Excellent Committees U3A Townsville 2017

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Leisa Donlan [email protected]

Excellent Committees

The delivery of the course/workshop you are attending is presented by a

person or organisation external to the Queensland Government and therefore

the views expressed by the Presenters or any other speaker at the

course/workshop are those of the speaker (s) alone, and are not necessarily

those of the Department or the Queensland Government. The copyright in the

presentation material remains that of the contracted provider..


Slide 2

Mega Trends

• Individualism

• Team Activities Under Threat

• Business Vs Social

• Wary & Clicky

• Disengaged Membership

• Declining Volunteering

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Slide 3

The Cardboard Box Handover


Slide 4

Profit For Purpose

• Increasing changes to the NFP business environment and even more to come (ACNC)

• Volunteer status doesn’t protect you from railing to abide by relevant legislation

• Non profit doesn’t mean you shouldn’t make one• Good committees understand they need to ensure

the future of the business• Volunteers need to consider where they are best

suited to volunteer• Too much focus on operations to the detriment of

strategy

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Slide 5

Legal Compliance


Slide 6

The Relevant Laws• Corporations Law

• Associations Incorporations Act

• Trade Practices Act

• Civil Liability Act

– Liquor & Alcohol Service

– Food Service

– Gambling or Gaming

– Employees / Volunteers (PAYE, Superannuation, Discrimination, WH&S)

– Taxation

– Children

– May be others depending on services offered

METHODS OF INCORPORATION

Incorporated Association

Unincorporated Association***

Company Limited by Guarantee or With Shares (ASIC)

Charitable Trust***Others

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Slide 7

Incorporated Association Levels(After 15 June, 2007)

Level Details Audit Requirements Insurance Requirements

Level 1 Turnover or Assets Over $100,000 per annum

Full Audit To The AIA Must have public liability insuranceMust advertise level of insurance

Level 2Turnover or Assets Between $20,000 and $100,000 per annum

Accountant to confirm accounts (not full audit)

May choose not to have public liabilityMust advertise level of insurance

Level 3Turnover or Assets Under $20,000 per annum

Treasurer’s Statement only (check with your organisationfirst)

May choose not to have public liabilityMust advertise level of insurance


Slide 8

What Associations Must Do – AIAQGeneral Requirements

• Maintain minimum seven (7) members• Have a registered postal address (Sec 17)• Ensure all documents show Association’s name, including internal

documents (Sec 32)• Have a bank account and Keep all property in the club’s name (Sec

24)• Obtain appropriate public liability insurance (Sec 70)• Keep a set of books & issue financial reports (Reg 9 & Sec 59)• Control the Business and operations (Sec 60)• Lodge an Annual Return (Form 12)• Notify changes to OFT (From 10a)

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Slide 9

Obtaining Your Common Seal

• Contact Office of Fair Trading

– Request copy of your Certificate of Incorporation

• Take the copy to a rubber stamp maker (most newsagents can help)

• Office of Fair Trading Ph: 13 13 04Monday to Friday 8 am to 6 pm

OF

THE

Common Seal


Slide 10

• Members can request annual financial statement. (28 Days) $300 Fine.

• New model rules, update constitutions

• Act takes precedent over your rules.

• Membership list restrictions (no advertising).

• Minutes must be supplied on request (28 Days)

• Registration can be cancelled for failure to lodge annual report.

• Incorporation can be refused.

• English only for names & rules

• Using new technology for meetings.

• Casual vacancies, secretaries status & functions all clarified.

• OFT can request documents – failure to provide $1,500 penalty.

• Quorum minimum changed.

• Six months to hold AGM after end of financial year.

AIA1981 – Reporting

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Slide 11

Committees & The AIAQ

Incorporated Associations Act - Incorporated AssociationCommittees

– Require a minimum of three positions– President cannot be Treasurer

Committee Members Must Be– Members– Living– 18 years or older– Reside in Queensland if Secretary (65kms of border)

– Not be insolvent or a bankrupt– Not be convicted of an indictable offence (In last ten years)

– Not be a mental patient within the legal meaning (Mental Health Act)


Slide 12

Nomination Form & Notice of AGMWHEN, WHERE & TIME OF MEETING

Nominations:At the Annual General Meeting of the Association, all the members of the Board for the time being shall retire fromoffice, but shall be eligible upon nomination or re‐election. Any two members of the Association shall be at liberty tonominate any other member to serve as an officer of the management committee. Nominations for the Board are to bereceived by the Association in writing at least 14 days prior to the Annual General Meeting. The nomination to besigned by the member, the members nominator and seconder. Nominations can be made on another’s behalf. If nowritten nominations are received, nominations will be taken from the floor. Should written nominations be received foreach position, no nominations will be taken from the floor.

Voting will take place at the Annual General Meeting. For positions, where more than one nomination is received, voting will be by secret ballot.

Meetings of the committee will take place on the second Tuesday of every month. As a committee member you cannot miss more than two meetings per year without a leave of absence granted by the rest of the committee.

To be eligible to serve on the Committee you must: Be an adult and be a financial member of the Association. Not be a bankrupt or one who has compounded with their creditors or otherwise taken advantage of the laws in force for the time

being relating to bankruptcy; Not be a person who is a patient within the meaning of the Mental Health Act 1974 or; Not have been convicted of an indictable offence or of an offence punishable on summary conviction for which the person is

sentenced to imprisonment otherwise than in default of payment of a fine. Agree to abide by the Committee Code of Conduct & any other policies of the Association. Understand you must make attending committee meetings a priority.

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Slide 13

COMMITTEE NOMINATION FORM

To nominate for a position on the Committee, you must reply to the Association by 26th July, 2010 by faxing or posting this form.

I wish to nominate for the position of:

President Vice President Treasurer Registrar Press Officer Secretary

I hereby confirm I am able to meet all the conditions stated in the Notice of Annual General Meeting and therefore eligible to serve on the Club’s Committee.

My Name: Nominated By: Seconded By:


Slide 14

What Committees Must Do (AIAQ)For Members

• Ensure a copy of the constitution is available to all members (Sec 53)

• Ensure financials reports are submitted to members at the AGM (Sec 59) according to Level Requirements

• Always ensure an appropriate Secretary is appointed (Sec 66)

• Ensure an AGM is held every year (Sec 56)

• Make sure the club complies with the rules (Sec 57)

• Keep minutes (Reg 9)• Be aware of the duties of the Secretary and make sure they are carried out• Share in the responsibility for financial monitoring • Perform duties with care & skill• Act in good faith• Advise any conflict of interest

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Slide 15

Membership DefinitionMember Type Definition Vote

Ordinary Member A person who has entered the Third Age as defined in Rule 2c, has been accepted for Membership in accordance with these rules and is a financial member.

Yes

Honorary Member A person who does not qualify as an Ordinary Member but whom the members of the association wish to grant limited memberships.

No

Community Member

Those who are not directly involved in the activity who support the association.

Yes

Life Member A current or former member whose contribution to the Association has been outstanding, who is granted membership for life without payment of any application and/or membership fees, who is entitled to vote at meetings of the Association and it eligible for nomination to any office of the Association.

No


Slide 16

Office of Fair Trading

www.caxton.org.au

www.fairtrading.qld.gov.au

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Slide 17

Management Committee Members – Model Rules

Treasurer

President

Vice President

Secretary

Past PresidentExecutive Committee

Registrar

Fund Raising

Publicity

Other

The Entire Committee

MEMBERSHIP OF MANAGEMENT COMMITTEE (MODEL RULES)13.(1) The management committee of the association consists of a president, vice‐president, treasurer, and any other members the association members elect or appoint at a general meeting.(2) A member of the management committee, other than the secretary, must be a member of the association.(3) At each annual general meeting of the association, the members of the management committee must retire from office, but are eligible, on nomination, for re‐election.


Slide 18

Above & Beyond – Managing PeopleBe Inclusive, Firm, Confident & Sensible

• Be prepared to discuss acceptable behaviour• Treat each other with respect, even when you don’t agree• Ensure correspondence addressed to the club is handled by the

entire committee• Don’t be in the habit of meeting separately• Make sure all paperwork contains facts and is accurate• Be aware of the impression of having relatives on committee• No white anting if you don’t agree!• Don’t allow paid staff to be on committee

• Staff can attend meeting but should not have a vote– (Conflict of Interest)

• Staff have other avenues to address grievances• Staff have great influence with members

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Slide 19

Blue Cards

• Every committee member must have one – Children & Young People & Child Guardian Act

S109(2) If the person is a corporation, each executive officerof the corporation whose principal place of residence is in Australia must have a current positive notice.

Maximum penalty—500 penalty units or 5 years imprisonment.

– Executive Officer, of a corporation, means any person, by whatever name called and whether or not the person is:

• A director of the corporation, who is concerned or takes part in

– the management of the corporation.


Slide 20

Blue Card Exemptions• Other parents are exempt

– (unless they are committee members)

• Police & Teachers only exempt during employment

– (now have card to prove they don’t need card)

• Volunteers can apply when they start

• Club must have written policy for child protection

– (not just blue cards)

• Penalties are up to $50,000

• Ensure a committee members is aware of your club’s responsibilities & makes sure you meet them

• Get more info on www.ccypcg.qld.gov.au

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Slide 21

Employees & Volunteers

• Workplace Health & Safety (Changes 2012)– Regular venue assessment

– No bullying or harrasment

• Responsible Service of Alcohol– Protecting staff or volunteers

• Discrimination

• Personal Legal Actions– Protection Orders

– Custody Agreements


Slide 22

Working Committees

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Slide 23

What’s The Right Number?Committees Don’t Need To Be Big To Work..– Often filled with positions we don’t need

• Does your publicity officer get you noticed?

– Create problems for quorums if too high• GM Cx2+1 CM Cx½+1

– We don’t ask for any performance level• We’re grateful if anyone puts their hands up


Slide 24

Raise The Bar!Focus These Guys On The Work…..

• Myths (Elected at AGM … Never seen again)

• Ghosts (Come to meeting .. Never speaks)

• Oath Takers (Make promises they don’t keep)

• MC’s (Try to take credit but don’t do anything)

• Avoiders (May come to meetings but don’t want a job)

Outline Jobs (Create Jobs If Needed)Encourage ParticipationTrainIf not working, dismiss them from committee

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Slide 25

Raise The Bar!Manage These Guys For A Better Culture ……

• Backstabbers (Won’t admit they have a problem with you)

• Attention Hogs (Don’t let others talk)

• Detail Junkies (Get stuck on small things)

• Club Addicts (Take it all to heart or stay forever)

• Complainers (Go outside the committee)

• Brick Walls (Never think something new is a good idea)

• Scary Monsters (Exhibit bad behaviour)

Address the behaviour ……If not working, dismiss them from committee


Slide 26

Raise The Bar!Get Rid Of These Guys …..

Bullies (Discourage others)

Friends of Bullies (Tend to replace committee)

Tough Committee Code of Conduct

Chair needs to be very strong

Work together & find a bully buster

Tell them they are bullying

Dismiss them from committee

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Slide 27

Better Than Breathing…Your Club Wants Aces

– Active people– Communicate Well

– Enthusiastic & Ethical


Slide 28

PresidentsGreat Presidents Are Leaders

• Always behave well

• Conciliate & protect

• Sets the tone & club culture

• Is the public face of the club

• Inspires and challenges

• Chairs great meetings

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Slide 29

Vice Presidents

Great Vice Presidents Help & Plan

• Support & help the President wherever possible

• Never slide through the year doing nothing

• Communicate the club’s message to the members

• Take responsibility for future planning

• Can be excellent volunteer managers


Slide 30

Secretaries

Great Secretaries Are Super Organised

• Well connected to members & volunteers

• Understand legal aspects of their job

• Excel at communication

• Manage preferences & friendships properly

• Control the size of their job

• Respond quickly

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Slide 31

Treasurers

Great Treasures Understand Money

• Know how to report on money

• Understand how cash flows

• Realise the state of club assets

• Liaise & share in fund raising

• Apply for or support funding applications

• Are always looking for dollars


Slide 32

Other Committee Members

Great Committee Focus On Their Job

• Put some planning in place for their tenure

• Accomplish work in their portfolio

• Innovate new ideas for the club

• Monitor themselves & each other

• Congratulate each other on good work

• Understand everyone is different but everyone cares

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Slide 33

Ascendancy Plans

Pool of Possible Committee Members

Committee Members Community or Shared Pool of Committee

Treasurer

President

Vice Pres

SecretaryCommittee

Past President Past President

Gives President Role Some Cachet

Training & support always available

Roles are performed better

Less pressure on filling committee

Ascendancy produces capable, knowledgeable directorsSmooth handovers, continual planningBut check your constitution

Nomination leaves everything to chancePeople nominate even if they don’t really want toLack of motivation to be a good committee member


Slide 34

Basic Meeting Process• Understand who should be at the meeting (what type of meeting are you having?)

• Know the constitution and its rules about meetings & voting

• Plan the meeting and give lots of notice

• Advise and prepare the agenda of the meeting

• Take minutes at the meeting and publish them quickly

• Follow up on business from the meeting

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Slide 35

Management Committee Meetings


Slide 36

Bad Meeting Habits

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Slide 37

When & Where To Meet

• Try to avoid meeting at someone’s home if possible

• Tuesday, Wednesday or Thursday

• Lots of opportunities to meet somewhere else

• Early evenings aren’t always the best time to meet

• Consider 5:30 or 6:00 to 7:00


Slide 38

What’s The Right Number?

Committees Don’t Need To Be Big To Work..

– Often filled with positions we don’t need

• Does your publicity officer get you noticed?

– Create problems for quorums if too high

• GM Cx2+1 CM Cx½+1

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Slide 39

Management Committee Members

Treasurer

President

Vice President

Secretary

Past PresidentExecutive CommitteeRegistrar

Fund Raising

Publicity

Other

MEMBERSHIP OF MANAGEMENT COMMITTEE (MODEL RULES)13.(1) The management committee of the association consists of a president, vice‐president, treasurer, and any other members the association members elect or appoint at a general meeting.(2) A member of the management committee, other than the secretary, must be a member of the association.(3) At each annual general meeting of the association, the members of the management committee must retire from office, but are eligible, on nomination, for re‐election.


Slide 40

Everyone Helps For Effective Meetings10 Days Before Meeting

Ask for brief written reports from committee

7 Days Before MeetingSend out Agenda, Traditional Agenda Strategic Agenda Minutes & Reports

1 Day Before MeetingText to Remind Committee of Meeting

During The MeetingConsider using mobiles for remindersAsk for completion dates

1 Day After MeetingSend out minutes or Action List

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Slide 41

Dashboard Reporting


Slide 42

Committee Meeting Quorums

• Rarely a simple number like 3 or 4 people

• Usually ½ elected to committee at previous AGM + 1

• Always check your club’s constitution to ensure you know what the quorum is!

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Slide 43

Postponing Committee Meetings

• Try not to adjourn a committee meeting if possible• You can never get the same people to attend a postponed date

• Habits of postponing are enough to scare good committee away

• Those present may be able to continue and have decisions endorsed by rest of committee

• Reconsider if you do actually need to meet as often as you do at the moment


Slide 44

General Meetings

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Slide 45

Types of General Meetings

• General Meetings are any meeting where ordinary members (not management committee) are allowed to attend and vote.

• Some business can only be conducted at a general meeting.– Elections & adoption of annual financial reports– Review or previous motions to general meetings– Some constitutional issues (Eg changing rules or some life

memberships)

• Some clubs have: – Regular general meetings– An occasional Special General Meeting– Only an Annual General Meeting


Slide 46

Monthly General Meetings

• Usually aren’t required by constitution but develop as a way to encourage member participation or committee accountability.

• Tend not to be very successful at attracting members in modern life.

• Can attract a new and different audience each month, delaying decision making.

• Can constrain the club because of rules around proxies, adjournment etc.

• May encourage members to be too involved rather than allow the management committee to manage the business of the club which they have been elected to manage.

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Slide 47

Owner’s Forums• Great alternative to a general meeting which allows reporting and

discussion without the constitutional & governance issues.• Informal meeting prior to the Management Committee Meeting• Go through the meetings rules (as usual)

– One person at a time– Chair will recognise– Everyone can talk– One issue at a time– No interruptions– Comments to the committee not individuals– Not personal attacks– Keep calm– 3 minutes and then move on– Second opportunity after everyone else if you didn’t finish


Slide 48

Attracting Members To AGMs

• Combine AGMs with some fun activity

• Ensure nomination process is closed prior to meeting

• Let members know all jobs are taken

• Be prepared & send out dates very early!

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Slide 49

AGM Agendas & Forms

• AGM Agenda Template.doc

• AGM Notice & Nomination Form.doc

• Proxy Form.doc


Slide 50

6 Vitals of AGM

• Attendance Register (name & signature)

• Reports (May be President, Committee or other)

• Financial Reports or Audit (Depending on Level)

• State Level of Public Liability Insurance

• Appoint or Endorse Auditor (or deal with financial reporting for next year)

• Election

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Slide 51

Working With Proxies

• Check if your constitution allows or requires proxies– Must send proxy form to all members with agenda, notices of

motion & details of candidates for committee– Give clear instructions for proxy lodgement and deadlines– Ensure 2 electoral officers (not on the committee) will be

present at the meeting– Secretary & Treasurer to ensure up to date lists on members

and financial position of members to help verify legality of proxies (some rules allow non members to carry proxies)

– Use coloured paper with number of proxy votes shown clearly for counting

• If proxies are not allowed– Nothing else to do!


Slide 52

Resolutions At General Meetings

• Special Resolutions• Decision to Incorporate (Sec 6), Change of Name (Sec 35) , Change to the Rules (Sec 48), Decision to wind up (Sec 89)

• Must have 75% majority of members AT the meeting (not all members of the club)

• Ordinary Resolutions• Everything else the club needs to deal with

• Numbers required for success will be in your constitution

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Slide 53

At The AGM

• Make sure everyone signs the attendance register & keep a copy!

• Prepare a great packet of information for members who attend including• Agenda & rules of order

• Minutes of last year’s AGM

• Written reports & audit or financial reports

• Any other information you think they need for the meeting

• Establish if you have a quorum!!!

• Address the agenda & notified resolutions

• Ensure “handover” takes place properly eg someone is there to chair the meeting during elections who isn’t on the old or new committee

• Allow enough time for questions on the audit or financial reports

• Develop motions & vote accordingly


Slide 54

Postponing General Meetings• To be able to meet you must have a quorum

according to your club’s constitution (check yours as rules can differ)

• If there’s no quorum the constitution will outline the process for moving forward

• Usually you will have to adjourn for 30 days (maybe more or less). If you still can’t achieve a quorum you may need to meet only to fill the committee or you may be able to progress without another election.

• Always ensure you have a copy of the constitution at your AGM to clarify procedure.

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Slide 55

At The AGM

• Make sure everyone signs the attendance register & keep a copy!

• Prepare a great packet of information for members who attend including• Agenda & rules of order

• Minutes of last year’s AGM

• Written reports & audit or financial reports

• Any other information you think they need for the meeting

• Establish if you have a quorum!!!

• Address the agenda & notified resolutions

• Ensure “handover” takes place properly eg someone is there to chair the meeting during elections who isn’t on the old or new committee

• Allow enough time for questions on the audit or financial reports

• Develop motions & vote accordingly


Slide 56

Understand For Your Audit

Notes To Accounts ‐ Qualified Audit

– Except For: auditor disagrees with committee on accounting policies but doesn’t warrant adverse opinion.

– Adverse: when effects of disagreement are material and there is misleading or incomplete information

– Disclaimer: limitation is so material the auditor is unable to express an opinion.

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Slide 57

Special General Meetings

• Can be called by either the Management Committee (Eg to change the constitution) or by the members (Eg to roll the management committee)

• Process defined in constitution which must be made available to members

• Committee should try and co‐operate in the process as much as possible

• Usually contentious process so club will need good meeting practices (similar to AGM)


Slide 58

Expecting Problems?

• Set specific behavioural ground rules (remember committee can make them up)

• If Contentious, considering hiring help

• Have a practice meeting if you’re nervous

• Presiding officer should have a script to work from

• Everyone entering the meeting should receive the agenda, package & ground rules

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Slide 59

Holding A Great Meeting


Slide 60

• Members can request annual financial statement. (28 Days) $300 Fine.

• Minutes of general meetings must be supplied to members on request (28 Days)

• Allowed us of new technology for meetings.

• Casual vacancies, secretaries status & functions all clarified helping ensure clarity about who should be at meetings

• Fair Trading can request documents relating to your meetings– failure to provide $1,500 penalty.

• Quorum minimum changed and natural justice is now the amount elected to management committee at last AGM + 1.

• Six months to hold AGM after end of financial year.

Meetings Laws When Incorporated

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Slide 61

Who Does What?

Prepare agenda (Secretary & President)Prepare operational reports (All committee)Prepare financial reports (Treasurer)Send the package to all (Secretary)Read everything BEFORE the meeting (All committee)Chair the meeting (President unless not there)Uses the common seal (Secretary)Records the meeting (Secretary)Take minutes (Secretary or Minute Secretary)Discuss & Debate (All committee)


Slide 62

Use Digital Voice Recorders

Invasion of Privacy Act Sec 43 (1)

•Can tape if you are a party to the conversation.•Club should have written guidelines that meetings will (or will not) be recorded.

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Slide 63

Provide Comprehensive Financial Reports

• Prepare a budget at the beginning of every year.

• Monitor income & expenses to the budget.

• Ensure financial obligations are able to be met.

• Profit & Loss, Balance Sheet, Bank Reconciliation to every meeting.

• Make bank statements available to all.

• Never sign blank cheques at meetings (or ever)


Slide 64

Proposing New Business

When you raise an issue also try and propose a solution for discussion.

Consider putting things in writing, it makes it easier for people to review if they have a template to start with.

Don’t be discouraged by the brick wall, ask if everyone will take another month to consider.

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Slide 65

Everyone Should Speak!

IN MEETINGS, ALL SHOULD:

• Report on last month’s accomplishments and this month’s goals

• Participate in debate

• Suggest new things

• Take part in strategic planning

• Use good manners


Slide 66

Ask Questions

• Be prepared and show respect to your fellow members by being well researched and clear about what you want.

• Create a healthy meeting culture that encourages tough questions and strong debate without recriminations.

• Try not to discourage new ideas because you think you know what will work.

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Slide 67

Debating In Meetings

• You must raise your hand to be recognised by the chair.

• The person who makes the motion has the right to speak first

• Everyone gets to speak until everyone who wishes to do so has spoken once (tell people how you want them to vote)

• Only then can someone speak again• Comments should be new, not repeats of what’s already been said


Slide 68

Decision Making In Meetings

Voting• Assumes some won’t agree

• Clear & open

• Proves commitment to the motion

Consensus• Assumes all can agree

• Is democratic & equal

• Can avoid conflict in the meeting

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Slide 69

Chairing A Great Meeting


Slide 70

Great Chairing Habits

• Take charge of the meeting• Show some leadership• Know Who Has A Right To Vote• Keep to Time• Control speakers topics and language• Focus discussion on the agenda• End discussion when necessary• Summarize and resolve the issue• Avoid using a casting vote (if you have one)• Be careful of overpowering the group

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Slide 71

Keep It Short & On Time

• Optimum meeting time is 45 ‐90 Minutes– Always start the meetings on time once you have a quorum

– Use timing on your agendas to help keep everyone focussed

– Chairs have to control discussion to keep to time, people will be grateful

– Be prepared to avoid the “how to” discussions that happen when we get together


Slide 72

General Business

If you choose to use itAlways ask at the beginning of the meeting

Advise members you won’t make a decision at the meeting at which a problem is raised

If you choose not to use itHave an alternative way for members to have their issues addressed

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Slide 73

The Chair Recognises…..

• No required meeting system

• Different groups meet in different ways

• Formal systems– Roberts Rules of Order (Adversarial)

– Cross Examination Debate (Adversarial)

– Parliamentary System (Adversarial)

– Nominal Group Meetings (New System)

• Informal systems


Slide 74

Roberts Rules Of Order

• Points Of Order

– Only used to call attention to a fault in the meeting process covered by By‐Law or constitution.

– Never to be used for any other purpose.

• Points of Information

– Used to ask for more details in the decision making process and for clarity

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Slide 75

Meeting Monsters

• Monopolizers

• Rehashers

• Tangent Talkers

• Devil’s Advocates

• Cynics

• Fence Sitters

• Pandora’s Box Openers

• Brick Walls

• Attackers

• Jokers

• Robots

• Hecklers

• Egos

• The Defiantly Wrong


Slide 76

Difficult Meeting Behaviours

• Late, Mobiles, Texting, Talking out of turn, Personal attacks

• Never smile & nod when people are behaving badly.

• Interventions refocus individuals or groups to keep the meeting moving forward (not scolding or closing someone down).

• Think about timing (before, during or after)– Lateness (before)

– Preparation (during)

– New Business (after)

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Slide 77

How To Intervene

• Keep your voice level and calm• Acknowledge emotions but don’t concede to them• Do some online training on being assertive• Remember you’re a leader!• Never allow personal attacks or abuse• Threats to sue should be taken seriously and are a good

reason for recording • Do not arbitrarily remove people from the meeting if you

can avoid it• Consider private security if you’re worried about safety• Call police immediately if you or anyone else feels unsafe.


Slide 78

Dealing With Difficult Chairs

• Chair should remember that they are a servant of the group

• Bring it to the attention of the chair during the meeting

• Use point of order when its appropriate• Get some training for the chair or ask them to start attending other meetings where they aren’t chairing (youtube has some great resources)

• Use the power of the group and put forward a formal motion

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Slide 79

Symptoms of Problems

• Members begin to believe they are the only ones who are right or who understand

• Act like the club, its money & its possessions are theirs

• Usually have a suite of behaviours that have worked in the past in meetings or out of them

– Crying, yelling, intimidating, refusal to change or respond, friend‐gathering


Slide 80

Getting Meeting Work Done

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Slide 81

Post Meeting Paperwork

• Minutes of Meeting

• Action List

– If you don’t have time for full minutes send out a list of who is supposed to be doing what the next day

– Include due by dates on all actions

– Send action list each week between meetings

– Use mobile reminders etc to help get work done


Slide 82

Meeting Technology

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Slide 83

Online SGMs & AGMs

www.surveykmonkey.com


Slide 84

Working Apart

Flying Minutes or Resolutions By Circular– Can be via email, fax or letter

– All Directors vote

– Is recorded in the minutes of the next meeting as a decision

– Should be individually numbered and state a concise MOTION with background information.

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Slide 85

What Is Bullying

• Behaving aggressively

• Teasing or practical jokes

• Pressure to behave inappropriately

• Exclusion from work related events

• Unreasonable work demands

• Must be a pattern of behaviour


Slide 86

Lodging A Complaint

• Report to club

• Check eligibility on commission website

• Lodge a claim

• Get a judgement

• Get paid?

• See www.benchbooks.gov.au

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Slide 87

Member Protection Is Club Protection

• Most clubs have access to protection policies but often don’t use or understand them

• Proof of policies are not enough in defence, clubs must prove they are utilised & advertised

• Complaints systems should always be used and reviewed (discrimination, bullying etc)


Slide 88

Succession

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Slide 89

Questions

Documents

Excellent Committees U3A Townsville 2017