Equipment

Policy Statement

In order to fulfil its objectives ARRO has acquired a number of resources. This policy sets out the arrangements for management of those resources.

Definitions

• Non operational equipment – means equipment owned by ARRO but not used operationally, such as office equipment, computers, software or promotional material such as flags and banners. Operational equipment – means equipment owned by ARRO used in the process of extrication training, operational work or the development and conduct of challenges. Consumable equipment – means any disposable items owned by ARRO such as clothing or give away promotional material. ARRO financial year – the year ending on the last day of February each year.

Context

ARRO has an obligation under the Associations Incorporation Reform Act 2012, to account for all assets. While it is highly likely that the majority of ARRO equipment will not have a significant monetary value, some of the items are attractive. ARRO has a duty not only to ensure the prudent security of its financial investment, but also to ensure that the equipment remains serviceable and any information stored with the equipment is secure.

Procedures

The following headings, down to and including ‘Responsibility’ set out how this ARRO policy will be implemented.

Equipment register

Every non-consumable item owned by ARRO shall be recorded in the ARRO equipment register, attached to this policy. The register will be maintained jointly by the Governance & Compliance Officer and the Challenge Coordinator, updating with new acquisitions and disposal of old items no longer usable by ARRO.

Physical disposition of equipment

The Governance & Compliance Officer will maintain a record of the whereabouts of every item in the ARRO equipment register. Every item should be signed for by the individual taking possession at the time of issue and return.

Where necessary, this may include negotiating with an organisation to host the bulk of the equipment.

Maintenance

The Challenge Coordinator is responsible for ensuring all operational equipment is maintained in a serviceable state and for ensuring any necessary maintenance, repairs or spare parts are obtained. The Secretary is responsible for ensuring all non-operational equipment is maintained in a serviceable state.

Stock take

Once per annum, prior to the end of the ARRO financial year, the Governance & Compliance Officer is to ensure a stock take of all ARRO equipment is undertaken to account for the whereabouts and status of all items recorded on the ARRO equipment register. The outcome of the stock take is to be reported to the ARRO Executive.

Transport and movement

Event hosts from year to year will be responsible for the costs of moving any ARRO owned equipment to and from the venue for the Australasian Rescue Challenge from year to year. Where a member agency of ARRO wishes to make use of some of the ARRO equipment, that agency will be responsible for the cost of movement of the equipment and any necessary repair or maintenance costs following the use of the equipment.

Responsibility

The Challenge Coordinator will have overall responsibility for maintaining records and the status of operational equipment. The Governance and Compliance Officer will have overall responsibility for maintaining records and the status of non-operational equipment and also for review of this policy.

Associated Documents

• ARRO Equipment Register » – This document tracks all ARRO owned equipment and is maintained by the Secretary.

Record Keeping

Equipment register will be retained by the Governance & Compliance Officer.

Warning – Uncontrolled when printed!

The current version of this document is kept on the ARRO web site.

• Authorised by: Governance & Compliance Officer Original issue: 9 November 2008 Current version: 2 December 2018 Review no later than: 1 December 2020