Introduction to the Club Benchmarking Tool This document is a simple guide for club committees to benchmark themselves against best practice amongst other sailing and sports clubs. It is presented in the form of a matrix of many criteria, including governance, policy and program adoption, against three standards of achievement, where Gold is the highest. Clubs can assess and decide the level of achievement they aspire to for all or any criteria. It can assist clubs assess their priorities for their forthcoming planning period. Yachting Australia s role is to continue to develop resources and templates that State Associations can provide to clubs to assist clubs to increase their level of achievement on any criteria. 1. Planning & Prioritising Criteria Bronze Silver Gold Governance Board / Committee Planning Financial Board / Committee Roles Membership An Incorporated Association By laws for sub committees Regular reviews of rules and by laws Elected and effective Has a three year plan Has an annual budget The Committee has clearly defined roles for its important functions Membership rules welcome everyone. There are no prerequisites for membership Conducts induction and performance reviews Regularly reviews performance against plan Reviews financial reports against budget regularly All roles are filled by appropriately skilled people Club fees structure favours families, young people, and people of all abilities Includes women, young people and people of all abilities Has long term plan (five years or more) Has five year financial plan More than one year s membership fees in reserves The Committee has a succession plan and candidate for all roles Club fees structure offers concessions for community groups of disadvantage Funding Club has some sponsorship from local community, or income in addition to fees Temporary or Introductory membership is available Club has a registered Australian Sports Foundation Project offering tax deductible status for donations Club has significant sponsorship or commercial income 1 JUNE 2014
2. Planning & Prioritising (Facilities & Tenure) Criteria Bronze Silver Gold Club Tenure & Leases Club Facilities Renewal Club Boats Safety & Sailing Accessible Facilities Environment Has a long term lease with landlord for all occupied land Existing facilities are well maintained and presented Existing safety boats, and club owned sailing boats are well maintained and presented Club facilities are welcoming to families, juniors, youth, females and people of all abilities and backgrounds 3. Risk & Safety Management Safety & Risk Management Plan & Emergency Procedures Safety Officer Has assessed all club facilities for accessibility for people with mobility difficulties Has an energy use and resource disposal plan to reduce environmental impact Has a risk management plan and Incident Management Plan less than three years old. Club officials and members are all aware of it Has access to a recognised person with expertise in safety at clubs Landlord values the clubs role on the foreshore Has indentified timing and cost of facilities renewal for next 20 years Has indentified timing and cost of safety and club sailing boats renewal for next 10 years Provides club boats for up to club racing level for juniors, youth and families Has a plan to ensure all facilities are attractive to all demographics and are accessible for people of all abilities Has a rain water storage or recycling system Recycles feasible rubbish Club conducts proactive training of its volunteers on safety and operations Has a designated safety coordinator with assigned responsibilities or authorities, and a method of reporting and investigating all major incidents Contributes to, and is recognised in, landlord s long term precinct plan Has addressed funding of facilities renewal Has addressed funding of safety and club sailing boats renewal Offers seasonal leasing of sailing boats to members All facilities are attractive to all demographics and accessible for people of all abilities Generates solar energy Has no negative impacts on local environment from waste or discharge Risk management & OHS Plans Policies & Procedures are reviewed and updated and communicated annually Has a team of people responsible for safety at the club and a member who is a National Equipment Auditor 2
Inclusion Membership Protection Policy (to minimise discrimination & harassment) Women Responsible Alcohol Smoking Healthy Eating Sun Smart 4. NEW PARTICIPANTS Gemba Report Prioritising participation Discover Sailing Branding All club activities welcome people of all abilities Has adopted a membership Protection Policy Actively promotes the inclusion of women in all aspects of clubs activity All regulations are met, signage is displayed and volunteers and staff are appropriately trained. Complies with state smoking regulations Food handlers are appropriately trained Offers sunscreen to members at no cost Committee has read the gemba report summary for clubs Committee has identified participation as one of its priorities Adopts the Discover Sailing logo and brand. Uses the recommended Discover Sailing messages and key words in all promotion Club has adopted specific Inclusion Policies Has a trained membership protection information officer Has adopted a formal plan for an increase in female representation in all aspects of club activity Actively promotes responsible consumption of alcohol No smoking is allowed in vicinity of club building Offers healthy eating alternatives Promotes wearing sun smart clothing & hats Committee has considered the gemba recommendations Committee has a plan and identified responsibilities for increasing participation Actively promotes the Discover Sailing brand at the club Ensures club profile is up to date on the Discover Sailing website Club actively involves people of all abilities in all activities and roles Has effectively avoided escalation of any MPP issues. Has 40% of Committee as female Has no financial sponsorship from alcohol companies Actively promotes no smoking Promotes healthy eating Provides adequate shaded areas Committee has substantially adopted the gemba recommendations Committee is achieving participation growth consistent with plan Links to, and promotes the Discover Sailing website on club website 3
Discover Sailing Day The Sailing Pathway (1-6) Discover Sailing Hosts Discover Sailing Courses Learn to sail dinghy (Pathways Steps 1-3) Participates in the national Discover Sailing day and attracts significant community interest Displays and promotes the sailing pathway to all members and prospective members Has an appointed person(s), Discover Sailing Host(s), to receive and follow up all enquiries about club participation and membership Is a recognised Discover Sailing Centre delivering the Dinghy Program Levels 1 & 2 Follows up all enquiries received at Discover Sailing day Achieves a good volume of follow up activity in Discover Sailing Experiences, Courses and Crewing Integrates the sailing pathway in the clubs sailing activities. Has identified its pathway priority levels Conducts an induction program for all new members and attendees at learn to sail courses Delivers dinghy program level 3 Better sailing Conducts other Discover Sailing days and activities for the local community Offers a sailing activity at each of levels 1-6 on the pathway to all members Runs a mentoring program that links a new member to an existing member mentor Delivers dinghy program levels 4 & 5 Start Racing AND/OR Learn to sail keelboat (Pathways Steps 1-3) Juniors Tackers (Pathways Steps 1-6) Juniors ages 7 12 Instructors Vocational career paths Is a recognised Discover Sailing Centre delivering the Keelboat Program Level 1 Start Crewing and Level 2 Helming Is a recognised Discover Sailing Centre delivering a junior/primary school age program or Tackers Only uses YA qualified instructors Promotes the availability of vocational career paths in sailing and boating to youth Delivers the Keelboat Program Start Skippering, Racing and Learn Spinnakers Courses Runs a green fleet program for juniors (level 4 pathway) Supports instructors in attaining their qualification Has had youth progress to sailing and boating vocational programs Delivers the YA RYA Keelboat Scheme and the Safety and Sea Survival Course Runs a junior coaching program (level 6 pathway) beyond green fleet reflecting bronze/silver and gold fleets Encourages all instructors to undertake development and attend YA/State forums etc Conducts or hosts vocational training 4
Schools Other aquatic interests Sailability Females Power Boat Education Volunteer Attraction & Recognition Crewing Recreational sailing 5. Sailor Development Coaching Programs (Level 6 ) Coach Development (Level 6) Promotes & provides opportunities to discover sailing to local schools Conducts Learn to sail programs for local schools Welcomes other aquatic users Encourages wind surfing and kiteboarding Conducts a Sailability program recreational sailing Has policies in place that ensure equal treatment of females Requires all on water volunteers & staff to hold YA Power Boat Handling certificate Has a volunteer attraction, induction & retention program Recognises volunteers with an annual awards / celebration activity Actively promotes crewing opportunities Offers alternatives to traditional weekend club racing Offers a coaching program with a qualified coach for all sailors Has a qualified club coach Conducts a Sailability program based on YA dinghy program in addition to recreational sailing Conducts a female specific introductory program Conducts recreational boating course for the public eg. start powerboating Funds the training to achieve qualifications for volunteer instructors, race officials and coaches Provides uniforms Has a crew matching service (to match crews and boats) Has mid-week alternatives to club racing eg. twilights social racing Has identified preferred classes for its coaching program and promoted to those class associations Club coach is involved in state coach development Network Has involved local schools in club activities. Hosts a secondary schools teams sailing activity Conducts windsurfing & kiteboarding activities Sailability fully integrated into all club activities Conducts female specific events and activities Conducts additional boating training eg. navigation or radio Nominates volunteers for State service to yachting awards and life membership Converts crew to club members Has a recognised active non racing group of members eg. cruising Is recognised by class Associations as a preferred club for their coaching Club coach is supporting development of club coaches 5
Youth Development Has achieved members in state development squad (Level 7) in last year 6. Communication & Community Presentation Signage is welcoming to visitors (no members only signs) State Association interaction Awards Recognitions and Nights Website Social Media Communication with community Community partnerships Newsletters & Communication with Members Communication with non-members MyClub Attends state general meetings Conducts own annual awards Has up to date website that displays upcoming events, courses etc for members and information for visitors Has presence on Facebook Has designated community PR person and PR plan Encourages community groups to use and share facility Distributes regular e-newsletter to members. Captures details of all visitors and non-members at club Enters all members and renewals in MyClub promptly Has achieved members in state sailing team (Level 8) in last year Fence boundaries and buildings are open and accessible in daylight hours Attends state conferences & forums Has members on state board or committees Nominates members for state/ YA or community annual awards Website serves mobile phones, devices & tablets Promotes activities through Facebook Produces regular local community media releases Has relationship with local council and their media Distributes regular hard copy newsletter to members Has a plan for communication with them Records member email addresses in MyClub Has achieved members in Australian Squad or team (Level 9 or 10 ) in last year Facilities and buildings design make it easy & welcoming for visitors Contributes to state planning and performance assessment via surveys & meetings Has members recognised in state / YA or community annual awards Links on website to social media Has a digital media plan and uses other social media Has strong working relationship with local media Is part of wider community programs eg. festivals Conducts regular member information nights integrating social activity Communicates regularly opportunities to get more involved with the club Uses MyClub to promote the Club & its activities including via the event calendar 6
7. Competition & Events Criteria Bronze Silver Gold Major Events Assists conduct of major Actively contributes to Conducts major events events at other clubs through organisation the organisation the provision of resources of major events at other clubs boats and volunteers State Sailing Regattas Schools Teams Sailing Race Officials & Training Results and Scores Handicapping Rules Education for Members Recognises dates for major state regattas on club calendar (no more than I per month) Conducts local schools training in teams sailing Conducts all club racing under qualified club race officer Posts all results on the club notice board Uses a yardstick, class based handicap (CBH) or performance handicap system (PHS) for mixed fleet racing Conducts rules seminars for members Promotes major state regattas sailors Conducts schools teams sailing regattas for local schools Has qualified state race officer as member Posts all results on the club website Uses the state recognised yardstick, CBH or PHS for mixed fleet racing Has members on state race officiating committee Does not schedule racing on dates of major state regattas Supports local schools to participate in state schools teams sailing regattas Has qualified national race officer as member Posts all results on the club s social media (Facebook, Twitter) and via SMS Uses the state recognised yardstick, CBH or PHS for mixed fleet racing and actively provides feedback into the development and maintenance of the handicaps Educates members in rules for teams & match racing WHERE TO FIND OUT MORE Visit www.yachting.org.au/participation for more information on how to develop your club or centre. 7