SLSNSW Club Guide

SLSC Meetings

Simple Guide to Running a Club Meeting:

  1. Meeting Agenda.
  2. Welcome and introductions.
  3. Outline the purpose of the meeting.
  4. Provide necessary information and set meeting expectations.
  5. Review previous meeting minutes and action items.
  6. Address agenda items by facilitating discussions and decision-making.
  7. Allow time for any additional issues or concerns.
  8. Close the meeting with appreciation from all participants.

Tips:

  • Encourage dialogue by allowing one person to speak at a time.
  • Give participants time to think and share their perspectives.
  • Challenge assumptions to stimulate creative thinking.
  • Allow participants to pass if they need more time to respond.
  • Refer to the Marketing and Communications section of this Club Guide for more information on how to communicate effectively during SLSC meetings, e.g. manage conflict and provide constructive feedback.

Types of SLSC Meetings

There are three main types of meetings held by SLSCs.

1. Annual General Meetings

The statutory purpose of Annual General Meetings (AGM) is the submission of the associated SLSC’s financial statements (and, if required, an auditor’s report) in addition to addressing any other business items that SLSC members have been informed of.

At an AGM, the SLSC should also do the following to meet constitutional requirements:

  • Confirm affiliation to the respective branch and SLSNSW
  • Confirm the minutes of the last AGM or of any Special General Meeting held since that meeting
  • Elect or appoint office-bearers and CMT members
  • Receive and consider the SLSC’s financial statements or reports required to be submitted to members under the Associations Incorporation Act and Regulation
  • Receive committee reports on activities of the association during the previous financial year.

Any SLSC member who wishes to bring any business before a general meeting (including an AGM) should give notice to the SLSC in accordance with the procedure and notification time frames set out in the SLSC’s Constitution. For example, if your SLSC’s Constitution is out of date or causes unnecessary extra administration, a member could present an amendment at the AGM to change it.

AGMs may be held via a teleconferencing platform when the SLSC’s Constitution expressly acknowledges the use of technology for general meetings. It may also be held by telephone depending on the number of members. The teleconferencing platform, such as Zoom, should enable the registration of attendees, provide a clear record of who is present in the electronic meeting room, questions to be asked electronically and allow for an electronic voting system.

If your SLSC cannot hold its AGM within the time frame required by the latest Associations Incorporations Act and set out in its SLSC Constitution (generally within 3–6 months from the end of the association’s financial year), the SLSC may apply for an extension of time to hold the AGM and/or lodge annual returns with the NSW Department of Fair Trading.

2. SLSC Management Team Meetings

Also known as management committee meetings, these meetings should focus on roles, responsibilities, problem-solving, and future planning. They should be held monthly or as needed for urgent matters. During these meetings:

  • Encourage and motivate the team.
  • Foster professional and personal relationships among leaders.
  • Share, discuss, and take action on ideas.
  • Provide updates on relevant issues.
  • Present reports on key areas like education, finance, lifesaving, membership, and surf sports.
  • Assign and track tasks.

A CMT member should lead these meetings.

3. Special General Meetings

Special general meetings are convened in accordance with the SLSC’s Constitution and are held to deal with any matters that cannot, or should not, wait until the next AGM.
The SLSC’s Constitution may allow its members to request a general meeting to be held and set out the procedures members follow if the CMT fails to arrange a general meeting as requested.