6.8.2. End of Season Requirements – 2025/2026 North Qld

“CIRCULAR – 044.12.2025 – End of Season Requirements – NQB”

The following information outlines the necessary requirements for North Queensland Clubs & Branch to submit as part of their Annual Affiliation.

Under SLSQ Regulations section 3.2 Organisational Membership, club must complete affiliation with SLSQ annually.

We ask that the Clubs and Branch assist with the submission of all items to ensure that SLSQ has the required information that it needs. This will also assist clubs futuristically if there is a change in committee or administration as a copy of essential documents will be stored off-site for security.

All items that are submitted electronically are to be done in PDF format excluding the Affiliation Form which is completed through an online platform.

CLUB TO BRANCH DUE DATE: as per branch requirements

Clubs may also need to pay any applicable affiliation fee to their Branch by this date (contact your Branch for relevant fees)

BRANCH TO SLSQ DUE DATE: Tuesday 5th May 2026

DOCUMENTS REQUIRED FOR AFFILIATION 2026/27 SEASON
• Annual Report
• Affiliation Statement
• Updated List of Office Bearers
• Audited Financials
• Annual General Meeting (AGM) Minutes
• ACNC Annual Information Statement
• Office of Fair Trading for Updated Office Bearers / amendments to your constitution
• Statement of Commitment
• Insurance Declarations (July 2025)
• Surfguard Organisation Update
• Child Safety Audit Checks
• Supporters Club AGM Minutes (if applicable)
• Supporters Club Financials (if applicable)
• Supporters Club Constitution (if applicable)

INFORMATION ON HOW TO COMPLETE AFFILIATIONS/ CHECKLIST

Link – Governance Manual – 4. Affiliations

Link – Administration Operations Manual – 6.8. Start of Season and End of Season Requirements

UPLOADING OF DOCUMENTS – BRANCH RESPONSIBILITY

Branch Administrator are to load all the documents to Affiliations

Please note: Insurance declarations have been included as part of the affiliation requirements this year. North Queensland Club will need to complete this in July with all Queensland Clubs.

Club & Branch Documents

• All clubs and branches should have the documents outlined in the Club Documents – SLSQ Governance Manual on hand.
• These should be saved in a folder in SharePoint and shared with the relevant personnel as well as a hard copy located in the club.
• Please note under SLSQ Regulations section 3.2 Organisational Membership, club must complete affiliation with SLSQ annually.
• Checklists – TGOV0075 – Club Branch Affiliations Checklists

NQB BRANCH – DOCUMENTS REQUIRED FOR AFFILIATION
UPLOADING OF DOCUMENTS – BRANCH RESPONSIBILITY	North Queensland Branch are to load all the documents to Affiliations 2026 – 2027
SURF CLUBS – DOCUMENTS REQUIRED FOR AFFILIATION
ANNUAL REPORT	All annual reports are to be tabled at the respective Club and Branch Annual General Meeting. Once these have been accepted at the meeting, copies must be sent to the following entities: Your Branch Office All copies are to be electronic and in PDF format This is to be labelled ‘ABC SLSC Annual Report YEAR’
AFFILIATION STATEMENT	Clubs are to complete the Statement of Affiliation by accessing the following link SLSQ Club Affiliation Form 26/27 Branches are to complete the Statement of Affiliation by accessing the link SLSQ Branch Affiliation Form 26/27 Further information refer to Governance Manual
LIST OF OFFICE BEARERS	Office bearers MUST be updated via Surfguard using the Organisational Management Function (Click for instructions) It is important that these are up to date as communications from SLSQ to office bearers are derived ONLY from these lists CLUBS The following are the list of office bearers required (if they are vacant please leave blank) President Deputy President Treasurer Secretary Club Captain/Director of Life Saving Surf Sports Officer/Director of Surf Sports Chief Training Officer Junior Activities Chairperson Youth Development Officer Complaints Officer Communications Officer IRB Officer Safety Advisor Member Protection Information Officer Administrator/Office Manager BRANCH President Deputy President Treasurer Secretary Director of Life Saving Director of Surf Sports Education Officer Director of Junior Activities Youth Development Officer Complaints Manager IRB Officer Safety Advisor Administrator/Office Manager
AUDITED FINANCIALS	Audit financials are to be tabled at the respective Club and Branch Annual General Meeting for endorsement. The provision of your audited financial reports is required (noting that if SLSQ cannot extract the information that they need they may require the QFES form to still be completed). Whilst these form part of your annual report they are to be emailed as a separate PDF document labelled ‘ABC SLSC Audited Financial Reports YEAR’ For further information relating to financial Audits, please see Audited Financials – SLSQ Governance Manual
ANNUAL GENERAL MEETING (AGM) MINUTES	Clubs are required to provide copies of Annual General Meeting Minutes. The minutes will be reviewed to ensure that content is correct i.e. those listed are the voting members, correct motions, and legislative requirements. These are to be labelled ‘ABC SLSC AGM Minutes YEAR’.
ACNC ANNUAL INFORMATION STATEMENT	Link to ACNC Information Statement The ACNC requires that you lodge your annual return prior to 31 October in any year. This will include financial information as well as a change in office bearers. However, as part of your affiliation you will need to showcase your completed submission by the due date above. Please ensure that you send through both the proof of the financial reporting and the updating of responsible persons. This is to be labelled ‘ABC SLSC ACNC Declaration YEAR’. REMINDER: Clubs & Branches will be required to report on their related party transactions This means charities will need to keep records of related party transactions for the reporting year. ACNC have a short online course on how to submit the Annual Information Statement – The Annual Information Statement – Online Course
ANNUAL RETURN (OFFICE OF FAIR TRADING)	An Annual Return to Office of Fair Trading must be completed if there is a: Change in office bearers’ names. Change in office bearer’s address. Change in club address (including mailing) Amendment to your constitution Forms Change of Office Bearers or Club Information – OFT Form 10 – Change of Details Amendment to the Constitution – OFT 8 – Applications to amend rules Further Information refer to Governance Manual or Section 3.9. Office of Fair Trading
STATEMENT OF COMMITMENT	SLSQ has a responsibility to ensure the safety of all members particularly children and the youth. SLSQ are bound by the legislation of the Working with Children (Risk Management and Screening) Act 2000 (the Act), and the Working with Children (Risk Management and Screening) Regulation 2001. The Statement of Commitment reflects your Club’s aims and values. In relation to your risk management strategy, it needs to outline your organisation’s commitment to maintaining the safety and wellbeing of children and young people. The Statement of Commitment must be signed by the Club President annually Clubs are to access to the template and add in their own logo and club details. A printed copy must be displayed in a conspicuous place in the Clubhouse This is to be labelled ‘ABC SLSC SOC YEAR’ Template Statement of Commitment
INSURANCES DUE JULY	Marsh Insurance will be in contact with Clubs and Branches to complete their annual insurance declarations in 2026. This will be done in a hybrid manner this season and will involve: Online survey for the National Program Spreadsheet for the Club individual insurance (specific asset information) SLSQ Guide – How to Complete Insurance Declaration If you need any information on the current suite of insurance programs , please go to SLSQ Governance Manual It is extremely important that ALL clubs complete the declarations to ensure that you are not over/under insured for the coming season. WE have provided email address to the Marsh including President, Secretary, Treasurer and Club E-mail to ensure that all relevant parties get the documents. Marsh will also provide contacts to their staff if you need additional assistance. Further information refer to Governance Manual

CHEAT SHEET – LABELLING & SUBMISSION
ITEM	LABEL	SUBMIT TO
Annual Reports – Electronic	ABC SLSC Annual Report YEAR	Branch Office
Financial Statements	ABC SLSC Financial Statements YEAR	Branch Office
ACNC Annual Information Statement	ABC SLSC ACNC Declaration YEAR	Branch Office
Annual Return of Association	ABC SLSC Annual Return of Association YEAR	Branch Office
AGM Minutes	ABC SLSC AGM Minutes YEAR	Branch Office
Statement of Commitment	ABC SLSC SOC YEAR	Branch Office
Incorporation Certificate	ABC SLSC Incorporation Certificate YEAR	Branch Office
ATO Self-Assessment	ABC SLSC ATO YEAR’	Branch Office
Insurance Declaration	As per circular sent TBA	As per the circular TBA

If you require any additional information, please contact your Branch Administrator or email compliance@lifesaving.com.au

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