HANG GLIDING FEDERATION of AUSTRALIA

1. HANG GLIDING FEDERATION of AUSTRALIA State Assn Meeting 2007 Retreat Hotel, Abbortsford, Vic

2. WELCOME • Venue Layout • Accommodations & Meals • Meeting times • Agenda Topics • Break Up and Departure • Host Glenn Bachelor - VHPA Friday: Arrive and meet Accommodation Plan out the final agenda Dinner Saturday: Presentation by State Reps. Presentation by PICO Presentation by GM Mind map issues and ideas Sunday: Wrap up previous discussion Document Outcomes Plan for next steps Lunch Departures

3. Preliminary Agenda Items • State Association Terms of Reference and Responsibilities • Membership breakdown in relation to Levies • Monthly Communication to State Assns sending two files: Member expiry; qualpivot • 149 / 103 • Waiver • Team Sponsorship / Pilot Sponsorship • Marketing – Joint Venture across states • Safety Development / Regional Officers/Examiners • Maintenance workshops/ • Clubs – come to us or Foster Develop Smaller Local Clubs • Project Listing - transparency for members to see fund allocations • Magazine contributions – push from states to clubs and state officers • Technical delegates advisory – placement on Safety & Ops Committee • Website – Upgrade and State Assn Usage • RAPAC representation – How many States attend, who is the representing org

4. What is an Incorporated Association or Club ?

5. Incorporation Upon issue of a certificate of Incorporation the club or association becomes a body corporate giving it an independent legal existence. Its powers are set out in its rules and the relevant incorporations legislation. In QLD a person may be fined if they use or disclose to someone else information obtained from the register of an incorporated association to contact or send material to the association or a member of the association for the purpose of advertising for political, religious, charitable or commercial purposes unless the incorporated association has approved the use or disclosure of the information. As registration creates body corporate status an incorporated club or association has the power to enter into contracts and to sue and be sued under its registered name. The Association Incorporation legislation expressly provides that the constitution of an association is a contract between the association and its members.

6. Responsibilities Management of a club or association is generally vested expressly in a committee of management. The committee members and its officers owe similar duties to those that directors owe to their company. • These duties include: • To Act Honestly • To Act in good faith • To Act in the interest of the corporate body as whole • To Act with due care and diligence • To Avoid conflicts of interest • Not to make improper use of position • Not to make improper use of information The committee is responsible for the preparation of annual financial statements for presentation to their members which must be placed on public record. Audits of financial statements are required before presentation to members (VIC, QLD, SA & TAS require a registered auditor). Minutes must be kept of all meetings

7. Responsibilities Cont… Public Officer: Western Australia aside, all clubs or associations are required to nominate a public officer but only for the purpose of registration. It is the public Officer upon whom any legal serve will be made as representative to the club or association. It is the responsibility of the members of management committee to ensure that the association has and address. If the public officer resigns the committee must appoint a replacement within 14 days or each member of the committee commits an offence. It is an offence by the public officer to fail to notify the director general of any changes to objects or rules within one month of the change. The public officer must lodge with the registrar, within one month of its AGM, the financial statement approved by its members. Secretary/Treasurer: The secretary must make the rules available to a member if asked. The is a penalty for not keeping accurate financial records. Committee: Notices of change of committee or change of address of committee members must be notified to the registrar-general within one month of the occurrence of the event. The register of committee members must be available for inspection at all hours. Failure to Comply: The committee member who knowingly fails to take all reasonable steps to ensure the association has or is complying with the ACT or with a condition with the Act commits an offense under law. Insurance: Qld makes each member of the management committee liable unless they can establish that s/he has taken all reasonable steps to ensure that the association had insurance cover in compliance with the QLD Act.

8. Limited Liability Being a member of an incorporated entity provides the member limitation on liability while conducting activity under the auspice of the incorporated entity The extent of the members liability is usually limited to the annual subscription or any other money due under the club or association’s rules – applies only to debts uncured after incorporation. Officers of an incorporated club or association are also protected although the extent of the protection varies between states.

9. State Assn Responsibilities • Coordinate and promote HGFA sport s • Acquire and disseminate information • Promote competitions • Consider, originate, promote and procure changes • Facilitate training, coaching, instruction programs • Promote and coordinate safety programs • REPORT TO THE HGFA AGM

10. State Assn Financial Reporting As part of the Financial Auditors 2007 Report there will be an included State Assn Finance Report pack developed by the Auditor. This pack will consist of a simple means of reporting financials to the HGFA membership through the AGM commencing 2008

11. HGFA Structure & Membership Stats The following slides provide overview of HGFA and membership breakdown by State

12. Broad Structure of the HGFA HGFA MANAGEMENT BOARD NINE BOARD MEMBERS ELECTED BY MEMBERS HGFA EXECUTIVE COMMITTEE President Vice-President Secretary Treasurer Office Staff General Manager Finance and planning Committee Magazine Oversight Committee State Assns Competitions Committee Elected by Comp Pilots CIVL Delegate Appointed by Board Safety and Operations Committee Magazine Editor

13. Internal Communication Pathways Member Benefits MANAGEMENT BOARD 1. Direct access to Board Members GENERAL MANAGER MANAGEMENT & ADMINISTRATION 2. Indirect access to Board via General Manager 3. Direct access to General Manager CLUBS AND ASSOCIATIONS AFFILIATED WITH HGFA 4. Indirect Member access via Affiliated Clubs to the General Manager and to the Board INDIVIDUAL HGFA MEMBERS

14. TERMS OF REFERENCE See HGFA Management Procedures Manual excerpt provided

15. Managing Member State Fees Management Models View of Fees paid vs Member numbers Issues resulting from Membership change Some financial facts from the member perspective

16. HGFA Current Model HGFA sits quasi separate from State Assns Some State Assns have tentative relationships with local clubs Some State Assns ARE the local club State Assn/ CLUB State Assn State Assn State Assn State Assn Local Club Local Club Local Club Local Club Local Club Local Club Local Club Local Club Local Club Local Club Local Club Local Club Local Club Local Club Local Club Local Club Local Club Some Clubs are distinctly separate from the State Assn

17. Alternative Model Members contribute a generic sport development & support fee which goes into a collective kitty State Assns develop project lists to submit to the Joint States Panel. Clubs submit requests to the State Assn Delegates of each State Assn decide on project merits and allocate funds from the kitty A final project list is published and tracked

18. Potential Benefits • Less constraint from smaller kitty to provide for bigger projects • Project list provides members transparency into fund allocation and opportunity • Project list informs members of available funds and time frame for next projects • Joint development of sport across the country = unified approach • Projects opportunity for marketing to new members across the country Potential Drawbacks • Currently affluent states have to share their funds • Requires effort of determining projects and justifying fair funds allocation • Draws on funds to provide management (airfare, accommodation for delegate meetings) • Requires new effort to establish and get into a working model

20. Membership Stats Membership Numbers by State STATE FEES Figures from August 2007

21. South Aus and NT combine under one State Assn Figures based early Sept 07

22. State Assn’s typically still identify themselves as HG and PG assns. All State Assns collect levies from WM members. • WM members out weigh the other motorised groups by 4 to 1.

24. Opportunity for Pilot Development 994 1106 444 High number of restricted PG members needing to up-skill into INT and ADV ratings Lends toward strategies for pilot training