Club Guide Surf Life Saving SA

Club Guide Surf Life Saving SA

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Club Guide Surf Life Saving SA Introduction

Contents Introduction 5 About The Club Guide... 6 Surf Life Saving SA Strategic Plan... 7 Surf Life Saving SA Staff and Contacts... 8 Surf Life Saving SA Departments... 9 Surf Life Saving SA Clubs... 12 Club Management 13 Governance... 14 Directors, Officers and Governance Obligations... 15 Club Constitution... 16 Surf Life Saving Australia Policy Register... 18 Surf Life Saving Codes of Conduct... 19 Affiliation... 20 How to Handle Police Enquiries... 24 Governance Principles... 25 Board /Director Induction... 29 Club Executive 30 Planning......... 31 Strategic Planning... 32 Business Planning... 33 Succession Planning... 35 Working With Key Stakeholders... 36 Club Records... 37 SurfGuard... 38 Meetings... 40 Annual Report... 47 Communications 49 Effective Communication... 50 Communication Within Lifesaving... 53 Information Technology... 55 Social Media... 57 Club Guide Surf Life Saving SA Page 2 of 252

Contents Financial Management 60 Financial Administration... 61 Financial Management... 62 Compliance... 64 Financial and Internal Controls... 73 Financial Planning... 83 Monitoring and Reporting Progress... 86 Audit... 87 Employment With Your Surf Club... 92 Risk Management 97 Insurance... 98 Work Health and Safety... 102 Member Protection... 105 Marketing 106 Fundraising... 107 Fundraising Tips... 112 Sponsorship... 117 Selling Sponsorship... 118 Intellectual Property... 124 Sample Documents... 127 Grants... 135 Media 149 Media Operations... 150 Media Releases... 154 Incident Media Management... 156 Photography and Digital Recording... 160 Club Guide Surf Life Saving SA Page 3 of 252

Contents Member Services 168 Club and Member Development... 169 Membership Categories... 170 Membership Forms... 172 Membership Development... 173 Development and Leadership Camps... 174 Volunteers... 176 Member Recognition... 178 Responsible Service of Alcohol... 181 Job Descriptions... 182 Member Education and Training... 191 Community Programs Education and Training... 197 Inclusion Programs... 199 Lifesaving Services 202 Managing Lifesaving Records... 203 Patrol Audits... 208 Lifesaving Standing Committee... 209 Managing Your Beach... 210 Patrol Leader Qualifications... 211 Stand By Patrols... 213 Critical Incident Management... 214 Managing Your Equipment... 217 Lifesaving Services and Support Operations Groups... 225 Policy Requirements... 231 Westpac Lifesaver Rescue Helicopter... 233 Surf Sports 234 Surf Sports Participation... 235 Patrol Hour Requirements for Competitors... 236 Speciifications for State Championship Host Clubs... 237 Speicifications for Surf Carnival Host Clubs... 238 Towing Trailers to the Australian Championships... 243 State Championship Carnival Point Score System... 244 Annual Trophies - Point Scoring... 245 Junior Surf Lifesavers of the Year... 246 Appendices 247 Club Checklists... 248 Club Guide Surf Life Saving SA Page 4 of 252

INTRODUCTION CEO S WELCOME On behalf of Surf Life Saving SA I am delighted to present the first edition of our Club Guide, which is a key resource and tool for our Clubs and members throughout South Australia. The Club Guide has been developed to provide Clubs and members with important information regarding Club operations, advice and assistance. The Club Guide can also be accessed online via the Member s Portal in the Library under Member and Club Development at www.portal.sls.com.au. The online version will be regularly updated. We will notify you of any updates and encourage you to keep your hard copy guides up to date. If you find that the Club Guide does not answer your questions, please make contact with the Surf Life Saving SA staff and provide us with that feedback. Thank you for your commitment to Surf Life Saving in South Australia. Clare Harris CEO Surf Life Saving SA Club Guide Surf Life Saving SA Page 5 of 252

INTRODUCTION ABOUT THE CLUB GUIDE The Club Guide has been designed as a reference for Club personnel to create better managed, more sustainable and high quality services to their members and the wider community. This Guide should assist Clubs in effective and efficient administration, systems and procedures essential to gaining consistency at Club and State level. It will help instil a minimum standard of operation across the South Australian Club system. The contents of the Club Guide will enable Clubs to: Manage administrative functions Practice good finance Liaise effectively with relevant parties This Guide should be referred as a means to: Identify areas for improvement Identify what areas are already being met Monitor progress and re-evaluate objectives The Club Guide also includes: The Club Affiliation Process A standard Auditing tool for Club Operations A measure of performance in terms of Club administration HOW TO USE THE CLUB GUIDE It is recommended that relevant members of each Club have copies of sections applicable to their roles and responsibilities. The Guide will prove particularly useful when a member assumes a new role in Club management. A master copy of the Club Guide should be stored in an accessible location in the surf Club at all times, making it a readily available resource. Copies may be made and distributed to relevant parties. Club Guide Surf Life Saving SA Page 6 of 252

SURF LIFE SAVING SA STRATEGIC PLAN 2014 2016 Mission: To save lives and build healthier and safer communities Vision: A unique and celebrated water safety organisation building vibrant and inclusive community hubs that inspire people through the delivery of excellence in emergency service, training, education and sport Strategic Priority 1 Sustainable Business Strategic Priority 2 Stakeholder Relationships Strategic Priority 3 Healthy and Safe Community Strategic Priority 4 Saving lives The Business of Surf Life Saving SA Surf Life Saving SA s workforce is capable and wellsupported Surf Life Saving SA is sustainable across all facets of the business and appropriate management practices in place to manage risk Technology systems further our business and build the capacity of our people Financial efficiencies and growth A sustainable positive culture to risk Surf Life Saving SA has a contemporary governance structure and implements best practice Commercial Growth Surf Life Saving SA has a sustainable and diverse corporate partnership portfolio Surf Life Saving SA maximises revenue across every business unit Deliver successful fundraising initiatives Identify new and innovative revenue streams Brand and Communications Broaden and further strengthen our brand appeal and profile Surf Life Saving SA maximises and use of social and digital media Registered Training Organisation Surf Life Saving SA has a sustainable RTO Surf Life Saving SA is compliant across all RTO standards Clubs Surf Life Saving SA has strong and engaged Clubs Accelerate Club redevelopment Strengthened Club engagement, advice and support Stakeholders Surf Life Saving SA has strong relationships with all levels of government Surf Life Saving SA builds and maintains vibrant relationships with community partners History and Culture Surf Life Saving SA recognises and celebrates South Australia s lifesaving and sport heritage and achievements Sport Development At all levels of Surf Life Saving SA we attract, develop and retain the best coaches and officials Surf Life Saving SA provides vibrant competitions and events Surf Life Saving SA has a strong and engaged high performance program Surf Life Saving SA is recognised as a sporting organisation Strategic Development Quality junior and youth education and development programs Support for junior and youth personnel Development Leadership and Member Junior, Youth and Senior transition Social Responsibility Surf Life Saving SA promotes and enacts sustainable environmental practices Surf Life Saving SA has an impact on social, education and health of all South Australians Program Management Surf Life Saving SA promotes a sustainable program management Lifesaving Services Increased services to extend our reach, presence and appeal Provide access to quality education and training Innovating Surf Life Saving Emergency Services Surf Life Saving SA is recognised as a leader in emergency response and water safety Surf Life Saving SA is recognised as an emergency services organisation Coastal Management Surf Life Saving SA is recognised as a leader in coastal management Research and Development Research used to enhance aquatic safety and lifesaving services Lifesaving equipment developed to the highest standard Most efficient method of training delivery developed and implemented Education Surf Life Saving SA promotes sustainable education programs for beach services Club Guide Surf Life Saving SA Page 7 of 252

INTRODUCTION SURF LIFE SAVING SA STAFF AND CONTACTS Surf Life Saving SA Main Reception 8354 6900 t: 8354 6900 e: surflifesaving@surflifesavingsa.com.au Management Finance Administration Clare Harris Chief Executive Officer t: 8354 6900 e: clare.harris@surflifesavingsa.com.au Sue Mitchell Finance & Administration Manager Victoria Pavliv Senior Finance Officer Club Support t: 8354 6900 e: sue.mitchell@surflifesavingsa.com.au t: 8354 6910 e: victoria.pavliv@surflifesavingsa.com.au Carly Hogg Receptionist & Administration Officer t: 8354 6900 e: carly.hogg@surflifesavingsa.com.au Marketing Sponsorship Partnerships Media Sita Bacher Marketing & Partnerships Manager t: 8354 6916 e: sita.bacher@surflifesavingsa.com.au Emergency Operations Lifesaving Lifeguards Andrew Bedford Emergency Operations Manager Shane Daw Strategic Lifesaving Coastal Management Manager t: 8354 6904 e: andrew.bedford@surflifesavingsa.com.au t: 8354 6905 e: shane.daw@surflifesavingsa.com.au Surf Sports Coaching Officials Michael Schetter Surf Sports Manager t: 8354 6914 e: michael.schetter@surflifesavingsa.com.au Development Youth Inclusion Stephen Cornish Development Manager t: 8354 6908 e: steve.cornish@surflifesavingsa.com.au Training Education Schools VACSwim Lee Patterson Community Programs Manager t: 8354 6936 e: lee.patterson@surflifesavingsa.com.au Gareth Morgan Training & Education Officer t: 8354 6913 e: gareth.morgan@surflifesavingsa.com.au Ashlee Biddle Member Training & Compliance Officer t: 8354 6909 e: ashlee.biddle@surflifesavingsa.com.au April O'Toole Community Administration Officer t: 8354 6915 e: april.otoole@surflifesavingsa.com.au Kevin Spencer School Education Officer t: 8354 6907 e: kevin.spencer@surflifesavingsa.com.au Ursula Menz VACSwim Officer t: 8354 6934 e: ursula.menz@surflifesavingsa.com.au Club Guide Surf Life Saving SA Page 8 of 252

INTRODUCTION SURF LIFE SAVING SA DEPARTMENTS Office of CEO, Finance and Administration, Club Support Clare Harris Finance and Administration Sue Mitchell and Victoria Pavliv This Department is responsible for the day to day operation of the business of Surf Life Saving in South Australia. It focuses on administration and support services, and also has a role in ensuring that Surf Life Saving maintains its legislative compliance, risk management and quality management systems and the development of minimum standards. In addition, Finance and Administration Services are available to assist the Clubs with advocacy, negotiation and development needs as well as book keeping and compliance support. Emergency Operations Andrew Bedford This department oversees the operational delivery of the Lifesaving services at all Clubs and by the Surf Life Saving SA Emergency Rescue Crews. The range of activity and programs overseen by Emergency Operations includes but are not limited to: Volunteer Lifesaving Patrols Paid Lifeguard Services Emergency and Surf Rescue Communications Network (SurfCom) Rescue Water Craft Service Jet Rescue Boat Service Westpac Rescue Lifesaver Helicopter Rescue Service Duty Officer Service Event Sanctioning and Safety Services Lifesaving Strategic Operations Shane Daw This department oversees the development and implementation of risk mitigation strategies along the South Australian coastline. This department works cooperatively and collaboratively with a range of stakeholders to identify and develop the strategic priorities for the placement and maintenance of lifesaving services in South Australia. This department works closely with the Facilities Management Group (FMG). The range of activity and programs overseen by Strategic Lifesaving includes but are not limited to: Developing a blueprint of lifesaving services in South Australia Statistical analysis and review of key activity data Coastal Aquatic Risk Assessments Services Critical Incident Investigation and Coronial Review Club Guide Surf Life Saving SA Page 9 of 252

INTRODUCTION SURF LIFE SAVING SA DEPARTMENTS Marketing and Partnerships Sita Bacher This Department is the brand custodian for Surf Life Saving in South Australia, and coordinates a broad range of internal and external communications, manages Surf Life Saving SA s website and social media platforms, fundraising activities, marketing and Surf Life Saving intellectual property. The Marketing and Partnerships department is also responsible for sourcing and managing sponsorships, donations and grant income, and Media liaison (both proactive and reactive). Surf Sports Michael Schetter Surf Sports is responsible for all Surf Life Saving SA Surf Sports events and a range of education and development programs for coaches, officials and athletes. The department develops and coordinates the Surf Life Saving SA Surf Sports season which consists of Pre-Season, Carnival and Championship events in a range of disciplines. It manages the delivery of coach and official courses and personal development initiatives, including the Surf Life Saving SA High Performance Program for emerging and elite junior and senior athletes. It also coordinates Surf Life Saving SA participation in interstate Surf Sports Competitions. Development Steve Cornish Development is responsible for supporting Clubs and Members with their development needs, including leadership pathways, recruitment and retention and new Club support. This department also delivers the following National programs within a State based context: YEP (Youth Engagement Program) Ecosurf Environmental Sustainability Program On The Same Wave Inclusion Program Community Programs Education and Training Lee Patterson Community Programs Education and Training is responsible for the training of volunteer members, and all accredited and non-accredited training to corporate, government/non-government organisations and the general community of South Australia. It also runs the Australian Lifesaving Academy SA, our Registered Training Organisation (RTO). The courses available from this department include: First Aid training (from basic CPR through to Advanced First Aid) Surf Rescue Certificate Pool Lifeguard A comprehensive list of available courses can be found via our website www.surflifesavingsa.com.au Access to these courses is on a commercial basis and each course has an established participation fee. Surf Life Saving SA as an RTO delivers nationally accredited training, and units of competency are issues from the Australian Qualifications Framework. Club Guide Surf Life Saving SA Page 10 of 252

INTRODUCTION SURF LIFE SAVING SA DEPARTMENTS Community Programs Education and Training (continued) The aim of the commercial training arm is to generate employment opportunities for members and revenue for Surf Life Saving whilst promoting other facets of our movement to a broader community throughout South Australia. Member Education and Training is responsible for developing and managing education and training programs specifically for members and Clubs. This includes awards ranging from the Surf Rescue Certificate and the Bronze Medallion through to other higher level awards, along with the training and accreditation of all trainers and assessors. Member training is also mapped to nationally accredited units of competency. Surf Life Saving SA has developed a wide range of instructional programs that are supported by educational manuals, on-line learning, posters, pamphlets and videos, to ensure members achieve a high standard of knowledge and competency in current rescue and emergency care techniques and equipment. Community Programs provides a range of tailored public education programs that actively promote the BeachSAFE Principles of Supervision, Aquatic Education, First Aid & CPR and Emergency Preparedness to schools and community groups. All programs are instructed by qualified Surf Lifesavers and provide employment opportunities for interested members. Club Guide Surf Life Saving SA Page 11 of 252

INTRODUCTION SURF LIFE SAVING SA CLUBS Aldinga Bay Surf Life Saving Club Brighton Surf Life Saving Club Chiton Rocks Surf Life Saving Club Christies Beach Surf Life Saving Club Glenelg Surf Life Saving Club Goolwa Surf Life Saving Club Grange Surf Life Saving Club Henley Surf Life Saving Club Moana Surf Life Saving Club Normanville Surf Life Saving Club North Haven Surf Life Saving Club Port Elliot Surf Life Saving Club Port Noarlunga Surf Life Saving Club Robe Surf Life Saving Club Seacliff Surf Life Saving Club Semaphore Surf Life Saving Club Somerton Surf Life Saving Club South Port Surf Life Saving Club West Beach Surf Life Saving Club Whyalla Surf Life Saving Club Club Guide Surf Life Saving SA Page 12 of 252

CLUB MANAGEMENT Club Management Club Guide Surf Life Saving SA Page 13 of 252

CLUB MANAGEMENT GOVERNANCE Governance is the system that controls the way a Club is managed and operates. It outlines the way the Board, Directors, Executives and other position holders are responsible for their actions. Governance is made up of the following components: Administration Risk management Ethics Compliance Governance is the method by which an organisation is run, over and above the basic legal obligations. It is made up of five basic components: Transparency be clear and concise with decisions Accountability make effective and efficient decisions while being aware of the consequences of these decisions Stewardship Being aware that the Club is run for the members and stakeholders Integrity maintain a culture of ethical behaviour and compliance with the law Clear policies Ensure that there are clear and concise policies in place for the management of the Club members and stakeholders All Clubs must ensure that they operate with best practice in all facets of the Club s operation. Examples of good governance responsibilities include: Conduct long-term planning such as strategic and business planning Develop policies and procedures to assist with decision making and actions to be adhered to Manage external relationships including local government and sponsors Ensure all financial and legal matters are properly managed Assess risks facing the Club and monitor compliance of the risk management plan Action recommendations from members Communicate relevant information to members and other appropriate parties Evaluate the performances of coaches, officials, employees, Board and Committees and their own position Ensure that all members of the Club act in a responsible manner and reflect the ideals of Surf Life Saving. Committee positions and duties need to be outlined in the Club Constitution and via a position description References Chartered Secretaries Australia http://www.csaust.com/content/navigationmenu/technicalresources/goodgovernanceguides1/goodgover nanceguides/notforprofit/not_for_profit.htm Club Guide Surf Life Saving SA Page 14 of 252

CLUB MANAGEMENT DIRECTORS, OFFICERS AND GOVERNANCE OBLIGATIONS Directors Directors owe certain duties to the Club and its members by virtue of their position of trust. They are: To exercise rights and powers in good faith and for the benefit of the Club To comply with both common law duties and statutory duties To act for a proper purpose To act in good faith and honesty To perform Director s duties with care, skill and diligence To avoid conflict of interests (conflicting interests must be disclosed) To not use confidential information for an improper purpose (e.g. to gain personal benefit) To not divert corporate opportunities To not incur debt (unless in reasonable business practice) If Directors fail to satisfy their duties they may be liable to compensate members of the Club or third parties. Officers All committee members are officers of the Club and have a legal obligation to disclose any direct or indirect pecuniary interest in a contract, or proposed contract, made by, or in contemplation of the committee. The extent and nature of their interest must be disclosed. Penalties ranging from $1500 up to $20,000 and up to 4 years in prison can be applied to individual officers in South Australia for a breach of this duty or misconduct in an Officer s role. Surf Life Saving SA recommend that all Director and Officers make themselves familiar with their obligations under the Associations Incorporation Act 1985 which can be found online at www.legislation.sa.gov.au. Club Guide Surf Life Saving SA Page 15 of 252

CLUB MANAGEMENT CLUB CONSTITUTION The Associations Incorporation Act 1985 requires any Incorporated Association to have a set of governing rules. These are recorded in the form of a Club Constitution which is a formal document detailing the rules and regulations of a Club. The rules and procedures outlined in the Constitution can only be changed by a special resolution (i.e. at a General Meeting). For this reason the Constitution must be kept simple and should contain very little, other than the normal unchanging elements of the Club. Specific elements of Club policy and procedure that are more likely to change are usually written into Club regulations, policies or by-laws, as these can be altered more easily, usually through an Executive/Management Meeting. The Constitution should run concurrently with the Surf Life Saving SA and Surf Life Saving Australia Constitutions. Clubs should not have conflicting rules. Surf Life Saving SA has a model Constitution and By-Laws available for Clubs, and it is recommended that these are used. References for Inclusion The following should be referred to in your Club Constitution, with a link to Surf Life Saving Australia Regulations: Membership Categories and their powers to be the same as Surf Life Saving Australia Grievance Procedures Judiciary Matters Membership Clearance and Transfer Patrol Obligation Dual Membership Restriction on Membership Changing Your Constitution When the Constitution is altered, the amendments must be approved according to the process outlined in the Constitution and is usually endorsed by the members. The main steps to changing the rules of an association are to: Determine what amendments are going to be made Draft a new copy of the rules and ensure the amendments comply with the Act Send notice to all members stating in full all proposed special resolutions to be voted on at a general meeting Convene general meeting of members to consider the amendments Pass the amendments by one or more special resolutions; and notify Consumer and Business Services of the changes within one month of the meeting Following the acceptance of any Constitutional changes, your updated/new Constitution should be lodged with: Consumer and Business Services (within one month of the changes being approved) Australian Charities and Not-For-Profits Commission Surf Life Saving South Australia Club Guide Surf Life Saving SA Page 16 of 252

CLUB MANAGEMENT CLUB CONSTITUTION Altering Regulations The procedure for changing your Club s regulations should be simpler than the changing of the Constitution, as they are everyday rules that are likely to change regularly. The method of altering should be clearly stated in terms of notice given, Executive/Management or General Meetings being popular forums for amendments. Policy Statements Policy statements are concise descriptions of whole policies. Policies should be specific to an issue or area of concern and should be readily available to all members. Policies are rules by which members should abide and should run concurrently with the policies established by Surf Life Saving SA and Surf Life Saving Australia. Complete Surf Life Saving SA and Surf Life Saving Australia policies are available on the Surf Life Saving Australia Member s Portal (www.portal.slsa.com.au). References Surf Life Saving Australia www.slsa.com.au Surf Life Saving South Australia www.surflifesavingsa.com.au Associations Incorporation Act 1985 www.legislation.sa.gov.au/lz/c/a/associations%20incorporation%20act%201985.aspx Club Guide Surf Life Saving SA Page 17 of 252

CLUB MANAGEMENT SURF LIFE SAVING AUSTRALIA POLICY REGISTER As a member of Surf Life Saving Australia you are bound by Surf Life Saving Australia Policy. Your Club should be familiar with these policies. To view complete policies, refer to the Surf Life Saving Australia Member s Portal www.portal.sls.com.au Surf Life Saving Australia Policies 1.1 Water Safety 6.22 Inclusive Organisation 1.1a Water Safety Procedure 6.23 Illicit Drugs in Sports 1.2 Use of Surf Life Saving Australia Equipment 6.24 Competitive Rights and Transfers 1.3 Body Retrieval 6.25 Non-Political and Non-Sectarian 1.4 Off-Duty Ambulance Officers on Surf Life 6.26 Visits and Tours 1.5 Patrol Uniforms 6.27 Anti-Corruption and Fraud 1.6 New & Modified Equipment 5.10 Transgender/Transsexual Athlete 1.10 Shark Safety 6.1 Intellectual Property 1.11 Crocodile Safety 6.2 Privacy 1.14 Sharps Policy 6.3 Limiting and Permanent Disability 1.15 Peer Group Support 6.5 Member Protection 1.16 Tsunami 6.6 Grievance Procedure 2.1 Sun Safety 6.7 Archives and Museum 2.3 Occupational Health & Safety 6.8 Surf Life Saving Australia Board 2.4 Rehabilitation and Return to Duties 6.9 Risk Management 3.3 Pregnancy & the Surf Lifesaver - 6.9a Risk Management Procedure Competition & Patrols 6.10 Australian Representative 3.6 Seizures and Epilepsy 6.11 Ecosurf 3.7 Defibrillation 6.14 Electronic Acceptances 3.9 Asthma 6.15 Youth 3.12 Pain Management 6.16 Dealing with Police Investigations 5.1 Sports Betting, Results Fixing and Corruption 6.17 Coronial Inquests 5.2 Anti-Doping 6.18 Change Management 5.4 Proficiency and Patrol Hour Requirements for 6.19 Surf Life Saving Australia IT Terms Competition Eligibility 6.20 Use of Social Media 5.5 Rescue 2014 Campaign Selection Policy 6.21 Photography 5.7 Design and Manufacture of Surf Boats 6.21a Photography Policy Sample Form 5.8 Competition Sponsorship 6.22 Inclusive Organisation 5.9 Masters Competition 6.23 Illicit Drugs in Sports 6.15 Youth 6.24 Competitive Rights and Transfers 6.16 Dealing with Police Investigations 6.25 Non-Political and Non-Sectarian 6.17 Coronial Inquests 6.26 Visits and Tours 6.18 Change Management 6.27 Anti-Corruption and Fraud 6.19 Surf Life Saving Australia IT Terms of Use 6.20 Use of Social Media 6.21 Photography 6.21a Photography Policy Sample Form Club Guide Surf Life Saving SA Page 18 of 252

CLUB MANAGEMENT Surf Life Saving Australia requires every individual and or organisation bound by this policy to (part of the Surf Life Saving Australia Member Protection Policy 6.5). Clubs should ensure their members are award of the Codes of Conduct and have access to them for future reference. General Code of Conduct respect the rights, dignity and worth of others be fair, considerate and honest in all dealings with others, and be a positive role model make a commitment to providing quality service be aware of, and maintain an uncompromising adhesion to Surf Life Saving Australia s standards, rules, regulations and policies demonstrate a high degree of individual responsibility especially when dealing with persons under 18 years of age contribute to the provision of a safe environment to the conduct of all activities within surf lifesaving Abide by the relevant role specific codes of conducts outlined below. Surf Life Saving Team Leader Code of Conduct A Surf Life Saving Australia Team Leader (e.g. Patrol Captain, ORB Skipper, etc.) will: agree to abide by the code of conduct be responsible for the overall safety and well-being of the members of the patrol maintain a duty of care towards team members, an accountability for the management of the team and a responsibility for the actions of the team members have a sound knowledge of Surf Life Saving Australia policies, responsibilities and lifesaving techniques, and ensure that the conduct of the patrol is in accordance with these policies and guidelines foster a collaborative approach to the management of the patrol treat the general public with respect and communicate with them in a professional manner be a positive role model for surf lifesavers and Surf Life Saving Australia Surf Life Saving Team Manager Code of Conduct A Surf Life Saving Australia Team Manager will: agree to abide by the code of conduct be responsible for the overall safety and well-being of team members and officials when travelling with a team maintain a duty of care towards team members and an accountability for the management of the team have a sound knowledge of Surf Life Saving Australia policies, responsibilities and competition rules, and ensure that the conduct of the affairs of the team is in accordance with these policies and guidelines foster a collaborative approach to the management of the team be a positive role model for surf lifesavers and Surf Life Saving Australia Club Guide Surf Life Saving SA Page 19 of 252

CLUB MANAGEMENT Surf Life Saving Age Manager Code of Conduct A Surf Life Saving Australia Age Manager (junior activities) will: agree to abide by the code of conduct be responsible for the overall safety and well-being of the group be responsible for the group s learning take time to plan and prepare the activities delivered to the group foster a collaborative approach to the management of the group instil enjoyment and fun in what they do be a positive role model for surf lifesavers and Surf Life Saving Australia Surf Life Saving Coach Code of Conduct A Surf Life Saving Australia Coach will: agree to abide by the code of conduct be responsible for matters concerning the coaching, training and development of surf lifesavers provide positive feedback to participants treat all participants equally maintain a duty of care towards others and an accountability for matters relating to training and competition have a sound working knowledge of Surf Life Saving Australia policies, rules and regulations and coaching techniques actively discourage the use of performance enhancing drugs, and the use of alcohol, tobacco and illegal substances ensure that any physical contact with others is; appropriate to the situation necessary for the person s skill development provide a safe environment for training and competition Be a positive role model for surf lifesavers and Surf Life Saving Australia. Surf Life Saving Official Code of Conduct A Surf Life Saving Australia Official will: agree to abide by the code of conduct be responsible for matters concerning the development of surf lifesavers and the conduct of competitions maintain a duty of care towards others and an accountability for matters relating to training and competition have a sound working knowledge of Surf Life Saving Australia policies, rules and regulations be impartial and accept the responsibility for all actions taken ensure that any physical contact with others is; appropriate to the situation necessary for the persons skill development provide a safe environment for training and competition be a positive role model for surf lifesavers and Surf Life Saving Australia Club Guide Surf Life Saving SA Page 20 of 252

CLUB MANAGEMENT Surf Life Saving Athlete Code of Conduct A Surf Life Saving Australia Athlete will: agree to abide by the code of conduct be fair, considerate and honest with others operate within the riles of Surf Life Saving Australia including national, international and doping the Anti- Doping Policy Guidelines be professional in, and accept responsibility for your actions show concern and caution towards others who maybe sick or injured be punctual and dressed accordingly be a positive role model Surf Life Saving Administrator/Director/Officer Code of Conduct A Surf Life Saving Australia Administrator/Director/Officer will: agree to abide by the code of conduct be fair, considerate and honest with others operate within the rules of Surf Life Saving Australia Be professional in your actions. Your language, presentation, manner and punctuality should reflect high standards resolve conflicts fairly and promptly through established procedures maintain strict impartiality maintain a safe environment for others show concern and caution towards others be a positive role model for others Surf Life Saving Parent/Guardian Code of Conduct A Parent/Guardian of a Surf Life Saving Australia member will: remember that their child participate in surf lifesaving for their own enjoyment focus on their child s efforts and performance rather than winning and losing show appreciation for good performance by all participants never ridicule or yell at their child or other children for making a mistake respect official s decisions and teach their children to do likewise Not physically or verbally abuse or harass anyone associated with the activities (e.g. coach, official, age manager, etc.) be a positive role model for others Club Guide Surf Life Saving SA Page 21 of 252

CLUB MANAGEMENT AFFILIATION The Surf Life Saving SA State Constitution requires that Clubs conduct their Annual General Meetings prior to the Surf Life Saving SA AGM (held at the end of November each year). It is also a requirement that once Clubs have conducted their own Annual General Meeting they must fill in their affiliation form and forward it to Surf Life Saving SA (together with the appropriate affiliation fee set as $100.00 as at 30 September 2015) prior to the Surf Life Saving SA AGM. It is recommended the Club keep a copy of the form for their own records. On seeking affiliation with the Surf Life Saving SA, Clubs automatically agree to abide by the Constitution and By- Laws of both Surf Life Saving Australia and Surf Life Saving SA, as well as the manuals of the Association, and the various resolutions passed by these bodies from time to time. Benefits of Affiliation Affiliation to Surf Life Saving SA entitles Clubs and Branches to many benefits, such as: Formal recognition as a Surf Life Saving Club Member s and Club s Life Saving assets insurance through South Australian Government Insurance (SAICORP) Members/Clubs public liability insurance Entry to National and State championships (as well as events conducted by Surf Life Saving SA) Nominations for State/Australian teams Meet requirements for internal and external funding and grant programs Attendance at courses Award record database Beneficiary of the Surf Life Saving SA Club Foundation Trust Fund By affiliating with Surf Life Saving SA, Clubs agree to abide by the Constitution and Regulations of Surf Life Saving Australia and Surf Life Saving SA. Club Guide Surf Life Saving SA Page 22 of 252

CLUB MANAGEMENT AFFILIATION Requirements of Affiliation Clubs must: Seek Affiliation with Surf Life Saving SA annually. Be incorporated when applying for membership. Complete the Application for Affiliation form Make payment of Affiliation Fees Send to Surf Life Saving SA, a copy of the Club Constitution (inclusive of amendments) or written confirmation that no alterations have been made to the Club s Constitution since last season Provide results of an independent financial audit Comply with Work Health and Safety requirements. Provide Surf Life Saving SA with three copies of the Club s Annual Report Annual Report/s prior to Surf Life Saving SA AGM Complete and comply the Annual Club Health Check-list Completing Affiliation Forms Club Affiliation forms must be completed annually. Surf Life Saving SA will forward the Affiliation Circular as a reminder to Clubs. See Affiliation Circular (Surf Life Saving SA website). A copy of the completed form should be retained for Club records, the original should be sent to Surf Life Saving SA by the due date, References Surf Life Saving Australia www.slsa.com.au Surf Life Saving SA constitution www.surflifesavingsa.com.au Club Guide Surf Life Saving SA Page 23 of 252

CLUB MANAGEMENT HOW TO HANDLE POLICE ENQUIRIES From time to time the Police and other Government authorities may request information from and/or about members of Surf Clubs. It is vital that members check the identity of anyone requesting information, and following any enquiries an email will be sent to the member outlining what discussions took place and any actions to be taken. Please also take care to check the validity of the email address, which needs to be from the respective government department. Surf Life Saving Australia Policy 6.16 Dealing with Police Investigations Surf Life Saving Australia Policy 6.16 outlines that the actions that shall be taken as soon as an entity or an officer of an entity becomes aware that a Member has been charged with a serious criminal offense. A suggested response to a telephone or an informal request for information from the Police, where they do not have a Warrant or Subpoena, is as follows: In order for Surf Lifesaving to consider this request we require that you specify, in writing, the information you want Surf Lifesaving to release. Please explain any special circumstances related to your request that may justify releasing this information in the absence of a Warrant or Subpoena. The answer that is provided to this question can help you decide if the request is from a valid source, and if information should be provided. Should you be unsure of what action to take, it is advised that you seek advice from the Surf Life Saving SA CEO Clare Harris. Criminal Charges, Guilty Pleas and/or Convictions is a resource that Clubs can use to gain more knowledge around what defines these terms and what steps need to be taken in the following circumstances: When a member is the subject of a police investigation When a member is charged with a serious criminal office When a member is subject to a committal hearing or trial When a member is convicted of a serious criminal offence When protocols are breached Please contact Surf Life Saving SA CEO should you need more information or assistance in matters such as this. Reference Surf Life Saving Australia Policy 6.16 Dealing with Police Investigations Club Guide Surf Life Saving SA Page 24 of 252

CLUB MANAGEMENT GOVERNANCE PRINCIPLES 10 Principles of Good Governance The following 10 Principles have been created by the Australian Institute of Company Directors to provide guidance to Not for Profit Boards on what constitutes good governance practice. These can be used as a checklist for your Club: #1 Roles and Responsibilities There should be clarity regarding individual Director responsibilities, expectations and the role of the Board. Some questions for your Club to consider: Are the roles and responsibilities of individual Directors, the Board, President and Management of the Club clearly set out in the constitution and/or its governance charter? Are Board members aware of their duties and what is expected of them? Do new Board members receive an orientation or induction regarding the organisation, their role and responsibilities and conflict of interest parameters? Does the Board have a charter which help define its role and set out particular types of decisions that are reserved for the Board (e.g. by reference to expenditure limit)? #2 Board Composition A Board needs to have the right group of people, having particular regard to each individual s background, skills and experience, and how the addition of an individual builds the collective capability and effective functioning of the Board. Some questions for your Club to consider: Has consideration been given to how the Board is composed (and/or refreshed), including: appropriate skills, capability and capacity, having regard to the organisation, its purpose, operations and its needs. Does the Board have sufficient diversity of relevant experience and perspective? Are potential Board members able to commit the time required for their role? Does the Club have policies and procedures relating to the retirement or removal (e.g. circumstances in which this can occur) of Board members? Have circumstances changed such that the current size of the Board should be reassessed? Does the President have demonstrated leadership qualities? Does the President have the confidence of the Board? How effectively does the President conduct Board meetings? Club Guide Surf Life Saving SA Page 25 of 252

CLUB MANAGEMENT GOVERNANCE PRINCIPLES 10 Principles of Good Governance #3 Purpose and Strategy The Board plays an important role in setting the vision, purpose and strategies of the organisation, helping the organisation understand these and adapting the direction or plans as appropriate. Some questions for your Club to consider: Have the vision and purpose of the Club been well thought through, clearly articulated and set out in the organisation s constitution? Have the vision and purpose of the Club been communicated throughout the organisation and among stakeholders? Does the strategic plan align with the Club s statement of purpose? Does the Board have time set aside in its yearly calendar for focused strategy development? #4 Risks Recognition and Management By putting in place an appropriate system of risk oversight and internal controls, boards can help increase the likelihood that their Club will deliver on its purpose. There are many areas of risk to be considered that include, but are not limited to; Financing (e.g. loss of funding, expense blow-out, insolvency) Staff or Employment issues (e.g. wrongful dismissal, harassment) Volunteer (e.g. injury to themselves and or damged caused to others or property as a result of inadequate training or screening) Physical spaces annd equipment (e.g. workplace health and safety issues, public liability, theft, misuse, fraud) Records (e.g. legal requirements to keep records, confidentiality) Cash receipts and payments (e.g. inaccurate records, lack of internal checks and balances) Compliance (e.g. failure to lodge statutory information in the required time) Governance (e.g. ineffective oversight) Strategic (e.g change in stakeholder behavior, increased competition for funding) Operational (e.g. poor service delivery) Brand and Reputation (e.g. a major event or failure giving rise to adverse comments via traditional or social media) Some questions for your Club to consider: Are there appropriate policies and procedures in place to enable effective assessment, evaluation, oversight and management of risks? Does the board devote time in its agenda to consider risks? Club Guide Surf Life Saving SA Page 26 of 252

CLUB MANAGEMENT GOVERNANCE PRINCIPLES 10 Principles of Good Governance #5 Organisational Performance The degree to which an organisation is delivering on its purpose can be difficult to assess, but this can be aided by the Board determining and assessing appropriate performance categories and indicators for the organisation. Some questions for your Club to consider: Is there a clear and agreed view among Board members and key stakeholders as to what success looks like for the Club (qualitative and quantitative outcomes)? What financial and non-financial objectives have been set by the Board? How are these measured and reported? Does the Board have the experience and knowledge to assess both financial and non-financial performance? #6 Board Effectiveness A Board s effectiveness may be greatly enhanced through: careful forward planning of Board-related activities, Board meetings being run in an efficient manner, regular assessments of Board performance, having a Board succession plan, and the effective use of sub-committees (where appropriate). Some questions for your Club to consider: Does the Board have a calendar and work plan covering important and recurring governance matters? Do Board meetings keep to schedule, starting and finishing on time? Are items requiring Board consideration and approval tabled appropriately? Are meeting agendas sufficiently focused? Is enough time provided for reading of materials prior to each meeting and for Board discussion on items of importance? Does discussion occur in a constructive manner? Are comments invited by the President from all Board members? Is respect and collegiality maintained throughout and between all Board meetings? Has the Board considered how best to meet its need from a governance and structural perspective? Where there is disagreement on issues among Board members, how is this handled? Does the Board evaluate and review the performance of its Board members, the Board itself and the Club s key management personnel? Are Board decisions being hampered by a lack of collegiality among Board members? Club Guide Surf Life Saving SA Page 27 of 252

CLUB MANAGEMENT GOVERNANCE PRINCIPLES 10 Principles of Good Governance #7 Integrity and Accountability It is important that the Board have in place a system whereby: there is a flow of information to the Board that aids decision-making; there is transparency and accountability to external stakeholders; and the integrity of financial statements and other key information is safeguarded? Is the Board provided with sufficient information to assess the financial and non-financial position and performance of the Club? Does the Board have sufficient financial skills? Does the Club have an internal audit process? #8 Organisational Building The Board has a role to play in enhancing the capacity and capabilities of the organisation they serve. Does the Board have the right set of skills, knowledge and experience to deliver on its purpose and execute its strategies and how often does it conduct a review? Have comprehensive volunteer practices and procedures been prepared by management and endorsed by the Board? #9 Culture and Ethics The Board sets the tone for ethical and responsible decision-making throughout the organisation. Does the organisation have a formal code of conduct and ethical standards? To what extent has the Board considered the way things are done, in terms of potential impact on the ability of the organisation to execute its strategies and deliver on its purpose? Is there a policy for the declaration and handling of conflicts of interest? #10 Engagement The Board helps an organisation to engage effectively with stakeholders. Has the Board identified its key stakeholders and current relationships? Has the board considered and articulated its approach to stakeholder engagement? Has the board developed policies and practices for the organisation to Effectively engage with members and stakeholders? Transparently communicate with members and stakeholders? Facilitate the exercise by members of their member rights? Encourage member participation and voting at member meetings? Club Guide Surf Life Saving SA Page 28 of 252

CLUB MANAGEMENT BOARD/DIRECTOR INDUCTION Surf Life Saving SA recommends that a Club undertakes an induction/ briefing session with all new Directors. The induction process should ensure all Directors have: An appropriate level of knowledge of Surf Life Saving Australia An appropriate level of knowledge of Surf Life Saving SA A clear understanding of the Club s operations A clear understanding of the Club s financial circumstances A clear understanding of the Club s strategy and direction A high-level knowledge of the business risks that may affect the Club s success Access to relevant background information Constitution By Laws Policies Charter More information Australian Sports Commission www.ausport.gov.au Australian Institute of Company Directors: www.companydirectors.com.au/director-resource-centre/not-for-profit/good-governance-principles-andguidance-for-nfp-organisations Club Guide Surf Life Saving SA Page 29 of 252

CLUB EXECUTIVE Club Executive

CLUB EXECUTIVE PLANNING Planning is integral to the successful operation of all Clubs. Types of planning include: Business Planning Strategic Planning Succession Planning Financial Planning (see Finance section) With any plans the following should be identified: Goals - statements that explain the broad directions. Objectives states more specifically a series of achievements that contribute to achieving the goal. Make sure they are specific, measurable, achievable, and realistic and have a timeframe. Actions what needs to be done to achieve these objectives? Responsibilities who is responsible for completing the actions? Timeframes when do actions need to be completed? Resources what financial and human resources are required? When the plan is completed remember to: Share the plan with members and ensure that they understand it Make any alterations needed Promote your plan to sponsors and stakeholders, the more you promote it the more people will know about it and willing to assist with it Use your plan, refer to it on a regular basis, evaluate it and modify it if necessary Identify any completed tasks or objectives or goals reached and celebrate them Club Guide Surf Life Saving SA Page 31 of 252

CLUB EXECUTIVE STRATEGIC PLANNING Strategic planning is the process of defining a Club s strategy or direction. The Board make decisions on allocating its resources to pursue the strategy, including its capital and people. This process is vital to the sustainability of all Clubs, as a means of further growth. Benefits of Strategic Planning To identify the Club s past, present and future direction Establish objectives Encourage member contribution to further Club development Evaluate the Club Implement changes in response to factors impacting upon the Club Ensure the potential of resources are realised, i.e. human, physical and financial Create order to Club operation The Strategic Planning Process Engage To plan effectively, it is important to involve as many people as possible. If Club members are allowed input in its design, it is likely to be comprehensive and more easily implemented. Ideally, this will create a sense of ownership by members, resulting in greater support and enthusiasm to make improvements when needed. Committee members, office bearers, members, coaches, officials, parents, sponsors and key stakeholders should be involved in the planning process. Develop The planning process may coincide with other events on the Club calendar, such as the Annual General Meeting (AGM), Club conferences or workshops, or a specially convened meeting. Allow ample time for the brainstorming of ideas and development of the framework. The amount of time allocated will vary depending on the size of the Club. Distribution of the Strategic Plan framework will offer the plan to be reviewed prior to its adoption by the Club. At this time, amendments may be made prior to implementation. Evaluate An important aspect of planning is its evaluation, as a means of monitoring progress and implementing amendments identified. This evaluation process should be a permanent feature on the Club Calendar, occurring at a minimum once a year. Club Guide Surf Life Saving SA Page 32 of 252

CLUB EXECUTIVE BUSINESS PLANNING A business plan is a formal statement of a Club s goals, stating the plans for reaching those goals and the reasons why they are believed to be attainable. It may also contain background information about the team or committee attempting to reach those goals. Simply, it may be the strategy utilised to attain the Club s objectives. A business plan prepared for the Club Board and members will need to include evidence of potential income generation. The business plan should clearly identify all the important facts about the Club, such as its history, its current financial position, its objectives and the business activities to be undertaken. Benefits of Business Planning To ensure Clubs remain financially stable over a specified period of time To raise funds toward a capital investment, e.g. a facility or lifesaving services To prevent financial distress by over-spending, e.g. day-to-day running of Club, or hosting a Special Event The Business Planning Process Engage To plan effectively, it is important to involve as many people as possible. Engage Club members, committee members, office bearers, coaches, officials and other interested parties in the planning process. Evaluate whether it is necessary to appoint one person as the facilitator of the process to ensure it is completed. If specific issues impede the progression of the planning process, the facilitator can be responsible for re-visiting it at an appropriate forum. Alternatively the facilitator may suggest that the individual or group take some time between the planning sessions to think about the issue/s and bring possible solutions and/or strategies to the next session. Facilitation by an external person or persons is also an option to guide the process. Develop The planning process may coincide with other events on the Club calendar, such as the Annual General Meeting (AGM), Club conferences or workshops, or a specially convened meeting. It is important to research the current market in which your Club operates. Important issues to be considered are who your Club appeals to, who its competitors are, and what factors may influence the Club s future. Develop an agenda for what items (business planning sections) you will cover on specific dates, detailing any items members should bring to the meetings, i.e. reports, documents, ideas etc. Set some dates for members/committee to come together to go through the business planning process. If the Club does not have an existing business plan, additional time will be required to complete this process. Club Guide Surf Life Saving SA Page 33 of 252

CLUB EXECUTIVE BUSINESS PLANNING Develop (continued) Allow ample time for the brainstorming of ideas and development of the framework. The amount of time allocated will vary depending on the size of the Club. Distribution of the Business Plan framework will allow the plan to be reviewed prior to its adoption by the Club. At this time, amendments may be made prior to implementation. Evaluate An important aspect of planning is its evaluation, as a means of monitoring progress and implementing amendments identified. This evaluation process should be a permanent feature on the Club calendar, occurring at a minimum once a year. SUCCESSION PLANNING Succession planning is the process of identifying and preparing suitable people through mentoring, training and position rotation, to replace key players within the Club as they chose to resign their position or their term expires. Most importantly, succession plans are used to ensure your Club will continue to operate if a person/s resigns their position in the Club, and that the outcomes of their work continues well beyond their involvement with the Club. A succession plan is necessary to provide opportunities for potential leaders within Clubs to be identified and developed in readiness to move into leadership positions. Clubs that plan for smooth transitions of leadership are less likely to experience disruptions to their operations and are in a better position to replace volunteers who vacate their current positions. Reasons for a succession plan: So the same people don t feel obliged to help To encourage more people to attend meetings and workshops To engage more people in external meetings and workshops To ensure your Club will function efficiently if a key person or people left suddenly To allow temporary filling of positions, in the case of illness or absence To support and therefore better assist the Club Club Guide Surf Life Saving SA Page 34 of 252

CLUB EXECUTIVE SUCCESSION PLANNING Components of a Succession Plan A strategic/business plan is a working document outlining the Club s priorities, and should be consulted regularly throughout the year. It does not have to be a long document. Position descriptions useful when recruiting new office bearers and ensuring that you know what jobs the vacating volunteer was responsible for. Policies and procedures manual outlining the day-to-day tasks of your Club, and who is responsible for completing them. Reporting procedures demonstrating the method of reporting to the committee. Education and development opportunities increasing role performance, job satisfaction, and assisting personal growth. These opportunities should be available to others in the Club, so that if necessary, someone else is able to step into the vacant position. Mentoring of youth and interested members by encouraging youth and interested members to assist office bearers with their roles. Points for consideration How many people manage and understand the existing systems within the Cub? Does your Club lack formal reporting procedures? Are volunteers managed appropriately? i.e. what screening, recruitment, orientation, training, recognition, replacement systems are in place? Are youth permitted administrative responsibility if they have demonstrated an interest? What can the Club do when long serving members are no longer meeting their role responsibilities? Are the Club and its members open to change? For effective Succession Planning, it is important that office-bearing members who are leaving their position share as much knowledge as possible to the person replacing them. As a result of this process, new members may learn from past experiences and successes and how to avoid potential problems. Such an approach emphasises the importance of keeping accurate and current records of relevant information for roles. The handover process can be better managed by including the training and recruitment of potential committee members within the overall strategic plan. Reference Australian Sports Commission, Club and Association Planning www.ausport.gov.au. Club Guide Surf Life Saving SA Page 35 of 252

CLUB EXECUTIVE WORKING WITH KEY STAKEHOLDERS A major Board responsibility is managing the relationships between key stakeholders and other external relations. Positive relationships between these groups are imperative for public relations and future resource allocation and community development. It is in your Club s best interests to be seen as reliable and expert sources of advice on policy and funding matters. Strategy It is advised that the Board approach key stakeholders to: Develop and maintain contacts in Media and government Document and distribute information to key decision makers Position and align the organisation with similar organisations Develop a good working knowledge of Media and government Recognising Potential The potential lobbying and public relations opportunities within a Club are often overlooked. By recognising these opportunities, the Club may take advantage of the skills, knowledge base and resources available within Club membership. Examples may include: members who are employees or owners of small businesses or government agencies, financial skills they possess, etc. It is not necessary to aim all lobbying at high profile stakeholders. Community views, opinions and activities filter up to the decision-makers. Examples of when this may occur include: Club involvement in community events and activities Social and official functions Other community group involvement Personal and professional contacts Relationship with your local Council Establishing a good reputation and relationship with your Council is imperative and will benefit your Club enormously in the long to term. Here are some tips to consider: Get to know the Council through Councillors, senior officers and recreation and maintenance staff Invite them to Club functions, be hospitable and ask them to present trophies and show appreciation for services they provide Understand the problems the Council is having and help them with issues that affect your Club Offer the Club s assistance with any community projects where possible Establish a positive PR program by appointing a member to carry out tasks, such as liaison with Council Praise the Council wherever possible, particularly in the Media and any other public arena Approach problems constructively and seek win-win solutions Encourage ethnic groups to take an interest by inviting them to participate in Club activities Insist on good behaviour from members whilst taking part in Club activities or using the facilities Be on good relations with the neighbours, premises, businesses close to the beach or Club (complaints to the Council may tarnish your Club s image) Club Guide Surf Life Saving SA Page 36 of 252

CLUB EXECUTIVE CLUB RECORDS An efficient and effectively-run Club will have a well organised information management system. Information such as membership nominations, membership transfers, correspondence, minutes, reports and circulars are some of the information sources that will need to be received, recorded, distributed and stored. Clubs should find the receipt, record, distribution and storage of information easier with the use of computers. Some information will still be received in hard copy and office bearers may not have access to computer facilities. As such, the following systems will need to be utilised. Receiving It is important that the office bearer responsible for receiving correspondence reads all incoming mail to the Club so that a record can be kept for files where necessary. Minutes of meetings, circulars, etc. should be copied to the relevant parties on receipt. Filing A filing system such as lever arch folder is useful for filing correspondence, reports and minutes. Depending on the quantity of information received, your Club may find it necessary to have a folder for each department, such as financial, Media and promotions, etc., or file by patrol season. Office bearers may also wish to scan all information to the office computer, and save in the appropriate folder. Remember to back up to an external hard drive as a precaution. Information Distribution The office bearer assigned to collecting and distributing information will be responsible for ensuring the relevant people receive a copy or the original correspondence. Information may be best sent via email attachment to the relevant office bearer, who will take appropriate action. Note: It is the Club s responsibility to ensure that Circulars are disseminated to the relevant people within the Club. Storage A Club should keep files such as membership details, financial records and so on, for a minimum of seven (7) years. Wherever possible, it is recommended that they are kept for longer and the ideal way is to save information electronically. Club Guide Surf Life Saving SA Page 37 of 252

CLUB EXECUTIVE SURFGUARD SurfGuard SurfGuard is the online system used by Clubs, Branches, States and Surf Life Saving Australia to record membership, awards, patrols, rescues, gear and equipment register, transfers and organisation details. It is also used to generate a wide range of reports to increase efficiency and allow the evaluation of statistics. SurfGuard Access In order to obtain access to SurfGuard, a User Registration form must be completed and forwarded to Surf Life Saving SA. A username and password will then be provided to the applicant. The SurfGuard User Registration form (Form 049) can be found on the Surf Life Saving Australia website, on the SurfGuard homepage, or a copy can be sourced from Surf Life Saving SA. Clubs should review who has access to SurfGuard on an annual basis in line with elections and position changes. Accounts expire after 3 months of inactivity. SurfGuard is accessed from www.surfguard.slsa.asn.au SurfGuard Assistance SurfGuard assistance and support is available from the Surf Life Saving Australia IT Helpdesk which can be contacted by phone on 1300 724 006 or via email surfguardhelp@slsa.asn.au. At Surf Life Saving SA please contact Reception. SurfGuard Upgrades and Changes SurfGuard is an evolving resource that continues to be enhanced. Important alerts and changes are listed on the front page of the website (SurfGuard Entry Point) under Messages. They are also communicated through SurfGuard Enhancement Advisories which are circulated in Club Mail and also available via the Surf Life Saving Australia Member Portal. The following information is recorded in SurfGuard: Club address and contact details* Club Officers, Positions and Committees* Club Positions* Club Committees* Member details (as per the membership form) Award information (requests to conduct and also member awards) Competency records Incident reports Patrol logs Patrol hours and statistics Gear and equipment Patrol exemption requests Total member patrol hours Custom reports to meet their needs * Clubs need to update these annually (after the AGM) or if a position changes, to ensure effective communication. Club Guide Surf Life Saving SA Page 38 of 252

CLUB EXECUTIVE SURFGUARD Reporting A wide range of reports can be produced in SurfGuard to increase administration efficiency and produce statistical reports. Under the Summary Section, Clubs can view a snapshot of: Assessment requests Award totals Membership statistics Leading patrol members Transfers Under the Mailing Groups Section, Clubs can automatically set up mailing groups for: Boards Committees Members Or any group they design or require Under the Reports Section, Clubs can print off custom reports for: Club Contacts Competition age category Current awards Email lists Gear and equipment Mailing labels Member transaction Reports Membership details Membership renewal form Officers Patrol attendance Patrol deficit Patrol type hours Patrolled or unpatrolled Statistics Total member patrol hours Custom reports to meet their needs References SurfGuard User s Guide found in the Information Technology Guides section www.surfguard.slsa.asn.au/downloads Surf Life Saving Australia Members Portal www.portal.sls.com.au Club Guide Surf Life Saving SA Page 39 of 252

CLUB EXECUTIVE MEETINGS Essential components of a general meeting are: meeting procedure, written agenda and notes of minutes and presentation of financial statements. Ideally, roles within a meeting should be identified to progress matters with ease. Notice of meetings should be outlined in the Club s Constitution and Regulations. This notice should be adhered to and any items submitted after closing date postponed until a later time. There are two main types of meetings: General meetings are usually well publicised with a written agenda. Minutes are taken during the meeting and the information is circulated at a later date to relevant parties, while a copy is kept for records. Annual General Meetings (AGM) are held in the offseason and as the name suggests, once per year and Special or Extraordinary General Meetings may be held to deal with specific issues, such as a vital matter arising that requires urgent discussion by the whole group. These meetings may be held as and when needed and are open to all members. These meetings are an opportunity for members to review the previous season and initiate proceedings or changes for the coming season. Clubs may vary the timing allocated for the meeting, persons eligible to vote, the election of officers and changes to the constitution, at these meetings. These specifics should be outlined in the Club Constitution. At the AGM, the Annual Report is presented for adoption. All members should be given a copy of the Report in advance, with enough time to review it before the meeting. Board of Directors or Management Meetings The Board of Directors or Management Meetings are places where both groups make decisions, involving elected or appointed decision makers. Both groups usually meet monthly. The Board of Directors may review or prepare Management Committee agendas to ensure all matters coming before the Committee are relevant and appropriate. Management or Board may also interpret policies to staff, oversee implementation of new policies or refer questions to other Committees or the full Management or Board of Directors. Reports should be made at each Management or Executive Committee meeting concerning the activities of the group. Sub-Committee Meetings Sub-Committees are designed to focus on a specific issue or task, such as finance, fundraising, marketing and so on. Regular reports by the Sub-Committee should be made to the Management/Executive Committee concerning progress and other activities. Regular reporting is also an important tool in keeping people advised of activities within other Committees. The recommendations and information reported by the Sub-Committees form the basis from which the Management Committee make decisions. That is, Sub-Committees do not have the power to make decisions, simply make recommendations to management. Club Guide Surf Life Saving SA Page 40 of 252

CLUB EXECUTIVE MEETINGS Meeting Procedures Structure is necessary within a meeting, as it improves the efficiency of business conducted. In addition, the rights of members present are protected, enabling everyone to have equal right to vote, make decisions, to be heard and have their viewpoint considered. Simply by advising participants, meetings can be assisted by: Planning meetings at regular intervals so people can plan their attendance ahead of time Ensuring the group understands that the task and final decision are the joint responsibility of the group Welcome ideas from all members, treating them with respect Advise members how they are expected to contribute and why they are present Share responsibility Create a friendly atmosphere within the meeting Setting the Agenda Agendas allow meetings to run more efficiently as well as assist the recording of minutes. The way in which your Club s agenda is decided will vary depending on the size of your Club. For example, more formal organisations may circulate the issues to be discussed, as identified by the Secretary and Chairperson, ahead of the meeting to allow time for members to prepare their thoughts and arguments in advance. If members have issues to add to the agenda in this situation, they should notify the Secretary. Disadvantages of this approach in forming the agenda include people not being confident putting items on the agenda, as well as a small number of people dominating the agenda. Smaller Clubs may take a different approach, the members being requested to place items on the agenda at the beginning of the meeting. In this way, items that are suggested at the beginning of the meeting will be discussed in turn. Although this approach may encourage greater participation, some people may find it difficult preparing their argument on the spot. An alternative suggestion may be a sheet posted on the Club notice board an Agenda Sheet - calling for items to be discussed at the next meeting. The most important issues should generally be discussed at the beginning of the meeting. Club Guide Surf Life Saving SA Page 41 of 252

CLUB EXECUTIVE MEETINGS Quorum A quorum is the minimum number of people necessary to make a valid decision and is usually outlined in the Constitution. A meeting can be declared invalid if a quorum is not present or insufficient or incorrect notice of the meeting is given. Motion A motion is a formal recommendation put before a meeting for debate and consideration. They provide more structure for the meeting and generally increase formality. Motions should generally: Begin with that Be specific and unambiguous Not be worded in the first person Not contain more than one sentence Not attempt to revive a motion previously rejected Be submitted in writing An amendment is the process of altering or changing a motion, Constitution or Regulation. Amendments should: Commence with that Be specific and unambiguous Be relevant to the motion Be within the scope of the notice convening the meeting Not contradict the motion Not attempt to revive an amendment previously rejected Be submitted in writing Reaching a Decision The obvious purpose of a meeting is to reach a decision on matters or issues that are set on the agenda. The most common methods of reaching a decision are voting and consensus decision-making. Voting generally assumes that the views of the majority should prevail. A simple vote occurs when general agreement is sought among the participants. Verbal voting, by proclaiming yay or nay or voting by a show of hands are common ways of reaching a decision in a simple vote. Although these types of voting have the advantage of being quick and allowing everyone to participate, some people may feel ignored, may not be committed to the decision or solutions may be missed. However, some issues require a more formal method of decision making, such as individual and secret voting. Voting by proxy and postal voting may be required for more complex issues, to ensure all relevant people are included in the decision making process. Club Guide Surf Life Saving SA Page 42 of 252

CLUB EXECUTIVE MEETINGS Reaching a Decision The consensus approach assumes that decisions can be agreed or consented to by all members, with some form of cooperation between all. In a consensus vote, one or two people should be elected to direct the discussion, ensure no one is blocked from the debate, state the issue clearly and facilitate discussion. The chairperson makes suggestions but does not force a decision, asking at the conclusion whether everyone agrees on the issue stated. If agreement isn t reached, those who disagreed are asked to offer alternatives. If only one or two people are blocking consensus, they should be asked whether they are willing to stand aside to allow the group to go ahead in the action proposed. If the individuals decide to stand aside, they should not be expected to carry out any action associated with the decision, with their disagreement should also be recorded. Terms that you should be familiar with: Reaching consensus the group is willing to go ahead with the decision Objection when a person is unwilling to stand aside to let the group proceed Reservation when a person has a concern but will stand aside Friendly amendment when a person agrees with the proposal but wants words, sentences or other points changed. Roles within a Meeting The Chairperson is responsible for directing business and conducting the meeting, allowing the Chairperson relative power and authority. The Chairperson and Secretary should meet to discuss agenda items prior to the meeting and ensure that they are circulated before the meeting. Characteristics of an effective Chairperson: Unbiased and impartial Familiar with the standing orders of the organisation and relaxed and tolerant when applying them Good listener and able to keep the meeting on track, ensuring it starts and finishes on time Refers items to a working group for a report at the next meeting if a decision is unlikely to be made at the present point in time Roles of the Chairperson: Ability to delegate tasks to other members Prepare the agenda in conjunction with the Secretary Identifies who wishes to speak and indicates when they may Decides when discussions should be brought to an end Does not usually get involved in discussions unless their opinion is specifically sought and should summarise the issue being discussed so that a decision may be made The Secretary holds a variety of tasks that take place before, during and after the meeting. They are usually the first point of contact for members to raise issues and coordinate links between key people. Club Guide Surf Life Saving SA Page 43 of 252

CLUB EXECUTIVE MEETINGS Characteristics of an effective Secretary: Good communicator and a clear thinker Able to manage and supervise others whilst maintaining confidentiality Able to organise and delegate tasks Be familiar with the Constitution and abide by its policy Roles of the Secretary: Prepare the agenda in conjunction with the Chairperson Organise meeting time and place, admission to the venue and use of its services Advise those concerned with enough notice of the meeting, its venue and other particulars Enclose the minutes of the previous meeting if they have not already been posted Take minutes from the meeting At the Annual General Meeting, additional duties may be included, such as: Collecting and collating reports from office bearers Advising members of the meeting within a specified time (as stated within the Constitution) Call for and receive nominations for Committees and other positions Arrange for the printing of the Annual Report Arrange guest speakers Streamline Meetings If your committee meetings run overtime, are dominated by a few people and resolve little then take action. Meetings should be a key vehicle for running the Club, but all too often they waste time and achieve little. The must-do items for effective meetings: A planned calendar of meetings Meetings run in an orderly manner, with contributions from all The Chair controls the meeting and fully understands his/her legal and procedural requirements An agenda is circulated, highlighting items for resolution and important information Board papers are precise, easy to understand and distributed on time Utilise Sub-Committees not everything has to come to the committee meeting Club Guide Surf Life Saving SA Page 44 of 252

CLUB EXECUTIVE MEETINGS Taking Minutes The Secretary should do the following when taking minutes of the meeting: Follow the order of the agenda State the main issues, points of view put forward and decisions made Ensure the full text of motions is recorded Be alert to take extra notes that may be needed by the chairperson Record attendance and apologies List accounts for payments approved, reports received, main points of answers required for correspondence Between meetings, the Secretary should: Write up the minutes as soon as possible following the meeting Circulate the minutes to all members as soon as possible (preferably within a week of the meeting) Using the minutes, note the points of action that need to be followed up in the coming weeks. A method of monitoring these tasks may be by having an action by column down the side of the page Ensure all important arrangements are confirmed in writing with copies made and filed. Records of important telephone conversations are also recommended Template of Action Sheet Annual General Meeting List of Members Attending, i.e. Joe Smith (President) Ann Martin (Secretary) Serial Meeting Action Required/Action Taken Responsibility Status 1 15/2/09 Plans to be finalised Lodge plans at President 2 15/2/09 Update SurfGuard with all data Secretary 50% complete Meeting Reports Written reports should be encouraged by Committee and Sub-Committee members on a regular basis. The reports may be in the form of progress reports or project reports and often reduce the amount of time spent talking about the issue in the meeting. The report should be succinct, focusing on the details of what, where, when, how and why. The conclusion of the report should contain a recommendation or set of recommendations for a decision. The content of a report should be acknowledged as being received, noting the outcomes of recommendations. Club Guide Surf Life Saving SA Page 45 of 252

CLUB EXECUTIVE MEETINGS Conflict in Meetings Conflict is a natural often inevitable aspect of meetings. Conflict in these situations is often perceived as negative, when in fact it suggests that members are actively taking part in discussion and are passionate about their involvement in the decision they are making. Positive outcomes of conflict in meetings include the discussion of alternative viewpoints and the airing of hidden problems. These factors facilitate innovation and increase motivation and performance. Alternatively, negative outcomes of conflict include communication breakdowns, attention being diverted from goals, a shift to authoritarian leadership styles and narrow group perspectives. Conflict may be managed by negotiating and bargaining, mediation and arbitration, in addition to direct intervention by the chairperson. The speaker may interrupt with the objection that it is only fair everyone gets to state their case or -, you are preventing others from hearing the case or the speaker may appeal to the chair if you and the meeting wish me to continue, I will do so if I can explain my case in full, and so on. Reference Australian Sports Commission www.ausport.gov.au Club Guide Surf Life Saving SA Page 46 of 252

CLUB EXECUTIVE ANNUAL REPORT All incorporated Clubs affiliated with Surf Life Saving South Australia must complete an Annual Report; Surf Life Saving SA recommends the inclusion of an audited financial statement. For affiliation this needs to be submitted to Surf Life Saving SA prior to Surf Life Saving SA AGM in accordance with the circulated affiliation requirements. Roles The Annual Report should be collated with the assistance of office bearers, the Club President and Secretary. Compilation It is advisable that information that will contribute to the Annual Report is collected throughout the year and stored in a folder for easy reference at the time of writing. Annual Reports are an excellent tool to showcase your Club s achievement to members, the community, sponsors and government bodies. A copy of each Annual Report should be kept with the minutes, such as in the Minute book. It is suggested that every ten years or so the Annual Reports are bound into a volume to form a valuable part of Club history. Essential Components The Annual Report can be as simple or complex as the Club is capable of producing, however, there are a number of minimum content requirements. These guidelines provide a checklist for the person responsible for producing the Club s annual report. Title Cover/table of contents must include date of season Club Objective Information on Patrons, Vice Patrons and Life Members List of Club office bearers for the season, including meeting attendance statistics Sponsorship List President s Report Club Financial Statements including Income and Expenditure, Balance Sheet and, signed Auditor s Report Office Bearers Reports, including where applicable: Club Captain s Report, Patrol/Life Saving Services Report, Chief Instructors Report, Junior Activities Report, Cadets Report. Competition Report listing team members by name, e.g. boat crews, board teams etc. and include Club, State and National championship results Marketing/Sponsorship Report (by including a list of all Club sponsor and a description of sponsorship activities it reinforces the Club s appreciation of their sponsors) Membership and Patrol Statistics Lifesaving awards gained by Club members Special Club milestones/events/social activities Recognition of member s outstanding achievements (these may include community awards gained outside Club activities) Bereavements Club Guide Surf Life Saving SA Page 47 of 252

CLUB EXECUTIVE ANNUAL REPORT Annual Report Distribution Three (3) copies of the Club s Annual Report, full Auditor s Report and Financial Statements for the past year must be sent to Surf Life Saving SA prior to the Surf Life Saving SA AGM in accordance with the circulated affiliation requirements. The Annual Summary Returns The Annual Summary Returns consists of statistics relating to: Rescues, Preventative Actions, Emergency Care, Gear and Equipment, Membership, and Lifesaving Awards. The Annual Summary Returns are calculated between the two to four weeks after the patrol season. All clubs should ensure their data is up to date on SurfGuard prior to the commencement of this process. The Annual Summary of Returns is due to Surf Life Saving SA by the end of September each year and should be completed via the form distributed by the Administration team and as per those instructions. Club Guide Surf Life Saving SA Page 48 of 252

COMMUNICATIONS Communications Club Guide Surf Life Saving SA Page 49 of 252

COMMUNICATIONS EFFECTIVE COMMUNICATION Communication is a vital part of running a successful surf Club. Whether the communication comes from the administration or the membership it all contributes to ensuring everyone involved in the Club is informed about what is happening. Those Clubs that are able to create a culture of strong communication will reap the benefits of happier members and increased retention and recruitment. In today s society where people are being bombarded with an abundance of messages and information from all angles, the need to provide clear and concise communication that is directly related to them is vital. Surf Life Saving SA has four main policies that cover communications which include: Surf Life Saving SA POL-10-18 Cyber Bullying Policy Surf Life Saving SA POL-10-14 Social Media Policy Surf Life Saving Australia 6.21 Photography Policy (Surf Life Saving Australia) Surf Life Saving Australia 6.1 Intellectual Property (Surf Life Saving Australia) Tips for Communicating Effectively Be clear and concise with your communications to ensure your message is understood by the recipient. Long and unclear messages can be frustrating and result in poor engagement. Follow up your messages to ensure they have been understood, particularly when you have had no face-to-face contact with the recipients. Make sure your form of communication is reflective of the message you are trying to convey. For instance, if a message is only relevant to a few people, a phone call to each person would be more appropriate than an email to the whole Club. Similarly, if it is a Club issue which affects all members, emails, website, social Media and noticeboards are much better than face-to-face or phone conversations both in efficiency and effectiveness. Regular communication is vital to ensure members are kept informed of all activities relevant to them. It makes them feel like they are a valued member of the organisation. Keep your communications interesting by adding visual aids or pictures when possible. If your communications are boring, be it when personally addressing people or in the design of communications materials, the message will not get through. The start of a document, letter, email or speech is the most important part of the communication cycle. If the communication is dull or seems unimportant to the reader or audience it is unlikely to be read or noticed. A powerful opening or catchy headline can help to improve your chances of gaining interest in your message. Continually refer to previous messages to highlight to members the importance of keeping track of all communication from the Club. When possible keep records of previous communication to ensure that your message is consistent and that your next communication can follow on from the previous. Use your communication tools to develop relationships with members, staff, volunteers, sponsors and government. The better your relationships are with these parties, the more they are going to want to deal with you. Club Guide Surf Life Saving SA Page 50 of 252

COMMUNICATIONS EFFECTIVE COMMUNICATION Tips for Communicating Effectively (continued) Where appropriate, use online technology (e.g. Email, internet, social media, SMS) to get your message out to a wider audience more quickly. Also, use good design software to make your printed or electronic material stand out. Clubs should provide a mix of formal and informal communication. Informal communication could include simple instructions and feedback on the day s operations and results, while formal communication might include meetings and newsletters. Clubs should seek to keep members involved in decisions not only affecting their position but those that affect the Club in general. This could include providing updates on decisions made or seek advice or opinions from the members on a course of action to be taken. A major component of communication with members should be in recognising a member s performance or contribution to the Club. People will often respond best to communication, particularly feedback on performance (be it good or bad) if it s done consistently. Clubs that are inconsistent in their communication may quickly lose the passion and drive of the member. Giving Feedback Be sure that your intention is to be helpful and focus on the behaviour rather than the person. Talk about what the person did, and not what you think this implies. If the recipient has not asked for feedback, check to see whether he or she is open to it. Deal only with behaviour that can be changed. If you focus on behaviour that can't be changed you only increase the person's frustration. Deal with specific behaviour, not generalities. For example, to tell a person that they are dominating is not as useful as saying: When you interrupted Jan and Peter at our meeting yesterday, you prevented them from giving their viewpoint". Describe the behaviour; do not evaluate it. By not being evaluative you reduce the need for the other to react defensively. "When you keep checking your phone for text messages, I have difficulty chairing the meeting agenda, and I notice that it disrupts the focus of the meeting discussion."... is more effective as feedback than to say..."turn that phone off will you? It's really annoying." Check to make sure that the recipient understood your message in the way you intended it. That is, question their understanding or consider asking them to paraphrase your message. Feedback should be appropriately timed, and is generally most useful at the earliest opportunity after the behaviour. Club Guide Surf Life Saving SA Page 51 of 252

COMMUNICATIONS EFFECTIVE COMMUNICATION Practical ways to give feedback Adapted from Peter Scholtes, (1990), "The Team Handbook", Joiner Associates Inc., Madison USA. Sequence Give information about the behaviour / actions / words 1. "When you..." Explanation Start with a "When you..." statement that describes the behaviour without judgement, exaggeration, labelling, attribution, or motives. Just state the facts as specifically as possible. and the effect that it had on you, others, customers or the company 2. "I/they feel..." Tell how their behaviour affects you/them. If you need more than a word or two to describe the feeling, it's probably just some variation of joy, sorrow, anger, or fear. 3. "Because I/they..." Now say why you/they are affected that way. Describe the connection between the facts you observed and the resulting effect. 4. Pause for discussion Let the other person respond. 5. "I would like..." Describe the change you want the other person to consider. 6. "Because..."...and why you think the change will alleviate the problem. 7. "How does that sound?" Listen to the other person's response. Be prepared to discuss options and compromise on a solution. Club Guide Surf Life Saving SA Page 52 of 252

COMMUNICATIONS COMMUNICATION WITHIN SURF LIFE SAVING One of the most important roles of a Club is to ensure its members are well informed. Engaged and informed members are more likely to fulfil their volunteer roles to the best of their ability. The following methods of communicating information are also great ways of promoting your Club to potential sponsors and members. Surf Life Saving Australia Member s Portal The Surf Life Saving Australia Member s Portal is a one-stop shop for all member s online needs. It is designed to unify what have been entirely separate websites and databases (Secure Resources, Lifesaving Online etc.) into one online location. Every member has a unique login to the Portal and can tailor their dashboard to filter news, events, job opportunities, circulars etc. to suit. http://portal.sls.com.au. Circulars Circulars are issued at National and State level to notify members of information and actions required. They should be read and distributed to the appropriate officers and members within a Club, and a copy made available to all members of the Club, e.g. on Club noticeboard or website. As the primary point of contact, Clubs need to ensure that the Secretary s email address is correct in SurfGuard to ensure receipt of all Circulars. Circulars should be kept in numerical order, and filed according to the author, i.e. a file for Surf Life Saving Australia and Surf Life Saving SA, as they may be required at a later date. Surf Life Saving SA and Surf Life Saving Australia Circulars are also available on the Surf Life Saving Australia Member s Portal. Bulletins Bulletins are usually directive and generally of a practical nature, for example, regulations or specifications. Bulletins are issued by the Director or Manager of a Department, addressing specific people with copies made available to other interested people. For instance, the Surf Life Saving SA Surf Sports team may send out a Final Event Bulletin, prior to a major Championships event, to all Club Team Managers. Memorandums (Memos) Memos are sent to a specific person to provide a communication backup. A Memo may be addressed to one particular office bearer, such as the Secretary, and then copies to be distributed to other individuals, e.g. Club Captains. The original person the memo is marked attention to may then choose to forward the memo to other people who they feel may benefit from it. Newsletters Various types of newsletters are distributed at National, State and Club level, increasingly through online delivery methods: Surf Life Saving SA E news is a monthly newsletter sent to all Surf Life Saving SA members on SurfGuard, it promotes all important information members and the activities of Surf Life Saving SA. Club Newsletters are produced by many Clubs and are an excellent tool to update members, making them feel part of a Club and providing an introduction to new members. The Club newsletter may be distributed in many forms: Hard copies to be sent to members, electronic copies placed on the Club website, emailed to members, placed on the Club noticeboard, or loaded by the Club into the Surf Life Saving Australia Member Portal. Club Guide Surf Life Saving SA Page 53 of 252

COMMUNICATIONS COMMUNICATION WITHIN SURF LIFE SAVING Photography and Images Surf Life Saving SA and Surf Life Saving Australia have a library of images which depict lifesavers in correct patrol uniform and with up to date sponsor logos. If sending images to sponsors, Media or creating internal posters, please be mindful of the Surf Life Saving Australia Intellectual Property (IP) policy. Also be mindful of depicting Surf Life Saving in a positive light. When including photos in newsletters and on websites remember to credit the photographer where possible. Also ensure you have permission from the member or their guardian, to publish their image in a public document or online. Noticeboards When maintained, Club noticeboards can be an effective way to distribute information. Calendars, upcoming events, amendments to policies and procedures, request for member participation and notification of meetings are a few of the forms of information that can be communicated via noticeboards. The most important thing to remember is to keep the notice board relevant and up to date. Email Creating a database of Club member s email addresses is a simple process with SurfGuard and can be an effective method of communicating with your members. Not only can you promote Club-based events through the email distribution list, it is also an effective way for your sponsors to communicate with the membership. SMS (Text Messaging) SurfGuard offers the service of setting up an SMS database. This is particularly useful for patrol reminders, beach closures and special event notification. Surf Life Saving Australia offers support and training to Clubs wanting to know how to fully utilise SurfGuard s features. Website A Club website is vital not only for your members, but also potential members and sponsors who would like to know more about the Club. Information on your website, such as news, images, sponsors and links should always be up to date. A well administered website can also be used to host things like Patrol Rosters, which members can access with a secure login function. Social Media Many Clubs and their members have a Facebook page and even a Twitter feed to provide up to date information about the Club. Social media allows members to communicate with each other and provides an informal forum for notification and discussion. It is an easy way to provide members with access to things like photo galleries and can be used to conduct fundraising campaigns and competitions. Privacy issues are increasingly a concern with social media networks and Clubs should have a clear and comprehensive social media policy which is communicated to members. Social media administrators at Clubs should also actively monitor their pages for derogatory, defamatory or inappropriate posts, possibly deleting or blocking the post if it breaches the Club s policy. Assistance in developing a social media policy is available by contacting the Surf Life Saving SA Marketing and Partnerships Manager. Clubs should be aware of the Surf Life Saving SA Social Media Policy, and ensure their own policy reflects it. Club Guide Surf Life Saving SA Page 54 of 252

COMMUNICATIONS INFORMATION TECHNOLOGY (IT) The use of technology presents one of the greatest opportunities for Clubs to improve the way they operate. The effective use of technology offers more efficient means of communication and administration at a reduced cost. Access to the internet, email and social media has increased the ability to communicate and disseminate information on larger scales and to access online systems such as SurfGuard and the Surf Life Saving Australia Members Portal. These tools allow Clubs to: Communicate with entire membership and identified groups via email, SMS and social media Publish news, activities and information on websites, Surf Life Saving Australia Member Portal and via social media Log information into online systems such as SurfGuard and the Incident Report Database Access information and produce reports from online systems such as SurfGuard and Incident Report Database Access information posted on Surf Life Saving SA and Surf Life Saving Australia websites and in the Surf Life Saving Australia Member Portal and social media sites Surf Life Saving Australia and IT Surf Life Saving Australia continues to invest in various forms of information technology projects at all levels of the organisation to improve the availability of information to support operational surf lifesaving, training programs and public education. Core projects include: Surf Life Saving Australia Member s Portal - The Surf Life Saving Australia Members Portal is a one-stop shop for all member s online needs. It is designed to unify what have been entirely separate websites and databases (Secure Resources, Lifesaving Online etc.) into one online location. Every member has a unique login to the Portal and can tailor their dashboard to filter news, events, job opportunities, circulars etc. to suit. It will also incorporate Lifesaving Online database information which allows members to maintain and view their personal information, patrol rosters, awards etc. New users can create an account easily, on the Portal front page. SurfGuard the online system used by Clubs, Surf Life Saving SA and Surf Life Saving Australia to record membership, awards, patrols, rescues, gear and equipment register, transfers and organisation details. BeachSAFE Surf Life Saving Australia s public education website that provides access to detailed information including current weather and hazards, patrol information and more about all 11,724 beaches in Australia. It is also available as a phone app. IRD the Incident Report Database that captures data relating to drownings, near drownings, rescues, member injuries etc. This is now incorporated into SurfGuard. ABSAMP the Australian Beach Safety and Management Program with a geographical database of every beach in Australia. Carnival Manager System Surf Life Saving Australia s Carnival Manager System is owned by Surf Life Saving Australia and can be used for most National and State carnivals/championships. Club Guide Surf Life Saving SA Page 55 of 252

COMMUNICATIONS INFORMATION TECHNOLOGY (IT) Water Safety App - This App has been designed to assist coaches, trainers and other Club personnel in conducting risk assessments on the beach as part of the new Surf Life Saving Australia Water Safety Policy. Club personnel can use the application to identify any hazards, assess the risks posed to the participants and then determine how many water safety personnel will need to be on duty to ensure maximum safety for all participants. Event Risk App - This App has been designed to assist event organisers, water safety personnel and senior officials to identify hazards, assess risk and develop risk mitigation strategies for aquatic Surf Life Saving events. The app will assist event organisers in identification of coastal hazards, using expected and forecasted conditions for the day of the surf sport activity, assessment of risks, risk mitigation strategies and remedies. The Apps audience is Safety & Emergency Services Coordinators, Event Referees and Surf Life Saving Event Organisers. Coastal Safety Risk Assessment App - The Coastal Safety Risk Assessment iphone App allows an assessment of a beach or coastal area to identify hazards, assess risk and to develop risk mitigation strategies as part of the Australian CoastSafe service. For more information, please visit www.coastsafe.org.au The Patrol Ops App - For recording patrol related items, hazards and incidents using a simple touchscreen interface on a mobile device. The app makes use of the smartphone s GPS capabilities to precisely record the geographic location of these items. The data is then transmitted instantly to Branch, State and National IT systems and also to public-facing websites such as BeachSafe (web and app versions). The app has been designed to be used by patrolling members on the beach. At the start of the patrol it is used to record the initial position of the beach flags and signage. During the course of the patrol it is used to record the repositioning of beach flags and signage, along with hazards (such as rips) and incidents (such as a rescue or first aid). It can also be used for the live location tracking of support services such as RWC, Helicopters etc. The Patrol Ops app has been designed to be as quick and efficient as possible. There is no complicated workflow associated with adding location markers; the emphasis is on speed and clarity. References Surf Life Saving Australia Members Portal - www.portal.sls.com.au Club Guide Surf Life Saving SA Page 56 of 252

COMMUNICATIONS SOCIAL MEDIA Social media is a type of media which enables social interaction between an author and active readers, incorporating the publishing of those interactions and conversations online. This is in contrast to more traditional forms of media where the audience has a strictly passive role. Social media includes, but is not limited to: Maintaining a profile page on social or business networking sites, such as LinkedIn, Facebook, Twitter or Google Plus Content sharing sites such as Flickr or YouTube Commenting on blogs for personal or business purposes Leaving product or service reviews on retailer sites or customer review sites Taking part in online votes and polls Taking part in conversations on public and private web forums (message boards) Editing a Wikipedia page If your Club is utilising social media it is important that it is used appropriately to ensure the organisation s reputation is maintained and is not brought into disrepute. In order to do this it is suggested that each Club develops a social media policy or guidelines to assist members in making good judgements about content posted and accessed online. For assistance with developing a social media policy, contact the Surf Life Saving SA Marketing and Partnerships Manager or view the Use of Social Media policy in the Surf Life Saving Australia Members Portal. Using Social Media for your Club Before you create a new website, social networking page or forum for your Club it is important to get permission from the Club President and Committee. Furthermore you must ensure that only appropriate content is put onto these platforms. Understanding how different social media channels work and tailoring content to those channels will ensure the message gets across effectively to your audience. Communicating to your audience in a particular style of written language will also help represent your Club s and the organisation s brand and image. The most effective social media sites adopt a definite voice to communicate to audiences by writing content in a personality that possesses attributes that are friendly, real, honest, Australian, helpful, encouraging, trustworthy, motivating, educational, welcoming, energetic and positive. As a best practice guide, Clubs are encouraged to engage Facebook as their primary use of social media, followed by the use of Twitter and photo sharing networks like Flickr or Instagram. Utilising social media tools can be a very time consuming task so it is important Clubs focus their energies on one or two channels rather than taking on the entire social media sphere. Create interest among your followers and the audience as a whole. Post relevant articles, promotions and information about your products and services using relevant keywords. Furthermore, social media is a great way to give your members a voice. Club Guide Surf Life Saving SA Page 57 of 252

COMMUNICATIONS SOCIAL MEDIA Using Social Media for your Club (continued) Use pictures, promotions, videos to let the fans drive the traffic for you. For example, you could run a campaign where the most number of likes for a promotional poster of your Club wins a prize. This will ensure that you are not the only one doing all the hard work; suddenly your members have joined in the conversation. Don t be repetitive. If you overload the user with information and (even worse) if the information is repetitive, then the audience will opt out and stop following your page. Never self-promote too much. Always link your posts and tweets to some interesting current information that will add value to your audience. Social media is a two way channel for communication. It s a great medium for delivering your message but it is also a medium that can be used to listen. Always listen to what your audience and follower base are telling you. Pretty soon you will start to anticipate the feedback. Trust is the key element in building relationships online. Build trust by keeping a respectful tone, even when disagreeing with others and by responding to comments in a timely manner. If a member or Club realises that they have made a mistake, they should try to correct it promptly. Remember that online conversations and interactions are not conducted in the same way as telephone or face to face communication and increases the risk of misinterpretation and comments being taken out of context. It is important to consider the audience and keep in mind that this may include current and potential members, government agencies, corporate sponsors and suppliers and the media. Before posting, the content should be considered to ensure it is appropriate for the audience and does not exclude or offend any particular group. Clubs and members should be aware that the tone used in online interactions can be interpreted in different ways by audiences, due to a lack of non-verbal communication or cultural differences. Some participants may not be familiar with abbreviations, emoticons and other common codes used in online communication. Clubs and members have the ability to engage with other groups in Surf Life Saving by using social media. Through Facebook, Clubs can engage and promote activities and opportunities available to members by posting onto Surf Life Saving SA pages. This could include sharing photos from a recent camp to your Club s page or reposting a link to a Surf Life Saving SA opportunity i.e. applications open for a coaching course in your area. Club Guide Surf Life Saving SA Page 58 of 252

COMMUNICATIONS SOCIAL MEDIA Things to remember when using Social Media Members of Surf Life Saving are obliged to adhere to the Surf Life Saving Australia Policy Statement 6.20 Use of Social Media, which is available on the Surf Life Saving Australia Members Portal. Club social media sites must not contain or link to, defamatory, harassing, pornographic or otherwise inappropriate content, including photos, illustrations or nicknames. Clubs and their members are not to comment on, or publish, information that is confidential or in any way sensitive to Surf Life Saving SA, its affiliates, partners or sponsors. Clubs and members should consider social media and online interaction as a permanent record of their online action, conversations and opinions. They should be aware that the internet is not anonymous and should assume that everything that they may write or comment on could be traced back to them. Clubs are required to take responsibility for any information they post. Clubs and members are expected to refrain from engaging in activities that may damage the reputation of the organisation and are to foster a positive organisational image at all times. Social media administrators at Clubs should also actively monitor their pages for derogatory, defamatory or inappropriate posts, possibly deleting or blocking the post if it breaches the Club s policy. Assistance in developing a social media policy is available by contacting the Surf Life Saving SA Marketing and Partnerships Manager. Reference Surf Life Saving Australia Members Portal - Policy 6.20 Use of Social Media - www.portal.sls.com.au Club Guide Surf Life Saving SA Page 59 of 252

FINANCIAL MANAGEMENT Financial Management

FINANCIAL MANAGEMENT FINANCIAL ADMINISTRATION The Finance and Administration Department are responsible for the day to day operation of the business of Surf Life Saving in South Australia. The Department focuses on financial management, administration and support services for Surf Life Saving SA as well as any new business opportunities. It also has a role in ensuring that Surf Life Saving SA maintains its legislative compliance, risk management systems and the development of minimum standards. The Finance and Administration team is also available to assist the Clubs with advocacy and negotiation; to provide financial and compliance guidance; and to provide Clubs with accounting support and book-keeping services on a user pays basis. Other fundamental roles of the Department include: Human Resources Develops and manages HR strategies, policies, processes and activities throughout Surf Life Saving SA for both staff and volunteers. Finance Responsible for managing Surf Life Saving SA s: Financial planning and operations and Accounting practices Management and acquittal of external funding and grants Relationship with financial institutions and auditors Statutory compliance with legislation Maintenance and improvement of financial systems, and related policies and procedures The analysis and preparation of financial reports as required by the Surf Life Saving SA business plan. Information Technology (IT) Assists with the review and assessment of IT needs throughout the State s operations. This includes communications, specialist software needs and database management. The Department is available to assist Clubs with general IT advice and management of any Surf Life Saving programs or databases. Club Guide Surf Life Saving SA Page 61 of 252

FINANCIAL MANAGEMENT FINANCIAL MANAGEMENT There are a number of references in various legislation and accounting standards about the need for associations to keep proper accounting records. The South Australia Associations Incorporation Act 1985, s35, requires that accounting records to be kept in a manner that present fairly the results of the operations and that these records be properly audited. The Australian Charities and Not-For-Profit Commission Act 2012 also has provisions for accounting and accountability requirements. While legislation concentrates on the need to correctly record and explain the financial transactions and financial position of the association, an appropriate accounting and financial management system is also necessary to enable the governing body to effectively and efficiently discharge its responsibilities to its members in the running of the Club. In other words, systems should not only provide a mechanism to record financial data, but also produce accurate and timely reports to enable informed decisions to be made about the future of the entity, both short-term and long-term. It should be noted that the procedures and recommendations contained in this guide apply to all activities relevant to your Club. Where, for example, junior activities are operated separately, they are subject to the same obligations and controls as the main activities; The overall governing body is responsible for its activities (ratification and approval practices must be carried out by the governing body; it is not sufficient for the committee to assume this responsibility) Results must be included in the Club s financial statements Internal control procedures and systems must be in place to meet all obligations The year-end audit must include ALL areas of the entity s activities and operations Accounting Systems Clubs should be operating a computerised accounting system. Surf Life Saving SA recommends the use of licensed accounting software that complies with Australian Accounting Standards. The accounting software should be password protected and access to accounting records restricted. It is also recommended that the Club (rather than an individual) owns the license or subscription to the software. There are several minimum requirements for components of the accounts for an incorporated organisation, that must be met to not only provide adequate decision making tools for the executives, officers and members of the Club, but also to meet legal obligations. Club Guide Surf Life Saving SA Page 62 of 252

FINANCIAL MANAGEMENT FINANCIAL MANAGEMENT Accounting Systems (continued) A typical accounting system would include the following books of record and documentation: General Ledger Cash Book (maintained separately for each bank account operated by the entity) Bank reconciliations (performed on each bank account) A record of outstanding debtors (accounts receivable) and outstanding creditors (accounts payable) Asset register Petty cash book or records Register of receipt books (to maintain proper control over the purchase, issue and custody of receipts if receipts are not issued via the accounting software) Source documents i.e. bank statements, invoices and receipts General Ledger and Chart of Accounts The Chart of Accounts (CoA) is the list of account codes, broadly divided into categories for income, expenditure, assets, liabilities, and equity, which make up the General Ledger (GL). Transactions are recorded in source journals and documents, such as cash books and cheque books, which may be posted to the general ledger. By applying an account code to every transaction, the activities of the organisation can be properly reported on, both during the year and at year-end. The Australian Charitable and Not for Profit Commission (ACNC) has developed and published a standard chart of accounts for use as a guide in the not-for-profit sector (NSCOA). This standard chart can be found on the ACNC website at: https://www.acnc.gov.au/acnc/manage/reporting/nscoa/acnc/report/chartofaccounts2.aspx The Finance Department at Surf Life Saving SA are available to assist Clubs with the setup of accounting systems and the general ledger. Accounting Methods Cash accounting recognises income in the period it has been physically received and expenses in the period when they are actually paid. It is often the simpler method to use as it provides a clear picture of how much cash is on hand at any point in time. Accrual accounting is generally the preferred method of accounting as it allows income and expenditure to be recorded in the period in which they are incurred, regardless of when the cash transaction occurs. Smaller Clubs may find cash accounting adequate and may wish to switch to accrual accounting as they start to grow and require more meaningful information on the overall financial status of the organisation. Club Guide Surf Life Saving SA Page 63 of 252

FINANCIAL MANAGEMENT COMPLIANCE Surf Life Saving entities are the fortunate beneficiaries of a great deal of support from the public, not only in the form of hours of volunteer labour and assistance, but also through donations and the results of fundraising activities. Compliance for charities is governed by the Australian Charities and Not-for-Profit Commission (ACNC) and it is recommended that Board of Management members at Clubs familiarise themselves with these obligations. http://www.acnc.gov.au/acnc/manage/ongoing_obs/acnc/edu/on_obgtns.aspx?hkey=f93bd0b9-82fe- 4e58-84e1-02d57a20c8eb The following major requirements of the ACNC must be addressed by Clubs: Keep their charity status To remain eligible to be registered, charities must be not-for-profit and pursue their charitable purpose. Notify the ACNC of changes You must notify the ACNC if any of the following details about your charity change: Legal name Address for service (where legal documents can be sent) Responsible persons (people who are members of your charity's governing body including directors or committee members, or its trustees) you need to notify ACNC if someone takes on or finishes the role of a responsible person, and Governing documents (such as its constitution, rules or trust deed). You must also let the ACNC know if you think your charity is not meeting its ongoing obligations to the ACNC in a significant way, and as a result, your organisation is no longer entitled to be registered. Record Information Your charity must keep financial records that correctly record and explain its transactions and financial position (its net wealth) and performance (how it has gone) and enable true and fair financial statements to be prepared and to be audited, if required. You must also keep operational records which explain your charity s activity. Report annually Charities must submit an Annual Information Statement (and, for medium and large charities, a financial report) every year. This statement is due within six months of the end of your reporting period and can be submitted by using the ACNC Charity Portal. Meet the governance standards Charities must comply with the governance standards. These standards set out a minimum standard of governance, to help promote public trust and confidence in charities. Other obligations These ACNC obligations are in addition to any other obligations your charity has under other laws or to other Commonwealth, State and Territory regulators. For example, if your charity is an incorporated association you will still have to report to your State or Territory regulator for incorporated associations. The ACNC is working with other Government departments and agencies to reduce regulatory burden for charities. Club Guide Surf Life Saving SA Page 64 of 252

FINANCIAL MANAGEMENT COMPLIANCE Tools and resources The ACNC provides the following resources for governing and managing your charity at the following link: http://www.acnc.gov.au/acnc/manage/tools/acnc/edu/tools/maintools.aspx?hkey=1581809b-bc92-4201- 8697-d3ec032c2e63 Guides Governance for good - the ACNC's guide for charity board members My charity and the ACNC - board members guide to your charity's responsibilities to the ACNC Protect your charity from fraud guide - the ACNC guide to fraud prevention Take the ACNC compliance test: is your charity complying? Annual General Meeting resources Annual general meetings and the ACNC Annual general meeting agenda template Annual general meeting minutes template Annual general meeting notice template ACNC Webinars Online training for charities on topics to help them meet their obligations and work towards good governance. Worksheets Worksheet: prepare to report to the ACNC Quizzes ACNC charity health check Quick tips Internal disputes Conflicts of interest Changing your governing rules - unincorporated Changing your governing rules - incorporated Taking on employees Having strong financial controls Holding your annual general meeting Choosing a new board member Engaging volunteers Holding meetings Club Guide Surf Life Saving SA Page 65 of 252

FINANCIAL MANAGEMENT COMPLIANCE Deductible Gift Recipients (DGR) A Deductible Gift Recipient (DGR) is a body that can receive gifts or donations from the public, and the donor can receive a tax deduction for the amount of the gift or donation. DGR s are not required by tax law to issue receipts for deductible gifts, but if they do, the receipt must specify: The receipt is for a gift The name of the fund, authority or institution receiving the gift The DGR s ABN Other useful information for the donor is: The date the gift was made The amount of the gift if it was money A description of the gift if it was property What is a Gift? Gifts have the following characteristics: They are made voluntarily They do not provide a material benefit to the donor They essentially arise from benefaction Not all payments to DGR s are gifts. For example, these payments are not gifts: Purchases of raffle or art union tickets Purchases of chocolate, pens, etc. The cost of attending fundraising dinners, even if the cost exceeds the value of the dinner Auction items purchased at fundraising events Membership fees Payments where the person has an understanding with the recipient that the payments will be used to provide a benefit for the donor How to become endorsed as a DGR? To be entitled to endorsement, the organisation must: Have an ABN Maintain a gift fund Be in Australia; and Fall within the general DGR category as specified in income tax law For further information refer to ATO Fact Sheet Gift Pack NAT 3132 at www.ato.gov.au Self-Review Endorsed DGR s need to regularly review whether they are entitled to endorsement. A DGR must tell the ATO if it ceases to be entitled to endorsement. Club Guide Surf Life Saving SA Page 66 of 252

FINANCIAL MANAGEMENT COMPLIANCE Associations Incorporation Act (SA) 1985 - Specific Obligations Listed below are a number of specific requirements outlined in the Associations Incorporation Act, the relevant section of the Act and the penalties, if any, applicable in the event of non-compliance. Disclosure of Interest Members of the committee of an incorporated association who have any direct or indirect pecuniary interest in a contract, or proposed contract, made by, or in contemplation of the committee. The extent and nature of their interest must be disclosed (s31). Penalty: $5000. Members of the committee of an incorporated association who have any direct or indirect pecuniary interest in a contract, or proposed contract, made by, or in contemplation of the committee, must not take part in any decision of the committee with respect to that contract (s32). Penalty: $5000. Annual General Meeting An Annual General Meeting (AGM) must be held at least once in each calendar year and within five months of the end of the entity s financial year and within 18 months of incorporation. (s39). Proper Accounting Records An incorporated association must ensure that proper accounting records are kept which present fairly the results of the operations of the association. This must be done in such a manner as will enable true and fair accounts of the association to be conveniently and properly audited (s35). Maximum penalty is $5000. Audit Reports Accounts must be audited by a member of Certified Practicing Accountants Australia, a member of Chartered Accountants of Australia, registered company auditor, a firm of registered auditors, or a person approved by the Commission as an auditor. (s35(2)) maximum penalty $5000 Rules and Objects Change Within one month of altering a rule the alteration must be registered with the Business and Consumer Affairs (s24) Incurring Debt If the Club has reasonable grounds to suspect it will be unable to pay any and all of its debts as and when they fall due, but incurs a debt anyway, then the member/s who took part in the decision to incur the debt can be held liable for the debt and could also be liable to penalty of up to one year imprisonment and/or $5000. Please Note: The public support of Surf Life Saving is essential to our existence, and the authority to fundraise is critical to ensuring the continuation of this support. Noncompliance of just one entity in South Australia affects the ability of all entities to fundraise. Club Guide Surf Life Saving SA Page 67 of 252

FINANCIAL MANAGEMENT COMPLIANCE Taxation Requirements and Concessions The following taxation registrations are recommended for all Surf Life Saving entities: ABN: while an ABN is not a legal requirement, it is essential GST: a non-profit organisation is not required to be registered for GST unless the annual turnover (taxable supplies) of the organisation is $150,000 or more. Notwithstanding this, it may be beneficial for your entity to register, to take advantage of the ability to claim GST paid for purchases and expenses PAYG withholding: this is required if you employ staff Endorsement for the following concessions: - ITEC: Income Tax Exemption - GST Charity Concessions - DGR: Deductible Gift Recipient - FBT: Fringe Benefits Tax for Non Profit Organisations Please Note: Receiving an endorsement from the Australian Taxation Office for the above concessions is important in gaining the most beneficial tax exemptions for your Club. It is important that your Club identifies itself as a Public Benevolent Institution (PBI) or Charitable Institution (CI) when applying for the above endorsements as it will affect the tax exemptions available to your Club. Club Guide Surf Life Saving SA Page 68 of 252

FINANCIAL MANAGEMENT COMPLIANCE Taxation Requirements and Concessions The table below illustrates the differences between a PBI and a CI: Tax Concessions Public Benevolent Institution (PBI) Charitable Institution (CI) Income Tax Exemption (ITEC) Yes Yes Fringe Benefits Tax Exemption (FBT) Yes No FBT Rebate N/A Yes GST concessions for charities and gift Yes Yes GST concessions for non-profit organisations Yes Yes Deductible Gift Recipient Yes Yes Refunds of Franking Credits Yes Yes The ATO website is a useful resource for locating information about requirements and obligations. Contact the Australian Taxation Office for further guidance regarding the status of your Club (PBI or CI). References Australian Taxation Office www.ato.gov.au/nonprofit Tax basics for non-profit organisations (NAT 7966) Gift Pack (NAT 3132) Fringe Benefits Tax for Non Profit Organisations (NAT 14947) Tax Concession Charity or Income Tax Exempt Fund (NAT 2948) - this is the endorsement form for income tax exemption, GST charity concessions, FBT rebates and FBT exemption Club Guide Surf Life Saving SA Page 69 of 252

FINANCIAL MANAGEMENT COMPLIANCE GOODS AND SERVICES TAX (GST) Overview Goods and Services Tax (GST) is a broad-based tax of 10% on most goods, services and other items sold or consumed in Australia. A non-profit organisation must register for GST if its annual turnover is $150,000 or more (from 1 July 2007). If its turnover is less, it can register if it chooses. Surf Life Saving SA highly recommends that Clubs register for GST. If the organisation is registered for GST, or required to be registered, it must include GST in the price of most goods and services it sells or provides (called taxable sales ). This means that 1/11th of the total sale must be remitted to the ATO. For more details, explanations and examples, go to the ATO website: https://www.ato.gov.au/non-profit/yourorganisation/gst/gst-concessions/ A registered organisation can also claim GST credits for the GST included in the price of certain things it purchases. There are some goods and services that do not have GST included in the sale price. These are either GST-free or input taxed sales. Some items are expressly legislated as exempt expenditure. Examples include: Interest on loans Certain bank charges Salaries and wages Rates Some Special Issues The following GST issues have been identified which may relate specifically to Surf Life Saving Clubs. Grants Government grants are normally made conditional, with the recipient required to use the funds in a particular event, activity or program, and being required to provide a subsequent report to confirm this. As such, grants are normally subject to GST. At the time of introduction of GST, the Government acknowledged that most of their grants would attract GST and so grossed them up by 10% to ensure that GST registered charities were not disadvantaged. Sponsorship Amounts received as sponsorship are usually received in return for some form of advertising, and hence are normally subject to GST. Where sponsorships are made in the form of goods or services, then the market value of those goods or services is used to calculate the GST. Carnival Entry Fees Sale of food, drink and Club clothing Fees charged for equipment/services Annual Dinner Tickets (If the dinner is designated as a charity dinner, it may be GST exempt. See Fundraising Events below.) Club Guide Surf Life Saving SA Page 70 of 252

FINANCIAL MANAGEMENT COMPLIANCE GOODS AND SERVICES TAX (GST) GST Free Items: Raffles and Other Fundraising Activities Even though a raffle results in a prize of either cash or goods (or both), it is a game of chance and so there is no material benefit conferred on the donor. The ATO has ruled that raffles held by charitable organisations are exempt from GST. Donations and Gifts Donations and gifts can be in cash (GST free supply) or in the form of goods and/or services. If no conditions are attached, donations are GST free. Non-Commercial Activities Non-commercial in this context means that the transaction or activity was not profitable. The transaction is GST free if the amount charged is: Less than 50% of the GST-inclusive market value; or Less than 75% of the amount the Charitable Institution paid for the goods (note that if the supply is accommodation, there are slightly different rules) This exemption is used by Surf Life Saving NSW under the 75% rule for the trade-in of motor vehicles. However, it is clear that we can use this for other transactions too. Surf Life Saving generally considers membership fees to be GST free under this rule as discussed below. If you require any further clarification, you should contact either your auditor, or the Australian Taxation Office. Membership Fees A ruling by the Australian Taxation Office to Surf Life Saving QLD has stated that if one of the below tests are satisfied, then the membership fees are GST-free. The transaction is GST free if the amount charged is: Less than 50% of the GST-inclusive market value; or Less than 75% of the amount the charitable institution paid for the goods (note that if the supply is accommodation, there are slightly different rules) The value of membership can include: Full Workers Compensation Cover Access to Club facilities (i.e. showers) Training fees (if used) Public Liability Insurance Club Guide Surf Life Saving SA Page 71 of 252

FINANCIAL MANAGEMENT COMPLIANCE GOODS AND SERVICES TAX (GST) GST Free Items: Lifesaving Training and Education The GST Act states that the supply of a first aid or lifesaving course is GST free. Note that this includes training people in first aid, resuscitation or other similar lifesaving skills including personal aquatic survival skills, but does not include swimming lessons. The sale of manuals and lifesaving products (e.g. manikins) is not a training course, and therefore attracts GST. If income is received from a licensed trainer as license fees (akin to a royalty or commission), then Surf Life Saving is not providing the trainer with a course, and so the supply attracts GST. However an education course and administrative services provided by the supplier of the education course and directly related to the supply of such a course are GST free. Fundraising Events If a charitable organisation conducts a fundraising event which would otherwise attract GST (e.g. a charity dinner where an attendee purchases a ticket for which he/she receives a dinner, even though part of the ticket price goes to charity), an organisation can elect to treat the event as input-taxed. This means that GST does not have to be deducted from the income. However, GST credits from purchases cannot be claimed back. There are conditions which must be met for the event to be input-taxed. Practically speaking, the choice of whether to elect an event to be input-taxed depends on whether the event is expected to make a profit or a loss (because of the forfeiting of GST credits). If an event makes a profit, and is input-taxed, then no GST is remitted on the gross proceeds, but no GST can be claimed back on the expenses, i.e. the value of expenses when determining the profit will be the GST inclusive cost. (The net advantage of using this method will be 1/11 of the profit). If an event is to be run at a loss, then there is no gain from having it input-taxed, since the benefit of being able to claim back the GST credits on the total expenses outweighs the benefit of not having to remit GST on the proceeds. Further information can be obtained from the Australian Taxation Office. References Australian Taxation Office www.ato.gov.au Tax basics for non-profit organisations (NAT 7966) Fundraising (NAT 13095) Club Guide Surf Life Saving SA Page 72 of 252

FINANCIAL MANAGEMENT FINANCIAL AND INTERNAL CONTROLS Internal Controls Internal controls are an integral part of an organisations policies and procedures designed to help accomplish financial goals and objectives. Internal controls incorporate five key components: Control Environment Information and Communication Risk Assessment Monitoring; and Control Activities Control Environment Management philosophy and operating style is essential in setting the tone at the top and the foundation for effective internal controls in the Surf Life Saving Clubs. The Committee should be actively involved in the control environment design including: Commitment to competence Communication and enforcement of integrity and ethical values; and Assignment of authority and responsibility By implementing these it will ensure that all Club members (not just the Committee members) are aware of the importance of internal control and develop a positive attitude in maintaining a high standard of compliance with these controls. Information and Communication Club Committees must be able to obtain reliable information to determine their risks and communicate policies and other information to those who need it. Committees must ensure that they effectively communicate and provide quality information to all Committee members to ensure there is consistent application of internal controls. The communication should also be provided to key personnel within the Club such as volunteers, bar/bistro/kiosk staff and administration employees. Risk Assessment The risk assessment process includes: a Club s process for identifying and responding to organisation risks, how the Committees identify risk, and what actions are taken in the occurrence of such risks occurring. The identification of risks allows each Club to develop an appropriate internal control environment. Monitoring Club Committees need to continuously monitor (it is suggested on a yearly basis) the effectiveness of the design and operation of internal controls that the Club has in place and take any necessary corrective action to modify for the controls for changes in conditions. By monitoring the internal controls in place on a yearly basis, it further reinforces compliance with controls. Club Guide Surf Life Saving SA Page 73 of 252

FINANCIAL MANAGEMENT FINANCIAL AND INTERNAL CONTROLS Control Activities Control activities are the specific policies and procedures to ensure that the Committee instructions are carried out. Examples of the control activities are discussed later in this section. Internal Control Objectives The main objectives of internal control include the following: Reliability / Validity To ensure that all financial transactions incurred by the Club are recorded and are supported by appropriate documentation. This will ensure that the accounting records report the true financial position of the Club in a clear and concise manner. By implementing controls around the reliability, it will ensure that the financial results can be relied upon with confidence and provides a basis for informed financial decision making from the Committee. Timeliness To ensure that all transactions are recorded as close to the time of occurrence as practical so that the financial report reflects the actual financial situation at any point in time. This objective will allow Committees to make more informed financial decisions based on current and relevant financial information. Authorisation To ensure that all transactions are being properly authorised by an appropriate person acting within their designated authority level. These authority levels should be set by the Committee. Completeness To provide assurance that all transactions have been included in the financial information and that it accurately reflects the financial position. That nothing is omitted either purposely or by mistake and that the financial information represents the whole picture of the Club s financial position at any point in time. Security To provide assurance of the safe keeping of assets and financial records. These objectives will ensure that all physical assets (particularly cash) are secure and all the financial records are maintained and easily accessible. Physical Existence To ensure that all assets are recorded accurately and maintained regularly on the Club s asset register. Clubs should be reviewing their asset registers on an annual basis at a minimum. Club Guide Surf Life Saving SA Page 74 of 252

FINANCIAL MANAGEMENT FINANCIAL AND INTERNAL CONTROLS Types of Internal Controls There are many different types of internal controls that provide assurance as to the security and proper functioning of the accounting system. The major controls relevant to the Clubs can be broadly classified under the following headings: Segregation of Duties The prime method of maintaining this safeguard is to separate those responsibilities or duties which, if combined, would enable an individual to process and record a complete transaction, such as ordering, receiving, approving and paying for goods. Segregation of duties may appear difficult to implement in the Clubs, especially where there is a limited number of Committee members and volunteers available for the accounting and finance functions. However, it can be implemented, by alternating sequential tasks, so that no one person has complete responsibility for the entire transaction. Key functions that should be separated within a Club include: Authorisation Payment Custody Recording In the very small Clubs, it is recognised that this will be hard to implement, but as a minimum at least some of the functions should be separate to maintain some segregation of duties. Authorisation and Approval All transactions should be authorised and approved by a Committee member who is competent and familiar with the type of transactions that occur within the Club. This will prevent irregularities from occurring in the financial information. It will also ensure that Club expenditure is in line with the Committee s budgets and expectations. Limits to amounts that can be authorised should be set, with the President being given the highest authority. Physical Controls These are measures that are taken to safeguard physical assets. These assets include items such as: Cash Inventory (i.e. bar stock and merchandise) Equipment; and Vehicles Examples of a physical control is the storing of cash in a safe each night, limiting access to the Club s buildings and ensuring that the Club s inventory is secure at all times with limited access. Club Guide Surf Life Saving SA Page 75 of 252

FINANCIAL MANAGEMENT FINANCIAL AND INTERNAL CONTROLS Types of Internal Controls Organisation Administrative policies shall be made within the Clubs by the appointed Committees, and written position descriptions that define and allocate responsibilities should be developed. These should define to the holder of each position their responsibilities and the inter-relationship between job functions. This will prevent inefficient overlapping of functions and the avoidance of responsibility in some circumstances. When developing administrative policies and organisational charts, care should be taken to ensure that the accounting function is kept separate from other functions so that the accounting records provide a more independent and reliable reflection of the Club. By implementing organisation charts and written position descriptions, it will allow the more effective hand over of positions as Committees are elected each financial year. Arithmetical and Accounting Controls These are the controls within the record keeping function and include: Ensuring that all transactions have been properly authorised Accurately recording all data and ensuring that no transactions are omitted Reconciling the accounting records with independently provided information, such as the bank statements and supplier statements Supervision This includes supervision of the accounting function. An example is an internal checking system such as a person receiving goods may check that they were properly authorised when the goods were originally ordered, and that the transaction was accurately recorded. Overall supervision rests with the elected Committee as they should be reviewing the financial information presented at each of the Committee meetings. Club Guide Surf Life Saving SA Page 76 of 252

FINANCIAL MANAGEMENT FINANCIAL AND INTERNAL CONTROLS Internal Control Sub-Systems Internal controls can be broken down further into sub-systems. These sub-systems ensure that all aspects of the financial process are operated consistently in a secure environment and each has specific implications for internal control. For a Club, the following individual sub-systems have been identified as requiring specific internal control processes and Clubs should use this information for control and planning purposes. Each of these processes is an individual sub-system of the main accounting function. Computer Systems To ensure data integrity, passwords are necessary to access the Club s accounting software. It is essential that staff / Club members are aware of the importance of maintaining a secure password and of the level of access their password allows. Passwords should not be disclosed to another person, as security of the system may be breeched and data integrity jeopardised. Staff and members of the Club should be aware that access to the computer system by a password or log-on indicates that the person logging on is responsible for the data entered and that approval has been given for that staff or Club member to perform the functions available to them at the particular access level. It is recommended that passwords are changed regularly and data is backed up daily and a copy is stored off the Club premises each week. Bank Accounts All bank accounts held must be in the name of the relevant Surf Life Saving Club. Clubs are able to access electronic banking through most banks and this should be maximised where possible. Bank signatories are usually defined in the Club Constitution and must it be two signatories appointed in writing for the purpose by the governing body of the organisation Therefore it is recommended that as a minimum, there is at least two signatories for all bank accounts (for larger Clubs with larger expenditure, this will increase) including two members of the Executive Committee. All major banks offer a facility where payments can t be made unless they are authorised by two signatories and this can be done at separate locations and at separate times. Banks also offer the option of allowing a Club member to upload accounts and then have them signed off by two signatories. If utilising this option, Clubs need to ensure the transactions can be tracked by their accounting software. It is recommended that limits for approvals should be implemented so that there are effective controls in place to limit the expenditure. The limits set in place shall be determined by the Club based on their size. Bank Accounts are to be maintained on the accounting software and monthly financial reports should be provided to the Committee. Club Guide Surf Life Saving SA Page 77 of 252

FINANCIAL MANAGEMENT FINANCIAL AND INTERNAL CONTROLS Internal Control Sub-Systems Bank Accounts (continued) Detailed records of payments and receipts must be maintained for each bank account. The nature of these records depends on the type of accounting system maintained (computerised or manual), and may take the form of a manual cash book, or a computerised transaction record. Either way, it is imperative that: Sufficient details are maintained of the transaction (date, amount, payee or payer, type of transaction, GST if applicable, source reference, General Account) The records are updated promptly (to ensure that inconsistencies or missing information is addressed immediately) Bank reconciliations on all accounts are carried out monthly Where more than one operating account exists, controls are exerted equally over all accounts Clubs should also utilise high interest bearing accounts. As the cash flow of Clubs is seasonal, there are often periods where large amounts of funds are held for an extended period of time. With electronic banking, it is now easy to hold these funds in an account that yields high interest and transferred to the everyday (operational) account when needed. Banking All cash and cheques must be banked intact and where possible daily, to avoid monies being left on Club premises throughout the night. Small Clubs with small amounts of money may opt to bank once a week. Money kept on the premises overnight must be secured in a locked safe. A banking checklist that may be applied in order to improve the internal controls surrounding cash could include: All cash and cheques collected are banked intact daily (weekly may be more appropriate for the smaller Clubs) by a person other than the one who is initially collecting the cash Bank deposit slips can be prepared in duplicate to provide an additional check on the accuracy and completeness of the deposit Depositor signs the bank slip to ensure accountability for deposits made Cash must be stored in a safe with controlled and limited access Dishonoured cheques must be followed up as soon as possible Club Guide Surf Life Saving SA Page 78 of 252

FINANCIAL MANAGEMENT FINANCIAL AND INTERNAL CONTROLS Internal Control Sub-Systems Petty Cash The purpose of petty cash is to have a small amount of cash on hand to pay for minor expenses up to an agreed limit on any one item. It is recommended that Clubs holding petty cash limit this to $200 or less and ensure that the limit is maintained. Best practice management of petty cash requires establishment of basic petty cash guidelines (e.g. maximum amount to be held, float, maximum amount that can be paid, who authorises the use of cash funds), and record keeping or monitoring to ensure that money in and money out is accounted for. All petty cash payments should be supported by a voucher written in ink, and approved by an authorised person. Petty cash should be reconciled regularly, and replenished as required, or banked if the amount is too high. It is normal to maintain a petty cash journal, to record details of each transaction, or to use petty cash dockets, both appropriately supported by receipts (which are required to claim GST paid). Tips for good Petty Cash practice: When money is removed from petty cash a docket should be filled out detailing who took the money and why The receipt should be returned (along with any change) and stapled to the petty cash docket When money is added to the tin (e.g. drink sales for the day), a docket should be filled out detailing the source of the money and the amount (e.g. $247.50 drinks sales ) When financial statements are prepared, a summary of the petty cash transactions needs to be prepared so the income and expenses can be incorporated into the financial statements Petty cash funds should not be used inappropriately as a means of circumventing normal control procedures. It is inappropriate for petty cash to be used in any of the following circumstances: To make payments to staff/members for personal items or services For cashing personal cheques To advance loans to staff / members To make cash advances for travel Club Guide Surf Life Saving SA Page 79 of 252

FINANCIAL MANAGEMENT FINANCIAL AND INTERNAL CONTROLS Internal Control Sub-Systems Receipting and Register of Receipt Books There are seven principle ways in which the Surf Life Saving Club s collect money. These are considered to be: Donations Memberships Fees (Subscriptions) Sponsorship Grant Income Bar/Bistro Merchandise Income, Other Commercial operations undertaken by the Club. Fundraising Income Venue Hire A policy for the collection of monies should be in place and available for all Committee members and volunteers of the Club. Recording of income and controls over receipts and receipting are important aspects of accounting by charities, and are often a focus of auditors in their review of systems and internal control. Each of the major receipting methods requires accurate control processes to ensure that revenue is recognised accurately and on a timely basis. Cash is received regularly in several income streams (such as bar memberships etc.). Good physical safeguards, including a locked and controlled access safe and secure cash drawer, are necessary to prevent any loss of cash from the Club premises. Clubs should also consider insuring their cash and other assets to prevent any significant losses occurring from theft. As a good procedure for cash handling, more than one person should be present for counting and securing of daily takings, or other cash receipts. The count should then be noted and both parties present should sign the count. Receipts should be entered into the accounting software when received and when the original receipt is issued. In certain circumstances where this is not possible, a manual receipt can be issued. The receipt book should be reconciled to the accounting system transactions when they have been entered to ensure all amounts received by the Club have been banked. Purchasing and Payments Surf Life Saving Clubs have a variety of means to make payments to suppliers, creditors and the issuing of refunds. The payments are generally made through direct debit, Billpay (BPAY), cheque and cash. Clubs should not use cash as a form of payment to suppliers. Regardless of the method of payment, a documentation trail must exist, beginning with the creation of a purchase order. The approval and authorisation processes must occur prior to payment. In order to improve internal controls, it is important to ensure that the functions of authorising and recording purchases are separated at the Clubs. The person who performs the purchasing function will ideally be independent of that person who carries out invoice processing and payment, and receipt of the goods or services. Club Guide Surf Life Saving SA Page 80 of 252

FINANCIAL MANAGEMENT FINANCIAL AND INTERNAL CONTROLS Internal Control Sub-Systems A payments checklist that may be applied in order to improve internal controls could include: Numerical purchase orders are to be completed for each item ordered Orders are checked to make sure they fall within the established expenditure budget Duplicate of each purchase order is retained All orders are approved by a relevant and competent person Limits on authorisation are set in place, with the President having ultimate authority The person who checks the invoice for correctness will sign to accept responsibility Debtors and Creditors An integral part of financial management, particularly cash flow, is the careful review and analysis of amounts which are owed by other organisations to your Club (debtors), and amounts which you owe others (creditors). The accurate recording and management of debtors and creditors is important because you need to be able to determine and promptly follow up amounts that are owed to you, and to provide details when requested. It is recommended that Club s actively chase up debtors on a timely basis to ensure recoverability. It is a statutory obligation of the governing body to ensure that, at all times, your entity can pay its debts as and when they fall due. While management of debtors will ensure the maximum amount of funds are available, management of creditors will also provide information about the amounts owed and when they are due for payment. Efficient management of the timing of receipts and payments can have a positive impact on your organisation s results. Conversely, if outstanding accounts are not followed up promptly, they represent funds which are not available for your use in carrying out your activities. If you use accrual accounting, you may be required to forward GST to the ATO before you have been paid by your debtor. An Aged Trial Balance for both debtors and creditors is the most useful means of reviewing and analysing receivables and payables. These should be printed and tabled monthly. Club Guide Surf Life Saving SA Page 81 of 252

FINANCIAL MANAGEMENT FINANCIAL AND INTERNAL CONTROLS Internal Control Sub-Systems Assets Many Clubs hold substantial physical assets such as inventory, motor vehicles and equipment throughout the financial year. Valuable and attractive items often represent a major investment of the Club s financial resources, so asset management is an important part of internal control. The term fixed assets is used to describe those assets which an organisation owns, which have a useful life greater than one year, and which therefore must be carried forward in the balance sheet to be depreciated in subsequent years. The Committee should determine a policy in regards to the monetary value of an asset. It is recommended that all assets be entered onto the Clubs asset register. It is important to note that only assets owned by the Club can be kept on the Clubs asset register. A fixed asset register is required to: Maintain control over and safeguard assets Record information for the purpose of calculating depreciation It is important to note that significant assets such as buildings and premises should only be recognised on the asset register if the Club maintains full ownership rights to the assets. Leased assets (i.e. leased council buildings) are not considered to be assets to the Club, unless the ownership of the asset will transfer to the Club at the end of the lease life, or if the term of the lease is equal to the useful life of the asset. Any assets that are donated to the Club should also be recognised on the asset register with the corresponding entry appearing in the Club s income as Donations. Depreciation is the means by which an entity gradually writes off the original cost of an asset over its useful life, thereby applying it as an expense across many years of income. All assets that are maintained on the asset register must be depreciated in accordance with the Clubs depreciation policies and comply with Accounting Standards. Stocktaking Where inventory assets (bar stock and merchandise etc.) are held within a Club, a stocktake should be conducted monthly and must be done at least once per annum as a minimum. This stocktake will provide the most accurate check on the existence of current assets and the controls which surround them Best practice would ensure that the President would appoint a stocktaking officer who is not involved in the handling or custody of the inventory, to conduct and supervise the stock take. Any final adjustments arising from the stocktake would be approved by the Committee. Club Guide Surf Life Saving SA Page 82 of 252

FINANCIAL MANAGEMENT FINANCIAL PLANNING Financial Planning is the process whereby an entity develops a plan for the allocation and management of finances, capital and investment to meet strategic and business plans. Financial plans provide Clubs with an understanding of the ability to deliver activities within budgeting constraints, in addition to forecasting and planning for future requirements. Strategic Planning is the process of developing, documenting and providing the framework for the implementation of an organisation s long-term priorities, missions and objectives. While the Strategic Plan outlines the long term objectives of an organisation, the Business Plan describes, in detail, courses of action to carry out those objectives. The following is a flow chart which summarises the various stages in the financial management process, together with examples of tools which can be used: Evaluation of current state and future financial goals of an organisation Strategic Plan Business Plan and Budget How are we going? (Financial reporting, annual report and review) Financial Procedural Monthly Reporting of Results Ratification of payments required Financial activities e.g. movement in bank accounts (opening and closing balances, summary of receipts and payments) (What s happening?) Financial Statements for those entities that operate full accounting systems; profit & loss statement which shows monthly and year-to-date results Comparison to budget what should be happening? Cash flow management e.g. capital expenditure and receivables and payables management (Can we afford it?) Balance Sheet movements - is anything else happening that needs attention? Looking Forward To the end of this year forecast the result Past this year can the business plan be achieved? Financial Viability Is there a long term plan for the safeguard of financial viability or to fund expansion? Club Guide Surf Life Saving SA Page 83 of 252

FINANCIAL MANAGEMENT FINANCIAL PLANNING Monthly Reporting of Results Compliance Issues Are we doing everything right? Are there any opportunities we can take advantage of? Are there any risks we are exposed to? Are we achieving our objectives? Events Programs Membership Community Safety Equipment Budgeting Budgeting is the process of applying financial estimates to the activities of the organisation as contained in the Business Plan. By quantifying income and expenditure over a given period, you will be able to determine in advance whether you will have enough money to do the things you would like to do. The budgeting process is integral to the financial performance of each of the Surf Life Saving Clubs and it is expected that the Club s will be preparing budgets on an annual basis. A comprehensive and properly developed budget will perform the following key roles: Measures whether financial objectives are being met in all areas of the Clubs activities. Aids in decision-making and future planning. Ensures that the Clubs resources are being utilised to their maximum efficiency and effectiveness. Identifies shortfalls in income and controls expenditure. Provides a mechanism for the Club to measure its performance against the Business Plan. Allows actual results to be continuously monitored against the budget. Highlight issues and unexpected deviations when they occur, so that prompt action can be taken if required. Some tips for budgeting: Involve all people whose responsibility it will be to carry out the budgeted activities and/or report on the results as compared to the budget Define and evaluate all fixed and variable costs Estimate your income Allow time for its preparation. There will generally be several versions prior to the final version Club Guide Surf Life Saving SA Page 84 of 252

FINANCIAL MANAGEMENT FINANCIAL PLANNING Budgeting (continued) Committees should approve the budget not longer than one month after the end of its financial year (it is preferable that the budget is ready prior to the end of the financial year). Once the budget has been set, it should be given to all Committee members and relevant Club members to ensure that expenditure levels are known for each program. Once the budget is distributed, constantly refer to it to ensure all expenditure is budgeted for and to monitor and control your costs throughout the period. In certain circumstances, the budget may need to be amended throughout the year if proposed expenditure is outside of the original budgeted figures. In order for the budget to reflect the actual situation, it is recommended that any changes are approved at Committee meetings and that it does not negatively impact the overall projected result. Consider carrying out a half-yearly review of the budget to make adjustments and update projections for the second half of the financial year. This is particularly relevant if there have been material variances, both favourable and unfavourable. Cash Forecasting Usually the budget will have been prepared on a cash flow basis. The overall objective of cash flow monitoring is to anticipate the months in which cash flow problems are likely to occur and to plan for these accordingly. On the other hand, the existence of cash surpluses creates an opportunity for the organisation to generate additional income by investing for nominated periods of time. Club Guide Surf Life Saving SA Page 85 of 252

FINANCIAL MANAGEMENT MONITORING AND REPORTING PROGRESS Accounting systems record financial transactions so as to provide information to interested parties on the activities of the organisation. Reporting Requirements References in various legislation and regulations require Clubs to maintain proper accounting records. Providing timely and accurate reports to the Management/ Executive Committee on a regular basis is critical to their ability to discharge their responsibility. The following reports are suggested as a guide for the minimum financial information which should be presented to the Management/ Executive Committee: A Profit and Loss Statement showing income and expenditure for the period and for year-to-date Budget report showing a comparison between actual results and budgeted results (commonly combined with the Profit and Loss Statement above) and explanations of material variances List of debtors with appropriate explanations for amounts which have remained unpaid for over, say, 30 days List of payments since the last meeting of the Committee, for ratification Report on the movements in the bank accounts Copy of the Bank Statement and the Bank Reconciliation Report Why is this information required? Directors and Officers of the organisation require information: To exert financial control over the activities of the entity To monitor performance To manage cash flows To plan for the future Other interested parties include: Government (Australian Tax Office, Business and Consumer Affairs) Sponsors The donating public Members Auditors End of Financial Year Reporting After the end of every year, financial statements are required to be prepared in a prescribed format, for presentation to and adoption by its members at the Annual General Meeting. This is a requirement of the Associations Incorporation Act. Club Guide Surf Life Saving SA Page 86 of 252

FINANCIAL MANAGEMENT AUDIT Do Accounts have to be audited? Clubs must be independently audited and audited financials along with the full auditors report must be provided to Surf Life Saving SA in accordance with the affiliation requirements and Associations Incorporation Act (1985). Reasons for this include: Board of Directors/ Management Committee responsibilities Directors holding a fiduciary duty Directors may fail to satisfy their duties and be liable to the members or a third party Governance obligations to take reasonable steps to monitor the management of the Club The following also needs to be noted: - Board/Management Committee must ensure the entity is not trading as insolvent - It is the responsibility of the Board/Management Committee to maintain accounting reports, internal controls and policies - It is the Board/Management Committee s responsibility to ensure the appropriateness of business plans and strategies The Audit Process The Auditor will require the following information and principal accounting records to perform their audit: Records containing cash receipts and cash payments information, including bank statements, cheque books, reconciliations and GST information A general ledger recording all assets and liabilities, income and expenditure (this would usually be in the form of a trial balance, profit and loss statement and balance sheet) General journals recording any one-off transactions Petty cash records Statutory records, including minutes of all meetings Asset register information The Auditor will also perform the following as part of your audit: Tests on your accounting systems Review of your internal accounting controls Analysis of your procedures Upon completion of the audit you will have the following information: Statement of Financial Performance Statement of Financial Position Statement of Cash Flows Notes to and forming part of the Financial Report Statement by Board of Management Committee Club Guide Surf Life Saving SA Page 87 of 252

FINANCIAL MANAGEMENT AUDIT The Audit Process (continued) At the completion of the audit process, the Auditor should provide you with a closing report highlighting any suggested business improvements. Examples of such business improvement recommendations include: Internal control recommendations Procedure and policy recommendations IT recommendations Please Note: Surf Life Saving SA can assist with the appointment of an approved Auditor. Club Guide Surf Life Saving SA Page 88 of 252

FINANCIAL MANAGEMENT AUDIT Internal Audit Checklist The checklist provided below reflects possible questions that the Club may be asked by its Auditor. This checklist covers a variety of areas and will assist with ensuring that the Club maintains financial policy compliance. Subject Completed? Committees Did the Club s Committee meet regularly during the financial year and in accordance with the Club s Constitution? Did the Committee maintain minutes of each of the Committee meetings and have these been kept on file? Was the relevant financial information provided at each Committee meeting? Accounting Records Checklist Has the financial report been printed and filed for the audit at the end of the financial year? Budgeting Did the Committee approve the annual budget? Were any major revisions to the budget approved by the Committee during the year? Did the Committee regularly undertake comparison of actual results to the budget? Did the Committee monitor the cash flow of the Club? Bank Accounts Were monthly bank reconciliations performed? Were all un-reconciled items investigated and followed up: Un-presented cheques; Deposits not yet credited; Reversals and cancellations; Sundry entries. Were any bank accounts overdrawn during the period? Was the President a signatory to all of the bank accounts? Were bank account signatories current and in accordance with Club s policies? Were two signatories used to sign off expenses in the online system and on cheques? Club Guide Surf Life Saving SA Page 89 of 252

FINANCIAL MANAGEMENT AUDIT Internal Audit Checklist (continued) Subject Completed? Asset Checklist Was access to inventory, equipment and property limited to responsible persons during the period? Was a stocktake undertaken during the period to ensure the existence of assets? Are the items recorded as assets owned by the Club? Has the Club been recording depreciation on the assets? Have assets that have been disposed of been removed from the register? Banking Checklist Was all cash banked regularly (daily or weekly) by a person other than the one who collected the funds? Were bank deposit slips prepared in duplicate? Did the depositor sign the bank deposit slip? Was the cash stored in a locked safe with controlled access? Were dishonoured cheques followed up? Were petty cash limits maintained? Grant Income Checklist Was grant income approved and an invoice issued? Did the Treasurer enter receipt of all grant income into the accounting system? Did the Committee ensure the expenditure for the grants purpose was exhausted? Bar /Bistro/Kiosk/Other Commercial Operations Were there any discrepancies against the daily taking sheet and money received recorded? Did the Treasurer ensure that money received matches daily taking sheet? Was cash kept in the safe until the next business banking day? Were sales taken entered into the accounting system by the Treasurer/Administrative staff? Membership and Subscription Income Checklist Was an invoice issued? Were monthly transactions detailing members reviewed? Club Guide Surf Life Saving SA Page 90 of 252

FINANCIAL MANAGEMENT AUDIT Internal Audit Checklist (continued) Subject Completed? Donation and Fundraising Income Checklist If payment is by cheque, is a driver s licence number written on the back of the cheque? Are all cash receipts recorded in the cash receipt book? Has money been deposited by the Treasurer? Merchandise Income Checklist Was the cash from sales kept in the safe until the next business banking day? Has all merchandise sales during the financial year have been recorded? Purchases Checklist Have all purchases been approved by an appropriate person? Was each invoice date stamped upon receipt and passed onto the Treasurer? Have cheque and online payments been authorised by two approved signatories? Was an account payables listings presented to the monthly Committee meetings? Payroll Checklist Were contracts signed for all new staff employed during the financial year? Was payroll paid on a timely basis and recorded in the accounting system for the period? Has compliance with the law been maintained? Have the payment summaries been issued on time? Please Note: If the Club employs administrative or business operation staff, it is likely that processing of sales, receipts etc. into the accounting system will be undertaken by them. The Treasurer should be undertaking appropriate checks to ensure the integrity of the information and as a check against theft or fraud. Club Guide Surf Life Saving SA Page 91 of 252

FINANCIAL MANAGEMENT EMPLOYMENT WITH YOUR SURF CLUB When a need is identified within your Club for a role to be completed, you may explore the option of employing a person or acquiring the services of a volunteer. Advertising a Vacant Position Before placing an advertisement, it is necessary to have a clearly defined job description, outlining the roles and responsibilities associated with the position. These details should be briefly explained in the advertisement, in order to attract people best suited for the position. For paid employment, you will require a copy of the person s resume and a minimum of two (2) recent references (contact details should be provided). After perusing these documents you may wish to interview some of the candidates. When filling a volunteer position, you may require a verbal reference only but ensure relevant checks and requirements are made and fulfilled and documented. Writing a Job Description To ensure you get the right person for the job, it is important to have a clear outline of what the position is to be filled, and the duties that person will complete. A Job Description must be designed in consultation with your Club Executive Committee and Club President, and Surf Life Saving SA can assist with this process. It should include: Position title Where the position will be based Who the person will be responsible to Duties and responsibilities Knowledge and skills required (i.e. qualifications) Estimated time commitment and period of appointment (where appropriate) Club Guide Surf Life Saving SA Page 92 of 252

FINANCIAL MANAGEMENT EMPLOYMENT WITH YOUR SURF CLUB Interview Technique Before interviewing potential volunteers and employees for your Club, it is necessary to clearly define what type of person will best fill that position and work well within your Club. Remember to have a clearly defined job description prepared, outlining the roles and responsibilities associated. In the interview, it is important to have at least two interviewers present. Have set questions outlined and nominate who will ask what question. Allow some time during the interview for the candidate to ask any questions they may have and allow spontaneity for conversation to flow from the discussion. Provide each applicant with clear details of the employment contract, how performance will be judged, the salary package and conditions of termination for either party. The salary and entitlements package should be decided in conjunction with your budget. Ensure that the salary offered correlates with the services expected - professional services expect professional pay. An interview assessment form is a useful tool if there are a lot of people applying for the position. Categories rating the candidates skills, experience, presentation and potential, is a useful way of creating a short list for second interviews. Your interview questions should be designed to determine how suitable the person is to work within your Club and in the particular role. At the end of the interview, you should have a good understanding of the person s professional attributes and suitability for the role, in addition to a general understanding of what type of person that person is. Generic interview questions: What is your understanding of the Surf Life Saving Club? Outline your knowledge of Surf Life Saving SA and Surf Life Saving Australia? What skills or experiences do you think will make you a good candidate for this position? What are your strongest points? What are your weakest points? What can you bring to the Surf Life Saving Club and specifically to this particular role? How do you feel about working on weekends and or out of normal hours? Do you have any experiences that will aid you in working with people of diverse backgrounds? What do you think the position can bring you? Do you have any questions for us? These questions can be tailored to suit the position you are seeking to fill. You may require a more specific understanding of a person s previous experience, career goals, etc., which can be addressed at the time of interview. Club Guide Surf Life Saving SA Page 93 of 252

FINANCIAL MANAGEMENT EMPLOYMENT WITH YOUR SURF CLUB Employment Contract A written employment contract should be provided for all paid employment, stating the salary (award or nonaward), type of employment status (casual, permanent, part time or full time), holiday entitlements, personal leave and the term of contract. The employment contract is drafted for the protection of employee and employer and as such, a copy, signed by both parties, should be kept by both parties. Contact the Finance and Administration Department for assistance in drafting an employment contract. Employee Records An employee fact sheet should be completed by the employee and retained with other Club records. The fact sheet should include: Personal details Driver s license details Police clearance details Original should be sighted and signed for by Club President and the copy retained in the personnel file. Emergency contact details Medical details Electronic funds transfer authorisation Employee: Authorisation to contact the nominated emergency contact in the case of an emergency Declaration that all of the above details are correct Undertaking to notify the Club if there are any changes to the above details Conditions of Employment Award conditions state the hours, wage and allowance that must be followed for that particular type of work. It is possible to offer better conditions than the award states, however offering less is illegal Non-Award conditions of employment do not offer guidance for particular type of work. However, an employer must comply with the minimum conditions of the National Employment Standards. It is recommended that wherever possible award conditions are offered, to protect the best interests of the employee and to attract the best candidates for the job Casual employment pay is generally structured on an hourly rate structure or award and is usually offered to people who are working for a short period of time Permanent employment is usually structured as full-time or part-time. The entitlements of a permanent employee may differ from a casual employee, such as paid holiday leave, personal leave, maximum working hours, redundancy, long service leave and public holidays Club Guide Surf Life Saving SA Page 94 of 252

FINANCIAL MANAGEMENT EMPLOYMENT WITH YOUR SURF CLUB Conditions of Employment (continued) Difference between a part-time and casual employee The essential difference between a part-time employee and a casual employee is that with part-time employees, there is the pre-arranged regularity of the hours of work. In other words, part-time employees work on a regular and systematic basis whereas with casuals there is a certain informality, uncertainty and irregularity of engagement. It should be pointed out that where casual employment is becoming regular and systematic it may be deemed that the person has become a permanent part-time employee, particularly where they have the expectation of ongoing employment. Importance of the difference Part-time employees are legally entitled to more benefits than the casual employee. If you incorrectly classify a part- time employee as a casual employee, they may have a claim to some entitlements of which they were not provided. Supporting Employees An ideal work environment will support their employees in the following ways: A clear job description that outlines tasks, responsibilities, reporting lines and channel of communication A suitable and safe working environment (see Risk Management section) Receive adequate briefings and guidance on tasks Provision of feedback Consideration and respect from colleagues Club Guide Surf Life Saving SA Page 95 of 252

FINANCIAL MANAGEMENT EMPLOYMENT WITH YOUR SURF CLUB Superannuation and Workers Compensation Superannuation As an employer, it is compulsory that your Club contribute to a superannuation fund for each of your employees. From July 2005 has been a requirement that you also offer your employee a choice of superannuation fund. A Choice of Superannuation Fund Standard Choice form can be obtained from the Australian Taxation Office website. Generally, you have to pay super for your employees if they: Are 18 years or over Are paid $450 (before tax) or more in a calendar month; and Work full-time, part-time or on a casual basis You also have to pay super for any employee who: Is under 18 years of age Is paid $450 (before tax) or more in a calendar month; and Works full-time, part-time or on a casual basis for more than 30 hours in a week You may also have to pay super for any employees who are visiting Australia on a temporary resident visa. Workers Compensation Workers Compensation insurance protects employers and injured workers from financial costs when a worker sustains a work-related injury or disease. Employers must have workers compensation coverage for anyone who is defined in the Act as a worker. Individuals who work for your Club under a contract of service are deemed workers. Induction of Employees Induction of an employee into their new working environment is an important tool to familiarise the employee with your Club. This includes: Introducing the other staff Emergency procedures First aid facilities Review of job description and Manager s expectations Structural overview Administrative overview Occupational Health and Safety overview Club Guide Surf Life Saving SA Page 96 of 252

RISK MANAGEMENT Risk Management

RISK MANAGEMENT INSURANCE It is vital that Surf Lifesaving Clubs protect their assets with adequate insurance. Surf Life Saving South Australia has arranged an insurance program to provide benefits to those registered members of Surf Life Saving South Australia. Member s registration fees contribute to these Insurance Policies, which provide coverage for all affiliated Clubs. Members are covered for personal injury by the Surf Life Saving SA Insurance Policy with SAICORP when engaging in the following activities: Approved surf lifesaving operations Approved training and preparatory activities genuinely related to those operations Approved fundraising being activities duly authorised under arrangements approved by Surf Life Saving SA Clubs are covered by a further Surf Life Saving SA policy with SAICORP for: Professional Indemnity Public Liability Marine Liability Life Saving Assets Motor Vehicles (including Club trailers) Clubs are covered by the National Surf Life Saving Insurance Plan for: Management Liability/Crime Insurance Corporate Liability Employment Practices Liability Statutory Liability Directors and Officers Supplementary Legal Expenses Personal Accident Public Liability Please Note: Coverage for theft, loss, replacement of other Club assets, building is the responsibility of each Club. This is not an exhaustive list; Clubs must determine their own needs. Cross reference your Club s requirements with your respective lease commitments. The Finance and Administration Manager at Surf Life Saving SA can assist with understanding your insurance requirements. Club Guide Surf Life Saving SA Page 98 of 252

RISK MANAGEMENT INSURANCE Each of the policies has differing requirements for claims process and excess payable. To ensure this document provides the best possible information in relation to insurance, these details are not included here. A separate insurance document will issued each year after policies are renewed advising Clubs of any changes to insurance arrangements. All queries regarding insurance requirements or the claims process should be directed to the Finance and Administration Manager at Surf Life Saving SA who can assist with insurance requirements or claims processing/handling. Professional Indemnity Scope of Cover: Provides indemnity to the organisation/employees/members for actual or alleged breach of Professional Duty, which results in injury or property damage to a third party. Personal Accident Scope of Cover: Coverage applies whilst members are involved in sanctioned Surf Life Saving activities. These activities include races, training, meetings and fundraising activities in Australia. CLUB INSURANCE PREMIUMS Member s medical premiums are calculated in December and taken from SurfGuard membership numbers by Club. They are charged at $6.00 per Senior and $3.00 per Junior. Asset Registers must be kept up to date at all times. This information is collated no later than December each year and placed on an Surf Life Saving SA master list, which has an agreed figure for replacement. Clubs are charged 0.75% of the total replacement value of their equipment. If the Club s equipment is not on the registers then it is unable to be claimed in the result of damage or loss. Club Guide Surf Life Saving SA Page 99 of 252

RISK MANAGEMENT INSURANCE Submitting a claim Claim forms can be downloaded from the Surf Life Saving SA website. Claims are to be lodged within 20 days of the incident. Insurance FAQs Personal Injury Who is covered? Everyone who is currently registered with Surf Life Saving SA. What are they covered for? All out of pocket medical expenses and loss of wages. Does this cover any member performing any Club duty? A member is covered as long as they are performing a voluntary duty on behalf of the Club. Can loss of wages be claimed? For everything except injuries sustained during competiton. How do they claim? The member should claim via their private health insurance and Medicare in the first instance. When these avenues are exhausted they can submit a claim to Surf Life Saving SA. Does it cost anything? It will cost $200.00 of any claim if they do not have private health insurance. Will they be out of pocket? Any approved shortfall will be reimbursed from the scheme. This does not include medication. The hire of rehabilitation equipment will be decided upon application and subject to approval from the insurer. When can they resume lifesaving acvitity? Once they have provided a medical clearance from their Doctor. Professional Error and Omissions Liability and Public Liability In the event of a liability claim, do not admit liability under any circumstances. Contact: Sue Mitchell Finance and Administration Manager Ph: 8354 6900 M: 0408 818 876 E: sue.mitchell@surflifesavingsa.com.au Club Guide Surf Life Saving SA Page 100 of 252

RISK MANAGEMENT INSURANCE Please Note: This information is only a summary of the cover provided. Surf Life Saving SA has arranged this insurance program to provide benefits to those registered members of Surf Life Saving SA who, through injury or accident, incur financial loss and who would otherwise not have received assistance. The program seeks to provide benefits and to maintain protection at the lowest possible cost to membership. Contents Insurance Only items declared on the Club Asset Register will be claimable. Clubs must ensure that their records are maintained at all times. All surf lifesaving gear and equipment which is owned by the Clubs is covered by the Association policy. There is still a requirement for Clubs to maintain property and some contents insurance for non-lifesaving items. Member s personal equipment, including member s personal trailers, are not covered by this policy. Claims for contents insurance must be received within 30 days of the event/incident. Designated patrol equipment: full cover at all times Boards and skis: cover is limited to fire, theft, transit and malicious damage Surf boats: covered at all times. An excess applies of $350.00. damage to surf boat oars attracts an excess of $300.00 per oar. Repairs over $500.00: cannot be undertaken without prior authorisation from Surf Life Saving SA. An Surf Life Saving SA Insurance Officer will inspect the damage over this amount and decide on replacement or repair. Contents Insurance FAQs What do members who tow Club trailers need to be aware of? They should get confirmation from their insurer that their 3 rd party property damage policy covers trailers. Is there anything a Club doesn t need to list on the Asset Register? All items under $100.00 What information needs to be recorded on the Asset Register? Serial numbers, relevant registrations, identifying marks. Do I get to keep any damaged property? Any equipment replaced under the scheme becomes the property of Surf Life Saving SA. Are boards and skis covered for damage sustained whilst competing and training? No. Are you covered when using your own craft? No, you need to take out your own insurance for your own craft. Club Guide Surf Life Saving SA Page 101 of 252

RISK MANAGEMENT WORK HEALTH & SAFETY Surf Life Saving South Australia is an organisation dedicated to the safety, health and well-being of its members, employees and the community in general. Risk Management Risk Management is the systematic application of management policies, procedures and practices to the task of managing risk. Work Health and Safety (WHS) Creating a culture change is not always easy, it involves a clear commitment by management at all levels. Creating a positive culture towards health and safety of volunteers, staff and the public is not only a legal requirement (as set out in the Health and Safety legislation), but also a moral duty on those in charge and within leadership positions. WHS is of the utmost operational importance to Surf Life Saving SA. Surf Life Saving SA exists as a lifesaving organisation and therefore endeavours to assure the very highest standards of health and safety for all volunteers and staff, as well as anyone else that may be affected by what we do. Health and Safety has to be managed and everyone has a role. While we look for guidance from our Management teams it is the Patrol Captain, Chief Training Officer and Club Health and Safety Officer, to name a few, that are in the true leadership roles as they implement safety arrangements during the day to day conduct of Surf Life Saving activities. Health and Safety is also not a separate issue to be managed, but is an integral part of all surf lifesaving activities. Any decision or action taken will affect the health and safety of volunteers, staff and third parties. Health and Safety in the real world of surf lifesaving is centred on the actions taken by our members day to day to ensure ongoing safety. The ultimate goal is to have a culture of safety in any decision, that all members have front of mind that safety comes first! Club Guide Surf Life Saving SA Page 102 of 252

RISK MANAGEMENT WORK HEALTH & SAFETY Obligations As an employer and controller of the workplace, your Club is responsible for the Health and Safety of all employees, volunteers and persons being on your premises. Duty to Volunteers Volunteers are persons doing work for no gain or reward and they are afforded protection under the common law and SA statutory laws. As an employer and a controller of the activities of the Club, your Club must, where it is reasonably practicable to do so: Ensure the volunteers know how to carry out their activities safely Ensure work areas under the Club s/employer s control are safe Ensure the work of the employees (contractors, sub-contractors and other working arrangements) does not harm the safety and health of the volunteers Duties of the Employer Employers must, so far as is practicable, provide and maintain a working environment where their employees are not exposed to hazards. These duties include: Safe systems of work Information, instruction, training and supervision Consultation and co-operation Provision of personal protection Safe plant and substances Duties of Persons Who Have Control of Workplaces People who have, to any extent, control of a workplace must ensure, so far as is practicable, that the workplace and all entrances and exits are safe so that people may enter, leave and use the workplace without exposure to hazards. Those in management positions at a Club should ensure they have an understanding of the Work Health and Safety Act 2012 (SA) References http://www.legislation.sa.gov.au/lz/c/a/work%20health%20and%20safety%20act%202012/current/2012.40. un.pdf Information and help is available from Safework SA www.safework.sa.gov.au or from the Finance and Administration Manager at Surf Life Saving SA Club Guide Surf Life Saving SA Page 103 of 252

RISK MANAGEMENT WORK HEALTH & SAFETY Resources There is a range of Health and Safety resources for members involved in surf lifesaving activities. The Safer Surf Clubs Guideline Resources gives member s detailed information on Health and Safety matters in Surf Life Saving Clubs. These guidelines cover procedures, forms and direction on Health and Safety issues, risk assessment, event management and safe surf Club practices. These resources can be found in the Resource Library on the Surf Life Saving Australia Members Portal. Surf Life Saving SA Policy P05.001 Environmental Risk Management Policy and Guidelines (available on the Surf Life Saving Australia Members Portal) is a useful resource for Club management for the safety and management of environmental risks in the beach/coastal environment, including hot weather requirements. A range of policies and procedures for members involved in surf lifesaving activities can be found on the Surf Life Saving Australia Member Portal. Keep an eye out as policies change and new ones are posted from time to time. Clubs should ensure that they monitor any policy or resource changes on the Member Portal and communicate relevant information to their membership. Club Guide Surf Life Saving SA Page 104 of 252

RISK MANAGEMENT MEMBER PROTECTION Surf Life Saving is committed to providing a safe environment for its members, which is free from harassment and abuse, and promotes respectful and positive behaviour and values. The Member Protection Policy provides a code of conduct (provided in the Club Management section above) forming the basis of appropriate and ethical conduct, which everyone must abide by. This includes members in both volunteer and paid capacities. It is essential to maintain the health and well-being of its members and the community it services. The policy is designed to complement the strategies practiced in SA Clubs and is an essential part of our organisation s proactive approach to tackling inappropriate behaviour. Anti-Harassment, Complaints, Child Protection and Pregnancy policies are among the key components supporting the Member Protection Policy. Child Protection Keeping children and young people safe is part of Surf Life Saving SA s broader responsibility to manage risks within our Clubs. Surf Life Saving Australia Policy 6.05 includes a process that all Clubs must adhere to in regards Police Clearance and Criminal History Assessments that must be carried out prior to any person being appointed to a position that involves working with or direct access to children. This will help your Club create a safer, friendlier environment for kids. This is a risk management procedure for all Clubs and must be completed on an annual basis. It is extremely important for all Clubs to remain aware of any updates or changes to the Child Safe Policy for Surf Life Saving. Child protection is an area of high risk and must be treated with the utmost importance. Please contact Surf Life Saving SA if your Club requires assistance or guidance in ensuring it meets all the requirements in relation to a Child Safe environment. Grievance Procedure The Surf Life Saving Australia Grievance Procedure information will assist you with actions that may be taken when a complaint has been made in regards to an act, behaviour, omission, situation or decision that someone thinks is unfair, unjustified, unlawful and/or a breach of this policy. The complaint may be about individual or group behaviour; extremely serious or relatively minor; a single incident or a series of incidents; and the person about who the allegation is made may admit to the allegations or deny them. Surf Life Saving Australia Policy 6.06 Grievance Procedure outlines what to do if you have a grievance and provides additional information such as kinds of remedial action that is available. Another policy that may be read in conjunction with the Grievance Procedure is Policy 6.05 the Member Protection Policy. Section 5 of Surf Life Saving Australia Regulations also provides guidance on the judiciary and disciplinary procedures that are to be followed. This should be reviewed in consultation with the Club s Constitution and Regulations. If the matter is not dealt with to your satisfaction of the member then they should speak with the Club Grievance Officer or President. All serious breaches of discrimination and harassment (such as sexual abuse) should be reported confidentially and directly to the Surf Life Saving SA CEO immediately. References Surf Life Saving Australia - Member Protection Policy Surf Life Saving Australia - Grievance Procedure Surf Life Saving Australia - Regulations Club Guide Surf Life Saving SA Page 105 of 252

MARKETING Marketing

MARKETING FUNDRAISING Fundraising: Legal Obligations All Surf Life Saving SA Clubs come under the legal categories of Not for Profit Organisations, Incorporated Bodies and Charities. From 2015 onwards, each and all Surf Life Saving SA Member Clubs are required to have the following credentials in place in order to fundraise or accept gifts and donations: Be registered, up to date and reporting compliant as a charity with the Australian Charities and Not for Profit Commission (ACNC) Be registered with the Australian Tax Office for Deductible Gift Recipient (DGR) status Have a Club specific Charitable Collections Licence Section 6 & 6A Have a Club specific Charitable Collections Licence Section 7 Be compliant in practice and reporting under the South Australian Collections for Charitable Purposes Act 1939. Australian Charities and Not for Profit Commission (ACNC) The ACNC is the independent national regulator of charities. The ACNC has been set up to achieve the following objects: Maintain, protect and enhance public trust and confidence in the sector through increased accountability and transparency Support and sustain a robust, vibrant, independent and innovative not-for-profit sector Promote the reduction of unnecessary regulatory obligations on the sector. Why register? Charities must register with the ACNC before they can receive charity tax concessions from the Australian Taxation Office (ATO). If you decide to also apply for tax concessions, you can do this within one form the ACNC registration application form. Your application for tax concessions will be sent to the ATO, who will decide your organisation's eligibility for tax concessions. Club Guide Surf Life Saving SA Page 107 of 252

MARKETING FUNDRAISING Australian Charities and Not for Profit Commission (ACNC) (Continued) Ongoing obligations All registered charities must meet the following obligations to the ACNC: Keep their charity status To remain eligible to be registered, charities must be not-for-profit and pursue their charitable purpose. Notify ACNC of changes You must notify the ACNC if any of the following details about your charity change: Legal name Address for service (where legal documents can be sent) Responsible persons (people who are members of your charity's governing body including directors or committee members, or its trustees) you need to let us know if someone takes on or finishes the role of a responsible person, and Governing documents (such as its constitution, rules or trust deed). You must also let us know if you think your charity is not meeting its ongoing obligations to the ACNC in a significant way, and as a result, your organisation is no longer entitled to be registered. Record information Your charity must keep financial records that correctly record and explain its transactions and financial position (its net wealth) and performance (how it has gone) and enable true and fair financial statements to be prepared and to be audited, if required. You must also keep operational records which explain your charity s activity. Report annually Charities must submit an Annual Information Statement (and, for medium and large charities, a financial report) every year. This statement is due within six months of the end of your reporting period and can be submitted by using the ACNC Charity Portal. Meet the governance standards Charities must comply with the governance standards. These standards set out a minimum standard of governance, to help promote public trust and confidence in charities. Club Guide Surf Life Saving SA Page 108 of 252

MARKETING FUNDRAISING Other obligations ACNC obligations are in addition to any other obligations your charity has under other laws or to other Commonwealth, state and territory regulators. For example, if your Club as an incorporated association will still have to report to your state or territory regulator for incorporated associations. Clubs can register with the ACNC online at www.acnc.gov.au. If your Club is already registered, don t forget to update the details of any new office holders within 21 days of your AGM, and to submit your Annual Information Statement at the end of each financial year. Contact ACNC Visit Call Email www.acnc.gov.au 13 ACNC (13 22 62) weekdays 9am to 6pm AEDT advice@acnc.gov.au they will aim to respond within 2 to 5 working days, Depending on the complexity of your request. Deductible Gift Recipient Status (DGR) What is a DGR? A deductible gift recipient (DGR) is an organisation entitled to receive income tax deductible gifts and deductible contributions. Charities can receive tax deductible gifts, provided the organisation is a DGR. To check if your Club is already a DGR you can: Visit ABN Lookup and enter either the organisation s Australian business number (ABN), or name, in the search box. If the organisation is a DGR, information about its current DGR status is recorded under 'Deductible gift recipient status'. Or call the ATO on 13 28 61. A complete list of endorsed DGRs can be downloaded from the ABN Lookup website, www.abr.business.gov.au You can apply for DGR status for your Club online www.ato.gov.au/forms/application-for-endorsement-as-a-deductible-gift-recipient/ Club Guide Surf Life Saving SA Page 109 of 252

MARKETING FUNDRAISING Collections for Charitable Purposes Overview The Collections for Charitable Purposes Act 1939 regulates fundraising activities conducted for a "charitable purpose" as defined in the Act. The definition of "charitable purpose" includes: The affording of relief to diseased, disabled, sick, infirm, incurable, poor, destitute, helpless, or unemployed persons, or to the dependents of any such persons The relief of distress occasioned by war, whether occasioned in South Australia or elsewhere. The affording of relief, assistance, or support to persons who are or have been members of the armed forces of Australia or to the dependents of any such persons The provision of welfare services for animals Charitable organisations that are not collecting for a charitable purpose as described above do not require licensing and therefore will not be found on the Charities List (e.g. religious organisations, environmental groups and educational institutions). Any charity seeking access to Commonwealth taxation concessions and other Commonwealth benefits and concessions, including deductible gift recipient (DGR) status, is required to be registered with the Australian Charities and Not-for-Profits Commission. Fundraising activities for a "charitable purpose" include: Doorknock appeals Telemarketing Donations to clothing bins Sales of goods at second hand shops Seeking bequests Badge days Public appeals Film nights Club Guide Surf Life Saving SA Page 110 of 252

MARKETING FUNDRAISING Licences Licences issued pursuant to the Collections for Charitable Purposes Act 1939 include: Section 6 Licence Any person acting as a collector that wishes to: Collect or attempt to collect any money or property Obtain or attempt to obtain money by the sale of any disc, badge, token, flower, ribbon or other device Obtain or attempt to obtain a bequest, devise or other grant of money or property for a charitable purpose must be the holder of a Section 6 licence Section 6A Licence Any person that has a collection contract with a charity and wishes to employ another person to act as a collector on his/her behalf to: Collect or attempt to collect any money or property Obtain or attempt to obtain money by the sale of any disc, badge, token, flower, ribbon or other device Obtain or attempt to obtain a bequest, devise or other grant of money or property for a charitable purpose must be the holder of a Section 6A licence Section 7 Licence Any organisation that wishes to conduct entertainment, or sell or attempt to sell a ticket for admission to entertainment and the proceeds or part of the proceeds are for a "charitable purpose", must be the holder of a Section 7 licence. Licence applications can be downloaded from www.olgc.sa.gov.au. Contact Details Office Address Postal Address Consumer and Business Services Chesser House, 91-97 Grenfell Street ADELAIDE SA 5000 Consumer and Business Services GPO Box 2169 ADELAIDE SA 5001 General Enquiries Reception: 131 882 Fax Number (08) 8226 8512 Email Address olgc@agd.sa.gov.au Club Guide Surf Life Saving SA Page 111 of 252

MARKETING FUNDRAISING TIPS Is it a Donation, Raffle or Sponsorship? It is important to understand the distinction between a donation and funds received through a raffle or a sponsorship: Donation a gift of cash or goods with no requirement by the recipient to promote a business or a product. It can often result in the issuing of a receipt for tax-deductibility purposes Raffle Income cash given in exchange for a ticket(s) in a game of chance. No tax deductible receipt is allowed Sponsorship cash or goods/services are exchanged in return for certain promotional or business returns to the sponsor a receipt can be issued indicating it is a sponsorship arrangement Plan for Success If there is a key to success it is planning and enthusiasm. There is plenty of hard work to do before potential donors are approached. The following are broad guidelines on how to fundraise for a specific purpose which cannot be carried out within the Club budget. Remember people will not support a poorly defined cause - they like to see where their money is used. The following points are in chronological order, as far as possible, but some things are carried out simultaneously: 1. Establish how much money is needed. 2. Understand exactly what the money is needed for. Why is it a good cause? Why is it different to or more important than, other fundraising causes? 3. Make sure the project outlined to potential donors will fill a need. If you coordinate a drive to raise funds for a specific piece of equipment, building repair etc., ensure the money is spent on this project. It is an offence to direct money elsewhere if people believe the funds are for a specific project. This can be avoided by initially indicating the funds are to raise funds for XXXXX and its ongoing maintenance and costs, or funds are to be raised for XXXXX and general lifesaving needs. 4. Set up a group of enthusiastic, well-informed and influential fundraisers who are prepared to offer their time, energy and money. Prepare them to answer all questions potential donors may pose. These people are the public face of the Club in a campaign where promotion and public relations play a key part in the success of the project. Enthusiastic askers breed contented givers. 5. People from within the Club are preferable to the employment of a professional fundraiser although it may be worthwhile to seek professional advice regarding your overall fundraising strategy. A team of people is more effective than an individual. 6. Identify potential donors. Studies have shown only 10 per cent of people are givers. Don t waste time on the other 90%. Club Guide Surf Life Saving SA Page 112 of 252

MARKETING FUNDRAISING TIPS Potential givers fall into three categories: 1. Those automatically interested: members, supporters, parents 2. A group with natural links to the Club: equipment suppliers, other groups who share the same facilities 3. Those in the community who might see some benefit in the project or use the beach during the year Planning and Fine Tuning Analyse the donor list. Decide on your approach. Choose carefully having the right people on the job is vital. These people (the askers) should be from the same section of the community as those they are approaching. Askers set an example by being prepared to do what they ask others to do. Coordinate the campaign Have a plan which allocates specific tasks. Make sure all those involved are well-educated on the cause and the reasons for it. Approach donors Use a variety of approach methods to ensure a wide coverage of potential donors. Work out the most cost effective combination of direct mail approaches and personal follow ups. Start with as few names as possible to raise the required amount Go to the well-off first. Major donors are the key to success. Make a list of these with another list covering secondary donors. Typically one third of all donations come from the top few donors. Plan your work force accordingly. Start person-to-person asking Accept pledges. They raise donation levels. Put a time-span on fundraising and work intensively during that period. This is more effective than a low-key campaign which drags on. Advertise targets at your Clubhouse and on your website this educates members and potential donors of your targets. Reward and thank donors This can be achieved with a letter/email, certificate of appreciation, recognition on your website or at the Clubhouse. Record and analyse who donated and who refused to donate This information may be useful in coming years. Assess how well the campaign went Were there areas that could be improved? Discuss the campaign with all concerned. Make a note of conclusions and store them for future reference. Club Guide Surf Life Saving SA Page 113 of 252

MARKETING FUNDRAISING TIPS Did you know? Surf Life Saving entities are prohibited under federal tax regulations to fundraise on behalf of anyone other than our own members and Clubs (that includes other charities). Doing so repeatedly could place all Surf Life Saving Clubs charitable status in jeopardy. A to Z of Fundraising Ideas A Aerobic-a-thon Art Exhibition either Clubbies art or real artists in your community. Auction of Promises -Visit local businesses and ask them to donate their services for you to auction off. Or rope in your friends, who could promise to wash cars, mow lawns or do housework for the highest bidder. Apple Dunking Arm Wrestling Tournament at the Club Abseil down a local building Arts or crafts stall B Beach Badminton tournament Barbeque Barn Dance Beard Shaving Bingo spice it up with a theme e.g. Bogan Bingo or Nanna Night or Disco Bingo etc. Blind Date Evening/ Singles Night Bring and Buy Sale Back to Front Day - Get sponsored to wear your clothes the wrong way round for a whole day. Busking C Cake Sale Car Boot Sale Coffee Morning Concert Cricket Match Cycle-a-thon Car Washing Chocolate Sale D Dance marathon Disco Dog walk Dinner dance E Egg and Spoon Race Egg Painting Easter Egg Hunt Easter party F Fairs, fetes, bazaars, etc. Film show/premiere Fashion Shows make for Fashionable Fundraising Football Match Club Guide Surf Life Saving SA Page 114 of 252

MARKETING FUNDRAISING TIPS G Go-Karting Guess the Weight, Guess How Many, Guess How Tall etc. Give up a vice H Hair beading/plaiting Halloween party Head Shaving Highland Games I It s a Knockout competition International Evenings Ice-cream Eating J Jumble sale Jazz Night Joke-a-thon Jigsaw Marathon Jewellery Making/Selling K Karaoke competition/display Kite flying Knobbly knee contest L Line-dancing Longest chain of paper clips, line of coins, etc. Lawn Mowing Luncheon Lilo Races Limbo Competition Litter Picking M Marathon events Midsummer masked ball Midnight film shows, midnight feasts etc. Mini Marathon Murder Mystery Night Musical Evening Magic Show N New Year's Eve dance/party Nearly New Sale Netball Tournament Nature Trails - Know a bit about the wildlife in your area? Charge people for guided nature walks. Noodle Sucking O Old-time music hall Obstacle Course Office Collection Day Odd Job Days Outgrown Clothes Sale Origami P Pancake day party Penalty shoot-out competition Pet show Pram push Parachute Photo Competition Plant Sale Pub Games -Skittles, darts, pool, cards, you could even make it a weekly league. Pantomime Club Guide Surf Life Saving SA Page 115 of 252

MARKETING FUNDRAISING TIPS P Pool Competition Picnics Plastic duck race - Use Google to find a company near you that hires out plastic ducks. People sponsor a duck, and they're released at a set point to float down a river. The sponsor of the winning duck gets a prize. Q Quizzes Quiff competition - Warning: only try this if you want to bring large numbers of Elvis fans out of the woodwork. R Races -Be imaginative - think sack-races, baby races, electric wheelchair races... charge people for entry and get a local company to donate a prize. Raffles Rapping contest, show or sponsored event Read-a-thon Rugby Match Rowing - Get sponsored to row on a rowing machine Recycling Drive S Santa s grotto Shakespeare marathon Swear Box Swim-a-thon Scavenger Hunt Scalextric Grand Prix Throwing wet sponges at a person in stocks Treasure hunt Tennis Tournament Tug-of-War Twister-a-thon U Unwanted Gift Sale Underwear Party Unicycle Racing V Variety show Volleyball Tournament Valentine s Day Event Vegetarian Evening W White Elephant stall Who s that baby - Get baby-photos of Clubbies and people pay to guess who they are. Window Cleaning Wine Tasting X Xmas fair/panto/party Xylophone Marathon (what do you mean; we're having trouble thinking of fundraising ideas beginning with X?) Y Yacht Race Yoga Marathon Yodelling Competition Yo-Yo competition T Teddy bears picnic Theme days/evenings Z Zany Dress Day Club Guide Surf Life Saving SA Page 116 of 252

MARKETING SPONSORSHIP What is Sponsorship? Sponsorship is when a business provides funds, resources or services to a Club, in return for some form of rights and/or associations with the Club that may be used to help the business commercially. Sponsorship can support an event, organisation, individual, team, object, venue etc., and the benefits offered to the Club by the sponsor can include: Exclusivity Image association Hospitality for client entertainment Product sampling at venues Signage rights Merchandising Networking with people of importance Media coverage Publicity opportunities Use of personalities for advertising and promotions Retail or trade incentives to encourage your members to purchase the sponsors products Sponsorship v Donation It is important to remember that sponsorships are not a donation. A donation is a one-off contribution whereas sponsorship offers monetary support to an individual, team or organisation in return for an agreed benefit or list of benefits from that organisation. Managing the Relationship Ensure you manage the relationship for the longer term. The benefits that will accrue from your sponsorship will take some time to build. Most sponsorship agreements are commonly signed using a three year contract with the option to renew. Make sure the relationship is based on outcomes and report results to your sponsor. It is essential to quantify these results e.g. If your sponsor is looking to increase brand awareness within your Club, you could report that xyz thousand products were sampled by members, or xyz thousand members and beach goers were exposed to the sponsor s signage. Build the sponsor relationships over time. Sponsors can do more than make a direct financial contribution; they can also provide in-kind support (other non-monetary support provided by the sponsor) such as product to be used at a carnival or Club event, or including their staff/customers in Club activities. Club Guide Surf Life Saving SA Page 117 of 252

MARKETING SELLING SPONSORSHIP Set up a sponsorship taskforce within your Club. Try to target members who have good contacts within the local community. Taskforce members also need to be aware that the work does not stop once the sponsorship is secured there must be ongoing relationships between your Club and the sponsor for the duration of the sponsorship period. Set a timeline and action list. Put together a timeline for when you want to secure sponsorship by and role of each of your taskforce members in the sponsorship process. Make sure you plan regular update meetings so everyone keeps on track. Determine how much sponsorship is needed. Do an audit on your Club and determine how much is needed in terms of dollar value. You need to be able to show sponsors how their money will be used, so be honest in your estimates. Determine how many sponsors you want and what properties you have to offer them. Beware of overselling your Club and as a result offer diluted value to each sponsor. Too many sponsors can lead to cannibalisation or duelling logos and the messages of individual sponsors can get confused which may lead to the sponsor not achieving their objectives. It is better to package up saleable properties and target fewer large sponsors, rather than have many low end sponsors cluttering your Club. Write down a list of all the saleable properties within your Club in order of importance and be sure that you can deliver on the properties you are offering. Also look at how you can package up your saleable properties to reduce the number of approaches you need to make and as a result add more value to one sponsor, rather than little value to many sponsors. List the sponsorship benefits. List the benefits your Club can offer for each sponsored property. Also think about how you can value add the sponsorship and offer things such as corporate hospitality at a carnival or social function, lifesaving experience with their staff, the use of your Supporters Club, or a motivational talk from a high profile athlete etc. Club Guide Surf Life Saving SA Page 118 of 252

MARKETING SELLING SPONSORSHIP Some examples of benefits can include: Signage rights around the Clubhouse and on Club equipment Category exclusive Profile and association with a strong community service Access to your members database (be mindful of privacy laws) Incentives encouraging your members to purchase the sponsor s product/service Sampling of their product by Club members Media coverage and other publicity opportunities Association with any high profile Club athletes Corporate hospitality (VIP tickets to a particular event) Staff experiences Cross promotion with other sponsors Please Note: It is crucial that you do not offer something that you cannot deliver. Determine sponsorship value Decide what your sponsorship properties are worth both packaged and individually. If you are unsure of the value, do some research - speak to Surf Life Saving SA, other Clubs and sporting groups in your local area who have sought similar sponsorship. Price your sponsorship packages realistically. Price the package at what it is really worth (not what is needed for the particular project), and make sure the company is being approached can afford the sponsorship. Don t base sponsorship proposals on funding shortfalls. It is important to base the sponsorship on the projects real value. Remember you re not after a donation. Please remember that sponsorships are subject to GST because sponsors receive goods or services for their money. Prepare a target list and research potential sponsors Put together a target list of local companies/organisations who you consider potential sponsors. After the list is compiled take the time to research each of these potential sponsors. Don t just take a stab in the dark and send out a proposal, try to gain an understanding of what a potential sponsor is hoping to achieve through a sponsorship. Club Guide Surf Life Saving SA Page 119 of 252

MARKETING SELLING SPONSORSHIP It is imperative that you don t have conflicting sponsors (i.e. Coke vs. Schweppes) and that your sponsors do not conflict with state or national sponsors. It is also very important that you protect the Surf Life Saving brand and image by not encouraging or signing sponsors who could bring the organisation into disrepute. It is a good idea to know the person you are seeking sponsorship from, or to catch the attention of the recipient of your request. Speak directly to the person at your targeted company/organisation who makes decisions on sponsorship and find out what their sponsorship objectives are, if they fit with your Club and/or your saleable property and what financial level of sponsorship they would consider. Is the sponsor aiming to increase brand/product awareness, increase sales, generate goodwill or are they trying to achieve something totally different? The more you understand what a sponsor is trying to achieve, the better you can assist them, thereby helping to build a loyal and solid relationship. Examples of what sponsors may wish to achieve include: Raising brand awareness e.g. of their store in the local community To increase sales e.g. by reaching new customers To gain a competitive edge e.g. in the local area To save money on advertising e.g. can reach locals via your Club To promote a brand image e.g. the local community shop To be seen as an integral member of the community e.g. giving something back to the local community Like any objectives, these must be specific, measurable, achievable, realistic, smart, and have a time line. When discussing these objectives, think about how your sponsorship deal can help achieve them this will make the package easier to sell and show the sponsor you are interested in their business. Walk away if need be if your Club cannot fulfil their sponsorship objectives, don t make the approach, you are just wasting everyone s time and potentially burning a bridge for the long term. Club Guide Surf Life Saving SA Page 120 of 252

MARKETING SELLING SPONSORSHIP Quick tips Offer an opportunity and not a problem Offer a solution to a potential sponsor s problems, such as providing a bottom line saving or profit. Target companies with the right fit Does your target audience's demographics psychographics and geographic location fit with those of the company or brand to be promoted? Offer rights that the company can use Offer value for money price your 'product' to ensure your Club will benefit from the relationship and that the sponsor will make a profit. Make sure your product is priced similarly to comparable products. Stand out from the clutter Make sure your proposal is addressed or delivered to the person who has the power to say yes. Be professional Make sure your Club representatives always present themselves in a professional manner and understand what is required of a commercial relationship. Be persistent, not a pest Following up a sponsorship request is necessary, but not to the extent that you interrupt the recipient s ability to do their job. It will take time for a potential sponsor to come to grips with what you are offering and for a relationship to grow and develop. Writing a Proposal It is important that your sponsorship proposal stands out from the crowd and reaches the appropriate person in the company who can say yes to the sponsorship. Make sure each proposal is tailored individually to each potential sponsor and clearly outlines sponsorship benefits. Your proposal should include: A short history on the Club including membership size etc. What the Club goals and objectives are for the season What the Club has to offer the sponsor What the Club is requesting from the sponsor Term of sponsorship Club Guide Surf Life Saving SA Page 121 of 252

MARKETING SELLING SPONSORSHIP When presenting the proposal try to do so face to face. It is always more powerful and you have the advantage of being able to present the proposal and answer any immediate questions that sponsors may have. It is unlikely that an organisation will allocate funds to your Club if your operation appears to be amateur. Ensure that your Club presents itself in a professional manner and shows an understanding of what is required of the relationship. If you cannot present the proposal in person, contact the sponsor after the proposal is sent to make sure they received it and to see if they have any questions. It is important to follow up potential sponsors but remember there is a fine line between hounding and making an inquiry. Sponsorship Agreements Once a company/organisation has confirmed they wish to become a sponsor of your Club, and both the Club and sponsor have discussed what each party wants to achieve through this relationship, the Club should create a written agreement or contract. It is good business practice to have a formal agreement or contract in place and is a necessity for significant funding. Lack of a written contract increases the potential for misunderstandings and the relationship turning sour. A change of personnel can mean the intent of an agreement is lost, unless the agreement is in writing. Please see below for a Contract Checklist to help guide you. If unsure, consult with a lawyer to ensure the agreement is sound. Never assume you will get certain rights. Clearly state the rights agreed to or commitment in the contract. Keeping Sponsors Happy You have now entered into a commercial agreement with a company. Certain rights and benefits have been given as part of that agreement. Now it s up to you and your Club to honour these commitments and keep your sponsor happy. A sponsorship is an ongoing partnership and you need to provide the necessary resources to manage this relationship (i.e. regular updates, meetings and invites to social functions etc.). It is also important that all your members are aware of the sponsorship and the value it brings to your Club. They need to appreciate and respect the sponsorship and where possible support your sponsor s business. You should also consider putting some of the sponsorship monies aside to service the sponsor and value add the relationship. Remember you have to, in most cases, pay to implement what was promised (i.e. Club signage, logo on uniform etc.) and usually there are some additional non-budgeted expenses along the way (i.e. corporate hospitality). Club Guide Surf Life Saving SA Page 122 of 252

MARKETING SELLING SPONSORSHIP Here are some ways to ensure a successful sponsor relationship: Promote the sponsor at every opportunity Acknowledge the sponsor in every media story you release Communicate with your members to ensure they look after sponsor s rights Invite the sponsor to events and to present prizes at awards nights Establish more than one key contact in case the main contact moves on Keep your sponsor informed about the Club, especially any potential unpleasant publicity Before signing a new sponsor, give existing sponsors the opportunity to address any concerns they may have If you have sold naming rights, you must acknowledge them in everything you say and do. You must also ensure that the Media are aware and adhere to the naming rights Send your sponsor an evaluation report Sponsorship Evaluation The best way to make sure your sponsor understands the returns is to provide an evaluation report detailing the benefits received. It is also good business practice to show evidence of accountability. Evaluation also helps a Club formally review its activities, provides a frame of reference for future projects and aids the planning process. Decide in the negotiation process the level of reporting and evaluation you are going to provide each sponsor. Every case is different and depends on the size and type of offering. The report can be as simple or as complex as you want it to be. Demonstrating good credibility, a track record of providing value for money and a reputation for fostering sponsor relationships, will make it a lot easier for you to gain sponsorship in the future. Club Guide Surf Life Saving SA Page 123 of 252

MARKETING INTELLECTUAL PROPERTY Intellectual Property (IP) is the general name given to the laws covering items such as patents, trademarks, copyright and designs to name a few. Many of the devices, images and names associated with Surf Life Saving have been registered as trademarks by Surf Life Saving Australia and/or Surf Life Saving SA, therefore their use is restricted. The full IP Policy can be found on the Surf Life Saving Australia website and the member s portal. Trademarks are extremely valuable marketing tools. The public identify a certain quality and image with goods and services bearing our trade mark. These marks are also symbolic of our organisations proud history and represent the most valuable asset our organisations own. It is essential for us to limit the use of our brand by third parties to both protect and retain the value (financial and reputation) of our organisation and to maintain tight controls against its misuse. There are also minimum funding commitment levels in place to protect the commercial interests of our existing sponsors who have paid significant sums of money to use and associate with our brand. Some specific examples for reference: Business If a business (who is not a sponsor at the relevant level) wants to use our brand to promote their business, to give itself credibility because of an implied association, or simply to generate revenue for one of its products or services, it is not allowed and this is a misuse of our intellectual property. The same principal applies to any commercial entity that has an association or sponsorship of a Club. If they have permission from the Club as part of their sponsorship agreement, they may use Club IP (pictures of the Club without our roundel, pictures of members in Club colours, Club logo etc.) but NOT Surf Life Saving SA or Surf Life Saving Australia IP including patrol uniforms, patrol flags etc. Any use of Club IP must obviously be negotiated direct with the Club and is not something that Surf Life Saving SA will become involved in, unless they sign a significant deal with a conflicting state or national sponsor. Clubs have no right to on-sell or trade with Surf Life Saving Australia or Surf Life Saving SA IP unless they seek prior permission from Surf Life Saving Australia or Surf Life Saving SA. Schools If a school or community group approaches us and asks to use a uniform these are taken on a case by case basis i.e. If a school wanted to use a uniform to promote water safety in a play or production, we would consider this as there is no direct commercial return nor benefit to the school by using our imagery it is simply being used to promote water safety. In these cases, we typically ask for a donation for its use. Club Guide Surf Life Saving SA Page 124 of 252

MARKETING INTELLECTUAL PROPERTY General Public If someone wants to use a uniform for a fancy dress party etc. we would refuse this because the uniform signifies a position of trust and only qualified and appropriately trained personnel are permitted to wear the uniform (i.e. think of a uniform worn by a policeman, paramedic or fireman). It is important to note that above all, the red and yellow quartered Patrol Cap is sacrosanct as it above everything else symbolises the Surf Life Saving movement. Surf Life Saving SA Clubs As previously referenced Surf Life Saving SA Clubs do not have the right to use Surf Life Saving IP without prior written permission from Surf Life Saving SA. They may use their own branding and logos to promote any services or products they have to generate revenue for the Club. The Surf Life Saving SA brand is for the benefit of all Clubs and any decisions we make on its use should provide benefit to all Clubs and not just individuals. Typically we will permit Clubs to use logos on Club shirts for use by staff or volunteers however they are not permitted to use these logos for shirts that they would sell to the general public (i.e. revenue generation for that Club). Another example would be a Club who wants to produce a calendar for sale at their Surf Life Saving Club. They could use their own logo, branding and Club colours but not the patrol uniform or Surf Life Saving SA logo. While these guidelines may frustrate some people and/or companies do not gain approvals, this is not our intent; it is to protect our brand and its value. The trademarks are owned by Surf Life Saving Australia (and Surf Life Saving SA within this state) and requests for their use must be through these offices. Any unauthorised use will lead to legal action. The rights to our marks are strictly controlled and consist of various names, logos and imagery. Registered trademarks include: Club Guide Surf Life Saving SA Page 125 of 252

MARKETING INTELLECTUAL PROPERTY SURF LIFE SAVING AUSTRALIA owns Surf Life Saving IP which includes the following: Surf Life Saving LOGO RED & YELLOW FLAGS RED & YELLOW PATROL CAP PATROL UNIFORM Other Registered trademarks include: Surf Life Saving Nippers, Ironman (in specific categories) Beach Patrol Surf Rescue Swim Between the Flags The Life of the Beach Be A Lifesaver Club Guide Surf Life Saving SA Page 126 of 252

MARKETING SAMPLE DOCUMENTS Sample Sponsorship Request Letter: (NAME) (POSITION) (COMPANY) (ADDRESS) (DATE) Dear (NAME), RE: (SUBJECT) Club logo goes here (ABC SURF CLUB) is seeking partnerships with a limited number of companies in the local area who would like to be involved with an iconic Australian organisation. We are seeking relationships with organisations who would like to embrace the community goodwill and brand attributes that make Surf Life Saving special, and see the mutual benefit that can be enjoyed through a relationship with (ABC SURF CLUB). Established in (YEAR) our Club has been operating for (X YEARS). We continue to protect the public at (SUBURB) beaches safe by supervising swimming areas, performing preventative actions and rescues and by training and developing future lifesavers each and every year, thanks to the tireless work of our volunteers and the financial support of our corporate partners. I would welcome the opportunity to meet with you to discuss the opportunities for (COMPANY) to partner with the (ABC SURF CLUB), and align with our brand values to enjoy a unique point of difference within your marketplace. The link with your customers, (LIST HERE SIMILARITIES WITH PROPOSED SPONSOR COMPANY E.G. WHO OBVIOUSLY ENJOY THE OUTDOORS, SWIMMING AND LIFESTYLE ) and our community service and strong imagery, may be of strategic benefit. Thank you for taking the time to peruse this letter. I hope that I may be able to meet with you or your representative in the near future to explore this matter further. I will call you (INSERT DATE WHEN YOU WILL CALL TO FOLLOW UP) Kind regards, (NAME) (POSITION) (SURF CLUB) (PHONE/FAX) (EMAIL/MAILING ADDRESS) Club Guide Surf Life Saving SA Page 127 of 252

Sample Sponsorship Agreement Dated: (insert date) Abc Surf Life Saving Inc. ABN: Owner Xyz Australia Ltd ABN: Sponsor SPONSORSHIP AGREEMENT The agreement on the day of 2015. BETWEEN: ABC Surf Life Saving Inc. (ABN:) Insert Postal Address and: XYZ Australia Ltd, (ABN:) Insert Postal Address Background: XYZ Australia Ltd. (overview of what the sponsor does). ABC Surf Life Saving provides a community service and support facilities, and has agreed to accept the sponsorship to provide funding support and other benefits. NOW THIS AGREEMENT WITNESS THE TERMS OF THE AGREEMENT BETWEEN THE PARTIES: 1. Sponsorship Term: The term of this agreement is for (number) months/years. The term shall begin on (day/date/year) and expires (day/month/year). 2. Sponsorship Rights ABC Surf Life Saving grants XYZ Australia Sponsor status for the duration of this agreement. 3. Partnership Benefits Offered by ABC Surf Life Saving Benefit Benefit Benefit Etc. Club Guide Surf Life Saving SA Page 128 of 252

4. Sponsorship Fee In return for these sponsorship rights, XYZ Australia agrees to the following sponsorship commitment: 4.1 Cash payment to ABC Surf Life Saving a sponsorship fee payable as follows: (put in payment terms) 4.2 Unless a contrary intention appears in this clause: GST means a tax levied on a supply; and Supply means the supply of all goods or services by either party under this Agreement. If GST applies to any supply made by either party to the other under this Agreement, then the party making such supply shall be liable to pay the GST in addition to any other payments to be made under this Agreement. 4.3 XYZ Australia shall be responsible for the cost of all signage and promotional material in relationship to this sponsorship. 5. Confidentiality Both parties agree to treat this agreement as confidential and not to disclose, duplicate or use, any information contained in or is the subject of, this agreement. Where in the normal course of an open and positive partnership, discussion is held in relation to marketing strategies or other commercially sensitive information; this same information shall be treated as confidential by both parties. As Agreed Between the Parties Signed for and on behalf of XYZ Australia Ltd (ABN: ) Day/month/year Signed for and on behalf of ABC Surf Life Saving Ltd (ABN: ) Day/month/year Club Guide Surf Life Saving SA Page 129 of 252

MARKETING SAMPLE DOCUMENTS Contract Checklist The following checklist is designed to act as a quick check that all standard requirements relating to sponsorship agreements are included. The components of a sponsorship agreement will vary from sponsorship to sponsorship, however any sponsorship contract, whether it be of the legal variety or a letter in plain English, should contain some or all of the points contained in this checklist. Surf Life Saving SA acknowledges that this contract checklist was developed and approved for reproduction by The Sponsorship Unit www.sponsorshipunit.com.au. Parties Clearly state who the parties are that are involved in the sponsorship agreement Name all sponsors of the event and their relationship (i.e., major sponsor) Name any licensees and/or merchandisers and any royalties payable Name any third parties (Brokers) that are part of the agreement Property Describe the exact nature of the property being sponsored and whether it is an organisation, event, team, venue or individual Detail any governing bodies, regulations that are to be complied with Details the owner or management of the organisation If an event Clearly describe the nature of the event Detail required attendance of particular personalities or artists State the geographic boundaries of the event State dates of occurrence State venue Organisation or Team Detail season dates Detail level of competition to be entered Outline required level of performance if applicable The Term State the length of the sponsorship agreement, i.e., for a three year period State the date of commencement Detail whether the sponsor has first option to renew the contract? If so, when does the option have to be exercised, and under what terms and conditions? What term will the option be for (an additional one year)? Club Guide Surf Life Saving SA Page 130 of 252

MARKETING SAMPLE DOCUMENTS Sponsorship Rights and Benefits Detail the level of exclusivity being assigned to the sponsor Clearly describe relationship to other sponsors, their position in the sponsorship hierarchy, and their individual rights Naming or title rights sponsor has the right to have their company or product name included in the title of the sponsorship Does your 'sole' sponsor have the right to be the only sponsor of the property? Major sponsor usually there will only be one major sponsor however in large projects there could be a number of major sponsors with equal rights. Each major sponsor should have the right of exclusivity by product or service category Minor sponsors should have the right of exclusivity by category i.e., only soft drink sponsor, and does being a sponsor provide exclusive rights to advertising, promotion and supply of product to the property? Official Supplier is a lower level of sponsorship where the sponsor has few of the other rights but has the right to be the sole purveyor of merchandise in a particular category to the property (and the right to promote this fact)? Granting of Rights Describe licensed use of the property logo and any conditions of use Detail the use and approval for use of the sponsor's name and logos Detail the sponsor's rights to use the official event logo in advertising promotions and detail any conditions of use, such as prior approval, size in relation to other logos, colour combinations etc. Detail the sponsor's rights to use the official event name in advertising, promotions and detail any conditions of use, such as prior approval, size in relation to other logos, colour combinations etc. Advertising and Publicity Describe the use of the sponsor's company logos on stationery, newsletters, signage, advertising, rescue boards etc. Describe size of logo, positioning, relevance to other sponsor logos, and approval process that will be undertaken Describe all publications that advertising will be provided in. List publication dates, placement in the publication (i.e., bottom left hand page in front half of book), deadlines for artwork, who pays for art production and what approval process will be used Can non sponsors advertise in the publications and if so, does the sponsor have category exclusivity to combat ambush? Detail whose responsibility it is to collect all Media related to the event Club Guide Surf Life Saving SA Page 131 of 252

MARKETING SAMPLE DOCUMENTS Signage Rights Detail how many sites the sponsor is being provided with? Detail where the signage sites are situated? Detail the dimensions of the sites/signs? Specify the application material to be applied i.e., paint, poster Clarify who pays for manufacture and erection of the signs? Is the signage permanent or temporary? Mention whether approval (i.e. local authority) is required to erect signs and if so what is the approval process? Is the signage exclusive? If not exclusive, detail size comparison to other sponsor's signs, where are other sponsor's signs? Which other organisations can place signage at the venue? Are they all sponsors? If not, do sponsors get better placement etc.? Can the sponsor purchase additional signage, and if so detail pricing? Hospitality Rights Where the seats are (provide a seating plan, with the seats marked) Detail how many seats are available and at what standard Clarify who pays for food and beverages Are programs and car park passes provided? If not, detail cost Is there the ability to get extra tickets and if so at what standard and cost? Are tickets available for staff either free or at a discount? Personalities Are there rights for the sponsor to use personalities or individuals for endorsements, sponsor functions, promotions or in advertising? Are there any conditions on the use of the personalities? Is payment required and if so what is the level of fees? Are individuals or personalities allowed to accept individual sponsorship? If so can it be a conflicting sponsor? Merchandising Who owns the merchandise and licensing rights the sponsor or property owner or a third party? Detail how profits from merchandise and licensing rights will be distributed? Indicate whether approval is required for the use of the logo or name? Are merchandise items to be of a particular quality? What merchandise is allowed, who approves? Club Guide Surf Life Saving SA Page 132 of 252

MARKETING SAMPLE DOCUMENTS Payment Who is to be paid? How much is to be paid? State when are payments to be made. It is normal that the first payment will be made on signing, with further payments happening at various intervals. It is not unusual to have a payment scheduled for near the end of the contract which could well be performance driven Detail the payment of some or the entire fee in contra (products and services in lieu of cash) Detail the method for valuing contra. For example, retail cost, wholesale or cost price Specify who will pay any taxes owing, delivery costs and time of delivery Any conditions of use agreed to for the sponsorship monies should be detailed here Termination grounds can include: Either party bringing the other into disrepute If a particular person is not available, or the event is cancelled Non-performance of a team or athlete Either the sponsored organisation, or the sponsor, becoming insolvent Breach of contract by either party Considerations upon Termination Detail the process for dispute resolution If either party has brought the relationship into disrepute are all payments to be refunded? If event is cancelled are further payments required or are the initial payments to be refunded? Force Majeure. The insertion of this clause covers events beyond the control of the contracted parties For example, war, flood, earthquake, death of sponsored individual etc. If any of these happen the contract would normally be considered terminated without fault and liability by either party Sunset Clause. This states for how long imagery /logo /name/ association with the brand can go on being used after the contract has been terminated/discontinued Ambush Detail who will police/monitor? Are non- sponsor promotions allowed? Warranty/Liability Clauses Club will not enter into any agreement that will adversely affect the value or standing of the sponsor Detail clearly who is responsible for organising public liability, insurance, and what level is required? Club Guide Surf Life Saving SA Page 133 of 252

MARKETING SAMPLE DOCUMENTS SPONSORSHIP EVALUATION REPORT Introduction What the evaluation covers and the methods of measurement used. Situational Analysis What was sponsored and for how long? A copy of the contracted rights, benefits, category of membership, level of exclusivity The performance of the Club or event during the period of the sponsorship A list of other sponsors A description of the sponsor s competitors in this area Photos of signage at the event Sponsorship Analysis How you have assessed the needs in preparation for sponsorship How you did the surveys, measured the Media coverage or counted the attendance Results Report on both positive and negative outcomes as a result of the sponsorship. Headings could include: Sales a detailed analysis of direct sales generated for the sponsor through sponsorship Media coverage report on all Media featuring the sponsor during the period including number of mentions, transcriptions of radio coverage, TV coverage in minutes (supply copy if available), copies of articles from newspapers and magazines Sponsor s image surveys should be undertaken amongst spectators, Club members and the public, if appropriate, to demonstrate sponsor awareness, attitude to sponsor, sales that resulted through sponsorship, likelihood of future sales due to sponsorship Numbers affected by the sponsorship - relevant statistics should be included here, including: Number of people who attended the organisation's events Number of people who saw the event through the Media Demographics (age group, earning capacity, gender etc.) Whether the organisation or event is in a growth or decline cycle Publicity delivered through signage: Publicity received Quality of the publicity generated through the sponsorship signage Number of impacts that saw posters, newspaper ads, tickets etc. Hospitality: Hospitality provided Facilities used Missed opportunities (e.g. empty seats where tickets were provided) Cost benefit analysis - an objective financial style report detailing: All property costs All benefits that accrued to the sponsor Club Guide Surf Life Saving SA Page 134 of 252

MARKETING GRANTS Grants Overview In September 2009, The Surf Life Saving Foundation established the Grant Seeking Unit (GSU) as a national grant research and writing support unit for Surf Life Saving entities across Australia. Their main focus is to research appropriate grant opportunities from private trusts and foundations and relevant government agencies. While the initial priority was primarily on the identification of new opportunities for National and State entities, the GSU, in coordination with State entities, now provides grant writing support and grant seeking advice to Surf Life Saving Clubs across Australia. In doing so they provide the following services: Research external grant opportunities and determine compliment the funding criteria Completion of grant application Grant application review/advice which internal Surf Life Saving programs Facilitation of key relationships between funding bodies and State or Territory contact Sector advice Provision of application templates for Clubs when state or national funding programs are announced Tracking of grant acquittal where required Clubs are encouraged to make contact with Surf Life Saving SA staff to seek grant application support and Surf Life Saving SA works continually to identify and promote grant opportunities for Clubs. Allocation of Grant Seeking Unit Resources for Clubs is determined by the State Marketing and Partnerships Manager at Surf Life Saving SA: Sita Bacher Marketing and Partnerships Manager Ph: 8354 6916 M:0429 865 468 E: sita.bacher@surflifesavingsa.com.au Club Guide Surf Life Saving SA Page 135 of 252

MARKETING GRANTS General Administrative Information Essential Documents It is common for grant makers to require proof of an organisation s legal and tax status. Keeping these documents centrally filed in both hard and soft copy at the Clubhouse avoids untimely last minute delays. Commonly requested documents are as follows: Deductible Gift Recipient Status (DGR) Australian Charities and Not or Profit Commission (ACNC) Registration details Charities Tax Concession Status (CTC) Goods and Services Tax Status (GST) Certificate of Incorporation Incorporation Registration Details Constitution Audited Financial Accounts Annual Report Equipment or Program List It can be useful for the management committee of a Club to keep a list of priority projects or equipment required for use when a grant opportunity arises. A lot of time can be consumed when a Club cannot agree on what is a priority for a particular grant application leaving little time for planning and writing the application. Deductible Gift Recipient Status (DGR) / Charities Tax Concession (CTC) Many funding programs require your organisation to be a DGR and/ or to have CTC to enable your Club to apply for a grant. A deductible gift recipient (DGR) is a fund or organisation that can receive tax deductible gifts. Endorsement to access charity tax concessions is the approval process your charity must follow if it is to access one or more of the following concessions: Income tax exemption GST charity tax concessions FBT rebate FBT exemption Club Guide Surf Life Saving SA Page 136 of 252

MARKETING GRANTS Updating these can be overlooked so it is important to ensure your records are maintained. Your Club s status can easily be checked online through the Australian Business Registrar: http://www.abr.business.gov.au/index.aspx This website provides your ABN, DGR, CTC, entity type and other useful organisational information. Many grant makers check this site to ensure your Club s not-for-profit status is accurate. You may also be asked to include your incorporation or registration number - this can be accessed online through the Australian Securities & Investments Commission (ASIC) website: https://connectonline.asic.gov.au/registrysearch/faces/landing/bn/searchbnregisters.jspx?_adf.ctrl-state=1dh076lfxj_13 The philanthropic sector is continually undergoing review by the Australian Taxation Office. Your Club can subscribe to their website to receive free sector updates at: http://www.ato.gov.au/subscription.aspx Club Contact for Application When entering the details for the contact for the application always ensure you enter the name of the person who can best describe the project, the Club and its objectives clearly and confidently. This person could be the only personal contact the grant maker has with the Club and you need to ensure they can engage the grant maker and build their enthusiasm for the project. Always use a Club email address in the event the contact leaves the Club and is unable to pass on communication from the grant maker to the Club. Templates Maintaining either an electronic or hard copy record of your lodged grant applications avoids duplication of effort when completing multiple grant applications. Many funding applications request similar information therefore answers used in previous applications can be replicated saving time and ensuring consistency. Tracking Grants Keeping a record of past and current grants is essential for Surf Life Saving Clubs as many committees have new members voted in each year. Creating a simple grant tracker ensures current and future committees are aware of the status of grant applications including the acquittal process. Tabling the grant tracker at each committee meeting ensures this is not overlooked and also updates members as to the status of applications. Club Guide Surf Life Saving SA Page 137 of 252

MARKETING GRANTS The following is a sample grant tracker you may find useful for your Club: ABC Surf Life Saving Club - Grants from 01/07/2013 to 30/06/2014 Funding Body Project Details Requested Date Lodged Status Granted Acquittal Smith Family Trust Youth Involvement & Recruitment 15,000 State Trustees IRB Expansion of patrol zone 14,800 Coca Cola Foundation CALD Pilot program 9,800 30/07/13 P 15/12/12 Y 14,800 Due 30/9/2013; details in filing 28/07/13 N Volunteer Support Fund BBQ, Table, Outdoor Chairs 5,000 30/07/12 Y 5,000 Due 30/7/2013; TOTAL 44,600 19,800 Sample responses to standard organisational questions This document aims to assist Clubs in the completion of basic grant applications. The responses provided in this guide are suggestions only and may not be relevant for every Club. About your organisation The primary purpose of the <enter Club name> is to provide a supervised beach environment for swimmers and beach goers at <enter name of main beach patrolled>. The Club was established in <enter date of establishment> and has <enter total membership> members of which <enter number of active patrolling members> are active patrolling members. <enter name of Club> services the community of <enter suburb/s> and its surrounds, and is one of <enter number of Clubs within State/Territory> surf life saving Clubs which provide emergency search, rescue and medical services to the public. OR <Enter name of Club> was established in <enter establishment year> and has over <enter number of members> members of which <enter number of patrolling members> are active patrolling members. The Club s primary purpose is to provide a safer environment for the community recreating at or around the coastline at <enter region>. Club Guide Surf Life Saving SA Page 138 of 252

MARKETING GRANTS Our Club is part of a proud history of Surf Life Saving in Australia which spans over 100 years, providing the community with the following volunteer services: Emergency search/rescue and medical services Preventative programs to ensure beach visitors avoid danger (surveillance, safer swimming area, shark alarm, identification of rips, stinger sweep and first aid Surf safety information through community education programs Youth development programs; and Healthy lifestyle programs (physical exercise and eating habits) We work in partnership with other emergency services, schools and our local council. Our volunteers are drawn from all age groups and demographics and are recognised as highly trained, active members of the wider community. Activities of your organisation <Enter name of Club> provides the following community services voluntarily and often at considerable risk to the personal safety of our volunteers: Emergency search/rescue and medical services Preventative programs to ensure beach visitors avoid danger (surveillance, safe swimming area, shark alarm, identification of rips, stinger sweep, and first aid) Surf safety information through community education programs Youth development programs Healthy lifestyle programs (physical exercise and eating habits) Sport (coaching, competition etc.) Community Collaboration <Enter name of Club> strives to maintain the highest quality of services to all beach goers and members of the community. To achieve this we work in unison with the local Emergency Service Organisations. We proactively work with the local schools to educate children about safe beach practices in an effort to avoid unnecessary beach incidents. We are the only organisation that has an actual presence on the beach and is therefore the primary service provider to the public for emergency rescue and medical services. Our Club may be called on to assist in emergency beach and water rescues. Our Club can call on Surf Life Saving SA Emergency Response Crews (Jet Rescue Boats, Rescue Water Craft, The Westpac Lifesaver Rescue Helicopter & Duty Officers) or support from other Emergency Service Organisations. Our presence allows a victim to have access to accredited first aid treatment within those vital first minutes of an accident. Our surf lifesavers receive nationally accredited medical and first aid training, skills which are directly transferable to everyday medical emergencies within the community. Club Guide Surf Life Saving SA Page 139 of 252

MARKETING GRANTS Sample responses to standard equipment requests The following text provides information about an item of equipment and how it will benefit your Club and the community: Inflatable Rescue Boat (IRB) An IRB is an essential part of equipment for Surf Life Saving Clubs around Australia. It enables surf lifesavers to perform rescues and provide much needed first aid services quickly and efficiently for a victim. In addition, it is the most effective way to search for a victim who may have been swept along the beach in areas not patrolled by our surf lifesavers. An IRB also allows lifesavers to perform preventative actions along the beach that avoid potential water incidents. The IRB was designed specifically for Surf Life Saving and is an essential piece of rescue equipment. Its primary function allows for: A quick response to a rescue The ability to carry out mass rescues The immediate treatment of a patient Warnings to be issued to swimmers in water Transport additional surf lifesavers or Ambulance members to a victims Patrolling of long stretches of beach Beaches remote to the main Club to be patrolled The IRB is equipped with a rescue tube and skilled crew allowing fast and effective resuscitation of a victim. The IRB is also useful for: Patrolling further along the beach and in more remote locations Extending patrols to areas outside the flagged area on the beach Identify, monitor and warn swimmers of black spots along the beach A medical officer to be transported to a remote location to assist a surf lifesaver who is performing emergency first aid First aid is able to be administered from the IRB allowing a victim to have immediate access to first aid treatment when removed from the water. Club Guide Surf Life Saving SA Page 140 of 252

MARKETING GRANTS All Terrain Vehicle (ATV) An ATV is a vehicle that is used mainly on the beach. It is used for roving patrols and allows for volunteer surf lifesavers to cover long distances quickly to provide lifesaving services. An ATV is equipped with a rescue board, loud hailer, rescue tube, swim fins, mobile first aid kit, oxy-viva and where possible a defibrillator. It allows for the following: The compact size of the ATV and 4WD capability allows access to difficult areas along the shoreline that are inaccessible by larger 4WD vehicles; Extend their patrols to areas outside the flagged area on the beach; Head lights provide vision for search and rescue of missing persons at night; Enables an Ambulance officer to be transported to a remote location to assist a surf lifesaver who is performing emergency first aid; Access via an ATV allows a surf lifesaver to provide immediate first aid treatment in those vital first minutes of an incident; The use of ATVs in Surf Life Saving Clubs around the country has proved successful due to the vehicle s ability to provide extended beach surveillance and immediate first aid treatment whilst at the same time alleviating potential resource issues. Club Guide Surf Life Saving SA Page 141 of 252

MARKETING GRANTS Nipper Programs (equipment requests) Development of our junior members is imperative if we are to survive and grow as a viable community service organisation. Our youth members are the future leaders of not only our Clubs but also the communities in which they live. Nipper programs are designed as a fun and educational outlet for young people with a strong accent on general water safety and surf skills. It also contains an educational component specifically relating to the identification of the many dangers presented on our beaches and the appropriate action to take. Presented by highly skilled surf lifesavers, the program takes place at <enter name of beach> and seeks to achieve the following objectives: Provide the best possible lifesaving experience for youth with the view to encouraging long-term active participation in lifesaving Ensure our youth are safer on Australia s beaches through the provision of surf safety education programs Provide opportunities for youth to participate in and enjoy surf lifesaving and competition in an aquatic environment by offering a wide variety of activities suited to their skill and maturation levels Develop a team based philosophy encompassing leadership, camaraderie, teamwork, and fun Promote social, emotional and physical growth and development in a healthy and safe environment Encourage our youth to develop a strong sense of community awareness and the important role the volunteer plays within society Build confidence and self-esteem for individual members through accomplishment of achievable goals in a supportive, competitive and non-competitive environment Defibrillator Heart disease is one of the most prevalent diseases in modern society. A common effect of a heart attack is to cause ventricular fibrillation, a possibly reversible, potentially fatal event often occurring after a heart attack. Reversal of ventricular fibrillation has been identified as the most effective method of successfully resuscitating a heart attack victim. It is known that early access to an Automated External Defibrillator is one of the most important factors that assist in the successful resuscitation of persons suffering a heart (cardiac) event. The introduction of defibrillation in the pre-hospital setting for the treatment of sudden out of hospital cardiac arrest, has led to improved patient survival. Oxy Viva The oxy viva is vital to the recovery of a patient and is often used to increase the level of oxygen in the patient's blood stream following: Exhaustion; Near drowning; Cardiac arrest; or Severe allergic reactions Club Guide Surf Life Saving SA Page 142 of 252

MARKETING GRANTS Rescue Boards Rescue Boards are essential items of equipment used in close shore rescue operations and to provide preventative warnings to swimmers. The rescue board, manned by a skilled and experienced surf lifesaver, provides: A fast and reliable means of reaching patients Support for a number of persons in the water Confidence to a patient who has been placed on a craft A reliable means of returning a patient to the shore quickly and safely In the event of a group or mass rescue, a board or ski will keep a number of people afloat while supporting rescue operations are put into effect Rescue boards are also used in our education and training programs for our Nippers and general public. This helps produce more confident surf lifesavers as learners are able to spend more time in the water without the fear of injury to themselves or others. Exercise Equipment We seek to strengthen our services through the provision of adequate training equipment for our members. Training and fitness is key to our surf lifesavers ability to provide the community with safe areas for recreation along our coastline. To assist in our training and fitness programs we wish to purchase <enter item of equipment e.g. rowing machine> which will enable volunteers to build core body strength and maintain fitness levels. Surf lifesavers offer their time and services to the community voluntarily for not reward, adequate fitness equipment demonstrates to our members we value their services which has a direct outcome on member retention. Rescue and/or Training Equipment E.g. Rescue Tubes, Resuscitation Manikin <Insert name of Club> requires the <insert rescue equipment required> to assist volunteers in conducting surf rescues. These are essential to any surf rescue patrol as they ensure the safety of the rescued person as well as the s u r f lifesaver. Providing durable and high-strength rescue equipment will greatly contribute to retaining current volunteers as well as attracting new ones. The <insert training equipment required> will be used to train new and existing volunteers in resuscitation and other lifesaving techniques pertinent to the duties of surf lifesavers. As we are the only emergency organisation which has an actual presence on the beach, we need to ensure our volunteers are provided with the most up to date training possible. Volunteers who benefit from training with current equipment and techniques will be more confident in responding to emergency situations and remaining motivated to continue to serve the community as surf lifesavers. Club Guide Surf Life Saving SA Page 143 of 252

MARKETING GRANTS Mobile Patrol Trailer A Mobile Patrol Trailer will allow surf lifesavers to provide a support service on <insert Club s beach/es> and continue to provide the highest quality of service to the community. The support our service would receive from a Mobile Patrol Trailer will greatly contribute towards delivery of surveillance, prevention and rescue services and enable us to expand and increase the frequency of our current patrol zones. A Mobile Patrol Trailer would be used to transport equipment to patrol zones further along the beach, as well as support the use of other essential equipment such as IRB's and emergency first aid. Expansion and increased frequency of patrol zones would help our organisation to achieve the following positive outcomes for the community: Provide surf lifesavers the ability to warn and assist swimmers along the coastline. Identify and monitor additional locations outside the red and yellow flags Locate and rescue victims faster allowing access to time critical medical treatment Provide a safer environment for visitors Reduce the number of coastal incidents each year We expect the number of coastal incidents to decrease and improved time efficiency in response and access to medical treatment. This will make our beaches safer, ultimately contributing to the well-being of both the local and tourist communities. There are no other organisations providing similar services in this area. Surf Life Saving is the only organisation that has an actual presence on the beach and is therefore the primary service provider to the public for immediate emergency search, rescue and medical services. Miscellaneous Questions How your project builds community capacity (for use in community education programs) An increase in residents with emergency service training supported through the local community education programs will further enhance a community s preparedness for disaster and avoid damage and loss of life. Surf Life Saving has a supply of emergency search and rescue (ESAR) equipment which is currently used during routine patrols and ESAR operations. The use of this equipment during natural disasters will contribute to a community s ability to save lives through preventative actions and rescue operations thereby reducing reliance and pressure on external authorities. Club Guide Surf Life Saving SA Page 144 of 252

MARKETING GRANTS How your items requested seek to increase the Club s capacity to improve its patrols and emergency service functions E.g. Rescue boards, Defibrillator. The acquisition of the <enter item requested> will improve our volunteer s ability to respond to rescue situations and deliver a higher standard of service during patrols. Increasing demand for our surf rescue skills requires a constant need for new and upgraded equipment, enabling us to provide a positive water safety experience for those seeking to use local coastal areas. The positive impact of obtaining a <enter item requested> for our Club will lead to improved morale among our members and an increased enthusiasm to continue to serve the local community. Our volunteers strive to perform their services to the best of their ability and regularly seek new ways to improve their skills. It is vital to fulfil their training aspirations to ensure we retain our volunteers and continue the legacy of surf lifesaving in the community. This improved capacity to provide consistently good surf rescue services to the community will create an image of professionalism among the local community and will greatly assist the <enter name of Club> in recruiting and retaining volunteers. How your items requested seek to increase the Club s capacity to directly engage with Club members and the community E.g. Barbeque, Refrigerator, Esky Acquisition of <enter item requested> will greatly contribute to the <enter name of Club> ongoing efforts to engage the local community and ensure our Club is recognised as an important and valuable community organisation. Through running of events and participation in activities which promote our Club and the Surf Life saving movement, we will encourage local residents to join the Club, thus increasing our membership and improving our surf rescue capacity. Social gatherings amongst members at the end of a busy patrolling weekend are one way our Club can thank volunteers for their valuable services. As part of its volunteer recruitment and retention program, <enter name of Club> aims to become a central focus for the local region, recognised for its active participation and ongoing contribution to creating a safer coastal environment. This improved ability to engage the local community, which the addition of the <enter item requested> will assist in, will create an image of professionalism among the local community and will greatly assist the <enter name of Club> in recruiting new volunteers. If your application requests reimbursement of fuel costs and/or items to improve Clubhouse amenities e.g. kitchen appliances, air conditioner Volunteer members use their vehicles for travel to perform patrols between beaches, officiate events and deliver community education programs. Reimbursing fuel costs will demonstrate our ability to support volunteers in carrying out our services. The provision of fuel reimbursement to volunteers is also a further positive benefit for potential new members joining the movement. Club Guide Surf Life Saving SA Page 145 of 252

MARKETING GRANTS The items of equipment requested include <insert items> to help improve the amenities of our Clubhouse for use by our volunteers. An <insert additional item> will provide a more comfortable environment for volunteers and visitors during training and community education events. Meeting these basic needs of our volunteers will make beach patrols and volunteer hours a more enjoyable experience and will enable us to support our volunteers, recognise and appreciate the value they contribute to the community. This will result in greater opportunities for our Club to attract more members. If application requests audio visual equipment E.g. DVD players, video cameras <Insert name of Club> undertakes many volunteer training and community education programs each year. Modern audio/visual equipment will assist volunteers by improving communication delivery and increase the capacity of our volunteers to deliver improved and more frequent education programs resulting in a more prepared and informed community about safe beach and water practices. To achieve this, we require <insert equipment required> to ensure the highest standard of education and training is delivered to our volunteers. Ensuring our Club is well equipped with quality training and education resources will increase our capacity to recruit and retain volunteer members. The increase in the number of volunteers trained in vital emergency and rescue skills will also allow the <insert name of Club> to expand its services and provide the highest quality surf rescue service to our local community. Disability, Indigenous & CALD (Culturally and Linguistically Diverse) Programs Clubs seeking funding for disability, Indigenous or CALD programs, should contact the Grant Seeking Unit for assistance with applications. The GSU has many template responses to various questions raised with for programs such as these and can assist in tailoring responses depending on the application format and program outcomes. Evaluation method for recruitment programs The project will be evaluated by the Management Committee of the <enter name of Club>. They will specifically measure the success of the project against the following indicators: Comparison of: The number of members leaving service to previous years The number of new members joining the service to previous years Membership inquiries to previous years Number of new patrolling members Attendance levels at each training course including those having achieved awards & skill level Feedback from all participants including collaborating agencies, new and existing volunteers and community members on quality and relevance of training to core services Club Guide Surf Life Saving SA Page 146 of 252

MARKETING GRANTS Budget When applying for an item of equipment, ensure you price the item accurately. If you are applying for an ATV, include all the costs to make the vehicle beach ready. This may include registration, roof racks, signage, rust proofing, alterations etc. If you fail to adequately price your equipment or project and are successful with your application, you may end up having to find additional money for the item to be useful. Goods and Services Tax should also be noted when completing grant applications as grant makers vary in their requirement for the tax to be included or excluded from budgets. Ensure you include in kind support provided by your Club. As a general rule, in kind support supplied by volunteers is costed at $20-25 per hour. Part Funding If your application is successful for part funding only, you can use this as leverage to raise further funds in the community. Part funding can be a powerful tool with local businesses as they can obtain naming or signage on the equipment for considerably less financial input. Application Funded by Competing Grant Makers If you lodge multiple funding applications and they are both successful OR your need for the project outweighs the time period for notification of your grant success and you have already purchased the equipment, let the grant maker know as soon as your circumstances have changes. Timely and honest notification may enable you to lodge a variation of grant allowing further equipment to be purchased. Reconciliation / Acquittal If you requested several items of equipment as part of your project, make sure you purchase those items as listed in the grant application. Failure to comply with grant budgets can render the agreement void resulting in part or full repayment of the grant monies. Always ensure you comply with any reconciliation agreement by the due date. A grant maker may render future applications from your Club or other Surf Life saving entities ineligible if your reconciliation has not been received by the due date. Club Guide Surf Life Saving SA Page 147 of 252

MARKETING GRANTS Recognition / Acknowledgement Some grant makers ask that you provide public acknowledgement of the grant - the following are suggestions you could insert: Should our request for funding be successful, we will publicly acknowledge the <enter name of funding body> as follows - Via a press release to all relevant interest groups when the equipment is presented to the Club/ local area in which it will benefit Visual signage on the <enter item of equipment> Feature article in the Club s annual report or newsletter Presentation to a board member at the launch of the patrol season (the Media release would be coordinated at the same time to provide photographic images for printed Media) Invitation to our annual dinner for formal presentation If your application for funding is successful, it is vital you comply with any recognition conditions you have offered as failure to do so can jeopardise funding from future grant rounds. Differentiation to other organisations (how does your Club differ to other Clubs in your area) Surf Life Saving differs from other emergency rescue agencies in that we have an actual presence on the beach and are the primary service providers to the public when in distress. We are the first to respond to an incident and call in advanced support from other services as required. Our presence allows a victim to have access to trained surf lifesavers that are able to provide first aid treatment within those vital first minutes of an accident. Club Guide Surf Life Saving SA Page 148 of 252

MEDIA Media Club Guide Surf Life Saving SA Page 149 of 252

MEDIA MEDIA OPERATIONS In order to ensure your Club is in a position to promote itself to the wider community, and also to guarantee the right message is communicated by the right people, it is important to have a strong and ongoing relationship with the Media in your local area. Appointing a Media Officer In order to maintain a controlled flow of information to the Media, and ensure that the right people speak to the Media when approached, each Club should have a Media Officer. This is the person who all Media enquiries to the Club should be directed towards, and should also be the person who sends out Media releases from the Club. In smaller Clubs, this person will often be the Club President; however larger Clubs may choose to elect someone to specifically take on the role. Whoever takes on the role at each Club, they must write well, be a confident speaker and be available on-call during the season to be contacted by the Media. The Media Officer for each Club should endeavour to develop a good relationship with their local Media, as well as keeping in communication with Media/Communications staff at Surf Life Saving SA. Club Media Officers can at any time contact the Surf Life Saving SA Marketing and Partnerships Manager for advice on Media issues, and should always keep Surf Life Saving SA informed of sensitive issues so as to ensure effective management of the situation. Media Responsibilities There are Media Officers at Club, State and National levels in the surf lifesaving movement, and each has a certain role to play in dealing with the Media. In order to ensure the right person is conveying the right message, it is important all Media Officers keep to their responsibilities and don t cross into the areas of other Media Officers. This is important not only internally, but also for the Media who will know who to contact in regards to story opportunities. Club Media Officers (or relevant spokespeople from the Club, e.g. Club President) should promote positive stories about the Club, and also comment to the Media when approached about issues of a non-threatening or non-political situation. The Club Patrol Captain can speak to the Media about local incidents - but only after advising SurfCom. Clubs should not speak to the Media about major incidents such as drownings and mass rescues; this should be left to the Surf Life Saving SA CEO or other Surf Life Saving SA spokespersons as directed by Marketing and Partnerships Manager. Clubs are not to use the Media as a public forum for disputes with a member, another Club, or the State and National bodies. Clubs that speak to the Media are acting on behalf of Surf Life Saving, and must not bring the movement into disrepute. When issues or news stories involve multiple Clubs, Surf Life Saving SA Media spokespeople should take care of these Media opportunities. For instance, major carnivals within the State, announcement of State representative teams and multi-club sponsorships at a local level should be handled by the Surf Life Saving SA Media spokesperson in consultation with the relevant Clubs/people. Club Guide Surf Life Saving SA Page 150 of 252

MEDIA MEDIA OPERATIONS Any issue which is relevant across multiple regions within the State/Country will be dealt with on a state/national level by the Surf Life Saving SA Marketing and Partnerships Manager or the National Communications Manager. If in doubt about any Media issue please contact the Surf Life Saving SA Marketing and Partnerships Manager in the first instance. Below is a quick guide to who should be handling Media activity for various incidents and events. Incident Management will be referred to later in this section. News Local Media Contact Media Spokesperson Also Contact State events, carnivals, announcements / launches, AGMs, sponsorships Local incidents - individual/ small rescues, hazard warnings, safety messages Surf Life Saving SA Marketing & Partnerships Manager Club Media Officer, SurfCom Surf Life Saving SA CEO, State President or Marketing & Partnerships Manager Club Patrol Captain Surf Life Saving SA Marketing & Partnerships Manager/ CEO Surf Life Saving SA Marketing & Partnerships Manager Major incidents drownings, mass rescues, critical first aids and associated safety messages Political issues, or issues/ events which are relevant across regions/state SurfCom Surf Life Saving SA Marketing and Partnerships Manager Surf Life Saving SA CEO, State President or Strategic Lifesaving Manager Surf Life Saving SA CEO or State President Surf Life Saving SA Marketing & Partnerships Manager Surf Life Saving SA Marketing & Partnerships Manager SURFCOM 13 SURF (13 7873) After hours (Surf Life Saving SA Duty Officer) 13 SURF (13 7873) Surf Life Saving SA Media Unit 24/7 0429 865 468 Media Contacts It is important to develop a comprehensive Media database for the areas you wish to convey your messages. In essence, this will mean contacting all Media outlets in your area and recording contact details to create a Media list. Be sure to speak to surrounding Clubs to find out any key contacts they already have in the Media. Develop relationships with as many Media contacts as possible to ensure the best chance of gaining regular positive exposure. It is important to keep your Media database fresh, therefore all old and potentially new Media contacts should be confirmed at the start of each season. Club Guide Surf Life Saving SA Page 151 of 252

MEDIA MEDIA OPERATIONS Dealing with the Media The Media can either be your friend or your worst enemy. However, if Surf Life Saving is confident in its practices both on and off the beach, there is no reason to fear negative publicity. In order to make sure the image of the movement continues to be portrayed in a positive light, it is important that Media spokespeople at all levels act and react in a professional manner to all Media opportunities. Essentially, we need to be open and honest with the Media, without providing information we are not able to discuss or that would be detrimental to the movement. For good examples of only giving the facts to the Media and not embellishing, take note of television news stories when comment is given from police on incidents. They are more often than not straight to the point, and don t exaggerate the story nor give personal opinions. DO Prepare Know all the facts Formulate a position and key messages Keep it simple Be honest Always return calls to the Media Always contact the Media if you say you are going to Keep them updated even if you don t yet have the information they want Only give the Media the facts they need to know DO NOT Bring the movement into disrepute Speculate, exaggerate or give opinions Comment on anything you are not authorised to speak on, instead refer them to the relevant body or spokesperson Give patient s names out Criticize other agencies Club Guide Surf Life Saving SA Page 152 of 252

MEDIA MEDIA OPERATIONS Presentation Importantly, spokespeople should always be well-presented when fronting the Media. You will notice that if a senior Surf Life Saving Australia or Surf Life Saving SA Official appears on camera or for a press photograph, they will either be in a suit, or in an appropriate shirt with State or National branding. Similarly, Club and spokespeople should wear official Club shirts when speaking about Club issues, while full lifesaving attire with sponsor branding (in accordance with Surf Life Saving Australia policy) should be worn by Surf Lifesavers speaking about lifesaving incidents. Remember, when fronting the Media for photographic or television opportunities, these are some of the few occasions the sponsors of surf lifesaving at Club, State and National level get exposure which is more widespread than just on the sand. One of the main reasons the DHL partnership with SURF LIFE SAVING AUSTRALIA has extended beyond 10 years is the Media cut-through from the patrol shirt branding. Exposure in news and positive lifesaving stories increase this exposure which not only raises the profile of the movement, but also pleases current sponsors and impresses potential sponsors. Controlling the Message If Clubs don t promote achievements like record membership, there is no positive Media exposure. If spokespeople don t give opinions or exaggerate the facts, negative Media exposure is negated or limited. Even if the facts are against the movement, always just give the facts. For example, even if someone has drowned, the Media should be told that as soon as lifesavers became aware that a person was in trouble, they reacted. (Remember however, that Media interaction regarding major incidents should be handled by the Surf Life Saving SA Marketing & Partnerships Manager). Never feel pressured to provide the information until you are ready. Simply wait until you have compiled all the relevant information until you comment to the Media. Even then, if a journalist hits you with a question you are not sure of the answer to; tell them you don t have the information to accurately answer the question at this time. If they push further, let them know you will get the information for them, and make sure you always return calls. In other instances, refer them onto the relative Authority that should be able to help them. For example, if the Media wants to know where a resuscitated patient was taken by ambulance refer them to SA Ambulance Service. Please Note: We never comment about the operations of another Agency or Emergency Service. Club Guide Surf Life Saving SA Page 153 of 252

MEDIA MEDIA RELEASES A Media release is a written communication designed to inform the Media about something on which you would like them to report. It is the most common form or getting a message to the Media and the wider community, and it is certainly the easiest and the best. Preparation When deciding to put out a Media release, put yourself in a journalist s shoes and ask yourself if you believe that what you re about to put out is newsworthy. If it s not, is there a way it can be? If it is not, then you re wasting your time and that of the journalist. As well as making a judgment about newsworthiness also think about your target audience State-wide, local, newspaper, online, television and/or radio? For instance consider if it will interest The Advertiser, or Sunday Mail, or is better targeted at the local papers such as the Messenger? Does it have enough visual impact for TV, or could it get a run on radio? It all depends on the subject matter and who you want to reach. If it is newsworthy, you need to clearly define what the most important key message is, and list all the other points in decreasing importance until you have all the information you want to convey. The points should also be arranged so that the release can flow logically from one point to the next without being disjointed. Headline Ideally the headline should be five to eight words where possible, yet be to-the-point and informative. The headline in a press release does not need to be witty, funny or full of alliteration; that is up to the newspaper sub-editor. The headline on a press release should be a straight up summary of what the whole release is about; e.g. Surf patrol season kicks off this Saturday. Structure and Content When compiling the release, use the inverted pyramid philosophy: Most important facts Top of release Least important facts Bottom of release Club Guide Surf Life Saving SA Page 154 of 252

MEDIA MEDIA RELEASES The most important part of your release is the opening sentence/paragraph. If you do not say something newsworthy here you are unlikely to get a journalist to read the rest of the release. Your opening paragraph should contain the who, what, when, where, why and how, with the rest of the release providing more depth; e.g. Volunteer surf lifesavers in South Australia will mark the beginning of the 2015/16 summer season at the Launch of Summer Breakfast at Glenelg Beach this Friday. After this, you can add more depth to the opening statement with a few more sentences on the facts behind the story. Where possible, keep your release to a page in length. Anything which is too long could be discarded. If needed, provide extra information in the form of a fact sheet, or refer them to a website where they can get more information. Finishing the Release Always include contact information at the bottom of your release, so journalists can either get more information from you, or stay in contact with you in the lead-up to, or at, an event. Where possible, two contact numbers should be made available. If you are taking up almost a full page, it is often good to centre the word ends in the middle of the page to ensure the journalist doesn t go looking for a non-existent next page. Photography Sometimes you will have an increased chance of securing print press if you are able to provide images. Sending out high- resolution photographs (at least 300 dpi) will slow down a lot of computers, however if you can include in your press release that print-quality images are available, some organisations will take you up on the offer. Distribution and Follow Up Once you have sent the press release via email, you can follow up with a phone call to see if the Media would like to do an interview or require any more information. Don t just simply ask if they have received the release. While it may seem daunting at first, as long as you are not sending out press releases every second day, journalists and editors will get to know you very quickly and will be honest and up front as to whether they will run with a story based on your release or not. Once again, this comes back to making sure the release you are putting out is newsworthy. This decision in the first instance will ultimately determine whether or not journalists will want to follow up the release with a story. Club Guide Surf Life Saving SA Page 155 of 252

MEDIA INCIDENT MEDIA MANAGEMENT Positive interaction with Media is important for the organisation. It is imperative however that those Media enquiries are directed and handled by appropriate Club and State Officers depending on the type of enquiry. This section refers to handling Media approaches/opportunities in relation to lifesaving incidents. All other approaches should be referred directly to and dealt with by Club and Media Officers. Any Media enquiry to a Surf Club Member in relation to lifesaving-related events during the volunteer surf patrol season should be referred directly to the on-duty Patrol Captain. After patrol hours and out-of-season enquiries should be referred to the Marketing & Partnerships Manager at Surf Life Saving SA. If the enquiry is of a general nature (e.g. patrol hours, surf conditions, bluebottles, etc.), the Patrol Captain is able to handle this. If the enquiry is about a serious incident (e.g. serious injury, mass rescue, drowning, etc.), the Patrol Captain should direct the Media to SurfCom and the Surf Life Saving SA Duty Officer who will liaise with the Surf Life Saving SA Marketing & Partnerships Manager to determine the correct spokesperson and Media strategy as per the Surf Life Saving SA Media Policy. Rule of Thumb If you are unsure as to whether or not you should answer a question or comment on to the Media, always refer it to the next level. SurfCom and the Surf Life Saving SA Duty Officer should always be informed. If there s any doubt, contact the Marketing & Partnerships Manager at Surf Life Saving SA. SURFCOM 13 SURF (13 7873) After hours (Surf Life Saving SA Duty Officer) 13 SURF (13 7873) Surf Life Saving SA Media Unit 24/7 0429 865 468 Policies Surf Life Saving SA Social Media Policy Surf Life Saving SA Media Policy Media Attention Hearsay and speculation are not facts, so the message must continually be implanted about the need for publicity to deal only with factual information, for instance: Time of incident Brief description of incident Description of persons involved i.e. Male, Female, Child, Adult, and Age. Further information contact point usually Police At no time should a person or persons names be released. That is a fact however should be handled by the Police. Club Guide Surf Life Saving SA Page 156 of 252

MEDIA INCIDENT MEDIA MANAGEMENT The Rules Relating to Publicity If an incident has happened that has involved the Police and/or Ambulance service, it can be determined as something that is perhaps newsworthy. Make up a brief written report using the facts. Contact SurfCom with details. Any incident involving the Police or Ambulance Service should be reported through SurfCom. Surf Life Saving SA should be contacted if a serious accident has occurred involving Surf Life Saving SA members and/or equipment and Media statements must be left to authorised Surf Life Saving SA person to comment on. Coroner s Inquest Should any Club or member be required to attend a Coroner s Inquest resulting from any accident or incident involving Surf Life Saving SA, then such attendance should be made with Surf Life Saving SA representation. This therefore, explains the need for reporting of accidents, so that Surf Life Saving SA is aware and prepared for representation at any Coroner s Inquest resulting from any incidents. In an Emergency Situation Which Attracts Media Attention If you are approached by the Media for comment on an emergency situation, please refer them in the first instance to call the Surf Life Saving SA Marketing and Partnerships Manager or call them yourself to obtain clearance and a brief. Contact: Sita Bacher 24 hours 0429 865 468 If the Marketing and Partnerships Manager is unavailable call the Surf Life Saving SA CEO. Clare Harris 24 hours 0419 255 969 If the Marketing and Partnerships Manager cannot be at the site or requires you to speak to the Media on behalf of Surf Life Saving SA, they will help you craft an opening statement and briefly run through some questions and answers that are to be expected. This is to help you find your composure, feel prepared and comfortable and to prevent any risks to yourself or the organisation. The only role an individual volunteer lifesaver or member will have in talking to the Media is as an individual witness to an emergency or speaking on behalf of their Club. If you are speaking to the Media in this role, please present only the facts without offering any opinions, hypotheticals or excessively emotional descriptions. Do not discuss strategic issues, business issues or political issues on behalf of Surf Life Saving SA or Surf Life Saving as a movement. Do not allow an on camera interview to take place in front of an active rescue, first aid treatment or crime scene. This is to protect the privacy of patients, loved ones and emergency workers. If you are asked to offer an opinion always use our safety messaging as your guideline in responding. Do not identify any patients, victim, members or staff in any interview. Be conscious that victims family and friends may see or hear the interview before they have been alerted; you may be the one telling them about the incident. Club Guide Surf Life Saving SA Page 157 of 252

MEDIA INCIDENT MEDIA MANAGEMENT If you don t know something, don t make it up. Simply say I don t know but I can find that out for you or I don t have that information at this time. If you don t feel comfortable answering a question simply say I don t have a comment on that at this time or That s not something I can answer for you. Be aware that there may be Police enquiries and or legal proceedings after an emergency event and your comments may be held as evidence. Avoid making any statements you cannot confirm especially around the behaviour or actions of others. Opening Statement Do s Keep It Clinical Make sure your facts are correct Cover off the WHO, WHAT, WHERE and WHY Opening Statement Don ts Spice it up with emotional or graphic detail Identify the victims or patients Attribute blame to anyone or anything Media Performance Tips Present yourself well, you are an ambassador for the Surf Life Saving movement in this moment, check your teeth for spinach, get the sand off, comb the hair if possible. Know your purpose. Prepare two or three essential points that you want to get across during the interview, preferably linking them to a Surf Life Saving Safety Message. There is no substitute for preparation. Make sure you are comfortable, go to the toilet, have a drink, put a jacket on if you are cold and wet, take a deep breath, plant your feet on the ground and put your hands behind your back if you are a nervous fidgeter etc. Don't feel obligated to accept unfamiliar facts or figures. Use them to set the record straight or present facts. You might say, "This is a common misperception. Here's why..." Deflect questions you do not wish to answer by introducing something else of interest. In this way, you may redirect the interview to the subject you wish to convey. Use short words and simple, declarative sentences. Avoid scientific terminology or Surf Life Saving terminology without explaining what it means. Be descriptive, using images that the listener can picture. Club Guide Surf Life Saving SA Page 158 of 252

MEDIA INCIDENT MEDIA MANAGEMENT Social Media News services and Commercial Media trawl social networks for leads and will use them to contact you if you are a person of interest in a news story. We want you to be proud of your role in Surf Life Saving and to share it via social media however we also want to protect you and the movement s reputation. Incident Social Media Dos Tell positive stories and share behind the scenes images about your achievements and actions that show Surf Life Saving in a positive light Send pictures to the Marketing and Partnerships Manager to go up on Surf Life Saving SA s social Media sites. Incident Social Media Don ts Post graphic or identifiable images or stories about incidents, victims or patients. Vent online look for support within the Surf Life Saving Structure to deal with issues privately Post anything that may tarnish the reputation of Surf Life Saving, even if it is a joke PHOTOGRAPHY AND DIGITAL RECORDING Overview Images of people and activities on Australian beaches, including surf lifesavers and their patrolling and competitive activities, are part of Australia s cultural history and identity. However, the increasing amount and convenience of digital photo and video recording devices has led to concerns about the moral, ethical and legal obligations with regard to photography, video recording and the role of Surf Life Saving SA members. This policy outlines the circumstances under which photography may be restricted or not permitted, and provides guidelines for Surf Life Saving SA members when carrying out their duties. Surf Life Saving SA s role Surf Life Saving SA is also currently responsible for a number of major surf sports carnivals including State Championships events and other public events. Surf Life Saving Clubs are also responsible for many other events. Together, these events are important and established parts of Australian culture and present a variety of issues for organisers when considering photography and recording. Surf Life Saving SA therefore considers it has an interest in articulating this policy for the following reasons: The growth of photographic and digital technology Protection of Surf Life Saving SA members, particularly minors Protection of Surf Life Saving SA official and accredited photographers Clarifying the status of amateur and professional photographers in public places for Surf Life Saving Australia members Providing general information for spectators and other members of the public Club Guide Surf Life Saving SA Page 159 of 252

MEDIA PHOTOGRAPHY AND DIGITAL RECORDING Laws and Restrictions The Privacy Act Under the Privacy Act if an individual s identity is apparent, or can reasonably be ascertained, from a photograph or other image, then the collection, use and disclosure of that image is covered by the Privacy Act. This extends to video and digital images as well as photographs. As with other forms of personal information, the coverage of images is limited by the scope of the Privacy Act. For example, an image is not covered by the Privacy Act if it was taken by an individual who is acting in their private capacity. The image is also not covered if the image was taken by someone acting on behalf of a small business. Similarly, images taken by a person acting on behalf of a state or territory agency may not be covered by the Privacy Act, but rather covered by a state or territory law. Where an event is held on private property, such as a surf life saving Club, other privately owned land, a school or council owned facilities (but not, for example, a council road or park), the owners of private property or venues are able to restrict or ban photography (e.g. some council owned facilities will not allow mobile phones or cameras in change rooms or toilets). Surf Life Saving SA members need to be aware that a person may still be able to photograph or record from outside the property boundary (unless taken for indecent or improper purposes). Where Surf Life Saving SA members take photographs, or film or digital images or recordings for the purposes of, or as part of, their role as a Surf Life Saving SA member, the taking of the image and the image itself is covered by this policy. Criminal Law Criminal laws with regards to unauthorised photography or digital recording are based on state legislation and differ between the States. There is no privacy law in South Australia that covers State Government, Local Government or South Australian Universities. The only privacy law that operates in South Australia is the Commonwealth Privacy Act, 1988. The Commonwealth Privacy Act, 1988, protects the privacy of an individual's information where it relates to Commonwealth agencies, and private businesses (including not-for-profit organisations) with a turnover of more than $3 million. Privacy enquiries about the Commonwealth Privacy Act, 1988, should be directed to the Office of the Australian Information Commissioner on 1300 363 992 or via their website. In South Australia State specific laws pertaining to photography and filming are listed in the Summary of Offences Act 1953 Part 5A Filming Offences. Club Guide Surf Life Saving SA Page 160 of 252

MEDIA PHOTOGRAPHY AND DIGITAL RECORDING Criminal Law Continued These existing criminal laws are in regard to the taking and use of unauthorised images and recordings. Some of these are as follows: Humiliating or degrading filming Distribution of invasive image Indecent filming The use of surveillance devices to record a private activity without consent Committing indecent or offensive acts in a public place "Up-skirting Using a telecommunications network or carriage service to facilitate certain offences. The majority of these laws involve elements of private activity. Activity carried out in a public environment, or an activity in a place where privacy may not be entirely expected, such as swimming, beach activities, and so on, may not be covered by the particular offence. In South Australia it may also be an offence to intentionally distribute images without a person s consent or against a person s wishes; irrespective of whether the image is offensive in nature. Images of Minors Consensual photos of a minor (including one s own child) may also contravene criminal laws and censorship laws if the child is photographed in a provocative or offensive manner. Some of the laws with regard to children are as follows: Making an image of a minor engaged in a private act for prurient purposes; Making indecent visual images of a minor under the age of 16; and Other child pornography offences. Certain criminal offences may not cover images of minors that are not explicit in nature, but that may be used for offensive purposes. This is relevant to Surf Life Saving SA insofar as images of people on the beach are concerned. Local Council Restrictions Certain Local Council authorities have prohibited photography on beaches and other council controlled areas. Surf Life Saving SA advises photographers to check with the relevant Local Council whether there are restrictions on photography. Club Guide Surf Life Saving SA Page 161 of 252

MEDIA PHOTOGRAPHY AND DIGITAL RECORDING Photography or Recording on Surf Life Saving SA Patrolled Beaches or Surf Life Saving SA Events Surf Life Saving SA members are not entitled or empowered to confiscate, or attempt to confiscate a person s camera or digital recording device. Photographs or digital recordings of people in public places may be taken without permission for a variety of innocuous reasons: parents taking photographs of their children in a group; amateur or professional photographers shooting a crowd scene; or tourists photographing a beach. Some people may consider such photography or recording of themselves or others on a beach as unwarranted or obtrusive, however there is no generally recognised right to privacy in these situations. First, if an individual does not wish to be photographed or recorded, they should approach the photographer and make it clear to them. Continued filming or recording may be reported to a patrolling Surf Life Saving SA member or the Police. Second, if a Surf Life Saving SA member (including a patrolling member) becomes aware of any person who appears to be taking photographs or digitally recording competitors, bathers or minors, and that Surf Life Saving SA member believes that the photographs or digital recording might be considered unwarranted or obtrusive, that member should approach the person to enquire what they are doing and why they are taking the photographs or recording. Third, if the Surf Life Saving SA member is unable or unwilling in the circumstances to ask the person, or otherwise believes that the photographer is taking inappropriate images, he or she should seek to notify Police or other relevant security (for example council inspectors or rangers). Members should record the incident and take reasonable steps to remember and record the person s attire and appearance, including any other identifiable characteristic (for example, car registration if possible in the circumstances). If concerned that the person being photographed or recorded is unaware of the activity, a Surf Life Saving SA member may advise the person. At all times Surf Life Saving SA members should act calmly and reasonably in such situations. Club Guide Surf Life Saving SA Page 162 of 252

MEDIA PHOTOGRAPHY AND DIGITAL RECORDING Photography at Official Surf Life Saving SA Surf Sports events Media Accreditation Surf Life Saving SA is responsible for a number of major surf sports carnivals, including State Championships and Carnivals. For these events, and with agreement with local authorities, Surf Life Saving SA has control of certain sections of the beach for the duration of the event. Events will follow these guidelines: All appointed photographers seeking access to Surf Life Saving SA events must be officially accredited. This requires the submission of a Media accreditation form (Appendix C), which is available on request in advance of each event. Such accreditation may require the photographer to provide proof of any relevant working with children accreditation including a current police clearance. Accreditation will be granted on the following conditions: That any photograph/film/imagery taken of competitors during or in connection with any of these events may only be used for editorial and non advertising purposes Any commercial reproduction of photographs (including on selling of images or forwarding to external organisations) must receive prior written approval by Surf Life Saving SA Accreditation passes are non transferable Only Surf Life Saving SA accredited photographers are allowed onto any controlled competition areas at any Surf Life Saving SA event. Any other photographers shall be asked to leave. If a photographer cannot produce accreditation, or they do not leave the controlled area, they should be escorted from the relevant area by official security or the police. Non accredited photographers are able to take photographs from all publicly accessible areas, for example, grandstands, footpaths or boardwalks. Club Media Personnel Clubs are able to request, using the application below, members to act as Media personnel each season. Only registered members with a current police clearance will be approved. Clubs can request a maximum of 6 members to act as Media personnel, however only 2 members are permitted in the carnival arena at any one time. All applicants must be familiar with and abide by the Surf Life Saving SA Photography Policy (Policy 6.21) and have a current National Police Clearance. Please complete the form below and return to Surf Life Saving SA. People will not be allowed on the beach unless this form has been lodged, accepted and acknowledged by Surf Life Saving SA. The Chief Marshal will have a list of approved personnel. Please Note: People from previous years will not remain registered. Those interested in continuing to be Media personnel must also fill out the application form. Club Guide Surf Life Saving SA Page 163 of 252

Application Form: Club Media Personnel Season 2015/2016 PERSONAL DETAILS (please complete): First Name: Club: Mobile: Surname: Male/Female: DOB: Address: State: Post Code: E-mail: Police Clearance Release Date: Sighted by Club President: APPLICANT DECLARATION: At the time of signing this form I acknowledge that: 1. I agree to abide by the terms and conditions of the Surf Life Saving SA Constitution and Regulations (please s Surf Life Saving SA website) 2. I agree to comply with the SURF LIFE SAVING AUSTRALIA Photography Policy (please see SURF LIFE SAVIN AUSTRALIA Member s Portal, Policy 6.21) 3. SURF LIFE SAVING AUSTRALIA has a Privacy Policy and the information collected will only be for the purpose the provision of Services directly related to the role as Club Media personnel. I understand that I will be able to access t information held about me by those service providers Applicant endorsement: I confirm that all details provided in this application are true and correct. Date Signature Signature of Parent/legal guardian where applicant is under 18 years of age CLUB ENDORSEMENT: Date: Position Signature Name Club Officer Club Officer (please print) Please send applications to: Post: Email: Fax: Attention Surf Sports Manager surfsports@surflifesavingsa.com.au 8354 6999 Surf Life Saving SA PO Box 117 West Beach SA 5024 Club Guide Surf Life Saving SA Page 164 of 252

MEDIA PHOTOGRAPHY AND DIGITAL RECORDING Protection of Surf Life Saving SA Imagery Use of red and yellow imagery for promotional purposes No Surf Life Saving Australia or Surf Life Saving SA Intellectual Property shall be used to sell, promote, endorse or approve any product or service without prior written authorisation from Surf Life Saving Australia or Surf Life Saving SA. Surf Life Saving Australia shall actively monitor and administer this position. Restrictions on the use of the Intellectual Property owned by Surf Life Saving Australia and Surf Life Saving SA, in particular, the red and yellow imagery associated with surf lifesaving flags, caps, uniforms and equipment against ambush marketing and unauthorised use, both within surf lifesaving and by external parties for commercial gain, are set out in Surf Life Saving Australia Policy 6.1 Intellectual Property. Use of images of Surf Life Saving Australia members for promotional purposes From time to time, Surf Life Saving Australia, its state centres, branches or Clubs carry out photography of Surf Life Saving Australia members for promotional purposes in accordance with Policy 6.1 Intellectual Property. In all such situations, wherever an individual s image is to be used, consent must be obtained [Appendix A]. Consent forms should be kept for as long as the image is displayed. In some instances (e.g. major surf sports events) it is not practical to obtain consent in all situations, in which case, either a disclaimer [Appendix B] should be displayed in prominent positions around the site. Further, general disclaimers should be part of all event entry criteria. Surf Life Saving Australia, its state centres, branches or Clubs may also disclose these images to third parties (sponsors, government departments etc.) for promotional or commercial purposes. Surf Life Saving Australia, its state centres, branches or Clubs shall only pass on these images where consent has been obtained. These images shall not be used to sell, promote, endorse or approve any product or service without prior written authorisation from Surf Life Saving Australia. Copyright of photographic images Copyright protects a range of materials, including photographs. A photograph is protected by copyright automatically from the moment it is taken. For photographs, unless there is an agreement to the contrary, the general rule is that the photographer is the first owner of copyright. There are, however, a number of exceptions to this general rule, such as photographs taken in the course of employment and other commissioned photographs. Relevantly for Surf Life Saving Australia, its State centres, branches and Clubs are the exceptions in relation to commissioned photographs. Club Guide Surf Life Saving SA Page 165 of 252

MEDIA PHOTOGRAPHY AND DIGITAL RECORDING Specific provisions set out the general rules on ownership of copyright where a person who is not the photographer s employer (a client) pays a photographer to take a photograph: For photographs taken before 1 May 1969, the person who paid for the photograph to be taken owns the copyright, unless the photographer and client agreed otherwise For photographs taken on or after 1 May 1969 and before 30 July 1998, the first owner of copyright in a commissioned photograph is the commissioning client, unless the photographer and client agreed otherwise For photographs taken on or after 30 July 1998, the general rule on ownership depends on the purpose for which the photographs were taken If the photographs were taken for private or domestic purposes (such as family portraits, or wedding photographs), the first owner of copyright is the client, unless the photographer and client agree otherwise However if they were taken for any other purpose (e.g. commercial shots), the photographer will be the first owner of copyright, unless the photographer and client agree otherwise For more detailed information on copyright, see www.copyright.org.au Displaying images of minors From time to time, Surf Life Saving Australia, its state centres, branches or Clubs, seek to promote surf lifesaving activities in magazines, website etc. The Australian Sports Commission has produced guidelines in these instances. Surf Life Saving SA supports and follows the ASC guidelines as follows: Where possible, Surf Life Saving SA shall obtain permission from the minor s parent/guardian prior to taking the images of the minor Unless unavoidable, if an image of a minor is to be used, Surf Life Saving SA will avoid naming the child Surf Life Saving SA will not display information about a minor's hobbies, likes/dislikes, school, etc. as this information has the potential to be used as grooming tools Surf Life Saving SA shall only use appropriate images of the minor, relevant to sport or activity, and ensures that the minor is suitably attired. Images of athletes participating in sports or activities that involve minimal clothing (e.g. swimming) or unusual body positions/poses have the potential to be misused Where possible, Surf Life Saving SA will reduce the ability for direct copying of pictures from a website to another source (i.e. disable the right mouse click function) Surf Life Saving SA shall clearly outline in its written contracts with photographers who will retain the images taken, include arrangements made for negatives, digital file and proofs and outline any restrictions for use and sale Surf Life Saving SA will consider using models for promotional / advertising purposes Surf Life Saving SA will not allow photographers to be unsupervised or with individual access to children Surf Life Saving SA will provide details for parents or other persons on who to contact if they have concerns or complaints around the use of inappropriate images or inappropriate behaviour in obtaining images Club Guide Surf Life Saving SA Page 166 of 252

MEDIA PHOTOGRAPHY AND DIGITAL RECORDING Best Practice Checklist for Clubs and Photographers Has your Club received image release forms from its members? Is there anyone you know of participating that is under a protective custody order or a ward of the State and may not be photographed? Have you alerted event organisers that you have a child under a protective custody order or a ward of the State that may not be photographed? Where possible start each photographic session with a quick snapshot of a sign which identifies what the group is e.g. take a shot of an age manager s shirt so that you know the group is Under 8 s. That way if someone lets you know after the event that Under 8 s has a child that does not consent to image use you can easily go back and delete them. Always delete, remove or stop taking pictures of a person if they or their guardians someone asks you to for any reason. Breaches of the Code of Conduct Surf Life Saving SA expects all within the workplace to observe and adhere to the standards set out in this Code of Conduct. All people within the Surf Life Saving SA workplace are accountable for their actions, and a range of penalties for breaches of this Code apply. A breach of this Code will be investigated and will be subject to disciplinary action. Disciplinary action will vary according to the seriousness of the breach and implications of the breach as outlined within the Surf Life Saving SA Disciplinary Procedure and Surf Life Saving SA Complaints and Grievance Procedure. More Information Guidance for Clubs, concerns or complaints can be addressed to Surf Life Saving SA by contacting: Sita Bacher Marketing and Partnerships Manager Ph: 8354 6916 M: 0429 865 468 E: sita.bacher@surflifesavingsa.com.au Club Guide Surf Life Saving SA Page 167 of 252

MEMBER SERVICES Member Services

MEMBER SERVICES CLUB AND MEMBER DEVELOPMENT Surf Life Saving Australia Committee Structure Surf Life Saving SA is represented on the three Surf Life Saving Australia National development committees: The Education and Development Advisory Committee (EDAC) has the sole responsibility of representing the views of Surf Life Saving members nationally on matters relating to education and development. The Development Management Committee (DMC) is purely an advisory committee tasked with the delivery of operational recommendations associated with development. The DMC has the authority to make recommendations to the Chair, Education and Development when relevant to the development of activities, programs, policies, procedures and resources. The Youth Development Committee (YDC) has the responsibility to provide recommendations that prove relevant to members of Surf Life Saving Australia between the ages of five (5) and seventeen (17) years of age. The YDC authority extends only to recommendations for development on issues, activities and resources relating to youth. Surf Life Saving SA Committee Structure Surf Life Saving SA has a member based Youth Development Committee (YDC) that is tasked with providing Surf Life Saving SA with recommendations for youth leadership and development plans and activities. Guidance may be sort in relation to SA or national initiatives and programs. The YDC is purely an advisory committee. Surf Life Saving SA Operational Structure Club and member development is managed through the Development department which then coordinates development-related activities as required with other departments as required depending on the nature of the initiative. Club Guide Surf Life Saving SA Page 169 of 252

MEMBER SERVICES MEMBERSHIP CATEGORIES Membership categories are based upon: Age of participant as at the 30th September of each season The awards attained The Service provided to the Surf Life Saving Club Membership type Description Probationary The designation of any person for the time period between applying for membership and the gaining of an award and/or the granting of a formal category membership by the appropriate Club committee. Junior Activities ("Nipper") Is a person who shall be a minimum age of five (5) years up to a maximum age of thirteen (13) years and is required to gain the relevant Surf Education Certificate for that person's age group. The key focus for five and six year old Junior Activity Members will be play participation and fun. Guidelines which support this focus will include: i) beach activities that emphasise games and group activities, ii) water activities to be limited to shallow water near the water s edge and iii) No competition for these age groups other than that involved in fun games. Cadet Is a Member of the age qualification as defined in Surf Life Saving Australia's Manuals (i.e. under 15) and, who has obtained the Surf Rescue Certificate or has passed an annual proficiency test. Active a) Bronze Medallion holder. b) Fulfil patrol and Club obligations, as provided by Surf Life Saving Australia and the Member's Club constitution. c) Qualify in an annual proficiency test unless the Member has obtained their Bronze Medallion in that season. Reserve Active May be granted by a Club to Active Members who have satisfactorily completed (from the gaining of the Bronze Medallion) at least eight (8) years of patrol and Club obligations as provided by Surf Life Saving Australia and Club constitution. Reserve Active Membership shall not be automatic, but shall be granted by resolution of the appropriate Club body. a) Reserve Active Members shall perform a minimum of patrols in each Affiliated Club where they hold Reserve Active Membership, as required by Surf Life Saving Australia and further patrol duties at the discretion of the Affiliated Club/s management. b) Reserve Active Members shall complete the annual proficiency test. Note: Reserve Active membership may be granted, under exceptional circumstances to Active Members irrespective of years of service. Club Guide Surf Life Saving SA Page 170 of 252

Membership type Description General a) General Membership may be granted by a Club to persons who may or may not hold a Surf Life Saving Australia award. b) General Members shall not have Affiliated Club voting rights unless elected to office or position which is provided with voting rights by the relevant Club constitution. c) General Members shall have privileges as determined by the respective State Centre. Long Service a) Long Service Membership may be granted by a Club to Members who have completed ten (10) years active service or to Members who have completed eight (8) years active service plus four (4) years reserve active service. b) Such Members may be exempted from all patrol obligations and may be granted other special privileges of Membership as provided in their Club constitutions. c) Should such Members join another Affiliated Club the receiving Affiliated Club shall determine if such Member's Long Service shall be recognised by that Affiliated Club Award a) Award Membership may be granted by a Club to persons who hold an Surf Life Saving Australia award of one, or more, of the following qualifications:- Surf Rescue Certificate, Radio award/s, Resuscitation Certificate, Advanced Resuscitation Certificate or First Aid Certificate (or equivalent). b) Such Members may be called upon to perform patrol and/or other Club obligations within the ability of their qualifications. c) An Affiliated Club may grant an Award Member voting rights to that Affiliated Club if they are undertaking lifesaving patrol duties. Associate a) Associate Membership may be granted by a Club to persons who may or may not hold a Surf Life Saving Australia award. b) Associate Members shall not have Affiliated Club voting rights unless elected to office or position, which is provided with voting rights by the relevant Affiliated Club constitution. c) Associate Members shall have a joining and/or annual membership fee substantially greater than fees for other categories of membership. Honorary Honorary Membership may be granted by a Club to persons who may or may not hold on Surf Life Saving Australia award Life Life Membership of a Club may be granted by that Club to Members who have rendered distinguished or special service as provided for in that Affiliated Club s constitution and is relevant to that Club only. Note: Surf Life Saving Australia Life Membership is governed by Regulation 4.5. Note* Membership voting rights of affiliated Clubs shall be limited to (as per Surf Life Saving Australia Regulations): Active Members Active Reserve Members Long Service Members Life Members Refer to Surf Life Saving Australia Regulations for National Life Membership Regulation 4.5 or to Surf Life Saving SA by Laws for State Life Membership By Law 5.2 Club Guide Surf Life Saving SA Page 171 of 252

MEMBER SERVICES MEMBERSHIP FORMS A membership form must be completed and signed by all members at the beginning of each season whether joining, renewing or transferring to another Club Alternatively members can update their membership on the Surf Life Saving Australia Member s portal. All members must be entered on to SurfGuard. The quality of information collected from members is important as it allows all levels of our association to operate and make decisions based on accurate data. Computer generated membership renewal forms are done via SurfGuard. Forms are usually only printed for those members who were registered in the season immediately prior to the current one (please note that forms can be printed by Surf Life Saving SA for a nominal fee). Clubs should encourage their members to use the Surf Life Saving Australia Member s Portal via the national website and this will save Club volunteers an enormous amount of time. It is a simple system and members can update their details at any time, check their patrol hours, and so on. Payment can also be made online making the role of the Club Finance Officer much easier as well. Members registering online are considered to have provided an electronic signature as they are the only person who should have their access and password details. If Life Members wish to be covered by Surf Life Saving SA s insurances and other benefits, it is essential that they complete a membership form on an annual basis, as do all other members. Any member who refuses to sign the form voids themself from any insurance, legal representation, Work SA and any other benefits from Surf Life Saving SA. If junior members are too young to sign the form then it is imperative that the legal parent/guardian must complete the relevant section. For Clubs that acknowledge a family membership by virtue of a different fee structure, please remember that each member of that family must fill in a separate membership form. CLEARANCES, TRANSFERS AND DUAL MEMBERSHIP Any member who has a membership at two or more Clubs, be it for competitive or other reasons, must complete a membership form for all Clubs at the commencement of each season and be registered on SurfGuard. Members are able to submit their own transfers via the Surf Life Saving Australia Member s Portal. For Club Officers the procedures for applying for clearances, transfers and/or dual membership status are completed through SurfGuard. Clubs need to respond (by nominating endorsed or rejected) to all transfer requests within 21 days of receipt. Failure to do so will result in automatic approval being granted by Surf Life Saving SA with the losing Club forfeiting any chance to dispute the transfer. Surf Life Saving Australia has determined that members can only competitively transfer once in any calendar year. Club Guide Surf Life Saving SA Page 172 of 252

MEMBER SERVICES MEMBERSHIP DEVELOPMENT Surf Life Saving SA endeavours to provide continuous personal and professional development opportunities for all members through their lifesaving experiences. Nippers The junior development program Nippers is designed to ensure children from the ages of 5 to 12 have fun at the beach while participating in lessons that will pathway them to becoming a lifesaver what we like to call Serious Fun. The Nippers Program has been developed to be delivered on the beach, by the Clubs involving Members and Parents as the Age Managers, Junior Coaches and Water Safety Personnel. Nippers progressively introduces knowledge and skills learning outcomes through lessons that are tailored to each of the age groups; ensuring the content is relevant, in line with lifesaving and surf sports most up to date training standards and most of all exciting. Age Awards within this program include Surf Play 1 (U6), Surf Play 2 (U7), Surf Aware 1 (U8), Surf Aware 2 (U9), Surf Safe 1 (U10), Surf Safe 2 (U11), Surf Smart 1 (U12) and Surf Smart 2 (U13). The Surf Life Saving Australia Junior Development Resource Kit includes: Age Manager Guide Age Guides for each Age Award level Record Sheets Certificates Skills Posters Coaching Tips Manuals and DVD s Surf Life Saving Australia Junior Development Resource Kit via the Surf Life Saving Australia Member s Portal or by enquiries directed to the Surf Life Saving SA Development Manager. Contact: Steve Cornish Development Manager Ph: 8354 6900 M: 0422 606 575 E: steve.cornish@surflifesavingsa.com.au When a member reaches the age of 13 years (usually within the U14 Age Group) they train to achieve their Surf Rescue Certificate utilising the Surf Life Saving Australia Training Manual as the main resource. This is an extremely important development period for this age member as they transition between the junior program and becoming involved in Club Patrols and senior Club and State based activities. It is highly encouraged that Clubs maintain a focus on these members to encourage their transition into Surf Lifesavers and continue this focus into the U15 and U16 Age Groups where at the age of 16 years they will train to achieve the coveted Bronze Medallion. Club Guide Surf Life Saving SA Page 173 of 252

MEMBER SERVICES DEVELOPMENT AND LEADERSHIP CAMPS Members of Surf Life Saving South Australia are afforded the opportunity to participate in a variety of leadership initiatives, they are: Development Opportunity Age Group Timing Junior Development Camp U12, U13 and U14 Age Groups April each year Youth Development Camp U15 U18 Age Groups July each year Leadership Development Camp 18 25 year olds November each year Surf Life Saving SA Leaders Network 20 35 year olds Throughout the year Surf Life Saving SA Leadership Master-class Open Throughout the year These initiatives feed participants into the National level of Leadership Development, including the: Surf Life Saving Australia National Leadership College (for 20 30 year olds) Surf Life Saving Australia Leaders Master class Surf Life Saving Australia Leadership Alumni Objectives Objectives of the Junior and Youth Development Camps include: Enrich participant s involvement in Surf Life Saving Recognise and/or retain members by offering satisfying experiences Offer personal development opportunities assisting to realise an individual s potential Promoting teamwork and socialisation amongst members and Clubs Have fun and be active The Leadership Development Camp references the Surf Life Saving Australia Leadership Competencies Framework which includes the following objectives: Enhance participants understanding of leadership, management and organisational competencies Explore Leadership of Self and Emotional Intelligence Explore Leadership involving Others Encourage an empowered learning and decision making environment Club Guide Surf Life Saving SA Page 174 of 252

MEMBER SERVICES DEVELOPMENT AND LEADERSHIP CAMPS Selection and Recognition of Development Camp Participants Information pertaining to all Surf Life Saving SA Camps will be communicated to Clubs via Annual Circular. Clubs are asked to encourage dedicated junior and youth members they believe are potential future lifesavers and leaders within their Club to nominate. A limited number of participants from each Club are allowed at each camp and all participants are to be current Surf Life Saving SA members within the appropriate Age category for the camp who have completed the relevant Age Awards or Surf Education modules during the season. Participants are also required to be appropriately selected and endorsed by Clubs. Selection and Recognition of Leadership Program Participants All Surf Life Saving SA and Surf Life Saving Australia Leadership Program opportunities will also be communicated to Clubs via Annual Circular. Current and future leaders will be sought from Clubs, State Services, Standing Committees, State Council and the Board to share and enhance their leadership and management experiences. From time to time there will also exist other opportunities to attend various conferences, seminars and workshops which will be offered to the general membership or targeted at specific groups. GENERAL MEMBER DEVELOPMENT BEYOND JUNIORS Personal Development is on-going and encouraged in Surf Life Saving. Members have a variety of opportunities whereby they can explore different pathways and contribute to the movement. Personal Development pathways are open to senior members in the following areas: Officiating Coaching Age Managing Trainer/Assessor roles Executive roles at Club level Committee roles at Club and state level Working groups/general calls for help at Club level Conferences (State/National) Attendance at Master-classes and Forums to help enhance knowledge of movement Club Guide Surf Life Saving SA Page 175 of 252

MEMBER SERVICES VOLUNTEERS Volunteers are valuable members of every Club. We recognise volunteers as people from the community, including parents, young people and retired people who freely give up their time to support Club activities. People volunteer for a variety of reasons including to: Learn new skills Help others Make new friends Explore career opportunities Feel needed, appreciated and useful Gain a new direction in life Give something back Share skills with others Induction It is important to make your volunteers feel welcome. Holding an induction session to give out information about their rights and responsibilities will make them feel at ease and welcome. Familiarise them with the following roles and responsibilities within the Club: Job Description (including an outline of their role) Member screening requirements Introduction to other volunteers Tour of Clubrooms General housekeeping of Club business Emergency procedures Administrative systems Recruitment and Retention Recruitment of new volunteers/members is necessary to maintain the sustainability of a Club. Ideas for recruitment may include: Produce an information kit for new members Advertise in local newspapers Offer training and personal development Engage in community activities which showcase the benefits of becoming a lifesaver Retaining members can be difficult due to other commitments and time constraints. Making sure that your volunteers are happy by providing them with opportunities to give feedback may assist the Club to retain members. Organising events and certificates to thank your volunteers may also assist and give them a sense of appreciation. Club Guide Surf Life Saving SA Page 176 of 252

MEMBER SERVICES VOLUNTEERS Supporting Volunteers Giving support to your volunteers/members will help to keep them involved. You can support your Club members by providing: A clear job description that outlines tasks and responsibilities A suitable and safe working environment Adequate briefings and guidance on tasks Feedback Consideration and respect from fellow members An opportunity to share concerns and give feedback MEMBER RECOGNITION Recognition stems from genuinely valuing the contributions of volunteers and members. Recognition adds to the feeling of being valued, identifying achievement and retention. Everyone deserves some form of recognition even if it is a simple thank you for helping out. Formal Recognition: Club All Clubs should recognise the efforts of their members with end of season awards and presentation night. Awards given by Clubs are not dictated by Surf Life Saving SA, but it is recommended that Club awards are given in similar categories to the State (and National) awards, to create a streamlined pathway for nominations. Ways to recognise members: Celebrate achievements and efforts Include members in special events Encourage members to participate in team planning Provide training Give them additional responsibility when desired Enable members to develop skills and grow on the job Take time to listen to member s ideas and concerns Recognise personal needs Keep members fully informed via newsletters Organise medals, certificates and plaques Celebrate National Volunteer Week Club Guide Surf Life Saving SA Page 177 of 252

MEMBER SERVICES MEMBER RECOGNITION Formal Recognition: Surf Life Saving SA Life Membership Awarded to a member who has rendered distinguished voluntary service to Surf Life Saving SA that is both a sustained and a conspicuous contribution. Nominations will be considered by the Life Membership and Honours Panel, and recommendations made to the Surf Life Saving SA State Council. Surf Life Saving SA Hall of Fame Recognition in the Surf Life Saving SA Hall of Fame is in one of three categories: surf lifesaving, administration and surf sports. Honourees will have displayed exception service in the specific category, and/or displayed sustained excellence over a long period of time. These nominations are considered by the Awards and Recognition Committee. Awards of Excellence Surf Life Saving SA provides Clubs with the opportunity to nominate themselves and Club members for a variety of awards that are announced and presented at the Annual Awards of Excellence. Many of the awards offered at State level mirror those at National, and the winner of the State Award is put forward as SA s nomination for the National finals. These Awards, other than the State President s Award are considered by the Awards and Recognition Committee. State President s Award: given at the discretion of the Surf Life Saving SA President, in recognition of exception service. Major Awards: Surf Lifesaver, Volunteer, Club of the Year Recognition Awards: Lifeguard, Athlete, Coach, Official, Trainer, Assessor, Community Education Program, Rescue, Nipper and Nipper Parent of the Year. Breakfast of Champions These events allow Surf Life Saving SA to extend member recognition beyond a single event each year. Each Breakfast celebrates a different facet of the movement. 150+ Patrol Hours This award recognises members who perform 150 or more patrol hours in one season. This information will be extracted from SurfGuard on 30 June each year. Hours accumulated based on hours performed on patrol at the Surf Club, in SurfCom, Jet Boat, Jet Skis and Helicopter. Also included in the final total is water cover for special events and carnival patrols. Hours not included are junior water safety cover, water cover for SRC or BM assessment and any other instructional activity. Although your Club may only recognise the hours that are done on patrol for your own Club historical recordings, the State recognises all hours done on patrol, so if you have members involved in one or more of the above areas then please ensure that those records are kept. All patrol hours are recorded in SurfGuard. If your Club does not include them in its statistics then it can choose to ignore them, however for the purposes of State wide statistics the information is vital to Surf Life Saving SA. Club Guide Surf Life Saving SA Page 178 of 252

MEMBER SERVICES MEMBER RECOGNITION Patrol Efficiency Award Patrol Audits are fundamentally aimed at promotion/communication of best practice patrolling, recognising achievement of such and identifying/resolving any shortfalls. They are a constructive process which can add significant value to building and maintaining a strong culture of professionalism within volunteer services. All Clubs are audited throughout the season the number of audits will change from year to year, depending on the number of auditors available. Individual Surf Sports Awards: Overall point score from all the premiership carnivals and State Championships: Open Male/Female Under 15, 17, 19 Male/Female Outstanding Individual Masters Competitor Male/Female (Note: Masters required to nominate) Overall State Champion Club: Overall point score from all the premiership carnivals and State Championships. State Titles: Winning Clubs of the State Championship events (Board Riding, Masters, Senior, Junior, IRB, Lifesaving, Pool). Team Shields: Overall point score from all the premiership carnivals and State Championships. Taplin Relay, Open March Past, Combined March Past, Beach Events, Swim Events, Ski Events, Board Events, IRB Premiership Award, First Aid, Combined R&R, Open 6 Person R&R Junior Lifesavers of the Year: Each Club will choose a maximum of one male and one female member of their Club to be recognised with this award. Nominees may be chosen from any age group level. The Club winners will be acknowledged each year at the Junior State Championships. Please see 10.6 for more information. Club Guide Surf Life Saving SA Page 179 of 252

MEMBER SERVICES MEMBER RECOGNITION Formal Recognition - National Awards Surf Life Saving Australia (Surf Life Saving Australia) values the contribution made to the movement by its members. The criteria and application process for national recognition awards can be downloaded from the Surf Life Saving Australia website www.slsa.com.au. The Surf Life Saving Australia recognition framework currently consists of the following awards: Surf Life Saving Australia Honours Life Membership President s Medal Sustained Service Certificate Surf Life Saving Australia Recognition Long Service Award National Patrol Service Award Officiating Service Certificate Assessing Service Certificate Coaching Service Certificate Meritorious Award Commendation National Medal The Order of Surf Life Saving Australian Council Certificate Certificate of Appreciation Surf Life Saving Australia Hall of Fame National Innovation Award Surf Lifesaver of the Year Volunteer of the Year Lifeguard of the Year Club of the Year Surf Sports Official of the Year Surf Sports Coach of the Year Surf Sports Athlete of the Year Sir Adrian Curlewis Scholarship International Life Saving Citations External Opportunities for Recognition Clubs should be aware of and investigate other opportunities for rewarding Club members. Surf Life Saving Australia and Surf Life Saving SA have many awards for recognition of service but there are also many other awards that can be sourced for members. External organisations have awards for recognising services to the community and Clubs. Local Governments will advertise for nominations for a variety of awards and Volunteering SA has grants and certificates that can assist Clubs to recognise Club members. The Surf Life Saving SA Awards and Recognition Committee will work with Clubs and Surf Life Saving SA staff to ensure that external awards are nominated for, in order to spread awareness of the surf lifesaving movement and the outstanding achievements of our members in the community. Club Guide Surf Life Saving SA Page 180 of 252

MEMBER SERVICES RESPONSIBLE SERVICE OF ALCOHOL It is now mandatory for all bar staff to undergo training in the responsible service of alcohol if engaged in the sale, supply and service of alcohol on a licensed premise. This applies to paid staff and volunteer staff. Penalties for breaching the Liquor Control Act are severe if a Club is found to be serving alcohol by untrained staff. South Australia s liquor laws are defined in the Liquor Licensing Act 1997, which regulates the sale, supply and consumption of liquor, the use of premises on which liquor is sold, and the services and facilities provided in conjunction with the sale of liquor. The Act also focuses strongly on minimising harm or ill-health caused to people, or any group of people due to the use of alcohol. It is important that each Club understands the requirements of liquor licensing. More information can be sourced from Consumer and Business Services. Website: Phone: 131 882 In Person: Postal address: www.cbs.sa.gov.au/wcm/about/office-locations/ Ground Floor (Street Level) 91 Grenfell Street Adelaide Monday to Friday 9am to 5pm (except public holidays) Consumer & Business Services GPO Box 1719 Adelaide CLUBS SA can offer assistance and representation to licensed Club across South Australia Website: www.clubssa.com.au Phone: (08) 8290 2200 Email: admin@clubssa.com.au In Person: 222a Henley Beach Rd, Torrensville, SA, 5031 Club Guide Surf Life Saving SA Page 181 of 252

MEMBER SERVICES JOB DESCRIPTIONS Club President Role: Responsible to: The President is elected by the members and responsible for representing the views of the members. Reports to the Executive and Management Committee Responsibilities and Duties: As per any express provisions made by the Club s Constitution Principal leader with overall responsibility for the Club s administration. Set the overall annual committee agenda, help the committee prioritise its goals and work within a framework. Facilitate committee, executive and annual general meetings Helps the committee prioritise its goals and then keeps the committee on track by working within that overall framework. Represent the surf Club at local, state and national levels Act as a facilitator for surf Club activities and represent members views Ensure planning and budgeting is in accordance with the wishes of the members Ensure all rules and regulations of the Club are upheld Encourage sponsors and supporters providing them with value for their investment financial, social and structural viability of the Club Identify and communicate to members the threats, challenges and opportunities available to the Club Be responsible for planning, including succession Knowledge and Skills Required: Good communication skills Well informed of the organisation s activities Well informed of the Club s affiliation with Surf Life Saving SA and its policies and procedures Aware of future directions and plans of members Demonstrate a high level of enthusiasm when representing the Club to members, other organisations and the general public Maintain a policy of loyalty to the surf Club and its activities whilst maintaining confidentiality and respect towards members Maintain effective and efficient administration Have a good working knowledge of the constitution, rules and the duties of all office holders and subcommittees office holders and subcommittees Club Guide Surf Life Saving SA Page 182 of 252

MEMBER SERVICES JOB DESCRIPTIONS Club Secretary Role: Responsible to: Link between the administration officer of the surf Club and the members, the management committee and/or outside agencies. Executive Committee Responsibilities and Duties: As per any express provisions made by the Club s Constitution Oversee the planning and distribution of agendas for Club meetings Collect and collate reports from office bearers Call for and receive nominations for committees and other positions for the Club Annual General Meeting Take minutes of meetings and maintain a copy for records Read, reply and file correspondence promptly Collate and arrange for the printing of the annual report Maintain or ensure SurfGuard records and data input Maintain files of legal documents such as constitutions, leases and titles Perform the general routine administration of the Club Follow-up and action all correspondence e.g.: emails, phone calls etc. Maintain and order stationary and training manuals Collate and arrange for the printing of the annual report Knowledge and Skills Required: Communicate effectively Well organised and can delegate tasks Maintain confidentiality on relevant matters Have a good working knowledge of the Club constitution Demonstrate a high level of enthusiasm when representing the Club to members, other organisations and the public Competent computer skills Club Guide Surf Life Saving SA Page 183 of 252

MEMBER SERVICES JOB DESCRIPTIONS Club Treasurer/Finance Manager Role: Responsible to: The Club Treasurer for the Surf Club and is directly responsible to the President and Management Committee and Executive. Executive Committee Responsibilities and duties: As per any express provisions made by the Club s Constitution Prepare a budget and monitor it carefully Maintain the Club s accounting records including detailed records of all payments and monies received Facilitate an annual audit, presenting the details to members at the Annual General Meeting Produce relevant and timely financial reports and submit these to each management committee meeting as required and ensure they are understood Show evidence that money received is banked and documentation provided for all money paid out (full details of all receipts and expenditure connected with the activities of the Club) Complete reports as required for taxation (BAS) Ensure the Club complies with relevant Legislation and Regulations regarding financial matters Send out accounts Payment of account. Maintain register of sponsor s details Look after Insurance paperwork and payments Maintain register of Club s Motorised equipment, Boats, and Trailer Registrations (etc.) Knowledge and skills required: Well organised and able to work unsupervised and be self-motivated Ability to maintain books Ability to keep correct up to date records Able to work in a logical orderly manner Time management skills Maintain a policy of loyalty to the surf Club and its activities whilst maintaining confidentiality and respect towards members Awareness of information, needed for the Annual Audit Club Guide Surf Life Saving SA Page 184 of 252

MEMBER SERVICES JOB DESCRIPTIONS Club Captain Role: Responsible to: Operational leader within Club Executive Committee Responsibilities and duties: As per any express provisions made by the Club s Constitution Responsible for the conduct of all members of the Club Conduct and control all patrols Responsible for the conduct of members in the Club Schedule patrols and roster patrol duties prior to the commencement of each season Assist the Under 14 Coordinator/Age Manager with the safe running of junior activities Oversee the Gear Steward concerning lifesaving gear, ensuring it is well maintained Ensure sufficient numbers are on patrol Communicate with patrol defaulters to maintain efficiency of patrols Keep a record of member re-qualifications each season Keep a record of members performances at patrol duties Submit regular reports to the Club Executive Committee Surf Life Saving Australia Bronze Medallion Good understanding of Club culture and operations Ability to organise and delegate tasks Proficient computer skills Aware of Occupational Health & Safety policy Maintain confidentiality on relevant matters Can communicate effectively and possess good interpersonal skills Positive and enthusiastic Knowledge and skills required: Knowledge and Understanding of Club background and processes. Analytical skills Leadership qualities Social skills Administrative Knowledge Club Guide Surf Life Saving SA Page 185 of 252

MEMBER SERVICES JOB DESCRIPTIONS Education Coordinator Role: Responsible to: To develop a team of specialist coaches / trainers / assessors whose role is to develop personnel to meet the operational needs of the Surf Club and development of youth Executive Committee Responsibilities and duties: As per any express provisions made by the Club s Constitution Coordinate the training and assessing of all awards for all members of the Club Coordinate the distribution of all resources Ensure re-qualifications of awards and certificates are completed by the required date and recorded Positively support the policies, culture, operation and management of the Club, Surf Life Saving SA and Surf Life Saving Australia Ensure all training sessions are efficient Ensure re-qualifications of awards / certificates are completed by required date Assist with the implementation of all new resources Analyse skill mix throughout Club and develop training solutions where needed Submit reports to the Club executive committee Knowledge and skills required: Aware of Occupational Health and Safety Policy Must have Bronze Medallion Have the ability to coordinate and assist members where possible Good communication skills Good understanding of the processes required for gaining awards Good organisational skills Friendly, positive and enthusiastic Club Guide Surf Life Saving SA Page 186 of 252

MEMBER SERVICES JOB DESCRIPTIONS Surf Sports/Competition Coordinator Role: Responsible to the Management Committee for the provision of Surf Sport activities within the Surf Life Saving Club. Responsible to: Executive Committee Responsibilities and duties: As per any express provisions made by the Club s Constitution Coordinate and assist with the implementation of training programs Coordination of Coaching Structure including qualification and requalification Consider Officiating needs of the Club Coordinate the maintenance of all surf sports equipment Submit and comply with budget outcomes Submit reports to Executive Committee Coordinate and assist with special Club events, Club championships and carnivals Submit carnival entries for all competitions as required Comply with all requirements for entry into carnivals Ensure competitors meets minimum requirements for entry Maintain a record of all members performance and results at all inter-club competitions Knowledge and skills required: Good communication skills Good understanding of the competition rules for all events Understanding of the process for entry into carnivals Club Guide Surf Life Saving SA Page 187 of 252

MEMBER SERVICES JOB DESCRIPTIONS Youth Development Coordinator Role: Responsible to: To assist with the transition and development of the members from Nippers to senior members within the Surf Club Executive Committee Responsibilities and duties: As per any express provisions made by the Club s Constitution Coordinate activities and program for youth members Submit reports to the executive committee Coordinate programs with the budget outcomes Act as the primary contact for all youth related matters within the Club Knowledge and skills required: Organise and delegate tasks as required Good communication skills Aware of all policies and procedures related to youth members Junior Coordinator Role: Establish, co-ordinate and report all operational aspects relating to the U6 through to the U14 age groups Responsible to: Executive Committee Responsibilities and duties: As per any express provisions made by the Club s Constitution Assist with the coordination of junior activities Submit reports to the executive committee Coordinate programs within the budget outcomes Manage and support Age Managers, assistants and coaches Distribute resources and relevant correspondence when required Monitoring the implementation of new initiatives Knowledge and skills required: Completion of Age Manager Course Ability to organise and delegate tasks Maintain confidentiality on relevant matters Good administration skills Good communication skills Friendly, positive and enthusiastic Club Guide Surf Life Saving SA Page 188 of 252

MEMBER SERVICES JOB DESCRIPTIONS Age Manager Role: Establish, co-ordinate and report all operational aspects relating to the U6 through to the U14 age groups Responsible to: Junior Director Responsibilities and duties: Ensure the safety and well-being of the group Take responsibility of the education of the group Complete the Age Manager Course Be a positive role model Attend Club meetings as required Knowledge and skills required: Good communication skills Good administration skills Awareness of Club/state and national policies relating to junior activities An ability to plan with flexibility Member Protection Officer Role: Responsible to: Responsibilities and duties: To provide information and options to an individual making a complaint or raising a concern, as well as providing support throughout the process. Executive Committee Ensure the safety and welfare for all members Assist in grievance and complaints resolution Refer complaints and grievances to the relevant committees as required by Club guidelines Manage member screening requirements for members Awareness of Child protection, Anti-harassment and discrimination, codes of conduct Liaise with relevant Club committee as required Submit reports to executive committee as required Knowledge and skills required: Good communication skills Possess a good understanding of Club, state and national Surf Life Saving policies and procedures Good organisational skills An understanding of issues and requirements in relation to confidentiality Club Guide Surf Life Saving SA Page 189 of 252

MEMBER SERVICES JOB DESCRIPTIONS Water Safety Coordinator/Supervisor Role: Ensure the continued compliance with guidelines set by Surf Life Saving Australia with regard to water-based activities. Responsible Executive Committee Responsibilities and duties: Ensure all guidelines are met as per the Water Safety Procedures Document Liaise with the Surf Sports Coordinator and relevant parties throughout the process of competition preparation and buoy placement. Ensure the proficiency of all Water Safety Personnel Ensure the availability of equipment for all Water Safety Personnel Liaise with Patrol Captains to ensure the safety of Junior activity participants when venturing out into the surf. Knowledge and skills required: Maintain confidentiality on relevant matters Can communicate effectively and has good interpersonal skills Is friendly, positive and enthusiastic Is well organized Club Guide Surf Life Saving SA Page 190 of 252

MEMBER SERVICES MEMBER EDUCATION AND TRAINING Overview All South Australian Surf Life Saving Clubs and services deliver training to their members. This includes the iconic Bronze Medallion, and covers members from age 5 upwards. Members are able to be educated in numerous skills, and can obtain appropriate awards and/or qualifications. The qualifications awarded are recognised nationally, not only within the surf community, but in the broader education field. The skills that members acquire equip them, as patrolling lifesavers, with the ability to cope in all situations that they may encounter on the beach and in other environments. Each Club appoints a Chief Instructor, usually an experience trainer and assessor, who holds the Certificate IV in Training and Assessment (TAE40110). This person is responsible for organising the training and assessment at their Club ensures that the training and assessment meets the required, established standard. Training in all aspects is delivered by members who are experienced and suitably qualified, and assessment is carried out (be it at Club or State level) by experienced, qualified assessors. All trainers and assessors are required to follow the Surf Life Saving Australia Code of Conduct, which addresses the organisation s commitment to the maintenance of high standards in the provision of training and assessment. The Code of Conduct can be accessed on the Surf Life Saving Australia Member s Portal. Skills Maintenance All active surf lifesavers are required to annually demonstrate that they have maintained their skills in the lifesaving award(s) that they wish to remain current in. this is achieved through skills maintenance testing, previously known as proficiency testing or proficiencies. Skills maintenance testing is necessary to: ensure ongoing competency of members in their area of training and activities maintain the standards of knowledge and expertise of surf lifesavers satisfy legal and statutory requirements reinforce and maintain our service commitment to the bathing and beach going community A member s proficiency is valid until the 31st December each year, and unless explicitly stated, must be assessed annually. When a skills maintenance test is successfully completed after 30 June in a particular year the proficiency or qualification is current until 31st December in the following year. The Chairman of the Lifesaving Standing Committee, or Club Chief Instructors, may request additional checks if there is doubt of a member s competency in a particular award. Club Guide Surf Life Saving SA Page 191 of 252

MEMBER SERVICES MEMBER EDUCATION AND TRAINING Skills Maintenance (continued) Any member who fails a skills maintenance test, or who does not attend for assessment, is deemed to be not competent until another skills maintenance test is completed successfully. A not competent member cannot participate in patrol activities or compete at carnivals. Members who are wishing to return to active surf lifesaving duties after a period of absence (three years or more) can participate in an in-depth proficiency with a qualified Assessor. The Assessor will determine the differences between the current award and the award at the time that the member was last current. If a gap in skill and/or knowledge is identified, the member may have to undertake some gap training. Trainers and Assessors The majority of training and assessment in Surf Life Saving is carried out by volunteers from Clubs, who have been trained as trainers and assessors. Surf Life Saving trainers and assessors must hold the award/s they wish to train/assess. Trainers need to demonstrate competency in the award/s, while Assessors need to hold it/them. Members can attend a Training Officer course to gain basic training skills, and then become part of the training team at their Club, assisting with the training of any award they hold. After gaining at least a season s experience as a Trainer, members can become Assessors (again, in the award/s they hold). Assessors are trained at an Assessor course, and then carry out three probationary assessments (minimum) under the supervision of a qualified Assessor. Assessors can assess in their own Club for some awards and skills maintenance testing, and also Surf Life Saving SA in awards such as the Bronze Medallion and Advanced Resuscitation. Assessors can assess in their own Club for some awards. They can also assess skills maintenance in awards such as Bronze Medallion and Resuscitation. Trainers and Assessors are an integral part of surf lifesaving; they are the ones who ensure that our members are trained to the relevant standard, ensuring that they can perform their duties on the beach. Club Guide Surf Life Saving SA Page 192 of 252

MEMBER SERVICES MEMBER EDUCATION AND TRAINING Assessors Role: Responsible to: Liaises with: Responsibilities and duties: To improve the standard of beach safety through quality education and training amongst lifesavers. To transfer vital lifesaving experience, knowledge and skills through quality education. To demonstrate a commitment to Total Quality Management State Officers (Community Programs Manager, and Member Education & RTO Compliance officer officer) State Officers (Community Programs Manager, and Member Education & RTO Compliance Officer), Club Officers (Chief Instructor, Captain, Lifesaving Officer), Members, Training Officers, other Assessors Competently attend and undertake assessment activities to determine participant competence Conduct assessment using Surf Life Saving Australia/Surf Life Saving SA endorsed training package material (resources) Ensure assessment complies with Surf Life Saving SA policies, standards, and/or relevant legislation, making certain assessment is fair, authentic, valid and sufficient to enable an accurate judgement of competence Comply with all rules, regulations and requirements as documented in National and State policies, standards, and/or relevant legislation Ensure participants understand assessment activity requirements and expected outcomes as per course requirements Ensure the assessment environment used meets all Surf Life Saving SA requirements and is conducive to learning Maintain a record of attendance by participants and ensure participcant assessment records and portfolios are checked thoroughly for evidence of training prior to commencement of assessment Accurately mark all assessments and record all outcomes using all required documentation, returning them to the appropriate person within the required time frame as requested by Surf Life Saving SA, to ensure compliance to RTO standards Conduct all activities in conformance with procedures, work instructions and/or specifications and stop any activity if it is determined that the activity is in breach of these requirements Ensure all activities are conducted in a manner that prevents and avoids risk to the health and safety of any person (using Surf Life Saving Australia risk assessment tools) and is in compliance with WHS policies Assist with Surf Life Saving SA continuous improvement processes by making recommendations where change is necessary Provide feedback to participants Assist in the completion of participant Incident Reports (if any incidents arise) for assessment activities Provide support to the assessor-in-charge/lead assessor and carry out duties as requested Ensure all course participants develop and adopt safe practicies in the assessment environment Evaluate own performance on an on-going basis through continuous improvement and professional development activities to ensure skills and knowledge are current Attend State or Club meetings/forums/updates, re-endorsement activities and any other training (as requested) Maintain a professional image of Surf Life Saving at all times Club Guide Surf Life Saving SA Page 193 of 252

MEMBER SERVICES MEMBER EDUCATION AND TRAINING Assessors Knowledge and skills required: The Assessor is someone who: - Holds awards in: Current Surf Life Saving Australia Assessor Certificate (in any award), and TAEASS401B Plan assessment actvities and processes, and TAEASS402B Assess competence, and TAEASS403B Participate in assessment validation - Possesses excellent communication skills Club Guide Surf Life Saving SA Page 194 of 252

MEMBER SERVICES MEMBER EDUCATION AND TRAINING Club Chief Instructor Role: To improve the standard of beach safety through quality education and training amongst lifesavers To transfer vital lifesaving experience, knowledge and skills through quality education To demonstrate a commitment to Total Quality Management Responsible to: Liaises with: State Officers (Community Programs Manager, and Member Education & RTO Compliance Officer), Club Officers (Chief Instructor, Captain, Lifesaving Officer), Members, Assessors, other Training Officers Responsibilities and duties: Conduct Club training as directed by the Club Chief Instructor Conduct Club training using Surf Life Saving Australia/Surf Life Saving SA endorsed training package material (resources) Competently undertake training activities, ensuring a supportive training environment that meets all Surf Life Saving SA requirements and is conducive to learning Develop a stimulating learning environment by using a variety of styles, techniques and approaches to present subject manner and practical techniques Comply with all rules, regulations and requirements as documented in National and State policies, standards, and/or relevant legislation Ensure participants are inducted into training activities as per course requirements Ensure participants are informed of all course related information, and understand the training method and the expected outcomes as per course requirements Ensure participants are registered/financial and meet or complete any pre-requisite requirements Maintain a record of course attendance by participants Ensure Course Evaluation opportunities are provided to all participants and, where applicable, collated and submitted with course paperwork Conduct all activities in conformance with procedures, work instructions and/or specifications and stop any activity if it is determined that the activity is in breach of these requirements Ensure all activities are conducted in a manner that prevents and avoids risk to the health and safety of any person (using Surf Life Saving Australia risk assessment tools) and is in compliance with WHS policies Adopt a continuous improvement approach to carrying out all activities and contribute to continuous improvement activities by making improvement recommendations to Surf Life Saving SA when they become apparent Assist in the completion of participants Incident Reports (if any incidents arise) for training activities Ensure all course participants develop and adopt safe practicies in the training environment Comply with the requirements of all quality systems documentation, and ensure all documents are used in accordance with the relevant procedure Evaluate own performance on an on-going basis through continuous improvement and professional development activities to ensure skills and knowledge are current Attend State or Club meetings/forums/updates, re-endorsement activities and any other training (as requested) Maintain a professional image of Surf Life Saving at all times Club Guide Surf Life Saving SA Page 195 of 252

MEMBER SERVICES MEMBER EDUCATION AND TRAINING Club Chief Instructor Knowledge and skills required: Holds awards in: Current Surf Life Saving Australia Training Officer Certificate (in any award), and TAEDEL301A Provide work skills instruction, and BSBCMM401A Make a presentation - Possesses excellent communication skills - Is able to deliver training programs Club Guide Surf Life Saving SA Page 196 of 252

MEMBER SERVICES COMMUNITY PROGRAMS EDUCATION AND TRAINING Overview In addition to training and education for member Clubs, Surf Life Saving SA is a Registered Training Organisation (RTO) and conducts programs for members of the community/public. Members of Surf Clubs are welcome to attend these courses, often at a discounted rate. Courses include: Provide First Aid Perform CPR Pool Lifeguard Community Surf Rescue Certificate Certificate IV in Training and Assessment Building Community Relationships Surf Life Saving SA conducts presentations and activity sessions for schools and community groups throughout the year. The relationships that are built by these sessions are important to our organisation. We pride ourselves on presenting regulated and consistent messages and programs for the community. Clubs can provide a vital role in providing the public with surf safety information. It is important to know that Surf Life Saving SA has resources and information that will assist you to provide a consistent message to the community. Surf Ed Surf Education or Surf Ed is a comprehensive curriculum designed by Surf Life Saving Australia and mapped to the State school curriculum to develop student understanding, skills and values relative to aquatic safety and management. Sessions are conducted at the beach or other aquatic venues and may include a classroom lesson. Programs are offered to both government and non-government schools. Surf Ed is a DECD program, but is coordinated out of the Surf Life Saving SA office. Surf Clubs provide support for the program through use of Club rooms and equipment, and many instructors in the program are Club Members. Club Guide Surf Life Saving SA Page 197 of 252

MEMBER SERVICES COMMUNITY PROGRAMS EDUCATION AND TRAINING VACSwim VACSwim is a State Government-funded water safety education program conducted over 7 days in January each year. Surf Life Saving SA is responsible for planning, administration and program delivery at beach and open water sites around South Australia. The program is offered to primary school aged children, and offers 10 Stages of instruction, culminating in participants being able to undertake the Surf Rescue Certificate as part of Stage 10. Clubs offer support to Surf Life Saving SA via use of Club rooms, first aid equipment, and water equipment. VACSwim provides Clubs with the opportunity to fundraise (e.g. BBQ) and to promote their Club and nipper programs. Many Club members are employed to work during the program, both at their own Club s beach and at other beaches metro and regionally. Surf Babies and Little Lifesavers Surf Babies is a program for children aged 6 months to 2 years old and aims to educate participants, both children and parents, to be safe and confident beach-goers. All classes are delivered by Surf Life Saving SA and conducted by fully qualified instructors. Surf Babies is a fun and controlled introduction to the water. Our program requires parent/guardian participation in the class with their child at all times. Little Lifesavers is a program for children aged 3 to 5 and is an extension of Surf Babies and an introduction to the skills and knowledge which would be gained from being a Club Nipper. The program gives our little people in community the confidence in the water to remain safe under parental supervision. Fun and engaging water and land activities will be conducted by fully qualified instructors. This program requires some level of parent/guardian participation in the class with their child. Club Guide Surf Life Saving SA Page 198 of 252

MEMBER SERVICES INCLUSION PROGRAMS Surf Sisters Although women have been involved in Surf Life Saving since the early 1900's, it was not until 1980 that they were able to become qualified surf lifesavers and hold the Bronze Medallion. Today Surf Life Saving SA has an almost 50/50 split between males and females through our membership and participation. However at senior, leadership and legacy levels, female investment in the movement drops away significantly. Less than 20% of Life Members are female, only 15 % of coaches are female and there are just 2 female Club Presidents currently in office in South Australia. Surf Sisters is a surf lifesaving based program designed to act as mentorship and a social network which supports the success of female surf lifesaving participants. Surf Life Saving SA has a strategic investment in developing the potential of our female members particularly in leadership roles. Surf Sisters will be used to promote an on-going calendar of events and programs that serve Surf Life Saving SA s goal of 50% female representation in leadership roles and long term participation figures across the organisation. Clubbies and Clubs can get involved in Surf Sisters in a variety of ways including: Hosting Surf Sisters events Promoting Surf Sisters events Nominating participants for learning and development opportunities Developing Club based initiatives to promote opportunity for female members Creating space to for Surf Sisters initiatives within existing Club events and activities For more information about Surf Sisters please contact: Sita Bacher Marketing and Partnerships Manager Ph: 8354 6916 M: 0429 865 468 E: sita.bacher@surflifesavingsa.com.au Club Guide Surf Life Saving SA Page 199 of 252

MEMBER SERVICES INCLUSION PROGRAMS On the Same Wave The On the Same Wave program provides support to young Australians of all backgrounds, to become part of the beach experience, and to engage with Surf Life Saving around Australia. The partnership aims to achieve greater harmony between all beach users and promote a culture that the beach is there to share. It further aims to develop inclusive practices within Surf Life Saving and individual Clubs to more effectively attract members from a broader Australian population demographic. The On the Same Wave Program currently targets four community segments for inclusion initiatives, they are: People from a Culturally and Linguistically Diverse (CALD) background Indigenous Australians People with disabilities and integration challenges Youth at Risk The On the Same Wave program works towards three main objectives for these groups which are: Increasing mutual respect and understanding between Surf Life Saving SA members and community groups Increasing aquatic safety outcomes for these groups Increasing diversity in membership for Surf Life Saving SA On The Same Wave Club Program examples include: West Beach CALD Henley CALD and Indigenous Grange Special Nippers Disability Port Elliot Same Wave Disability Somerton SomerSEALS Disability Chiton Rocks Breakaway CALD Seacliff JDRF Christmas Nipper Session Disability Surf Life Saving SA provides support and resources for any Club wishing to initiate an inclusion program based on the OTSW principles. The Clubs listed above are also very happy to share program information and speak directly to other Clubs to assist in program development. If your Club is interested in finding out more about these programs then please contact: Steve Cornish Development Manager Ph: 8354 6900 M: 0422 606 575 E: Steve.Cornish@surflifesavingsa.com.au Club Guide Surf Life Saving SA Page 200 of 252

MEMBER SERVICES INCLUSION PROGRAMS On the Same Wave Club Recognition Surf Life Saving recognises that building an inclusive culture within Clubs is a long term project. It also recognises that many Clubs are already engaged in Club Good Practice. As such, a Club recognition scheme has been developed to help in identifying and supporting this change process. The three recognition levels and the requirements to reach these levels are outlined below: Level 1 Culturally Aware Received OTSW resource and understand objectives of program Attended an On the Same Wave workshop - cultural awareness training Posters displayed in Club; Internal communication - Newsletter items Identify Club diversity champion - go to person. Understanding the importance of Surf guard data collection of diversity information and completing the required entries. Embrace/ promote diversity education and mentoring opportunities Level 2 Culturally Friendly Liaison with Surf Life Saving SA Development Manager Identify and make links with local community group/s Strategies identified to address any local cultural diversity issues or inclusion needs Coordination of a beach awareness or surf safety session Conducting a minimum of 1 activity - using OTSW resources Level 3 Culturally Engaged Ongoing relationship and activities with community group/s OTSW activities have become part of the business of the Club Conducting inclusive programs including Surf Life Saving award training Celebrating cultural diversity and sharing experiences with Clubs Participation in Harmony Day involving Club and local community Club Guide Surf Life Saving SA Page 201 of 252

LIFESAVING SERVICES Lifesaving Services Club Guide Surf Life Saving SA Page 202 of 252

LIFESAVING SERVICES MANAGING LIFESAVING RECORDS The importance in the quality management of records should never be underestimated. The following information contains a snapshot of the data and records to be maintained by each Club and Service. SurfGuard SurfGuard is a National IT database that manages and stores member surf lifesaving records. All Club Captains and Lifesaving Officers should have an individual username and password for SurfGuard. SurfGuard access is available through contacting Surf Life Saving Reception. Club Captains and Lifesaving Officers are responsible for recording/requesting the following information/actions through SurfGuard as part of their role: Service Profiles (Patrols and Water Safety) Incident reports Patrol Rosters Patrol hours and statistics Lifesaving officer positions (i.e. Patrol Captain, IRB Driver etc.) Patrol log re-open requests Chief Instructors are responsible for the entering of new assessments/awards and proficiency details. Treasurers are responsible for the management of Club Gear and Equipment (asset registers). Patrol Logs Club and Patrol Captains need to ensure that a log book is at each beach patrol location and monitor the patrol log books on a weekly basis to ensure that records are being maintained sufficiently and appropriately. All entries in the patrol log book must be clear and legible. If not, those hours performed may not be allocated to Club members and the result may be that members may not have these hours allocated against their record, which potentially may impact upon eligibility into competition or recognise the effort and contribution they have made. Note: Surf Life Saving Australia often performs random checks of patrol logs for members who are entered to compete at the Australian Championships. Ensure that lifesavers have adequate patrol and incident log books/sheets at all times and that information is being recorded; In blue or black pen (not pencil) Neatly and easy to read Accurately Completely (many logs are often submitted with missing information e.g. sign off times, statistical data [rescues, preventions etc.]). Club Guide Surf Life Saving SA Page 203 of 252

LIFESAVING SERVICES MANAGING LIFESAVING RECORDS Patrol Logs (continued) Important points to remember: The Patrol Log is deemed a legal document; accordingly the importance that it is completed correctly cannot be overstated. This includes correct names, signatures and details being recorded. It is recommended that the Patrol Captain assume responsibility for the Patrol Log of the day and be encouraged to follow the tips below, in addition to ensuring any events i.e. first aid, rescues, preventative actions are recorded. The recording of data such as first aids, rescues, preventative actions, lost children is invaluable as acts as a record to the services which the Surf Life Saving service is providing. Tips: Ensure members sign the log book at commencement of Patrol Ensure that surname is listed first Ensure that the given name is the member s REGISTERED (on SurfGuard) Christian name If there is a substitute make sure he/she has filled in the correct place and signed accordingly Do not use abbreviated names or nick-names Penalty Patrols must be clearly specified as such, as these are excluded from personal patrol hour obligations Ensure members have recorded times (on and off) Fill in other sections (Rescues, First Aid etc.) as this is vital information and the basis of what Surf Life Saving is all about and assists with follow up to incidents and when compiling statistics. Statistics (Rescues, First Aid etc.) can be provided to SurfCom during the day. The SurfCom log can then be linked to the Patrol Log to make data entry easier. Rescues There is often some confusion with what is classed as a rescue. A tragedy (death) does not have to occur to be a rescue. If an IRB picks up a tired swimmer who cannot get back to shore without assistance, this is classified as a rescue. If the IRB tows a windsurfer to shore after he has lost control and is unable to make his/her own way back to shore then that is a rescue. Assistance to junior members is generally not classed as a rescue (unless, as specified above the person cannot get back to shore without assistance), this type of scenario should be recorded as preventative action in the patrol log. When filling in data in the rescues table in the patrol log, please ensure that you specify what type of equipment was used in the rescue so that statistics can be collated. When a Major Rescue event has occurred this should be completed in the Incident Report Data (IRD) system on SurfGuard in addition to the notation in the patrol log book. Club Guide Surf Life Saving SA Page 204 of 252

LIFESAVING SERVICES MANAGING LIFESAVING RECORDS Preventative Actions The preventative actions total area of the patrol log is known to cause some confusion, but the simplified answer is that any time you assist a member of the public with your knowledge; it is a preventative action and should be recorded in the patrol log book. Examples: There are 200 people in the water. The shark siren is sounded and everyone in the water is warned. This should be recorded as 200 preventative actions, not rescues Picking up broken glass from the shoreline is one preventative action Warning someone that they have had too much sun exposure (i.e. sunburn) is one preventative action First Aid First Aid incidents are a regular event attended by surf lifesavers. As such it is important to record the type of first aid cases treated. Any major first aid incidents should include the incident report log book being completed. This might be via the Incident Report Database (IRD) which forms part of SurfGuard. Resuscitation Resuscitations are a sad reality of events surf lifesavers deal with. Where possible the recording of details from resuscitation or other death should be conducted with the necessary logs and provided to Surf Life Saving SA within 48 hours to the Lifesaving Services Department. This might be via the Incident Report Database (IRD) which forms part of SurfGuard. The Emergency Operations Manager/State Duty Officer should be notified ASAP after the incident has occurred. Club Guide Surf Life Saving SA Page 205 of 252

LIFESAVING SERVICES MANAGING LIFESAVING RECORDS Data Entry Patrol Logs and Incident Logs on SurfGuard Patrol data, including statistic summaries, should be entered into SurfGuard as early as possible, but certainly no later than five days after the completion of patrols for the month. It is highly recommended that the patrol log data be entered weekly. By doing this Club Officers do not become overwhelmed and any discrepancies can be addressed and rectified immediately rather than becoming a burden later. Patrol data is used in various ways: To inform Federal, State Government and Local Government bodies who provide financial support to Surf Life Saving SA and Clubs To inform current and future sponsors/supporters who provide funds, grants and equipment back to Clubs To calculate competition eligibility for members (via patrol hours) To provide information / statistics to the media and public, and for use in annual reports To calculate the need for services and additional resources. This includes support for Club grant applications and equipment opportunities Duplicate copies (the yellow page in the patrol log book and blue page of the Incident Log Book) are required be lodged with Surf Life Saving SA at the end of each month to the Lifesaving Services Department. IRB Logs The Surf Life Saving Inflatable Rescue Boat (IRB) Log book is to be used/completed every time an IRB is in operation, including Club based water safety. Club Captains and Lifesaving Officers need to ensure that the log is maintained and the information recorded is not different from similar information within the Patrol Log. Incident Report Logs Clubs need to ensure that Incident Report Logs are completed and entered in to the Incident Report Database. Alternatively direct online entry into the Incident Report Database is acceptable. Clubs should, on a monthly basis, review the Incident Report Logs as part of their continual improvement and risk management responsibilities, and provide recommendations to the Club Committee or Lifesaving Standing Committee regarding trend analysis, service levels, skill sets and training standards. If an Incident Report Log has been completed, the blue duplicate sheet in this log should be returned to the Lifesaving Services Department monthly along with the duplicates from the patrol log. Club Guide Surf Life Saving SA Page 206 of 252

LIFESAVING SERVICES MANAGING LIFESAVING RECORDS Lifesaver Qualifications Club Captains and Lifesaving Officers are responsible for ensuring that all lifesavers within their area of supervision (on patrol or water safety) have the required minimum qualifications at all times. Lifesaver qualifications must be current/competent at all times of patrol. Competency information must be recorded on SurfGuard; Club Lifesaving Advisers are responsible for the entering and processing of member awards and skills maintenance on SurfGuard. Qualifications from other organisations may require partial or complete competency verification. Please Contact Surf Life Saving SA for further details. Copies of all Certificates that are not Surf Life Saving SA Certificates shall be forwarded to Surf Life Saving SA headquarters for assessment (credit transfer/rpl) and processing into SurfGuard (i.e. First Aid). Lifesaver Skill Maintenance (Formerly Proficiency) These guidelines provided annually detail the minimum National and State requirements of the basic skills a front line lifesaver must demonstrate in order to be endorsed to undertake continued frontline services. The guidelines provide a detailed description of the competency requirements for all lifesaving awards information. For more information see the Skills Maintenance section. Club Guide Surf Life Saving SA Page 207 of 252

LIFESAVING SERVICES PATROL AUDITS As an organisation focused on public safety, member safety and quality service provision, a consistent and quality process of internal evaluation is fundamental in identifying and resolving shortfalls and recognising (and repeating) success. Although patrol audits (also known as inspections ) have been undertaken for many years, in recent times a more structured state-wide service delivery model has been adopted across all Clubs. As a result, a more consistent and structured approach is warranted. Patrol audits are mandatory for all Clubs. Principle Statement Patrol Audits are fundamentally aimed at promotion/communication of best practice patrolling, recognising achievement of such, and identifying/resolving any shortfalls. They are a constructive process which can add significant value to building and maintaining a strong culture of professionalism within volunteer services. Objectives The objectives of this program are to: Provide a consistent patrol audit program structure for Clubs to use Clearly align the patrol audit program to the relevant service obligations (i.e. Policies, Lifesaving Patrol Agreements) Assist Club patrol audit planning Assist Club patrol auditor training/inductions Provide a reference document to Patrol Auditors for use on a daily basis Provide guidance in the use of the generic Patrol Audit Form (specific assessment criteria/methodology) Provide Clubs a daily self-assessment tool (minimum service compliance) Strategic Alignment The Patrol Audit Program relates to the following documents/obligations: Surf Life Saving SA Constitution/By-laws Lifesaving Patrol Agreements (Clubs) Club Guide Surf Life Saving SA Page 208 of 252

LIFESAVING SERVICES LIFESAVING STANDING COMMITTEE The Lifesaving Standing Committee shall comprise: Chairman of the Lifesaving Standing Committee Jet Rescue Boat Officer RWC Officer Aerial Services Officer Communications Officer Three (3) other Lifesaving Standing Committee members Professional Support Officer(s) as required e.g.; Lifesaving Strategic Development Manager, Emergency Operations Manager, Community Programs Manager All appointments other than that of the Chairman shall be appointed by the Chairman and CEO and will be for 2 years. The Chairman of the Lifesaving Standing Committee shall be appointed bi-annually by 30 April. These appointments are endorsed by the Surf Life Saving SA Board and shall convene and chair the meetings of the Committee. In the Chairman s absence, the Board shall elect a chairman from its membership. The powers and duties of the Lifesaving Standing Committee shall be: To disseminate life saving instruction and to unify and advance methods of lifesaving throughout the State. To monitor and make recommendations on the programs of lifesaving services, lifesaving awards, lifesaving instruction and examination, operational patrolling, and like activities in South Australia. To report to the Chief Executive Officer and make recommendations on lifesaving through the Chief Executive Officer to the Surf Life Saving SA Board. Club Guide Surf Life Saving SA Page 209 of 252

LIFESAVING SERVICES MANAGING YOUR BEACH The importance of a professional customer service approach to patrols should never be underestimated. The following information contains a snapshot of the required information, policies and procedures relating to Lifesaving activity. Lifesaving Patrol Agreement The Lifesaving Patrol Agreement is the minimum level Clubs should operate at in order to patrol their beach and implement lifesaving operations. In addition, there are a number of items that Club Captains should be doing as part of their role. These are as follows: Patrol Captain briefing, workshops and meetings Proactive localised community education opportunities Development of Local operating procedures for beaches and patrol locations (previously called beach management plans) After hours and out of patrol responses (emergency call out procedures/protocols and numbers) Engagement with the Local Emergency Groups Training activities on patrol (scenarios) or internal patrol audits Member s Portal Administrative resources relating to all lifesaving activity are available via the Surf Life Saving Australia member s portal. Clubs are encouraged to have their Members sign up as a registered user of the portal so they can readily access a range of administrative resources (including policies) relating to lifesaving operations and activity. The Surf Life Saving Australia IT Help Desk can assist in establishing and registering Members with access to the Portal. Club Guide Surf Life Saving SA Page 210 of 252

LIFESAVING SERVICES PATROL LEADER QUALIFICATIONS There are a number of awards that the Lifesaving Services Department recommend patrol leaders can undertake training in: Silver Medallion Beach Management The purpose of this course is to help you gain basic skills and knowledge to prepare you for an entry-level beach management role within a lifesaving service. Building on topics covered in the Bronze Medallion/Certificate II in Public Safety (Aquatic Rescue), the course is aimed at Patrol Captains, Team Leaders and Lifeguards. Course outcomes Identify the responsibilities and duties of a beach manager Recognise legislation and regulations relevant to your beach Manage your beach and the public Manage your team Maintain team performance Contribute to team outcomes Liaise with other organisations Communicate effectively with team members, public and management Conduct an operational briefing and debriefing Implement risk management procedures Prepare for beach surveillance and rescue Perform beach surveillance and rescue recovery protocols Describe principles of search and rescue Outline media protocols Club Guide Surf Life Saving SA Page 211 of 252

LIFESAVING SERVICES PATROL LEADER QUALIFICATIONS Silver Medallion Aquatic Rescue The purpose of this course is to provide participants with the skills and knowledge to participate in search and rescue operations. Course outcomes Contribute to preparation activities for search and rescue operations Describe the principles of a SMEAC plan (Situation, Mission, Execution, Administration and logistics, Command & signals) Assess the factors that influence a SMEAC plan Interpret task information Select appropriate search and rescue equipment Describe the roles and responsibilities of individuals in a search and rescue team Recognise when a rescue response is required Describe scanning techniques and when to use them Identify high risk profile groups Describe strategies to maintain effectiveness of scanning o Identify distressed and drowning patients Perform complex patient rescue, including search and rescue of a missing person Identify hazards to self, bystanders and patient at an incident scene Implement hazard control procedures at incident scene Select appropriate personal protective equipment Communicate incident details to relevant personnel at appropriate stages Demonstrate an advanced water entry technique Describe search patterns Operate as a member of a search team for a submerged patient/object Perform retrieval of a submerged object at a depth of 3-5 metres below the surface Participate in a night search operation Demonstrate recovery and stand down procedures Demonstrate retrieval of a patient and return to shore o Describe body retrieval policy and procedures Complete operational documentation Perform equipment recovery, cleaning and maintenance in line with organisational procedures Describe symptoms of operational stress and sources of support Club Guide Surf Life Saving SA Page 212 of 252

LIFESAVING SERVICES STAND BY PATROLS Stand-by patrol method (formerly known as Inclement Weather) involves the minimum number of lifesavers monitoring the public during periods of very low activity (e.g. in the early mornings, late afternoons or bad weather [inclement]). If the weather is inclement (cool), warm outer clothing may be worn by patrolling members. No zip-up trousers / pants are to be worn. The standard red and yellow quartered patrol cap and bathers should be worn by all patrolling members. Inclement weather may also mean hot weather. In these situations members should still wear the patrol uniform for sun protection, but care with hydration and exposure to sun should be taken into account. Where possible, shelters should be provided. In all inclement weather situations member s safety and welfare should be a priority and in either cold or hot conditions the rotation of members from controlled environments to core patrolling areas may need to be considered. Safety may include not setting up Patrol Shades or Wind Breaks due to risky conditions i.e. high winds. If the weather during patrol hours is (or becomes) inclement, the Patrol Captain may - at his/her discretion sign the patrol in with SurfCom as an inclement weather patrol. You must record the time of change of patrol status in the patrol log immediately when that change occurs. If the patrol changes to Stand-by (due to inclement weather) patrol the following actions should be followed: Two (2) Bronze Medallion award holders must observe the beach at all times during the patrol hours. Clubs are still required to meet minimum patrol obligation numbers as required for Traditional (Between the Flags) patrol The remainder of the patrol members may be deployed in activities in and around the Clubhouse, and must be readily contactable and available at all times Warm outer clothing (Club or red/yellow track suit) may be worn as long as it complies with patrol uniform requirements for cold weather A rescue board, rescue tube and patrol flags (unless on open beach system) must be left on the beach to deal with any situation that may arise. In addition, the Club IRB should be available, if possible. Many of our rescues using power craft occur as a result of a change in weather patterns Obviously when damage may result to equipment (e.g. during high winds), then common sense should prevail and equipment should be left in an accessible position There should be a Club first aid kit, resuscitation unit, and a radio in close proximity to the members responsible for observing the beach In other words, while it is appropriate to minimise patrol numbers and change location during inclement weather, some surveillance must be maintained at all times with other members and equipment available should any situation arise. Club Guide Surf Life Saving SA Page 213 of 252

LIFESAVING SERVICES CRITICAL INCIDENT MANAGEMENT The nature of the activities undertaken by surf lifesavers mean that they can be exposed to potentially traumatic events. Examples of traumatic events may include the recovery of drowned person, the administration of a major first aid incident (such as during a shark attack), performing resuscitation, or a perceived threat to the lifesavers own life in challenging surf conditions. This can lead to the lifesaver experiencing critical incident stress. It is normal to experience reactions to stressful events and reactions can happen straight away or after a period of time has passed. Many people are not traumatised after a critical incident; some are even strengthened by the experience. However, if you do experience persistent systems after a traumatic incident or you notice a change in another team member s behaviour after the incident, you should talk to your local peer support network or contact Surf Life Saving SA where confidential support can be arranged. An operational debrief should be done to address various aspects regarding the incident which would normally be led by a Club leader, Surf Life Saving Duty Officer, Lifesaving Department Representative or Medical representative. The purpose of critical incident debriefings is to ensure individuals, and teams, are provided support for situations that may have immediate or future post trauma related stress. It is not uncommon for an individual to become concerned or distressed after being involved in an incident. In a Critical Incident Debrief Ensure: All personnel involved are present The aims of the debrief are outlined Personnel contacts/roles/actions and sequence of events are recorded Correct forms/logs are used and completed and data entered into SurfGuard Additional peer support/counselling options area outlined Critical Incident Trauma Following a traumatic event it is common and normal to experience a range of emotions. These may occur immediately or have a delayed onset. These may include: Numbness Sadness Fear Anger Anxiety Being overwhelmed Regret / guilt Helplessness Club Guide Surf Life Saving SA Page 214 of 252

LIFESAVING SERVICES CRITICAL INCIDENT MANAGEMENT Professional counselling should be sought if experiencing the following: Sleep disturbance Fatigue Increased levels of anxiety Agitation, restlessness and irritability Difficulty concentrating and making decisions Intrusive thoughts related to the traumatic event Depression Loss of motivation Feeling detached Follow up procedures Contact the Lifesaving Services Department - 8354 6900 (business hours), or 13 SURF (13 7873) after hours. Report the incident in the Surf Life Saving Australia Incident Report Logbook and Incident Reporting Database on SurfGuard. Record the names of the surf lifesaving members who were involved. It is also recommended that the Club Captain and Club Safety Officer also follow up each surf lifesaving member who was exposed during the Critical Incident within the week and one month following the event. Follow up should also occur after the briefing by the Critical Incident Management Team and/or any other debriefings. If the Club member has concerns, he/she can contact Surf Life Saving SA. Support of the Medical Officer will be made to review and provide recommendations for treatment. In most instances it is recommended they see their General Practitioner for possible referral. If the Club Captain and Club Safety Officer have any concerns about any Club members that have been exposed to a Critical Incident, they should report the concerns to Officers at Surf Life Saving SA. Club Guide Surf Life Saving SA Page 215 of 252

LIFESAVING SERVICES CRITICAL INCIDENT MANAGEMENT How can you, families and friends help? Be available to listen if the person wants to talk encourage but don t pressure them Reassure them that their reactions will subside over time Try not to take emotional outbursts personally Ask if they need any assistance with everyday tasks Give them private time Don t be afraid to ask what you can do that would be helpful What other resources are available? Member safety brochure Lifeline Phone number 13 11 14 Surf Life Saving Public Safety and Aquatic Rescue Manual, 34th Edition (i.e. Blue Book), page 12 Coroner s Inquest Should any Club or member be required to attend a Coroner s Inquest resulting from any accident or incident involving Surf Life Saving SA, then such attendance should be made with Surf Life Saving SA representation. This therefore, explains the need for reporting of accidents, so that Surf Life Saving SA is aware and prepared for representation at any Inquest resulting from any accidents. Please contact the Lifesaving Services Department for more information. Club Guide Surf Life Saving SA Page 216 of 252

LIFESAVING SERVICES MANAGING YOUR EQUIPMENT The importance of ensuring all lifesaving equipment is maintained should never be underestimated. The following information is a guide for Club Captains, Lifesaving Officers and Gear and Equipment Officers (Treasurers), detailing gear and equipment responsibilities. Gear and Equipment Procurement Only approved Gear and Equipment can be used for the purposes of patrol, water safety and lifesaving training activity. All gear and equipment used for the above purposes is placed through a testing and trial processes prior to it being approved. The testing and trial process is overseen by a National Gear and Equipment Committee. Both the equipment and the supplier must be approved under this system. Reference to approved lifesaving equipment and suppliers can be found via the Surf Life Saving Australia Members Portal. Manufacturers Guidelines/Specifications Most pieces of equipment will have manufacturer guidelines/specifications for operations and servicing. Surf Life Saving Clubs should have a register of the manufacturer guidelines and Club Captains/Gear and Equipment Officers should be familiar with the content of guidelines and its location for reference if required. Regular Maintenance and Servicing Surf Life Saving Clubs should have a regular maintenance and servicing program in place so that all equipment is at its optimum operating level to allow for services to provide an appropriate standard of care. This should be managed through the Gear and Equipment module within SurfGuard. Gear Inspections As part of standardised gear and equipment inspection requirements and Surf Life Saving Australia s risk management strategy, Surf Life Saving Australia has resolved that inspections of all patrol equipment need to be undertaken. At the beginning of each patrolling season, all lifesaving gear and equipment at Clubs and Services is to undergo an annual inspection. The inspection ensures that all frontline surf lifesaving equipment is in good condition, working and is safe for members to use. Surf Life Saving SA is responsible for conducting the gear inspections and entering the data into SurfGuard (after the inspection), so a standard platform is established. Club Guide Surf Life Saving SA Page 217 of 252

LIFESAVING SERVICES MANAGING YOUR EQUIPMENT Gear Inspections (continued) Who will conduct the inspections and when? An authorised person from the Lifesaving Services Department will be undertaking the inspections which will include Clubs, Support Services, Community and Surf Sports (lifesaving equipment). The inspections are timed to commence throughout the July October period (prior to patrols commencing) and all inspections and SurfGuard data updates need to be completed by late October (prior to full patrols commencing in November). Inspections take approximately 2 hours to complete. A Club representative should be present for the duration of the inspection, as access to all lifesaving equipment is essential. Inspections are performed during week days to ensure no interference with training and patrol operations occurs. Your Club should have a representative contact the Emergency Operations Manager to arrange a mutually convenient time to conduct the inspection at your Club or storage facility. Equipment requiring inspection To assist the Lifesaving Department on the day of the inspection, you should have the following ready and accessible for inspection: First Aid equipment - as per minimum state guidelines (extra items in the kit are permissible) Oxygen Resuscitator kits Defibrillators (including training units) Spinal equipment (including Stiff neck collars, spinal boards, spinal straps) Patrol tent and Surround Rescue Boards Rescue Tubes IRB s (to be inflated with floorboards removed) IRB Motors Lifejackets Radios (need to be fully charged as they will be turned on and tested) ATVs (must have service records available) 4WDs (must have service records available) Manikins Club trailers (including competition trailers) Suction units Any other Patrol Equipment as listed within your Club s individual Patrol Agreement Club Guide Surf Life Saving SA Page 218 of 252

LIFESAVING SERVICES MANAGING YOUR EQUIPMENT Gear Inspections (continued) Grading of Gear All items will be graded: P = PASS F = FAIR R = RE-INSPECT D = DISCARD Ok to use on Patrol and Club activities Item may require maintenance or attention before use Item needs major repair or was not ready for inspection Item is beyond repair discarded and NEVER USE AGAIN Re-Inspection of Gear Should gear not pass the initial inspection an opportunity will be provided for the Club to have the gear reinspected after it has been repaired, or to provide evidence as agreed (photo). Clubs will be provided with a copy of the inspection report noting the reason(s) that the gear failed to meet standards. Discarded Gear Any gear that is deemed by the inspector to be beyond repair will be marked as such by the inspector. Gear marked as D is not to be used by Clubs as this gear could pose a risk to members or the public, and can render the Clubs liability should an accident occur. If Clubs wish to dispute the decision of the inspector they can do so by contacting Lifesaving Department to arrange an independent inspection. Why do we need gear and equipment in SurfGuard? A national approach to gear inspections and data capture will see several important benefits at all levels of the organisation: All Clubs being inspected to the same criteria Improved efficiency for the gear and equipment inspection process The ability to produce a Club, state and national snapshot of gear and equipment, as well as a variety of reports and statistics Better logistic information available for emergency planning / event management Improved record keeping for Club assets and insurance To assist Clubs with member protection and to meet health and safety guidelines Eventual phase out of duplicated gear and equipment Club Guide Surf Life Saving SA Page 219 of 252

LIFESAVING SERVICES MANAGING YOUR EQUIPMENT Research and Development Innovation is in important aspect of continuous improvement and both Surf Life Saving Australia and Surf Life Saving SA encourage research and development into equipment used by frontline lifesavers. However; to ensure that Members operating new equipment are covered by insurance and that equipment hasn t been trialled elsewhere, a National Gear and Equipment Committee and Equipment Trial Guidelines exists. Club Captains should ensure they are meeting all guidelines prior to trialling equipment. Liaison with the Surf Life Saving SA Lifesaving Services Department is essential prior to initiating a trial. Licensing of Equipment Powered equipment used by Clubs such as IRB s, ATV s and 4WD s must be licensed with the Department of Transport Energy and Infrastructure (DPTI) and carry/display registration stickers or certificates (where applicable). Surf Life Saving SA and the Clubs are provided discounted / free licence fees for sale and acquisition of equipment. All equipment of this type is owned and operated by Clubs and therefore it is the Club responsibility to ensure the relevant licences and registrations remain current. Clubs and Members must follow appropriate asset management procedures when selling or disposing of equipment and acquiring new equipment. Power Craft Buying and Selling For the purchase or sale / transfer of Surf Life Saving power craft/vessels (e.g. IRBs), Clubs are reminded that there are various guidelines they must follow. The purpose for these guidelines is to ensure that Surf Life Saving SA and Clubs continue to enjoy the benefits of free registration for power craft, and are in accordance with directions requested by the Department of Planning, Transport and Infrastructure (DPTI). Selling / Transferring Sale/transfer of vessel to external person/group of Surf Life Saving SA When selling/transferring IRB s (craft/hull) Clubs are to advise Surf Life Saving SA prior to the sale and complete the Transfer of Vessel Registration Form so that a General Registration Number can be obtained. This can usually be done within 24-48 hours of notification (normal business days). This requirement is essential as all Surf Life Saving SA power craft are provided with special classification/club numbers (e.g. SLxxS), and are therefore registered under special conditions. The registration that Surf Life Saving SA power craft has provides exemptions from fees, having to carry various items of equipment, and identifies us to various authorities as a rescue organisation. Club Guide Surf Life Saving SA Page 220 of 252

LIFESAVING SERVICES MANAGING YOUR EQUIPMENT Selling / Transferring (continued) The SL registration number must be removed, along with all other Surf Rescue identification, prior to sale. IRB s will need to be inspected prior to sale/delivery or proof confirmed by Surf Life Saving SA that all Surf Life Saving Australia signage and SL registration number has been removed. An inspection can be arranged by contacting Surf Life Saving SA on 8354 6900 and speaking to the Lifesaving Services Department. Selling of craft without adhering to the above may jeopardise the current position that Surf Life Saving SA Clubs currently enjoy - free registration. Sale/transfer of vessel to other Club/Service of Surf Life Saving SA The removal of surf rescue/registration when an IRB is sold / transferred from Club to Club or other Surf Life Saving SA group is not required. The completion of the sale/transfer form is still required on the appropriate form to confirm the transfer and so this can be logged with appropriate authorities. Buying When buying a vessel (IRB) Clubs are required to notify Surf Life Saving SA and complete the New Vessel Registration Application Form so that a Club SL Registration Number can be allocated and the IRB registered with DPTI. If Clubs know the type of power craft and length i.e., Achilles 385, then a Club SL Registration number can be supplied immediately. This can save time when ordering as appropriate sign writing etc., can be completed prior to delivery and pick up. To complete the registration of the vessel the following must be provided to Surf Life Saving SA on the required New Vessel Registration Application Form, which will include the following: Copy of the HIN (hull identification number) Certificate Copy of the Invoice/Receipt showing the Club has paid for the craft (proof of ownership) Clubs must be aware that it is not permissible to put power craft in the water until sign writing is completed and the vessel is officially registered (label displayed on vessel). For further information contact the Lifesaving Services Department on 8354 6900. Club Guide Surf Life Saving SA Page 221 of 252

LIFESAVING SERVICES MANAGING YOUR EQUIPMENT ATV Buying and Selling For the purchase or sale / transfer of Surf Life Saving All Terrain Vehicles, Clubs are reminded that there are various guidelines they must follow. The purpose for these guidelines is to ensure that Surf Life Saving SA and Clubs continue to comply with directions requested by the Department of Planning, Transport and Infrastructure (DPTI). Selling / Transferring Sale/transfer of vessel to external person/group of Surf Life Saving SA When selling/transferring ATV s Clubs are to advise Surf Life Saving SA prior to the sale. All ATV s in use by the Clubs are operated under a certificate of exemption from DPTI and licence plates will need to be surrendered. All Surf Rescue identification must be removed prior to the sale. ATV s will need to be inspected prior to sale/delivery or proof confirmed by Surf Life Saving SA that all Surf Life Saving Australia signage has been removed. An inspection can be arranged by contacting Surf Life Saving SA on 8354 6900 and speaking to the Lifesaving Services Department. Sale/transfer of vessel to other Club/Service of Surf Life Saving SA The removal of surf rescue identification when a vehicle is sold/transferred from Club to Club or other Surf Life Saving SA group is not required. Re-registration and a new certificate of exemption will need to be obtained. You will need to contact the Lifesaving Services Department to arrange this. The completion of the sale/transfer form is still required on the appropriate form to confirm the transfer and so this can be logged with appropriate authorities. Buying When buying an ATV Clubs are required to notify Surf Life Saving SA. The ATV must be of an approved type and model as specified in the Surf Life Saving Australia gear and equipment guidelines. Please contact the Lifesaving Services Department to arrange registration and issuing a certificate of exemption for the ATV. For further information contact the Lifesaving Services Department on 8354 6900. Club Guide Surf Life Saving SA Page 222 of 252

LIFESAVING SERVICES MANAGING YOUR EQUIPMENT Patrol Uniform Requirements The minimum uniform requirements for members on patrol are: Patrol shirt as supplied/endorsed by Surf Life Saving Australia Patrol shorts as supplied/endorsed by Surf Life Saving Australia A red and yellow quartered patrol swimming cap (on the head and tied securely under the chin) Swimming costume (if entering the water), preferably in Club branding/colours or red It is recommended (but not compulsory) that members also wear: A wide brimmed hat or peaked cap over the patrol cap when not in the water, preferably in surf rescue branding, however if not available may wear something suitable and not in conflict of the ideals/identity of Surf Life Saving Sunglasses when not in the water (as per Sun Safety Policy) Water Safety uniform as per Water Safety Policy Rash shirt, when performing duties in the water Other items such as wetsuits, tracksuit pants and jumpers, helmets and wind jackets where necessary Use of the Patrol Uniform All members undertaking patrol duties shall wear the patrol uniform. This includes members undertaking patrolling/rescue duties and first aid operations. Members performing duties in the water are required to wear a patrol cap and swimming costume. It is highly recommended that a rash vest be worn for sun protection. Members performing Water Safety duties must wear a Water Safety Uniform in accordance with the Water Safety Policy and Water Safety Procedure. Only members holding a current competency in the Surf Rescue Certificate or Bronze Medallion/Public Safety and Aquatic Rescue may wear the red and yellow quartered patrol cap. The red and yellow quartered patrol cap is to be worn on the head and secured under the chin at all times when on patrol. Any items of the Surf Life Saving Australia patrol uniform shall only be worn while on patrol duty or when attending official surf lifesaving functions and community education activities such as Media promotions of surf lifesaving. Member s uniforms should be clean, neat and tidy in appearance. Club Guide Surf Life Saving SA Page 223 of 252

LIFESAVING SERVICES MANAGING YOUR EQUIPMENT Inclement Weather Patrols Uniforms If the weather is inclement (cool) and the patrol has signed on with SurfCom as such (Stand-by), warm outer clothing may be worn by patrolling members. Members should preferably wear Club tracksuits, or a red and yellow tracksuit. If the Club does not have a tracksuit, then patrol members may wear plain coloured track pants. No zip-up trousers / pants are to be worn. The standard red and yellow quartered patrol cap, and Club or red bathers should be worn by all patrolling members. Lifejackets for IRB Operations As of 1 October 2014 all surf lifesavers (drivers and crew) operating inflatable rescue boats (IRBs) in frontline lifesaving operations, competition and IRB training (competition and member education), must wear certified lifejackets, also referred to as Personal Floatation Devices (PFDs), a safety initiate from Surf Life Saving Australia (Surf Life Saving Australia). Surf Life Saving Australia is committed to maintaining the highest standards of water safety and event safety for its members, beach goers and the general community. Lifejackets must be certified to Australian Standard (AS) 4758.1-2008 Personal flotation devices (Level 50S) or the International Standard (ISO) 12402.6:2006 Personal flotation devices (Level 50), and meet the Surf Life Saving Australia Equipment and Uniform Branding Guidelines. References: The Surf Life Saving Australia Life Jacket Policy can be found in the Surf Life Saving Australia Members Portal The Surf Life Saving Australia Uniform policy can be found in the Surf Life Saving Australia Members Portal Club Guide Surf Life Saving SA Page 224 of 252

LIFESAVING SERVICES LIFESAVING SERVICES AND SUPPORT OPERATION GROUPS Roster Patrols/Outpost/Surveillance Patrols Each season Clubs are entered into a Lifesaving Patrol Service Agreement in consultation with Surf Life Saving SA. The agreement establishes the service profiles and patrol types the Club will deliver to its local community over the duration of the summer and other key times of the year. Lifesaving Patrol Service Agreements are developed by reviewing and analysing the previous seasons patrol activity statistics, incident history, beach usage frequency and population loading, the activity types along the foreshore and the number of beach access tracks along the coastline that the public is able to use to access the foreshore. The development of the agreements and service profiles is not limited to the analysis of the above fields of information or data. A great deal of data can be sourced via SurfGuard and the Incident Report Database so long as the Club has been disciplined in collecting the data and then entering this to the database. Emergency Operations Groups The Emergency Operations Groups are a collective of services that are implemented and maintained by Surf Life Saving SA to support the activities of the Clubs and other agencies (i.e. SAPOL, SAAS, VMR etc.) and work towards closing any service delivery gaps that may be outside of a Clubs ability to influence. The following services are considered Emergency Operations Groups: 13 SURF (13 7873) 13 SURF is an emergency contact number that can activate Surf Life Saving SA Duty Officers or Support Operations Teams that may be able to assist in search and rescue, 24/7 365 days a year. 13 SURF is manned by Surf Life Saving SA Duty Officers during out of hours and by SurfCom during patrol hours. Any tasking of Club or Support Operation Group services is coordinated via SurfCom and/or the rostered Surf Life Saving SA Duty Officer. The number/service is primarily aimed at other emergency services. During a major incident it allows SAPOL and other Emergency Service Coordinators to quickly contact Surf Life Saving SA for our specialised assistance on a 24/7 basis. 13 SURF can also be used by Surf Life Saving Clubs. SurfCom (Emergency Rescue Communications Network) SurfCom is the command and control hub of communications for all patrol and Emergency Operation Group activity. SurfCom is able to track and record major incidents, request additional assistance from police, ambulance, volunteer marine rescue or local government and provide frontline services with up to date information regarding weather, incidents underway, beach closures, incoming weather warnings etc. Contact with SurfCom can be made via the radio network or by phoning 13 SURF (13 7873). All matters relating to the delivery of SurfCom services and its operations should be directed to the Surf Life Saving SA Lifesaving Services Department. Club Guide Surf Life Saving SA Page 225 of 252

LIFESAVING SERVICES LIFESAVING SERVICES AND SUPPORT OPERATION GROUPS Duty Officers The Duty Officer program has been in operation for more than 20 years. There are now seven (7) Duty Officers, who are trained and inducted in the system. The Duty Officer provides operational communication, command and coordination, and external liaison in response to emergency incidents along the coastline. The Duty Officer is authorised to dispatch appropriate resources to incidents as requested by emergency management agencies (SAPOL etc.), or lifesaving service groups. Duty Officers can be contacted via SurfCom or by calling 13 SURF (13 7873). Rescue Water Craft (RWC) (Jet Ski Service) Currently, Surf Life Saving SA operates seven (7) Rescue Water Craft (RWC s). The Rescue Water Craft Service commenced in SA in the 2006/2007 season. Introduction of the service into specific black-spots and various regions of coastal South Australia have improved Surf Lifesaving SA s service delivery and response to aquatic emergencies. This RWC service trains and operates closely with the Surf Life Saving SA JRB Service and the Westpac Lifesaver Rescue Helicopter and has worked with SAPOL Water Ops and Volunteer Marine Rescue groups in search and rescue. Not only does the service support State Emergency Management Agencies but also Club and community programs. The operators and equipment provide extended coverage in prevention and rescue activity by providing water safety during community events and Surf Life Saving patrol activity. The RWC Service is funded and managed by Surf Life Saving SA. All requests for support or assistance of the RWC Service are to be made via Lifesaving Services Department, RWC Officer or SurfCom. All matters relating to the delivery of RWC Service and its operations should be directed to the Surf Life Saving SA Lifesaving Services Department. Club Guide Surf Life Saving SA Page 226 of 252

LIFESAVING SERVICES LIFESAVING SERVICES AND SUPPORT OPERATION GROUPS Jet Rescue Boat Service The Jet Rescue Boat (JRB) service has been operating for more than 30 years. While JRBs are primarily used as a surveillance vessel, they also provide a 24-hour callout and search and rescue service. The development of the aluminium craft, powered by turbo-charged diesel engines, has meant a significant advancement in white water rescue capabilities. This craft offers great speed and manoeuvrability and has a search and rescue duration of up to ten (10) hours. Operational areas include high seas, shallow waters and river mouths where a jet system is unmatched. The absence of underwater appendages inherent with water jets allows the boat to operate both close to shore and in shallow waters. The craft is capable of transporting numerous people and has the ability to perform long distance surveillance and rescue patrol work in the white water aquatic environment. In South Australia, aluminium hulled JRBs are used as they are best suited to operating in the high surf environments like Goolwa. These vessels have been operated by Surf Life Saving SA since 1970 and are currently located at: The metro area (stored at West Beach), Boat Name: Lifesaver 3 The mid coast region (stored at Lonsdale), Boat Name: Lifesaver 2 The Lifesaver Jet Rescue Boat service works closely with the volunteer beach patrols of Clubs and actively supports the Surf Life Saving SA strategy of making South Australian beaches safer. The service also works closely with other support service groups eg, Westpac Helicopter Rescue Service. Professional Lifeguard Services Some Local Governments provide professional Lifeguard services to assist in the management of beaches especially throughout the peak of the South Australian summer. The need for a paid/ employed service, especially during the mid-week is necessitated by the inability of volunteers to reliably fulfil the service profiles required by the service. The delivery of this type of service is not considered core business activity for most Local Government and is usually something they prefer to outsource to an agency with relevant experience and expertise. Surf Life Saving SA fulfils this role on behalf of the movement and manages a number of paid professional lifeguard services throughout the State. Where possible Surf Life Saving SA seek to enter into agreements with local Clubs for the use of Club space, storage of equipment or use of Club equipment such a radios, rescue boards/tubes, patrol shelters, ATV s, First Aid supplies etc. Clubs are not permitted to enter into commercial arrangements for the delivery of paid Lifeguard services. Only the State Office is permitted to enter into these agreements. All matters relating to the delivery of the Lifeguard program and its operations should be directed to the Surf Life Saving SA Lifesaving Services Department. Club Guide Surf Life Saving SA Page 227 of 252

LIFESAVING SERVICES LIFESAVING SERVICES AND SUPPORT OPERATION GROUPS Club Water Safety When members participate in water based activities such as lifesaving training, Club swims; Nipper activities, surf sport training or events then the Club must provide water safety that is appropriate to the activity. Guidance on how to meet the water safety requirement is contained within the Surf Life Saving Australia Policy and Procedures listed below. In addition Clubs and Members can download an App to a Smart Device (i.e. iphone or Android) that also assists in helping Members understand how to meet the water safety requirements. The App Water Safety is available through details provided on the Surf Life Saving Australia Members Portal. Community Water Safety/Special Events Clubs and Support Operation Groups are often requested to provide water safety or first aid services to external groups that provide events for community participation. When providing services to events that involve persons who are not Members of Surf Life Saving SA, then the Club s participation must be registered with Surf Life Saving SA and a sanctioning process must be completed prior to the Club and its Members providing services. The Surf Life Saving Australia approved Event Sanctioning process is critical to the application of a consistent and effective risk management process where Clubs are involved in operating events or providing safety or advice services to third parties that may be running an event. Guidelines for Safer Surf Clubs Volume 4: Event Sanctioning and Management is the relevant point of reference when planning, preparing and documenting the Clubs involvement in an event. The guidelines for the sanctioning process, including forms and templates can be downloaded from the Surf Life Saving Australia Members Portal under Administration. Any Club that does not submit appropriate documentation and plans for Surf Life Saving SA review and approval should under no circumstance commit the Club or its Members to providing services. If the Club is aware of events that it delivers or provides services to annually then it is appropriate to work proactively with the organisers to have the relevant documentation in place with Surf Life Saving SA well before the event conduct. In reviewing the documentation and plans, Surf Life Saving SA may be in position to assist or provide direction in the development of the plans or securing of resources to deliver to the required services. Clubs are reminded that it is up to the Club and Surf Life Saving SA to determine the levels of services that are provided to an event. Service levels should not be prescribed by the event organisers or be designed to fit into budgetary constraints. The budgets must fit the event type. Surf Life Saving SA and Clubs should never compromise the position of participant safety. Club Guide Surf Life Saving SA Page 228 of 252

LIFESAVING SERVICES LIFESAVING SERVICES AND SUPPORT OPERATION GROUPS Community Water Safety/Special Events Continued Examples of special events include: Ocean swims Sports events such as triathlons, biathlons or beach volleyball Fetes, fun carnivals and public exhibitions Aquatic safety supervision away from the Clubs patrol area Community education programs involving aquatic water safety or instruction Non organisational approved surf carnivals, boat events or events using our brand, gear, personnel etc. Events conducted outside of the Surf Sports manual First Aid posts - for example at concerts or sporting events School picnics lifesaving patrols The various types of involvement are categorised as follows: Category A* Advisory role only Acting as an official advisor to another person or organisation (etc.) in the safety aspects of an event, but not including any actual participation by Club members, equipment etc. Category B* Assisting an event Assisting as an official advisor to another person, or organisation, other than Surf Life Saving Australia (i.e. assisting in the safety of supervision of a swim leg or a triaquathon, etc.). Category C Conducting an event (for another organisation) Being responsible for the organisation of an event in its entirety, but upon behalf of a person or organisation other than the Surf Life Saving Australia (i.e. assuming full organisation control for a fee for services etc.). Category D Surf Life Saving Australia event A Surf Life Saving Club, Group, Branch or State/Territory Centre acting as a promoter and organiser of the full event, either with or without sponsor involvement. Category E Aquatic safety supervision/community education program A Surf Life Saving Club, Group, Branch, State Centre, Professional Lifeguard and appropriately qualified Surf Life Saving Australia member acting as an official advisor and/or assisting in the safety or supervision of an aquatic safety program, e.g., school or community group supervision at a beach. Category F External entity conducting Surf Life Saving Australia events An event that is not conducted by a Club/branch/state or Surf Life Saving Australia and involves Surf Life Saving Australia events/members/equipment and/or IP. Examples of events include a surfboat, ironman series or high performance camp etc. conducted by a private entity or a group of members not attached to a management entity as the organiser. Such events will need to follow the procedures outline in this guide along with negotiation with the State Surf Sports Manager. Events that operate across borders will require negotiation with the Surf Life Saving Australia General Manager of Surf Sports/Operations. A Deed of Sanction will need to be entered. * Depending on the scope, scale and formality of your involvement you may not need to follow all of the special event application process. If the scale of the event/advice is considered to be informal and not of a significant nature simply fill in questions 1, 2 and 3 on the Special Events Application form. Your Lifesaving Services Department will contact you if further information is required. Club Guide Surf Life Saving SA Page 229 of 252

LIFESAVING SERVICES LIFESAVING SERVICES AND SUPPORT OPERATION GROUPS Community Water Safety/Special Events (continued) The following resources and forms are available: Volume 4: Event Sectioning and Management (Guidelines for Safer Surf Clubs) information only Forms to be completed as provided: Form 1: Application for involvement in a special event required for each event, at least one month prior. Form 2: Activity Safety (Risk) Plan required for each event, at least one month prior. Special Event Applications: Special Event Applications and relevant forms and documentation (i.e. insurances) must be sent at least one month prior to the event: Lifesaving Services Department Email: andrew.bedford@surflifesavingsa.com.au Postal: PO Box 117, West Beach SA 5024 Phone: 8354 6904 F: 8354 6999 Key notes for Special Event Applications: Applications should be received at Surf Life Saving SA at least one month prior to event. Application Form (Form 1) and Activity Safety (Risk) Plan (Form 2) are both required to be completed. Insurance information is required for events that involve external organisations/individuals. Please include other information, advertisements, and maps for the event. Club Guide Surf Life Saving SA Page 230 of 252

LIFESAVING SERVICES POLICY REQUIREMENTS Both Surf Life Saving Australia and Surf Life Saving SA develop and maintain a range of policies relating to frontline lifesaving activity. The policies and associated procedures must be complied with at all times that activity is underway. Often policy is communicated and reminded each year through the use of Circulars or Member Forums; however, Club Captains, Lifesaving Officers and Patrol Captains should ensure they are aware of where to find relevant lifesaving policy and procedure and have electronic or hardcopy access to the Policies and Procedures. The policy and procedures list can be found via the Surf Life Saving Australia Member Portal. Codes of Conduct ATV Code of Conduct Purpose This Code of Conduct specifies requirements for All Terrain Vehicle (ATV) operators as used in lifesaving operations settings. Act Responsibly with Care and Professionalism The ATV operator has a responsibility to the patrol, the community and the organisation to act in a responsible and considerate manner before, during and after the operation of the ATV. ATV operators are required to respect the coastal environment, ensuring that minimal impact is made on the environment by keeping to established trails where possible. Promote a Culture of Safety ATV operators must maintain the safe operation of the ATV, safety towards the public and themselves. ATV operators must understand their role in assessing risk while operating the vehicle. Promote safety at every opportunity. The ATV is High Profile ATV operators must understand that ATVs are regarded as high profile as they attract significant public attention. They are a large, powerful and potentially unstable and hazardous piece of equipment and must be treated with the utmost respect. ATV operators are responsible for maintaining a good public image and observing safe driving techniques at all times. The speed, noise, power and smell of the vehicle can be both annoying and frightening. Respect the right of the public to enjoy their time at the beach. Understanding your Limitations ATV operators must respect and understand their limitations, the operating environment and the capabilities of the ATV. The ATV operator is responsible for operating within their skill level. Following Operating Procedures Follow the normal operating procedures as laid down by Surf Life Saving Australia training manuals and policy. ATV operators should be aware of relevant State and council by-laws that govern the use of ATVs within their local environment. ATV operators should hold the relevant department of transport licence for operating their Club ATV. Read and understand standard operating procedures to keep up to date with current issues. ATV operators have a responsibility to ensure the continued successful operation of this rescue service to the community. Club Guide Surf Life Saving SA Page 231 of 252

LIFESAVING SERVICES POLICY REQUIREMENTS IRB Code of Conduct Safety Ensure the safety of yourself, your crew and the public. Regularly assess risk while operating power craft and promote safety at every opportunity. Limitations Understand the limitations of your craft and crew in different conditions. Always aim to maintain a high level of competency. Search and Rescue Surf Life Saving power craft are part of emergency service operations. Always have your craft ready to respond and follow standard operating procedures. Craft Your craft is highly visible. Always demonstrate a culture of safety and respect the rights of others in the water. Club Guide Surf Life Saving SA Page 232 of 252

LIFESAVING SERVICES WESTPAC LIFESAVER RESCUE HELICOPTER Background The Westpac Lifesaver Rescue Helicopter Service history in South Australia can be tracked back to the 1979. While some changes have occurred a dedicated Westpac Lifesaver Rescue Helicopter Service was launched at Government House on the 1 st September 2005. The service has continued to grow and develop since this time. Today the Westpac Lifesaver Rescue Helicopter provides a service from October through to April and provides coastal surveillance, search and rescue response and support to emergency services. The Westpac Lifesaver Helicopter Service is only one part of the Lifesaving Emergency Operations Group of Surf Life Saving SA and concentrates on the white water aquatic environment (coastline) by providing a surveillance and rescue service to support our lifesavers on the beaches and assist members of the public who may get into difficulty. The Westpac Lifesaver Helicopter Service also supports other Emergency Services, such as South Australian Police, Sea Rescue, Coast Guard, Fisheries etc. The vision of Surf Life Saving SA Westpac Lifesaver Helicopters is: To be a key provider of aviation services; namely coastal surveillance search and rescue emergency medical services To provide an aviation rescue service which is of intrinsic value to the community and based on effective practice and innovation; and To be integrated into Surf Life Saving SA s coastal public safety and emergency management strategy The Surf Life Saving SA Westpac Lifesaver Rescue Helicopter is manned by a core group of full time trained and experienced volunteer Air Crew and Rescue Crew, with the contractor providing pilots. Requirements for Air Crew Officers and Rescue Crew Officers can be obtained from the Aerial Services Officer or Surf Life Saving SA Lifesaving Department. Club Guide Surf Life Saving SA Page 233 of 252

SURF SPORTS Surf Sports

SURF SPORTS SURF SPORTS PARTICIPATION Surf Sports offers many opportunities for all people involved in Surf Life Saving. Opportunities and pathways exist for not only athletes of all ages but also for coaches, officials, team managers and many other Surf Sport support roles. Surf Sports is an ideal tool to engage all members and develop skills and fitness. Participation in Club activities should encourage fun and enjoyment, coinciding with a sense of challenge and achievement after reaching individual potential or goals. Along with a comprehensive State program of events, Clubs are encouraged to conduct Surf Sports training and competitions and develop programs that are accessible and fun for their members. Many events can be modified or adapted to suit the Club s and member s needs and ensure that every individual and section of the Club can benefit from Surf Sports. We should encourage member participation in Surf Sports: To develop motivated, fit surf lifesavers To increase participation in a range of activities To create awareness of opportunities To offer fun, valuable and rewarding experiences To offer specialisation of skills for those that wish to gain more knowledge and experience To retain existing members and attract new members It is important to remember that any person may become a competitive member, irrespective of their age, stage of development, skill and fitness level. Competitors benefit from an environment that is enjoyable and motivating, as it enhances personal skill development, thus creating a sense of achievement. Team work and camaraderie are integral to the Surf Sports experience and can facilitate physical, mental and social development of a competitor. For more information on how to get your Club involved in Surf Sports or to enhance your involvement, contact the Surf Life Saving SA Surf Sports staff who will be more than happy to work with you and your individual Clubs needs/goals. Club Guide Surf Life Saving SA Page 235 of 252

SURF SPORTS PATROL HOUR REQUIREMENTS FOR COMPETITORS Please refer to Surf Life Saving Australia Policy Statement 5.4, Proficiency and Patrol Hour Requirements for Competition Eligibility (Reviewed June 2014) for all details regarding eligibility to compete. http://www.surflifesavingsa.com.au/surf-sports/competition/ Or www.portal.sls.com.au Surf Life Saving Australia competition is generally for registered, qualified and proficient members of Surf Life Saving Clubs who have fulfilled their Club patrol, financial and other membership obligations. General Members wishing to compete in Championship Events For all members who have gained, by the required date, either their Surf Rescue Certificate or Bronze Medallion, 16 patrol hours is generally the minimum requirement for entry into both Senior State and Australian Championship events. Hours must be completed between 1 January and 31 December. Please note: There is a range of conditions and variations that apply so it is imperative that all Clubs and their members are familiar with the latest version of Surf Life Saving Australia Policy 5.4. From Policy 5.4: The following table sets out the minimum annual personal patrol hour obligations for members joining after 1 January and before 31 December of the preceding year: Award Gained/ Returning member proficiency date Min. Patrol Hour requirement Active and U15 Min. Patrol Hour requirement Active Reserve January 16 8 February 15 8 March 12 8 April September 8 4 October 8 4 November 8 4 December 4 4 Failure to provide Officials In reference to Bulletin B09015 regarding the required carnival quotas for officials, the Surf Sports Standing Committee, at its October 2009 meeting, resolved the following: Club Guide Surf Life Saving SA Page 236 of 252

SURF SPORTS SPECIFICATIONS FOR STATE CHAMPIONSHIP HOST CLUBS Surf Life Saving SA: Provides all carnival gear and equipment free of charge Pays for and provides medallions, engraving and all other trophies Surf Life Saving SA shall totally control all sponsorship matters and in essence will require a clean beach devoid of sponsor/s signage. That is, the host Club shall not place or execute any advertising, signage, sponsorship or promotional activity without first gaining the written approval of the Surf Life Saving SA CEO or Marketing and Partnerships Manager Provides the public address system Pays for lunch for Surf Life Saving SA guests only Undertakes all processes relating to carnival entry and receives all carnival entries and entry fees Provides host Club payments where appropriate and approved Will secure the Aquatic Activity Licence from the Department for Transport, Energy and Infrastructure All sponsorship and merchandise licensing rights to State events remain the property of Surf Life Saving SA The Host Club: Pays for lunch for all Competition Officials plus the host Club guests. (Refer section on catering for Competition Officials) All food and beverage supply rights belong to the host Club Upon consultation with the CEO, Clubs must provide a certain number of car parking spaces for sponsors and VIP s, if required Must provide appropriate space and erect all sponsorship tents as requested by the Surf Life Saving SA CEO or Marketing and Partnerships Manager or Surf Sports Manager Must comply with all other aspects as for full carnivals details following Surf Carnivals Host Club Requirements All Carnivals must be conducted in accordance with the Australian Surf Sports Manual 35 th Edition and any other authorised Bulletins/Circulars that may be issued. Along with obligations outlined below Clubs must ensure beach conditions are suitable for conducting events to ensure safety of all concerned and minimise possible injury to all involved. Club Guide Surf Life Saving SA Page 237 of 252

SURF SPORTS SPECIFICATIONS FOR SURF CARNIVAL HOST CLUBS Carnival and Safety Committee A Carnival and Safety Committee must be established per carnival and comprise the Carnival Referee, Safety and Emergency Services Coordinator or Water Safety Officer, Surf Sport Standing Committee representative and a minimum of three host Club members. Additional members can be added if required. This committee should meet as necessary leading up to the carnival to ensure all organisational aspects have been covered. For smaller events (e.g. board and ski series) the size of the committee can be commensurate with the event. The Carnival and Safety Committee will agree upon all relevant aspects of conducting the carnival to ensure the safety and well-being of all concerned. This will include the development of a comprehensive site map and a set up plan to ensure set up is completed in an efficient, effective, timely manner to meet the needs of all concerned. Local Council Approval This is the responsibility of the host Club. Council approval should be applied for at least 8-10 weeks prior to the carnival. Aquatic Activity Licence If required, this is the responsibility of the host Club (other than State Championship events) and needs to be applied for in accordance with the directions from the Department for Transport, Energy and Infrastructure. Information can be found at www.transport.sa.gov.au under Licences and Certificates. Notify Emergency Services This is the responsibility of the host Club. The local Police Station, as well as the District Police Station, Metropolitan Fire Service and Ambulance must be advised. Carnival Speeches, etc. Any speeches or ceremonies must be approved by Surf Life Saving SA and will be kept to a minimum. A representative of any sponsors should be given the opportunity to make a brief speech and/or presentation if appropriate. Public Address System Surf Life Saving SA provides the public address equipment for use at carnivals. Clubs must provide appropriate electric power point access, unless other arrangements are made with the State Gear Steward. Trophies Presentation of any awards or trophies must be coordinated with the Carnival and Safety Committee and Referee. Publicity This will normally be handled by Surf Life Saving SA by way of Media releases, etc. Any assistance from Clubs would be appreciated but it is essential to receive Surf Life Saving SA approval for any relevant correspondence. Club Guide Surf Life Saving SA Page 238 of 252

SURF SPORTS SPECIFICATIONS FOR SURF CARNIVAL HOST CLUBS Sponsorship Surf Life Saving SA shall totally control all sponsorship matters in relation to carnivals and in essence will require a clean beach devoid of sponsor/s signage. That is, the host Club shall not place or execute any advertising, signage, sponsorship or promotional activity without first gaining the approval of the CEO or Marketing and Partnerships Manager. The host Club must provide suitable area and the work force must erect all sponsorship tents as requested by the CEO or Marketing and Partnerships Manager. Surf Life Saving SA sponsorship obligations shall take precedence over all other sponsorship arrangements. VIP Events The CEO will co-ordinate with the Club President in relation to VIP Events and guest lists. Equipment The Club is not expected to provide any competition gear or equipment other than seating for the Surf Life Saving SA and / or Club sponsors if required. There is a requirement for the host Club to provide some patrol equipment (e.g. rescue boards and tubes). Patrol Hours Please note that no patrol hours can be claimed for members setting up the carnival arena. Patrol hours will only commence once the carnival is under way or water safety services are being provided. Club Guide Surf Life Saving SA Page 239 of 252

SURF SPORTS SPECIFICATIONS FOR SURF CARNIVAL HOST CLUBS Personnel Adequate water cover for Juniors in particular, is paramount as set out in the Junior Administration Handbook which is updated annually and as outlined in the Surf Life Saving Australia Water Safety Policy, Policy 1.1. Unless water cover is adequate the Carnival Referee, at his/her discretion, may cancel events and close arenas. The host Club must provide qualified IRB drivers and crew for a minimum of two IRB s (minimum of four persons, and where necessary relief crews) who are capable of laying swim and craft cans in all type of weather conditions. Two hours prior to the commencement time, the Club must supply sufficient members to set up the carnival arena and to lay out all the equipment/gear for the Sectional Referees (including cans in the water), and all sponsorship signage and equipment must be erected as requested by the CEO or Marketing and Partnerships Manager. A workforce of a minimum of 10 persons (1 person to be the Club Coordinator) to set up, relocate and dismantle carnival arenas, in coordination with State Gear Steward, appointed Carnival Referee and any other nominated officers. A designated Club Officer that can make decisions and organise any other requirements must be available. It must be remembered that these personnel requirements must take precedence over other activities, i.e.: gate, stall manning and competition. Carnival Gear It is the responsibility of the host Club to contact the State Gear Steward at least one week prior to the carnival to make appropriate arrangements. There is no charge for the hire of the gear although any replacements not covered by insurance will be the responsibility of the Club. The host Club must ensure at least ten members are made available to the Gear Steward at the completion of the carnival to assist with packing the gear. One member must be designated as the Club coordinator. Rain Insurance This would be the responsibility of the host Club, if required. Car Parking There is no obligation on Clubs to provide a separate area for officials, although this is highly desirable if space permits. Car parks must be provided for VIP s and sponsors if requested. Club Guide Surf Life Saving SA Page 240 of 252

SURF SPORTS SPECIFICATIONS FOR SURF CARNIVAL HOST CLUBS Support Facilities The Club should also be aware of and seek to provide at their cost: Sufficient toilet facilities to cater for numbers of competitors and visitors to the carnival venue. Provision of food and drink outlets. Where beach access is restricted by Local Government or other such agency, towing vehicles are to be provided to enable transfer of Club trailers by the host Club. Event Safety Prior to the commencement of any competition the Carnival and Safety Committee and the Referee must be satisfied that all competition and non-competition arrangements provide the necessary safety for competitors, officials and other personnel involved at the competition. The Carnival and Safety Committee and the Referee must also be satisfied that the conditions are satisfactory for competition to proceed. Tests may be undertaken to assist in these assessment processes. The Event Safety Guide Sheet/Tool/Application and Referee Pre-Competition Checklist may be used to assist in the assessment processes (refer Appendices A and B of Section 1 Competition Safety, Surf Sports Manual 35 th Edition for samples). Should, at any stage prior to or during competition, there is a credible basis for concluding there is an unreasonable risk of serious injury occurring, officials shall suspend all or parts of the competition. The Competition / Carnival Committee shall then decide whether to postpone, cancel or relocate all or parts of the competition. A safety and rescue plan relevant to the scope of the competition being conducted is essential to the sound planning process. The plan should ensure appropriate procedures are in place if an emergency occurs during a competition. Carnival Patrol The Carnival Patrol shall operate independent from the hosting Club s normal patrol, which will run in accordance with its agreement, and outside of the carnival arena (except in an emergency or what may be considered common sense situations). The Carnival Patrol shall be set up in the main carnival arena as agreed between the Carnival Referee and Patrol Captain. The number of persons involved in water safety for events is to be agreed between the Carnival Referee, Safety and Emergency Services Coordinator, Water Safety Officer and the Carnival Patrol Captain. Carnival Patrols are to commence 30 minutes prior to the start of the first event or as otherwise agreed by the Carnival Referee and conclude at the completion of the last event or as otherwise agreed to by the Carnival Referee. Patrol members shall not be involved in the manning of drink or barbecue stalls or any similar activity (e.g. working party). The Carnival Patrol must complete a Patrol Log, which is to be held by the Carnival Referee or Chief Marshal, a copy of which will be sent to Surf Life Saving SA for their records. Carnival duty patrol hours would be classified as State hours and would therefore be included towards any patrol hour requirement for competition purposes. Club Guide Surf Life Saving SA Page 241 of 252

SURF SPORTS SPECIFICATIONS FOR SURF CARNIVAL HOST CLUBS Competition Officials - Catering Requirements At all carnivals officiated by Surf Life Saving SA Officials, host Clubs are to supply morning tea, soft drink / water and lunch to each Official. This will include JRB and RWC crew in attendance for the entirety of the event. Although up to the Club, lunch should include items such as a roll / wrap, piece of fruit, muesli / chocolate bar and morning tea something like piece of fruit and pastry/muffin. Notwithstanding these arrangements, the host Club is obliged to provide appropriate drink during the course of the day (e.g. cold water during hot days is particularly important, coffee/tea during cold) for Officials and those mentioned above. Please Note: No Official is to consume alcohol during the conduct of a carnival Queries All queries should be directed to the Carnival Referee or the Surf Sports Manager. Failure to provide Officials In reference to Bulletin B09015 regarding the required carnival quotas for officials, the Surf Sports Standing Committee, at its October 2009 meeting, resolved the following: All Clubs have an obligation to fill their quota at both junior and senior carnivals. It was agreed that penalties need to be put in place and enforced for Clubs that do not fulfil their quota. For the first breach the Club will be offered a choice of withdrawing from the carnival or accepting a penalty of $500, which will be suspended if the Club meets its commitments for the remainder of the season. For a second breach the Club will be liable for the original fine of $500 and either withdrawing from the carnival or accepting a further penalty of $500. Club Guide Surf Life Saving SA Page 242 of 252

SURF SPORTS TOWING TRAILERS TO THE AUSTRALIAN CHAMPIONSHIPS When Clubs are asking someone to tow their boat/gear trailer to the Australian Championships (Aussies) it is important that they be given the following information to ensure efficient reimbursement should appropriate funding be available. Please Note: Re-imbursement of towing costs to the Australian Championships is subject to Surf Life Saving Australia Funding. 1. Retain Tax receipts for all fuel purchases both to the event and on the trip home. 2. Keep an accurate record of the number of all types of craft and competition equipment (e.g. reels) transported. 3. No fuel is paid for travel whilst at the Championships. 4. For the past few years there have been insufficient funds to reimburse Clubs 100% for fuel so there is usually no money available for overnight accommodation. If any surplus is achieved it will be split evenly amongst all trailers to offset accommodation costs. 5. Immediately upon return from the event please reconcile your accounts, attach all tax receipts and submit to Surf Life Saving SA. (It is not good enough for you to submit receipts only; they must be attached to reconciliation.) 6. All claims should be submitted within 3 weeks of returning from the event following which a determination will be made on how much each towing vehicle will be reimbursed (depending on the amount of claims). 7. Members taking gear on their own vehicles do not attract the subsidy it is for gear and boat trailers only. 8. For Clubs sharing a trailer, that allocation will be determined as 1 trailer, not a share for each individual Club. 9. Any Clubs that have not submitted their claim within 3 weeks after the last day of the event will miss out. The onus is upon the Club / individual. Tax receipts must be retained to be able to claim fuel expenses for travelling both to and from the Australian Championships. There is no funding for accommodation or travel while at the Championships. Reconciled accounts must be submitted by the due date. We are also very conscious of the fact that there have been claims made in the past where clearly it was not in the best interests of everyone. These particular claims may be denied. As an example, if a surf boat is towed to the event but does not participate in the Championships, then no reimbursement will be paid. If Clubs group together and as a State we use as few trailers as possible then the greater amount each individual towing vehicle will be able to be recompensed. With intra Club cooperation we may be able to get all of our gear and equipment to these events for a relatively small cost. If you are charging a Club a fee to take their gear, that amount may be deducted from your reimbursement as that would amount to double dipping and not be appropriate. Club Guide Surf Life Saving SA Page 243 of 252

SURF SPORTS STATE CHAMPIONSHIP CARNIVAL POINT SCORE SYSTEM A premiership table for the Senior Carnivals based on the 5 carnivals held each year has been introduced. Points will be calculated on a 7, 5, 4, 3, 2, 1 basis for individual events and 9, 7, 6, 5, 4, 3 for team events. These Senior Carnival points will then form part of the overall Senior States Championships so that not just the events on the States weekend count for everything. 25% of the total points accrued from carnivals go towards the Senior State Championships. State Championships Event Points Counted Club Champion: Open 25% of cumulative carnival points (including qualifying carnival) + State Championship events points-total. Club Champion: Junior Club Champion: Masters Club Champion: IRB Club Champion: Lifesaving Events Club Champion: Board Riding Club Champion: Pool Rescue State Championships events points total +qualifying carnival State Championships events points total State Championships events points total Champion Patrol + Champion Lifesaver + R&R + First Aid (including juniors) State Championships events points total State Championships events points total (including juniors) At the end of the season an overall State Champion Club is awarded to the Club with the highest rank after adding all seven State Championship event results together. PARTICIPANT FEES SEASON 2015-2016 There is a competition levy of $10 per competitor per season in addition to event entrance fees. This will be based on entries for Senior, Junior and Masters State Championships. Event Senior States Master States Junior States Pool Rescue States Board Riding States IRB States Lifesaving Event States (R&R, Champ Patrol, Champ Lifesaver, First Aid) Fee $25 ex GST $25 ex GST $20 ex GST $40 ex GST $34 ex GST $36.50 ex GST $5 per ex GST per event Clubs will be invoiced for event fees based on entries in the Event Management System immediately after each event. Club Guide Surf Life Saving SA Page 244 of 252

SURF SPORTS ANNUAL TROPHIES POINT SCORING Surf Life Saving SA Individual/Perpetual Shields highlight the outstanding results of Clubs and athletes throughout each sporting season. These winners are determined purely from their points accrued at Surf Life Saving SA carnivals and State Championships. Calculations For the annual trophies, results are only used from senior carnivals and State Championships events as there are no trophies awarded for any junior category. The Club trophies are determined through a points system. The points are allocated as four for first, three for second, two for third and one for fourth. In team events Clubs are eligible for only one lot of points gained per event. For example in the Under 17 Men s Surf Boat event, Glenelg places first and second but can only claim points for the highest placing: Place Club Point 1 st Glenelg 4 points 2 nd Glenelg No points 3 rd Grange 3 points 4 th Brighton 2 points 5 th Seacliff 1 point 6 th Semaphore 0 points If there are not enough Clubs/athletes to allocate all of the points (i.e. if only two Clubs compete in an event), the remaining points are not allocated. In the case of a draw for either team/individual events the points of that position plus the next position are added together and halved and allocated to both Clubs/athletes. Surf Life Saving SA Trophies and Shields Male and Female Awards for each of: Master Age category Open Age category Champion U19 Age category Champion U17 Age category Champion U15 Age category Champion Individual Shields Team Shields are currently being reviewed for the 2015-16 season. Club Guide Surf Life Saving SA Page 245 of 252

SURF SPORTS JUNIOR SURF LIFESAVERS OF THE YEAR The conditions of this award may appear to be stringent; however the South Australian Junior Surf Lifesaver of the Year recognition is considered a prestigious award to win. This award is oriented towards involvement during the season. A current outstanding contribution to surf lifesaving is the major factor in choosing the winners. This person may have been involved in competition at a high level but this is not the only achievement to be considered. Each Club will choose a maximum of one male and one female member of their Club to be recognised with this award. The Club winners will be acknowledged each year at the Junior State Championships. Nominees may be chosen from any age group level. The most important area of selection is the contribution during the current season. It should be remembered that this person will be seen as a Role Model for other junior surf lifesavers. It is desirable that the candidates have some involvement in most of the following areas: Show leadership and sharing skills. Attend and participate at training sessions. Represent their Club at carnivals. Follow instruction given without disruptions or debate. Willing involvement in all areas of junior training (beach, water and Club). Have a genuine interest in other Club activities. Have a past and future involvement with Surf Life Saving. Have knowledge of Surf Life Saving. Have obtained their relevant National Junior awards. Show self-initiative. Club Guide Surf Life Saving SA Page 246 of 252

APPENDICES Appendices Club Guide Surf Life Saving SA Page 247 of 252