453-1(2) and (4) of the Act). If required you must also allow a copy to be taken of these documents (under section 453-1(3) of the Act). If you would like to discuss this matter, please ring Mr Michael Strecker using the free number 1800 622 431 (not free for mobile phones) or you can send an email to [email protected]. Yours sincerely

Regulation Section


TO WHOM IT MAY CONCERN:

AUTHORISATIONS UNDER THE CORPORATIONS (ABORIGINAL

AND TORRES STRAIT ISLANDER) ACT 2006

TAKE NOTICE that:

1. Under section 453-1 of the Corporations (Aboriginal and Torres Strait Islander) Act

2006 (the Act) I have caused authorised officers to examine the books of the

Western Desert Lands Aboriginal Corporation (Jamukurnu-Yapalikunu) RNTBC

(ICN: 4207) and report on the results of that examination to me.

2. Under Section 447-1 of the Act I have authorised Mr Eamonn Thackaberry,

Ms Catherine Albert and Mr David Thackaberry from the Western Australian based firm

of Chalgrove Projects Pty Ltd to undertake the examination.

The authorised officers are entitled, at all reasonable times, to full and free access to the books

of the corporation and any related body corporate. They may also make copies of, or take

extracts from, any document related to the examination.

The authorised officers are also entitled to seek explanations on any matter about the

compilation of any of the corporation’s books, or to which any of the books relate.

Dated this 18th day of July 2013

Peter Armstrong

Delegate of the Registrar of Aboriginal and Torres Strait Islander Corporations


3

please notify us immediately and delete all copies together with any attachments. For the purposes of the Spam Act 2003, this email is authorised by the Registrar of Indigenous Corporations.


Application for exemptionin relation to directors

ISS 1406 (Design date 11/08)

Name of corporation

What is the number of directors the corporation is applying to have?

1

Page 1 of 2

Indigenous CorporationNumber (ICN)

2

4 In making a determination, the Registrar must be satisfied that the requirements of theprovisions that the exemption relate to would:(a) be inappropriate in the circumstances, or(b) impose unreasonable burdens (as defined further in s. 310-20(2))

Further information—If you need help completing this form, or you need more information:• call 1800 622 431 • email [email protected] • visit www.oric.gov.au

i

About this formThis form should be used by Aboriginal or Torres Strait Islander groups/corporations who want to apply for exemption under s. 310-5from the requirements of s. 243.5 Maximum number of directors not more than 12, or the requirements of s. 246-25(2) Term ofappointment of directors not to exceed 2 years, of the Corporations (Aboriginal and Torres Strait Islander) Act 2006 (the CATSI Act).A fact sheet about exemptions is available at www.oric.gov.au or by calling 1800 622 431.

PrivacyCollection of information on this form is authorised by the Corporations (Aboriginal and Torres Strait Islander) Act 2006. The Registrar ofAboriginal and Torres Strait Islander Corporations is required by law to keep a Register of Aboriginal and Torres Strait IslanderCorporations. Information on this form may be made public on the Registrar’s website at www.oric.gov.auThe following information will be made public (as required by law):• the details provided on this page, and• a copy of the determination made by the Registrar about this exemption.

Give reasons to support thisapplication for exemptionIf you need more space, attachan additional sheet

I confirm that this application for exemption has been authorised by a resolution of directors.I declare the information provided on this form is correct.

�Director’ssignature

5

Date

DeclarationNote: It is an offence unders. 561-1 of the CATSI Act toprovide false or misleadinginformation. This offence canresult in a penalty of $22 000,5 years imprisonment, or both.

Full name

3 From which section(s) of theCATSI Act are you applyingfor exemption?

Exemption from s. 246-25(2): Term of appointment of directors not to exceed 2 years

Exemption from s. 243-5: Maximum number of directors not more than 12

What is the term of appointment the corporation is applyingto have for directors?


of 2ISS 1406 (Design date 11/08)

Postal address

Postcode

( )Telephone

Mobile

( )Fax

Email address

Last name

First name

Mr Mrs Miss Ms Other

Please provide details of the person ORIC shouldcontact if there are any questions about this form.

Preferred method of communication(e.g. email, phone, fax, post)

Returning your form

You can return your form either by email, fax or post.To email the documents, you will need to scan them first.

Email [email protected]

Fax 02 6133 8080

Post Office of the Registrar ofIndigenous CorporationsPO Box 2029Woden ACT 2606


Wdlac

20 November 2013

Director Regulation Section Office of the Registrar of Indigenous Corporations PO Box 2029 Wooden ACT 2606 MANAGEMENT REPRESENTATION LETTER

Thank you for your letter dated 5 November 2013 summarising the findings of the recent examination under section 453 – of the Corporations (Aboriginal and Torres Strait Islander) Act 2006 (CATSI Act) and drawing some matters to the attention of the directors for their attention or action.

Further to your invitation to make any representation or comments by the close of business on 21 November 2013, please note the following:

4 Clive Street West Perth WA 6005 PO Box 331 West Perth 6872

P (08) 9486 9797 F (08) 9486 9798 www.wdlac.com.au


Redacted

We trust that you take the above into consideration when finalising any management letter for WDLAC. In the interim, please contact the Chief Executive Office of WDLAC, Mr

or myself should you wish to discuss any of the above.

Yours faithfully

Company Secretary


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of 4

The weaknesses and issues are important enough to be brought to the attention of the directors but not so serious as to require a formal compliance notice to be issued by the Registrar under section 439-20 of the Act. Decision making process in matters that affect native title rights or interests

The examiners reviewed how the corporation has managed the native title rights and interests of the Martu people, in so far as it relates to the corporation’s compliance with rule 15 of the corporation’s rules.

The examiners reported as follows: decisions are formalised at general meetings or at annual general meetings prior to formal decisions being made there is broad consultation with traditional owners in each case a negotiating group of appropriate people is established, and meets with the

traditional owners on country and the negotiating group is accompanied by legal and other advisers as necessary to collect evidence and prepare affidavits

the results of each consultation process are considered at a directors’ meeting if the directors are satisfied that proper consultation has occurred, and they are satisfied

with the outcome, a resolution is passed by the directors to put the proposal to a general meeting

a full briefing is then provided to the general meeting and members are given an opportunity to raise questions before a resolution is considered

in relation to the Cameco and Reward agreements, the examiners reported that every native title holder was consulted and their signature obtained on the relevant decision documents.

Matters to address

The matters that are brought to the attention of the directors are set out below. In my opinion these matters can be adequately addressed by way of this management letter. Appointment and remuneration of auditor

Under section 201-160 of the Act and rule 8.1.3 the appointment and remuneration of the auditor must be set by resolution of members at each annual general meeting (AGM). The examiners found that the auditor’s remuneration was not set by resolution at the AGM for the year ended 30 June 2011 (held on 12 September 2011).

The comments in your representations that the corporation passed the appropriate resolutions regarding the appointment of the auditor and the auditor’s remuneration at the AGM for the year ended 30 June 2013 held on 25 and 26 September 2013 have been noted. Appointment of director

The examiners reported that was appointed as a director by resolution at a directors’ meeting on 15 May 2013 to replace a director who had resigned.

The examiners noted that a representative from area sub-group was already present at the meeting and a replacement was not necessary.

The examiners also commented that the rules of the corporation do not appear to have any provisions for the filling of casual vacancies on the board of directors when they occur.


Australian Government - Office of the Registrar of Indigenous

Corporations

Application for exemption in relation to directors

Corporation: Western Desert Lands Aboriginal Corporation (Jamukurnu-Yapalikunu) RNTBC

ICN: 4207

Online ID:6443

Section:Printer Friendly Version

Exemption details

o From which section of the CATSI Act are you applying for exemption? Exemption from s. 243-5:

Maximum Number of Directors not more than 12

o What is the number of directors the corporation is applying to have? 17

o What is the term of appointment the corporation is applying to have for directors?

o Give reasons to support this application for exemption The Corporation believes that to have 17

directors would not:(a) be inappropriate in the circumstances, or(b) impose unreasonable burdens (as

defined further in s310-20(2)Please refer supporting document section.


ends - oric.gov.au€¦ · ends kind regards, ... human resource and finance files are locked in...

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