Policy for Association Officials Expenses

Policy Statement

This policy outlines the expenses payable to or claimable by Association Officials including Executive Committee, all Sub Committee Members and Appointed personnel whilst undertaking duties of office or officially representing the Association.

Wherever possible business of any Committee, Sub Committee or Appointed personnel shall be conducted by email in an endeavour to reduce the need for physical meetings and minimize travel costs.

Carpooling by Committee members, and Appointed personnel (with other Committee members, players and/or Executive Committee members) is recommended to assist minimisation of travel costs when necessary.

No out of pocket expenses are to be paid for communication expenses incurred during the performance of official duties. To minimize any cost burden it is recommended that any communication should be:

  1. By email if possible
  2. If not then a land line telephone should be used
  3. Mobile telephone should only be used as a last resort

Reference to State Councillor also applies to his authorised representative in his absence.

Reference to Committeeman refers to any member of the Executive Committee.

This Policy includes;

  1. All General Meetings
  2. State Council Meetings
  3. All Executive Committee Meetings
  4. All Sub Committee Meetings
  5. Official Representation Events
  6. Other approved Association business meetings - e.g. Website / Auditor / Legal etc.

1. All General Meetings

a) Elected and Appointed Committee members will not be entitled to have Travel expenses reimbursed, nor be provided a meal allowance when attending General Meetings of the Association. 

b) Out of Pocket Expenses, which have been approved for an individual committee member, or for a Sub Committee Chairman are to be utilised for reimbursement of such expenses as detailed in 1 (a).

2. State Council Meetings

a) Travel and Accommodation costs for the State Councillor to attend State Council Meetings held in the Sydney Metropolitan area are paid for by Bowls NSW. If this arrangement should cease then the Executive Committee shall review this policy. 

b) Subject to approval of the Executive Committee any Committeeman may be entitled to have Travel expenses reimbursed and if required Accommodation expenses paid in full by the Association when attending State Council Meetings held in the Sydney Metropolitan area. 

c) Subject to clause 2 (d) unless otherwise approved by the Executive Committee, a Committeeman will not be entitled to reimbursement or payment of travel or accommodation or meal expenses for attendance at State Council Meetings which are;

  • Scheduled to be held at an Inter Zone Representative Event; or
  • Extra or Special Meetings called or arranged by the Zones or State Councillors

d) If a Committeeman is attending an Inter Zone Event as an official representative of the Association’s Inter Zone squad, also with the intention of attending a meeting referred to in clause 2 (c), then transport, accommodation and meal arrangements provided to other members of the respective Inter Zone side will be provided to these representatives.  

3. All Executive Committee Meetings

Conditions of clause 1 shall apply to all Committeemen attending Executive Committee Meetings.

4. All Sub Committee Meetings

a) The mileage calculation rate will be determined annually by the Executive Committee and will be reimbursed when a Committee member has to use his private vehicle to attend to official duties.

b) All travel is to be properly logged showing date, total kilometres travelled and the purpose for the trip.

5. Official Representation

a) The State Councillor shall be reimbursed for representational events as per the Bowls NSW expenses policy. 

b) A Committeeman shall utilize Out of Pocket Expenses to meet Travel and meal expenses incurred when representing the Association in an official capacity at the following events;

  • Club Milestone Anniversaries (e.g. 25th, 30th, 50th, 75th, 100th Anniversaries etc.)
  • Green Dedications/Openings
  • Club Openings
  • State Pennant Flag Unfurling Days
  • President’s Days
  • Intra Zone events (including trials e.g. Senior trials, Kelly/Shelley shield)
  • Pennant/Championship finals/playoffs
  • Other approved Association business or similar.

c) A Committeeman required to attend to an event listed in clause 5 (b) in an official capacity who does not receive an Out of Pocket Expense will be entitled to submit a claim as detailed in clause 4.  

Adopted: 22 September 2014

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