Presentation

1. Governance Grievances & Insurance Presentation

2. Governance Governance

3. Governance • Is the system by which organisations are directed and managed. • Influences how the objectives are set and achieved. • Spells out the rules and procedures. • Determines how to optimise and monitor performances.

4. Principles of Governance • Clarity of Governance Roles • Effective Decision Making Processes • Effective Process Controls • Continuous Improvement • Transparency and Accountability

5. Clarity in Governance Roles • Clearly outline the responsibilities and powers of the key positions in governance roles. • The Committee shall act in accordance with the Centre’s Deed of Operation, Constitution and the Association’s Rules & Regulations. • Individual Committee members hold NO authority to act alone. All authority rests with the Committee

6. Clarity in Governance Roles • Have a Strategic Plan and allow all members input into the Strategic direction of the Centre. • Structure the Committee with a good mix of skills and expertise related to the various functions of the Centre.

7. Effective Decision Making • Document & follow meeting processes. (quorums, notices of meeting, voting rights, conduct of meeting, frequency & location etc...) • Prepare & follow the Agenda at meetings. • Document all meetings. (take meeting minutes and have a clear record of any decisions made) • Ensure all relevant documents & information has been tabled prior to making decisions. • Develop and follow a calendar listing annual activities. • Any sub committees formed should be given clear terms of reference.

8. Effective Process Controls • Create a Strategic Plan (Set key objectives, performance measures, core values & ethics) • Set expectations of Committee members. • Put processes in place to monitor & evaluate financial & non-financial performances. • Risk Management & Compliance Strategy (ensure the organisation complies will all relevant external statutory bodies and internal processes) • Have a Constitution/Deed of Operation that is clear & not overburdened with processes which are better placed in Policies & By-Laws.

9. Continuous Improvement • Regular self assessments of the Committee's performance. • Ensure Committee members are covered by insurance. • New Committee members should have an induction process. • Committee members access to information is approved & documented correctly.

10. Transparency & Accountability • Committees should always: • Show leadership, integrity and good judgment. • Act in the best interest of the Centre as a whole. • Demonstrate transparency, accountability and responsibility to members. • Provide an Annual Report including how the centre is tracking and sufficient financial information to allow members to make informed decisions on the committees performance. • Members should be: • Consulted & involved in the development of a Strategic plan. • Well informed and actively involved in activities. • Able to approve, monitor & review financial performances

11. Transparency & Accountability • All members of Boards and Committees are trustees of its members. • Effectiveness is the ability of all to work together as a team.

12. Grievances Grievances

13. BE A GOOD SPORT • Treat all participants as you like to be treated. • Co-operate with your fellow Athletes, Officials and Coaches. • Respect the rights and dignity of all Members.

14. MEMBERS MUST FEEL SAFE • At training • At Competition Meets • With other Athletes • With Officials • With your Coach • At Presentation Days

15. NO ONE SHOULD • Verbally abuse any person. • Make racist/sexist jokes or comments. • Allow offensive pictures or graffiti to be visible. • Look at or touch in ways that make individuals feel uncomfortable. • Make uninvited sexual comments that offend, intimidate or humiliate. • Discriminate against or harass any one.

16. HOW DO WE DEAL WITH COMPLAINTS? • Discuss and try to resolve the issue with those involved with the emphasis on resolution not punishment. • Discuss the issue with a Member Protection Information Officer (MPIO). • Lodge a written complaint at the level at which the incident occurred i.e. Club/Centre/Region • If not satisfied with the resolution, appeal to the next level.

18. INVESTIGATION PROCESS • Appoint an Investigator (usually an Executive member of Club/Centre/Region). • Complainant interviewed. • Respondent is advise of complaint and given the opportunity to respond. • The Complainant and the Respondent may have their own chosen support person throughout this process. • If dispute over facts other members made be interviewed as well. • Investigator completes a report documenting the complaint, investigation process, evidence, finding and/or recommendation.

19. APPEALING TO THE NEXT LEVEL • If either party are not satisfied with the result they can appeal to the next level. • The same process as outlined in the ‘Investigation Process’ is followed at the level up to Association Level.

20. GRIEVANCE PANEL HEARING • This is at Association (State) level • Out of the Grievance Panel (Approx 12 members), 3 panellists will be appointed to convene for hearing of the complaint. • The Complainant and Respondent will be advised in writing of • Date, time & venue • Details of the complaint • Verbal or written submissions can be made • outline of possible penalties that may be imposed. • Legal representation will not be allowed.

21. GRIEVANCE PANEL HEARING CONT... • The Grievance Panel Chairperson will: • Call the hearing to order. • Read out the complaint. • Shall have the power to stop further involvement of any person if there is unreasonable or intimidatory behaviour. • Announce the decision at the conclusion of the hearing. • The Complainant and Respondent will have an opportunity to describe the events, call witnesses and ask questions. • After all evidence has been presented the Grievance Panel will make its decision in private. • All decisions of the Grievance Panel will be by majority vote. • Within 48 hours the Grievance Panel Chairperson will: • Provide to the General Manager a copy of the decision including any disciplinary measures imposed. • A letter to the Respondent reconfirming the Grievance Panels decision and any disciplinary measures imposed.

22. TRIBUNAL APPEAL • The Tribunal consists of the full Board of Management. • The same process as outlined in ‘Grievance Panel Appeal’ will be followed. • The Tribunal’s decision will be final.

23. REGULATIONS & POLICIES • Grievance and Member Protection Policy • Regulation 16 - Complaint Handling, Appeals and Hearings • Available on LAVic Website

24. Insurance Insurance

25. Little Athletics Victoria Insurance Presentation July 2011

26. Overview of Presentation • Overview of Willis • What insurance cover is in place - Personal Accident & Injury Insurance - Liability - Association Liability (Directors & Officers Liability) - Equipment Insurance - Money • What to do in the event of a claim • Current trends • Risk Management • Frequently asked questions • Willis servicing team

27. Policies Members / Officials • Personal Accident • Public & Products Liability (Professional Indemnity) • Association Liability State Offices / Centres • Money • Property & Equipment

28. Accident / Injury Insurance Scope of Cover • Competing in official centre, state and national events. • Organised training. • Travelling directly between activities as above, and your residence or place of employment. • Staying away from your home district during a tour for the purpose of participating in sanctioned activities. • Engaging in voluntary, administrative or organised social activities. Important Note: Personal Accident insurance does not apply to parent races.

29. Key Features – Accident Insurance • Death and Permanent Disability benefits $150,000 ($20,000 for under 18). • Quadriplegia and Paraplegia benefits $250,000. • Non Medicare Medical 100% up to a maximum of $10,000 per injury. $25 excess. • Cover for treatment such as:- - Physiotherapy - Chiropractic - Dental - Private hospital

30. Key Features – Accident Insurance (cont..) • Loss of wages 80% up to a maximum of $1,000 per week. 7 day excess. • Other benefits available include; - Student Assistance Benefit - Home Help Benefit - Out of Pocket Expenses • Insurer: ACE Insurance Limited Conditions • Government prohibits insurance on Medicare expenses. • Cover only applies for 104 weeks from the date of injury for Loss of Income. • Cover only applies for 52 weeks from the date of injury for Non-Medicare Medical expenses.

31. Liability Insurance Scope of Cover Indemnify the insured in circumstances where, subsequent to a “negligent act”, they become legally liable to pay compensation for:- • Personal Injury • Property Damage • Legal costs and charges

32. Key Features - Liability Insurance • Public Liability $20,000,000 • Professional Indemnity $5,000,000 • Care Custody & Control $100,000 • Insurer: Australis Group Underwriting Pty Ltd on behalf of QBE Insurance (Australia) Ltd. Excess • Personal Injury $1,000 • Property Damage $1,000 * Excess is to be paid by the centre at the settlement of a claim unless otherwise agreed.

33. Association Liability Three Combined Covers • Directors & Officer’s Liability-“Wrongful Act” committed whilst acting as Director or Officer. • Professional Indemnity-Breach of Professional Duty. • Employment Practices Liability-Related to employment, discrimination and sexual harassment matters. • Limit of Indemnity $1,000,000 any one loss and $1,000,000 in the aggregate (i.e in total for the year). Insurer: Chubb Insurance Company of Australia Excess: $5,000 each and every claim.

34. Money

35. Risk Management • Your sport is varied and spread over a large area which is a challenge to manage. • Insurance shouldn’t justify doing things that are high risk. • Still take out private health insurance. • Insurance claims higher premiums or higher than premium collected = reduced coverage in future years.

36. Equipment Insurance What is Covered: All property belonging to your Centre of every description. This includes sporting equipment, buildings, contents and stock. Cover: Section One Loss or damage as a result of fire and perils, theft, accidental loss, collision and overturning of conveying vehicle. Maximum benefit $75,000 anyone claim. Section Two Machinery breakdown of any motors (e.gfridges, freezers, air conditioner etc). Limit $3,000 any one claim. Section Three Spoilage of frozen foods as a result of machinery breakdown. Maximum benefit $1,000.

37. Equipment Insurance (cont..) Excess: $250 each and every claim. Location: Anywhere in Australia. Basis of Settlement: New for old. Special Note: Create a list of equipment and replacement values.

38. What to do in the Event of a Claim • Contact Willis for any existing (i.e submitted to the previous broker) and new claims. Willis (02) 9285 4111 or 1300 945 547. Accident / Injury • A claim form will need to be completed and signed by centre and State Association. • Include paid receipts. Liability • Do not admit liability. • Contact Willis as soon as possible. Equipment • Contact Willis (02) 9285 4111 or 1300 945 547.

39. Industry Trends • Liability claims in Sport have reduced by 65%. • Personal Accident/Sports Injury claims have increased. • Speed of sport has increased and is resulting in more injuries and claims. • Medical costs have increased and are impacting on claims.

40. Frequently Asked Questions • How do I obtain a Certificate of Currency? • Does the Liability insurance cover our Lease Agreements? • What is deemed official training? • How long do we need to keep member records and incident reports? • What type of Fundraising and social activities are covered?