Effective CommitteesWorkshop

Gerard ByrneCharters Towers Regional Council

Volunteering North Queensland

Blueprint for the Bush

Saturday, 22 October 2011

Some housekeeping to start with -

Evacuation – main exits in an orderly fashionMobile Phones – please turn off or silent modeAmenities – outside on the left of the kitchenBreaks – 11.15 amLunch - 12.30 pmFinish – 2.00pm

What will we cover this evening?

Managing your Board or Committee

Recognising your Legal Obligations

Understanding your Financial Responsibilities

Risk Management

What do you want covered today?

Pair up with the person on your left

Agree on one thing you want to take home from

today

We will write it up on the whiteboard

At the end of the session, we will check that it

has been covered

Some assumptions?

Aware of the Associations Incorporation Act 1981 Act

Already exist as a legal entity or are a community of

interest

Commitment to be successful

Willing to make it happen

References?

Surviving and Thriving as a Safe Effective Board Member

(Ourcommunity Book)

The Board Doctor (Ourcommunity Book)

Westpac Guide for Community Treasurers

Secretary’s Guide

Ourcommunity Fact Sheets

Incorporated Associations Smart Business Guide

What is an Incorporated Association?

  Incorporation is a method of registration that gives an association legal

advantages, in return for accepting certain legal responsibilities.

When you incorporate your association, it becomes a legally separate entity with the same powers as an individual. An incorporated association can own land, sign a lease and appear in court.

An incorporated association and its members are legally separate. Under normal circumstances, it provides protection to the management committee from personal liability for the actions of the incorporated association, provided they are carried out in good faith and due diligence.

What is an Incorporated Association

  However, with these benefits come obligations and responsibilities. Your

incorporated association must comply with both the Associations Incorporation Act 1981 and Associations Incorporation Regulation 1999.

Your incorporated association´s financial affairs will need to be audited or verified annually and financial statements lodged. Any member of the public can access copies of the documents that you are required to provide to us, including a copy of your rules, annual returns and financial statements.

Source: http://www.fairtrading.qld.gov.au/incorporated-associations.htm

Key Roles

 

ChairTreasurerSecretaryOrdinary MemberAdvisorAuditor

Case Study

 Townsville Event Network (currently being incorporated)

120 possible members

Purpose (Training?)

Name (What is the best fit?)

Activities (4 workshops a year?)

Considerations (Recruiting a committee? Needs met?)

Managing Your Board or Committee

 Management committee

The makeup and responsibilities of the management committee of your incorporated association.

MembershipYour incorporated association is required to keep a register of (current) members. Your rules also need to set out any qualifications on becoming a member of your incorporated association.

MeetingsManagement committee meetings, general meetings and annual general meetings.

Managing Your Board or Committee

 Management committee

The makeup and responsibilities of the management committee of your incorporated association.

MembershipYour incorporated association is required to keep a register of (current) members. Your rules also need to set out any qualifications on becoming a member of your incorporated association.

MeetingsManagement committee meetings, general meetings and annual general meetings.

Managing Your Board or Committee

  Incorporated association rules

Every incorporated association has a set of rules. You can use the model rules or write your own.

Change of incorporated association nameHow to change the name of your incorporated association.

Public liability insuranceManagement committee obligations in assessing the need for public liability insurance. Using an Insurance broker. Legal Firms offer.

Managing Your Board or Committee Leadership

Leadership and Management – getting the balance right

Communication

Keeping everyone informed: Meetings, Phones, Text, Face to Face

Handling disputesWe can not intervene in the disputes of an incorporated association.

AmalgamationThe process for amalgamating two or more existing incorporated associations into one.

Managing Your Board or Committee

 Management Committees (Handout) Be very clear on roles and responsibilities

Document and confirm in writing

Have fun

Incorporated Association Rules (Handout)Incorporated Associations Smart Business Guide

Ourcommunity Books and Fact Sheets

Office of Fair Trading Guides

Any Questions?

(Short Break)

Network like there is no tomorrow

during the break

How you can help us?

Complete the Evaluation Form

Tell us what you want us to do next year

If you enjoyed the workshop, tell everyone: Ring, Email, Facebook, or Twitter

Not happy? Tell us, so we can better for you next time.

Recognising Your Legal Obligations

Incorporation

Duty of Care and Due Diligence

Risk Management

Insurance

Other requirements eg Local Government

Understanding your Financial Responsibilities

Financial reporting requirements

For the purposes of financial reporting, an incorporated

association may be classed as a level 1, level 2 or level 3

association, depending on its current assets and revenue.

The three levels have different financial reporting requirements.

Level 1 > $100,000 (assets or income)

Level 2 > $20,000

Level 3 < $20,000

Understanding your Financial Responsibilities

Financial reporting requirementsYour incorporated association must prepare annual financial statements for reporting purposes.

Annual returnsYour management committee must ensure financial statements are prepared and presented at the annual general meeting for approval.

AuditorsHaving your incorporated association´s annual financial statements audited. What level are you: 1, 2, or 3?

Record keepingYou need to keep proper records so that your incorporated association´s financial affairs can be properly audited. (Refer Smart Business Guide pp34/35)

Risk Management

Risk Management is a necessity for every organisation. Although it may seem complex and time consuming, developing a comprehensive risk management plan is essential for a range of reasons.

Ourcommunity Seven Step Model: Establishing a Context for Risk Management in Your OrganisationCommunicating Risk Management to Your Organisation Identifying Risks in Your OrganisationAnalysing Risks in Your OrganisationEvaluating Risks in Your OrganisationTreating Risks in Your OrganisationMonitoring and Reviewing Risks in Your Organisation

Risk ManagementA well-developed risk management plan can assist organisations by:Helping to reduce injuries and accidentsEnsuring compliance with legal and financial obligationsHelping acquire insurance at lower premiums by showing your organisation is serious about controlling risksHelping limit potential litigation if you can prove your organisation has taken all reasonable steps to manage risks.Helping staff and volunteers understand, and more effectively perform their roles.No risk management plan, no matter how much effort went into it’s preparation or how impressive it’s documentation, will have any influence on improving safety unless it is actually put into effective use at the coalface. Your risk management policy must be easily understood, user friendly, and accessible to all. A document that is unnecessarily cumbersome and lengthy, or is difficult to find or understand, is unlikely to be used. (Source: Vicsport)

Risk ManagementCar Park Case Study

How you can help us?

Complete the Evaluation Form

Tell us what you want us to do next year

If you enjoyed the workshop, tell everyone: Ring, Email, Facebook, or Twitter

Not happy? Tell us so we can better for you next time.

REFERENCES

Queensland Office of Fair Trading

Volunteering North Queensland

References (eg Ourcommunity Books, etc)

(www.ourcommunity.com.au)

Volunteering North Queensland Website

(www.volunteeringnthqld.org.au)

How to make Google work for you?

Google Alerts

If in doubt, “Google it”.

2011 Workshop Program – More in 2012

Questions?

Thank you for your attendance today

Need further help?

Charters Towers Regional Councilwww.charterstowers.qld.gov.au

Volunteering North Queenslandwww.volunteeringnthqld.org.au

Fair Trading Queenslandwww.fairtrading.qld.gov.au