Standing Rules
- Each action approved by the Executive Committee that serves to establish new policies or administrative procedures can be designated as a “directive”, “procedure”, or “act.” The Secretary of the AAIM can be made responsible for maintaining a file of such directives and be responsible for notifying the membership in writing of their adoption.
- The Office Bearers must maintain the integrity of member records collected and held by the Association. Also, the Executive Committee shall ensure the privacy and confidentiality of members’ personal information such the name, address, phone numbers, email addresses, date of birth, bank accounts, and so on.
- The Association must exercise caution in the use of membership information in forwarding emails, circulating broadcast emails, phone messages, posting letters, etc to ensure the privacy and confidentiality of members.
- All members are to receive the Association emails and official correspondence.
- The Association must not directly or indirectly encourage or promote using or passing members’ information, held by the Association, for sending, or circulating any commercial information/advertisement/charity/appeal/ selling goods or services/etc which are not directly related to the official business of the Association (e.g., advertisement emails, SMS for promoting the interests of any individual, business, charity or particular community group). The Association must be guarded with integrity by Australian Standard Privacy and Confidentiality rules.
- The common seal of AAIM must remain under the custody of the Secretary, President, or Vice President. The common seal must not be attached to any instrument except by the authority of the Executive Committee and the common seal must be attached by the signature of either:
- President, Vice President, or Secretary;
- Secretary or one Executive Committee member; or
- Two members of the Executive Committee authorised by the President or Secretary.
- The records, books, and other documents of AAIM (except for the financial details and a member’s personal details which that member did not agree to disclose) will be open to inspection at a place in the ACT, free of charge, by written request of any member of AAIM at any reasonable date/time mutually agreed by the member and AAIM Secretary. Disclosure of detailed financial transactions will be only done in the AGM, but not privately.
- All members of the Executive Committee must not make any media or press release or announcements relating to the work of the AAIM without the prior sanction or written approval of either the President, Vice President or Secretary, as appropriate on behalf of the Executive Committee. This approval will inform the form, content, timing, and manner of the announcement or release.