5.8. Office Bearer Changovers

An Officer Bearer changeover is a critical governance process that supports continuity, compliance, and effective leadership within Clubs and Branches. A well-managed transition ensures incoming office bearers are appropriately informed, outgoing office bearers discharge their responsibilities, and organisational knowledge is retained.

Change overs typically occur following an Annual General Meeting (AGM), resignation, removal, or appointment to fill a casual vacancy.

Purpose of an Effective Change Over
A structured Officer Bearer change over helps to:

• Maintain operational continuity and good governance
• Ensure compliance with legal, regulatory, and organisational requirements
• Support incoming office bearers to understand their role, responsibilities, and obligations
• Provide clarity around delegations, authority, and accountability
• Reduce risk associated with knowledge loss or incomplete handover
  

Outgoing Officer Bearer Responsibilities
Outgoing office bearers play an important role in supporting a smooth transition. Where possible, they should:

• Participate in a formal handover with the incoming office bearer
• Provide access to key documents, records, and systems relevant to the role
• Brief the incoming officer on current matters, risks, priorities, and upcoming deadlines
• Ensure all organisational property, records, and information are returned or transferred
• Finalise outstanding actions or clearly document matters requiring follow-up
  

Incoming Officer Bearer Responsibilities
Incoming office bearers are expected to actively engage in the changeover process and undertake appropriate induction. This includes:

• Reviewing the relevant role description and Governance Manual sections
• Completing any required induction, training, or onboarding modules
• Understanding statutory, financial, and governance responsibilities associated with the role
• Familiarising themselves with key policies, procedures, and decision-making processes
• Confirming access to required systems, registers, and records
  

Key Change Over Considerations
Clubs and Branches should ensure the following are addressed as part of an Officer Bearer change over:

• Notification of Officer Bearer changes to Surf Life Saving Queensland and relevant regulators within required timeframes
• Updating internal records, registers, bank signatories, and system access
• Review and confirmation of delegations of authority
• Handover of passwords, logins, and administrative access (where applicable)
• Clear documentation of unresolved issues, risks, or strategic priorities
  

Governance Expectation
Officer Bearer change overs should be planned, documented, and supported by the executive or management committee. Effective transitions are a key indicator of good governance and help ensure Clubs and Branches continue to operate responsibly, transparently, and in the best interests of members.