The Australian Regional Service Committee (ARSC) Administration Committee was formed to take care of matters of administration of the ARSC and to ensure the efficient running of the ARSC Meetings. They also provide these services between ARSC Meetings.

The Administration Committee is responsible and accountable to the ARSC.

Purpose and goals of the ARSC Administration Committee

• discuss ongoing work of the ARSC
• address any urgent business arising between meetings of the ARSC
• design efficient and effective administrative systems
• carry out administrative duties
• follow through on ARSC directives between ARSC Meetings
• coordinate Subcommittees where required

Membership

The ARSC Administration Committee is made up of the following ARSC positions (See also ARSC roles and responsibilities for more information)

• Chair
• Vice Chair
• Secretary
• Assistant Secretary
• Treasurer
• Assistant Treasurer
• Regional Delegate (RD)
• Alternate Delegate (AD)

ARSC Administration Committee may create service positions responsible to that Committee for the purpose of carrying out particular duties.

ARSC Administration Committee meetings and functions

• The Administration Committee meets monthly between ARSC Meetings on a Monday night
• Time and date of monthly meeting may be set or varied by the Administration Committee
• The ARSC Chair will chair the meeting and normal meetings procedures apply, including Consensus Based Decision Making (CBDM) principles
• If consensus cannot be reached a matter should generally be taken back to the ARSC
• The Administration Committee does not make policy decisions; all policy decisions are to be made by the ARSC
• The Administration Committee can authorise expenditure up to $1500 per item between ARSC Meetings
• NA members may attend The Administration Committee meetings, though only The Administration Committee members may address the meeting. Subcommittee Chairs may attend and address the meeting where invited
• Minutes of the The Administration Committee meeting are circulated to all members of the ARSC
• The ARSC Chair may convene extraordinary or partial meetings as required
• The Administration Committee may approve additional days of per diems as required for travel, in particular overseas travel by the RD and AD

Internal audits

The ARSC Admin Committee may conduct internal financial audits annually or in the first 12 months of a 2-year budget cycle.

1. Admin, excluding the Treasurer and Assistant Treasurer, appoints two or more members to form an Audit Committee. This Committee has at least one ARSC member and one ARSC Admin member.
2. The Audit Committee will determine when the audit is to take place.
3. Those conducting the audit will take possession of hard copy financial documents through the Treasurer, including statements and receipts. If this is not practicable due to geographical distance, the Treasurer must provide copies of all relevant documentation to enable the Audit Committee to complete the audit.
4. The Audit Committee is also given access to all ARSC/RSBoA electronic banking facilities. Presently, there is one bank account (See ARSC bank accounts).
5. The Audit Committee then
   – verifies deposits and monies received
   – verifies expenses
   – verifies reconciliations
   The Treasurer will create availability to answer all queries.
6. The results of the audit will be reported and presented to the ARSC Admin Committee and to the ARSC.

The results should include the reporting of facts found as a result of the process, including whether records are complete or not, accurate or not, and whether policy and procedures have been followed in money handling and record keeping. If material errors are found, they need to be reported.

The Audit Committee can recommend changes to processes and procedures based on the findings, and can report where corrections need to be made.

If there is suspicion of mismanagement or theft of NA funds, the Admin Committee can suspend the participant in question, appoint someone else to fulfil the role and authorise an investigation by members of the Admin Committee. This is as per ARSC Meeting procedures. This constitutes a pause in active service to allow time for investigation of an incident. Admin must inform the ARSC as soon as practicable of these actions. The findings are to be presented to the next ARSC Meeting.