1. PREAMBLE
1.1 The Conference delegates to the Bishops' Committee the responsibility for overseeing the receipt and management of the Grant provided to the Catholic Bishops of Australia to support the delivery of natural family planning services to the Australian community.

1.2 The Conference shall establish a Natural Family Planning Board of Management (hereinafter referred to as 'the Board') to be the agent to the Bishops' Committee in administering and managing the Grant so as to ensure that natural family planning services are made available to the Australian community in accord with the teaching of the Catholic Church on marriage and sexuality.

1.3 The Conference shall make all appointments to the Board.

2. STATEMENT OF PURPOSE
2.1    The purpose of the Board shall be to contribute to the reproductive health of the Australian community by overseeing and administering the distribution of funds to eligible organisations and persons delivering a range of high quality clinical and non-clinical natural family planning services which are in accord with the teaching of the Catholic Church on marriage and sexuality and the terms and conditions as prescribed by any Funding Agreement.

2.2    The Board shall not seek to deliver natural family planning services or activities nor shall it authorise the Natural Family Planning Office ( hereinafter referred to as 'the Office') to deliver clinical and non-clinical natural family planning services or activities outside those required to effect the directions of the Board.

3. THE BOARD
3.1    The Board shall be responsible for the delegations and functions entrusted to it in accordance with this Mandate.

3.2    The Board is an organ of the Conference and shall be accountable to the Conference through the Bishops' Committee.

3.3 The Board shall number seven (7) Members and shall consist of the following:
(i) one representative of the Conference nominated by the Bishops' Committee;
(ii) two representatives nominated by Australian Council of Natural Family Planning Inc;
(iii) two representatives nominated by Ovulation Method Research and Reference Centre of Australia Ltd; and,
(iv) two other persons nominated by the Bishops' Committee.
3.4    In order to be appointed to the Board, each representative nominated by Australian Council of Natural Family Planning Inc and by Ovulation Method Research and Reference Centre of Australia Ltd must hold or have held a position on the Executive Committee of the nominating organisation.

3.5    Each representative nominated by Australian Council of Natural Family Planning Inc, by Ovulation Method Research and Reference Centre of Australia Ltd and by the Bishops' Committee shall hold appointment for a period of two (2) years and shall be eligible for reappointment for one subsequent term of two (2) years.

3.6    The representative of the Conference shall chair all meetings of the Board. The Board shall elect from amongst its membership a Deputy Chairperson to chair the meeting in those instances where the Chairman is unable to attend the meeting.

3.7    A quorum for all meetings of the Board shall consist of not less than half of the number of Members plus one Member provided that one of the Members present is the Chairperson or the Deputy Chairperson; one of the Members present is a representative of Australian Council of Natural Family Planning Inc; and, one of the Members present is a representative of Ovulation Method Research and Reference Centre of Australia Ltd.

3.8    Only Members holding appointment from the Conference shall be eligible to cast a vote at the meetings of the Board. Members who are unable to attend a meeting may delegate their vote by use of a written proxy to another Member of the Board.

3.9    Acceptance of appointment to the Board shall be taken as assent by the Member to the terms and conditions contained in this Mandate and the Charter.

4. DELEGATIONS
4.1    The Bishops' Conference shall delegate to the Board the responsibility for overseeing the receipt, administration and management of all aspects of the Grant for the delivery of natural family planning services to the Australian community.

4.2 It is a condition of the delegation from Conference that any use of this delegation which, by its use, reflects a substantial departure from this Mandate, the Charter or any direction from the Conference shall be submitted to the Bishops' Committee for prior approval.

5. FUNCTIONS
5.1 The Board shall carry out the following functions on behalf of the Bishops' Conference:
A. Policy
(i) Determine policy and develop strategic directions in accord with the Charter and the requirements of the Commonwealth;
(ii) Authorise all negotiations with the Commonwealth regarding the Grant and any other monies that may be acquired for the purpose of furthering the Objectives;
(iii) Determine and review the funding formulae for the distribution of the Grant;
(iv) Determine and review methods for data collection as required by the Commonwealth or the Conference;
(v) Advise the Bishops' Committee in relation to the delivery, development and expansion of natural family planning services and activities.
B. The Grant
(i) Receive and receipt the Grant;
(ii) Ensure the Grant is used for the purposes contained in any Funding Agreements entered into by the Conference;
(iii) Distribute the Grant in accord with a funding formula.
C. Administration
(i) Oversee the activities of the Office;
(ii) Cause an Annual Report covering the activities, achievements and outcomes delivered during the period relating to each Funding Agreement to be delivered to the Bishops' Committee for endorsement and for the delivery of the endorsed Annual Report to the Catholic Bishops, the Commonwealth and other persons as determined by the Board;    

(iii) Cause an audited statement of income and expenditure covering the period relating to each Funding Agreement to be delivered to the Bishops' Committee for endorsement and for the delivery of the endorsed statements to the Catholic Bishops and the Commonwealth in line with the conditions contained in the Funding Agreement;
(iv) Ensure that the national risk management program which indemnifies the Catholic Bishops is maintained at the highest standard at all times;
(v) Causes a report concerning whether those delivering natural family planning services rendered using the Grant have given a commitment to do so in accordance with the teaching of the Catholic Church and the Guiding Principles outlined in the Charter.

6.    THE NATURAL FAMILY PLANNING OFFICE
6.1    The employees who are required to staff the Office shall be employees of the Conference and shall be employed under the terms and conditions contained in the document Conditions of Employment for Employees of the Australian Catholic Bishops' Conference and its Organisations as amended from time to time.

6.2    Employees shall be appointed to the Office by the Conference upon the recommendation of the Board.

6.3    The Office shall be directly accountable to the Board.

6.4    The Office shall serve the Board and the Board shall direct all the activities carried out by the Office.

6.5    The Board may delegate to the Office the responsibility for implementing some or all of the decisions taken by the Board in which case the Office shall hold a formal delegation from the Board to implement the directions and decisions of the Board.

7. INCOME AND FINANCE
7.1 The funds of the Board shall be banked in the name of the "Natural Family Planning

Board" in such a bank or financial institution as the Board may from time to time determine subject to direction from the Conference.

7.2    The Board shall cause proper books and accounts to be kept and maintained in accord with Australian Accounting Standards showing the financial affairs of the Board and the particulars usually shown in books of a like nature.

7.3 All moneys shall be banked as soon as practicable upon receipt of them.

7.4    Income shall be derived from:
(i) Grants from the Conference;
(ii) Grants from the Commonwealth Government that are keeping with the Objectives and the Governing Principles;
(iii) Income generated through the application of Government grants;
(iv) Other sources at the discretion of the Board.;

7.5    All accounts shall be paid by cheque signed by any two (2) of the Chairperson or Deputy Chairperson of the Board or other designated Signing Officers holding a formal authority from the Board.

7.6    Cheques shall be crossed "Not Negotiable" except those in payment of wages and allowances of petty cash recoupment which may be open and shall be kept on an imprest system.

7.7    The financial year of the Board shall be as determined by the Conference bearing in mind the requirements of the Commonwealth.

7.8    As soon as practicable after the end of the financial year the Board shall cause to be prepared a statement of receipts and payments, income and expenditure and a balance sheet for the financial year just ended. All such statements shall be examined by an independent auditor appointed by the Conference who shall present a report upon such audit to the Board at the earliest time following the completion of the financial year in respect of which such audit was made.

7.9    The income of the Board whencesoever derived shall be applied solely towards the promotion of the Statement of Purpose contained in this Mandate, the Objectives and the Government Principles as set forth in the Charter and, the terms and conditions of the Grant and no portion thereof shall be paid or transferred directly or indirectly by way of bonus or profit to those who at any time are or have been Members of the Board or those who are employees of the Conference or to any of them or to any person claiming through any of them provided that nothing herein contained shall prevent payment in good faith of remunerations to any Members or officer thereof, in return for any services actually rendered to the Board.

8. MANAGEMENT OF ASSETS
8.1    The Board shall be responsible for managing the assets, equipment, files and other materials held by the Office on behalf of the Conference upon their transfer from the Australian Catholic Social Welfare Commission at 1 July 1999 and shall ensure that this management complies with the requirements of the Income Tax Assessment Act 1936 and the Sales Tax (Exemptions and Classifications) Act 1992.

9. RESOLUTION OF DISPUTES
9.1    In the event that the Board is unable to make a decision that is required in order to effect this Mandate is shall be referred to the Bishops' Committee for decision.

9.2    The Board shall cause review and/or grievance procedures to be established in the event that an organisation or person eligible to receive funding under the Grant, as provided in the Guiding Principles, seeks to have a decision of the Board reviewed.

9.3    The Board shall cause a grievance procedure to be established in accord with the protocols contained in the document the Conditions of Employment for Employees of the Australian Catholic Bishops' Conference and its Organisations in the event that the Board is unable to resolve a grievance held by staff of the Office.