1. 1 GOVERNANCE in COMMUNITY ORGANISATIONS Community Solutions- NESB Community Safety Development and Coordination Project Auspiced by Illawarra Forum Inc.

2. 2 CONTENTS 1. 1. Drawing a map of your organisation. 2. 2. Overall roles and responsibilities of your management committee. 3. 3. Roles and responsibilities of position holders. 4. 4. Sub-committees.

3. 3 MAPPING YOUR ORGANISATION Draw a map which includes:  Management committee members.  Aims and values of the organisation.  Funding bodies and other sources of funds.  Members of the organisation.  The manager/coordinator, other staff and volunteers.  Important government and non-government organisations.  Services provided.  Key projects.  Target groups and clients that the organisation serves.

4. 4 MANAGEMENT COMMITTEE ROLES AND RESPONSIBILITIES   Overall responsibility   Legal   Financial (including planning)   Managing staff and volunteers   Policies and procedures   Premises and equipment   Advocacy and lobbying   Community consultation

5. 5 OVERALL RESPONSIBILITY Management committees are:   The governing body of the organisation.   Often chosen or elected in an Annual General Meeting.   Legally responsible for the overall functioning of the organisation.

6. 6 LEGAL RESPONSIBILITIES (1) Ensure that the organisation:   Operates within the Constitution.   Complies with the NSW Association Incorporation Act 1984.   Operates within the laws and regulations of the Federal, State and Local Government eg. Child protection Copyright Occupational Health and Safety (OH&S) Taxation Privacy law

7. 7 LEGAL RESPONSIBILITIES (2) Ensure that the organisation:   Meets legal responsibilities as an employer.   Acts in accordance with funding agreements signed by the organisation.   Shows accountability through proper account keeping and good practice.   Complies with the Duty of Care to clients and employees.

8. 8 FINANCIAL RESPONSIBILITIES (1) Ensure that the organisation: Ensure that the organisation:  Has enough funds to operate.  Obtains regular funding: government/private grants, fundraising, etc. government/private grants, fundraising, etc.  Complies with funding agreements: Accountability, funds are spent on targeted clients/services/geographical areas, etc Accountability, funds are spent on targeted clients/services/geographical areas, etc

9. 9 FINANCIAL RESPONSIBILITIES (2) Ensure that:  Financial plans and budgets are prepared and approved.  A good bookkeeping system is in place, and proper recording of income and expenditure is up-to-date.  Expenditure is regularly monitored and adjusted as required.  An annual Statement of Income and Expenditure is prepared.  The annual Statement of Income and Expenditure is audited as required by law and good practice.

10. 10 MANAGEMENT OF STAFF AND VOLUNTEERS (1)  Up-to-date job descriptions for all staff.  Good recruitment processes (EEO) and management of staff and volunteers.  Support, training and supervision for staff and volunteers.

11. 11 MANAGEMENT OF STAFF AND VOLUNTEERS (2) Responsible for providing:  Adequate and safe working conditions for staff and volunteers.  Adequate performance review and grievance procedures.  Communication with workers and volunteers.  Compliance with relevant awards and industrial legislation.

12. 12 POLICIES AND PROCEDURES Ensure that:  Standard policies and procedures are developed and updated as necessary.  Policies and procedures are appropriately implemented.

13. 13 PREMISES AND EQUIPMENT  Provide the necessary premises, facilities and physical resources.  Maintain and manage property and resources in accordance with relevant laws and regulations: Occupational Health and Safety legislationOccupational Health and Safety legislation

14. 14 ADVOCACY AND LOBBYING  Represent the organisation in the wider community.  Promote the organisation’s aims, services and achievements.  Lobby politicians about key issues facing the organisation and the clients/target groups/community.

15. 15 COMMUNITY CONSULTATION  Communicate with people and groups the organisation serves.  Network in the community services sector.  Communicate with key people in the local community.

16. 16 ROLES AND RESPONSIBILITIES OF POSITION HOLDERS

17. 17 STRUCTURE OF MANAGEMENT COMMITTEES  Ordinary members.  Executive: Chairperson/PresidentChairperson/President TreasurerTreasurer SecretarySecretary Public OfficerPublic Officer  Subcommittees.  Ad Hoc committees or task forces.  Advisory committees.

18. 18 ORDINARY COMMITTEE MEMBERS (1)  Support the aims of the organisation.  Regularly attend committee meetings and contribute to discussion of issues.  Be punctual and read minutes, agendas and other information.  Take on particular tasks as required.  Maintain confidentiality.  Share overall responsibility for the running of the organisation.  Participate in the organisation’s planning and evaluation process.

19. 19 ORDINARY COMMITTEE MEMBERS (2)  Stay informed about issues related to the organisation.  Support other management committee members in their work.  Work within the aims and legal framework of the organisation.  Attend training/development programs.  Represent and promote the organisation.  Take part in delegations to funding bodies and participate in lobbying processes.

20. 20 CHAIRPERSON PRESIDENT  Manage the activities of the management committee: including chairing meetings, following up on committee tasks, making sure the rules in the constitution are followed, speaking on behalf of the committee, etc. including chairing meetings, following up on committee tasks, making sure the rules in the constitution are followed, speaking on behalf of the committee, etc.  Act as the official representative and the spokesperson for the organisation.  Act on behalf of the management committee and/or association in emergencies.

21. 21 SECRETARY  Deals with correspondence to and from the organisation.  Ensures that official files and records of the organisation are kept up to date, in order and available when required.  Makes sure that the committee develops proper written policies and procedures for the organisation and that these are maintained, up to date and implemented.

22. 22 TREASURER  Prepares a budget  Monitors budgets and cash flow  Ensures that accounts of money received and spent are maintained  Submits regular financial reports to the committee  Makes sure that annual accounts (Statement of Income and Expenditure) are prepared, audited and submitted to the Annual General Meeting  Ensures that funds and assets are not mismanaged

23. 23 PUBLIC OFFICER  Notifies the NSW Office of Fair Trading of any changes in the official affairs of the organisation, its constitution and its financial position.  Keeps a register of committee members.  Lodges an Annual Statement of Income and Expenditure.

24. 24 SUB-COMMITTEES  Small focused working groups : Formed to perform tasks requiring expertise or time Formed to perform tasks requiring expertise or time Reports to the management committee Reports to the management committee Staff, committee members and others can be part of sub-committees by invitation of management committee. Staff, committee members and others can be part of sub-committees by invitation of management committee.  Subordinated to decisions of management committee.

25. 25 AD-HOC AND ADVISORY SUB-COMMITTEES  Ad-Hoc sub-committee: Created for a single purpose Created for a single purpose Deals with specific issues Deals with specific issues Takes action and disband Takes action and disband  Advisory sub-committee: Acts as observers or experts Acts as observers or experts Produces recommendations for the management committee to take action Produces recommendations for the management committee to take action

26. 26 RESOURCES (1) For more information on: (all visited on 6 June 2005)  Model Rules www.fairtrading.nsw.gov.au/business/association/modelrules.html www.fairtrading.nsw.gov.au/business/association/modelrules.html  Incorporation www.fairtrading.nsw.gov.au www.fairtrading.nsw.gov.au  Duty of Care www.workcover.nsw.gov.au www.ftmaustralia.org.au www.workcover.nsw.gov.au www.ftmaustralia.org.au www.workcover.nsw.gov.au www.ftmaustralia.org.au  Employment issues www.industrialrelations.nsw.gov.au www.ja.com.au www.employersfirst.org.au www.industrialrelations.nsw.gov.au www.ja.com.au www.employersfirst.org.au www.industrialrelations.nsw.gov.au www.ja.com.au www.employersfirst.org.au  Confidentiality and Privacy www.privacy.gov.au/act/privacyact www.privacy.gov.au/act/privacyact

27. 27 RESOURCES (2) For more information on: Taxation, GST, activity statements, ABN, etc. www.ato.gov.au Taxation, GST, activity statements, ABN, etc. www.ato.gov.au www.ato.gov.au Community-based organisation’s policies, procedures, governance and management related issues, financial and planning issues - Illawarra Forum Inc. www.illawarraforum.org.au Community-based organisation’s policies, procedures, governance and management related issues, financial and planning issues - Illawarra Forum Inc. www.illawarraforum.org.au www.illawarraforum.org.au  Local Community Services Association. www.lcsa.org.au www.lcsa.org.au  Volunteering Illawarra ph 4225 7812.  Community-based organisation’s funding and financial matters, leadership, management related issues, insurance and risk management.  Our Community. www.ourcommunity.com.au www.ourcommunity.com.au