Effective Governance & Succession Planning - LANSW Conference 2023 Summary

This summary provides insights into effective governance and succession planning discussed at the LANSW Conference 2023. Topics covered include the role of committees, document requirements, committee makeup, meeting protocols, legal obligations, financial reports, and more to ensure successful operation of athletics centers. It emphasizes the importance of clear communication, member engagement, and strategic planning for long-term success.

• Governance
• Succession Planning
• LANSW Conference
• Athletics Centers
• Committee Roles

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1. Effective Governance & Succession Planning LANSW Conference 2023 Steven Pospischil President - Winston Hills Athletics Centre

2. Agenda 1. The Role of the Committee and Executive Committee 2. Centre Meetings 3. Documents and other Legal Requirements 4. Starting New Committee and identification of Committee roles Committee Meetings Identification of roles (Committee and non-Committee) Headhunting Parent Base for gaps in skills 5. Coaches and Officials 6. Sponsorship, Fundraising and Finance 7. Succession Planning Committee, Age Managers, Officials 8. Athlete Recruiting, Retention and Progression Schools 9. Guiding Principles for Your Club Athletes, Parents, Community

3. THE MAKEUP OF A COMMITTEE Executive Roles Non-Executive Roles Grounds / Linemarking Championships President Equipment Vice President Canteen / BBQ Secretary Communications / Webmaster Health & Safety / Child Protection Treasurer Uniforms Registrar Schools Liaison Sponsorships Volunteers Coordinator Records & Ranking Public Officer LANSW Delegate ANSW Delegate Trophies

4. Centre Meetings Committee Meetings Should be held once per month, attended by all Committee Members Discuss current issues and tasks required for effectively running the club Identify areas where more information / resources are required Ensure that each Committee member has their say Special General Meeting Generally only required if you need to engage the parent community, ie for immediate changes to the Club Constitution, or to resolve pressing issues. Annual General Meeting Legislative requirement of the Department of Fair Trading Generally occurs after the end of the season, and must be before end of May each year Chaired by the club President or delegate Committee members are elected during this meeting (check your club Constitution for specific requirements on elections). Call for agenda items 42 days prior to the AGM and send final Agenda 21 days prior to AGM. For more information, see the LANSW site: https://lanswresourcehub.com/centre-meetings

5. Documents and other Legal Requirements Committee Meeting Minutes Agenda for upcoming meeting to be issued by the Secretary prior to meeting, calling for additional agenda items Must be a record of the key discussion points from Committee Meetings Generally recorded by the Centre Secretary or delegate Distribute to all Committee members, whether they were present or not Must have a Quorum for official Committee Meetings where a resolution is agreed. Annual Report A record of the centre s achievements for the season, along with a Financial Statement of accounts. To be issued at the AGM (minimum Executive reports) Should be made available to all members. Forward a copy to LANSW. Centre Financial Report Prepared by the Centre Treasurer and verified by an independent person as agreed by the Centre Committee

6. Documents and other Legal Requirements Fair Trading NSW Requirements Note: The Public Officer is the official point of contact to Fair Trading, and should ensure that all the required forms are completed on time and submitted as required. Checklist_for_incoming_committee.pdf (nsw.gov.au)

7. Documents and other Legal Requirements Working With Children Check Ensure you capture all relevant people associated with the centre Member Register Including all athletes (through GameDay), Committee Members, Life Members, Coaches, volunteers and parent body Centre Uniform Don t forget to send through any design changes to the Association(s) Facility Hire and Council Allocation Engage early with council to secure your grounds Work with council (or grounds owner) for any improvements

8. LANSW Affiliation

9. Centre Committee First Dividing Roles and responsibilities Head Hunting for new committee members Committee Meeting AGM Identify new committee members throughout the season so they are ready to step up at the AGM. Split roles according to people s skills and time available. Make sure not to overload individual people, but spread the committee load.

10. Coaches and Officials Are you targeting elite pathways or just the basics? Do you have cover for all events? Free or paid coaching? Do your Age Managers have the necessary skills to run the events? Do you have club officials to help at Zone and Region? How will you identify new officials? How will you provide training?

11. Sponsorship & Marketing

12. Succession Planning Key Principles Identify current and future gaps in skills. Consider people in key roles and when they are likely to want to move on. Have early conversations with people in mind who could step up into key roles. Consider Age Managers and their potential to transition into the Committee Consider updating Roles and Responsibilities document according to the skills you currently have in the club just because roles were divided up a certain way previously does not mean they need to stay that way. Consider senior athletes and what they can offer eg Age Manager, Official, Coaching, Committee Member (if over 18). Identify key skills already within the club. Do you have people with accounting, administrative, web design etc skills? Make sure the committee is directly involved with athletes and parents KNOW YOUR CLUB!

13. Athlete Recruitment and Retention Are athletes having fun? What are the drivers to athlete retention? Boys vs Girls Junior vs Senior needs Supporting School Carnivals and equipment hire Information table at local shopping centre Recruitment through local winter sport clubs

14. Club Guiding Principles Some questions to consider: What is the main aim of the club? Why does the club exist and why do you put in so much effort? How important is athletics success to the club? Do you want to generate a community spirit within the club? If so, how will you go about that? Do you have the right people to effectively run the club? Committee Age Managers Coaches Starters / Officials Other Helpers (Canteen, BBQ etc) Volunteer Roster? What s in it for them? Have you considered how to recruit new committee members? Do you need sponsorship to help pay for the running of the club and equipment etc? How will you go about getting that? Do you have business owners within the club or local to the area?