“CIRCULAR – XXXX – End of Season Requirements – NORTH QUEENSLAND”
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 6th May 2025
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
| NQB BRANCH – DOCUMENTS REQUIRED FOR AFFILIATION |
| UPLOADING OF DOCUMENTS – BRANCH RESPONSIBILITY |
North Queensland Branch are to load all the documents to Affiliations 2025 – 2026 |
| 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:
- All copies are to be electronic and in PDF format
- This is to be labelled ‘ABC SLSC Annual Report YEAR’
|
| AFFILIATION STATEMENT |
|
| 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.
- For further information relating to related party transactions, please see circular 081.05.2023 – Changes to ACNC Annual Information Statement
- 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
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
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INSURANCES
DUE JULY 2025 |
- Marsh Insurance will be in contact with Clubs and Branches to complete their annual insurance declarations in 2025.
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 this link.
- 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 ethicalstandards@lifesaving.com.au
Last modified:
14 November 2024
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