Effective Committees Charters Towers Saturday 22 October 2011

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Effective Committees Charters Towers Saturday 22 October 2011

  1. 1. Effective Committees Workshop <ul><li>Gerard Byrne </li></ul><ul><li>Charters Towers Regional Council </li></ul><ul><li>Volunteering North Queensland </li></ul><ul><li>Blueprint for the Bush </li></ul><ul><li>Saturday, 22 October 2011 </li></ul>
  2. 2. Some housekeeping to start with - <ul><li>Evacuation – main exits in an orderly fashion </li></ul><ul><li>Mobile Phones – please turn off or silent mode </li></ul><ul><li>Amenities – outside on the left of the kitchen </li></ul><ul><li>Breaks – 11.15 am </li></ul><ul><li>Lunch - 12.30 pm </li></ul><ul><li>Finish – 2.00pm </li></ul>
  3. 3. What will we cover this evening? <ul><li>Managing your Board or Committee </li></ul><ul><li>Recognising your Legal Obligations </li></ul><ul><li>Understanding your Financial Responsibilities </li></ul><ul><li>Risk Management </li></ul>
  4. 4. What do you want covered today? <ul><li>Pair up with the person on your left </li></ul><ul><li>Agree on one thing you want to take home from today </li></ul><ul><li>We will write it up on the whiteboard </li></ul><ul><li>At the end of the session, we will check that it has been covered </li></ul>
  5. 5. Some assumptions? <ul><li>Aware of the Associations Incorporation Act 1981 Act </li></ul><ul><li>Already exist as a legal entity or are a community of interest </li></ul><ul><li>Commitment to be successful </li></ul><ul><li>Willing to make it happen </li></ul>
  6. 6. References? <ul><li>Surviving and Thriving as a Safe Effective Board Member (Ourcommunity Book) </li></ul><ul><li>The Board Doctor (Ourcommunity Book) </li></ul><ul><li>Westpac Guide for Community Treasurers </li></ul><ul><li>Secretary’s Guide </li></ul><ul><li>Ourcommunity Fact Sheets </li></ul><ul><li>Incorporated Associations Smart Business Guide </li></ul>
  7. 10. What is an Incorporated Association? <ul><li>  </li></ul><ul><li>Incorporation is a method of registration that gives an association legal advantages, in return for accepting certain legal responsibilities. </li></ul><ul><li>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. </li></ul><ul><li>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 . </li></ul>
  8. 11. What is an Incorporated Association <ul><li>  </li></ul><ul><li>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 . </li></ul><ul><li>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. </li></ul><ul><ul><li>Source: http://www.fairtrading.qld.gov.au/incorporated-associations.htm </li></ul></ul>
  9. 12. Key Roles <ul><li>  </li></ul><ul><li>Chair </li></ul><ul><li>Treasurer </li></ul><ul><li>Secretary </li></ul><ul><li>Ordinary Member </li></ul><ul><li>Advisor </li></ul><ul><li>Auditor </li></ul>
  10. 13. Case Study <ul><li>  Townsville Event Network (currently being incorporated) </li></ul><ul><li>120 possible members </li></ul><ul><li>Purpose (Training?) </li></ul><ul><li>Name (What is the best fit?) </li></ul><ul><li>Activities (4 workshops a year?) </li></ul><ul><li>Considerations (Recruiting a committee? Needs met?) </li></ul>
  11. 14. Managing Your Board or Committee <ul><li>  </li></ul><ul><li>Management committee The makeup and responsibilities of the management committee of your incorporated association. </li></ul><ul><li>Membership Your 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. </li></ul><ul><li>Meetings Management committee meetings, general meetings and annual general meetings. </li></ul>
  12. 15. Managing Your Board or Committee <ul><li>  </li></ul><ul><li>Management committee The makeup and responsibilities of the management committee of your incorporated association. </li></ul><ul><li>Membership Your 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. </li></ul><ul><li>Meetings Management committee meetings, general meetings and annual general meetings. </li></ul>
  13. 16. Managing Your Board or Committee <ul><li>  </li></ul><ul><li>Incorporated association rules Every incorporated association has a set of rules. You can use the model rules or write your own. </li></ul><ul><li>Change of incorporated association name How to change the name of your incorporated association. </li></ul><ul><li>Public liability insurance Management committee obligations in assessing the need for public liability insurance. Using an Insurance broker. Legal Firms offer. </li></ul>
  14. 17. Managing Your Board or Committee <ul><li>  </li></ul><ul><li>Leadership </li></ul><ul><li>Leadership and Management – getting the balance right </li></ul><ul><li>Communication </li></ul><ul><li>Keeping everyone informed: Meetings, Phones, Text, Face to Face </li></ul><ul><li>Handling disputes We can not intervene in the disputes of an incorporated association. </li></ul><ul><li>Amalgamation The process for amalgamating two or more existing incorporated associations into one. </li></ul>
  15. 18. Managing Your Board or Committee <ul><li>  </li></ul><ul><li>Management Committees (Handout) </li></ul><ul><li>Be very clear on roles and responsibilities </li></ul><ul><li>Document and confirm in writing </li></ul><ul><li>Have fun </li></ul><ul><li>Incorporated Association Rules (Handout) Incorporated Associations Smart Business Guide </li></ul><ul><li>Ourcommunity Books and Fact Sheets </li></ul><ul><li>Office of Fair Trading Guides </li></ul>
  16. 19. <ul><li>Any Questions? </li></ul><ul><li>(Short Break) </li></ul><ul><li>Network like there is no tomorrow during the break </li></ul>
  17. 20. How you can help us? <ul><li>Complete the Evaluation Form </li></ul><ul><li>Tell us what you want us to do next year </li></ul><ul><li>If you enjoyed the workshop, tell everyone: Ring, Email, Facebook, or Twitter </li></ul><ul><li>Not happy? Tell us, so we can better for you next time. </li></ul>
  18. 21. Recognising Your Legal Obligations <ul><li>Incorporation </li></ul><ul><li>Duty of Care and Due Diligence </li></ul><ul><li>Risk Management </li></ul><ul><li>Insurance </li></ul><ul><li>Other requirements eg Local Government </li></ul>
  19. 22. Understanding your Financial Responsibilities <ul><li>Financial reporting requirements </li></ul><ul><li>For the purposes of financial reporting, an incorporated </li></ul><ul><li>association may be classed as a level 1, level 2 or level 3 </li></ul><ul><li>association, depending on its current assets and revenue. </li></ul><ul><li>The three levels have different financial reporting requirements. </li></ul><ul><ul><ul><li>Level 1 > $100,000 (assets or income) </li></ul></ul></ul><ul><ul><ul><li>Level 2 > $20,000 </li></ul></ul></ul><ul><ul><ul><li>Level 3 < $20,000 </li></ul></ul></ul>
  20. 23. Understanding your Financial Responsibilities <ul><li>Financial reporting requirements Your incorporated association must prepare annual financial statements for reporting purposes. </li></ul><ul><li>Annual returns Your management committee must ensure financial statements are prepared and presented at the annual general meeting for approval. </li></ul><ul><li>Auditors Having your incorporated association´s annual financial statements audited. What level are you: 1, 2, or 3? </li></ul><ul><li>Record keeping You need to keep proper records so that your incorporated association´s financial affairs can be properly audited. (Refer Smart Business Guide pp34/35) </li></ul>
  21. 24. Risk Management <ul><li>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. </li></ul><ul><li>Ourcommunity Seven Step Model: </li></ul><ul><li>Establishing a Context for Risk Management in Your Organisation </li></ul><ul><li>Communicating Risk Management to Your Organisation </li></ul><ul><li>Identifying Risks in Your Organisation </li></ul><ul><li>Analysing Risks in Your Organisation </li></ul><ul><li>Evaluating Risks in Your Organisation </li></ul><ul><li>Treating Risks in Your Organisation </li></ul><ul><li>Monitoring and Reviewing Risks in Your Organisation </li></ul>
  22. 25. Risk Management <ul><li>A well-developed risk management plan can assist organisations by: </li></ul><ul><li>Helping to reduce injuries and accidents </li></ul><ul><li>Ensuring compliance with legal and financial obligations </li></ul><ul><li>Helping acquire insurance at lower premiums by showing your organisation is serious about controlling risks </li></ul><ul><li>Helping limit potential litigation if you can prove your organisation has taken all reasonable steps to manage risks. </li></ul><ul><li>Helping staff and volunteers understand, and more effectively perform their roles. </li></ul><ul><li>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) </li></ul>
  23. 26. Risk Management <ul><li>Car Park Case Study </li></ul>
  24. 27. How you can help us? <ul><li>Complete the Evaluation Form </li></ul><ul><li>Tell us what you want us to do next year </li></ul><ul><li>If you enjoyed the workshop, tell everyone: Ring, Email, Facebook, or Twitter </li></ul><ul><li>Not happy? Tell us so we can better for you next time. </li></ul>
  25. 28. REFERENCES <ul><li>Queensland Office of Fair Trading </li></ul><ul><li>Volunteering North Queensland </li></ul><ul><li>References (eg Ourcommunity Books, etc) </li></ul><ul><ul><li>(www.ourcommunity.com.au) </li></ul></ul><ul><li>Volunteering North Queensland Website </li></ul><ul><li>(www.volunteeringnthqld.org.au) </li></ul>
  26. 29. How to make Google work for you? Google Alerts If in doubt, “Google it”.
  27. 30. 2011 Workshop Program – More in 2012
  28. 31. <ul><li>Questions? </li></ul><ul><li>Thank you for your attendance today </li></ul><ul><li>Need further help? </li></ul>Charters Towers Regional Council www.charterstowers.qld.gov.au Volunteering North Queensland www.volunteeringnthqld.org.au Fair Trading Queensland www.fairtrading.qld.gov.au

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