HANG GLIDING FEDERATION of AUSTRALIA

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HANG GLIDING FEDERATION of AUSTRALIA
State Assn Meeting 2007
Retreat Hotel, Abbortsford, Vic
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WELCOME
Friday Arrive and meet Accommodation Plan out
the final agenda Dinner Saturday Presentat
ion by State Reps. Presentation by PICO Presenta
tion by GM Mind map issues and ideas Sunday
Wrap up previous discussion Document Outcomes Pl
an for next steps Lunch Departures

• Venue Layout
• Accommodations Meals
• Meeting times
• Agenda Topics
• Break Up and Departure
• Host Glenn Bachelor - VHPA

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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

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What is an Incorporated Association or Club ?
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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.
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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
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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.
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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 associations 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.

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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

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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
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HGFA Structure Membership St
ats
The following slides provide overview of HGFA and
membership breakdown by State
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Broad Structure of the HGFA
HGFA MANAGEMENT BOARD NINE BOARD MEMBERS ELECTE
D 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
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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
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TERMS OF REFERENCE
See HGFA Management Procedures Manual excerpt
provided
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Managing Member State Fees
Management Models View of Fees paid vs Member num
bers Issues resulting from Membership change Som
e financial facts from the member perspective
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HGFA
Current Model
HGFA sits quasi separate from State Assns
Some State Assns have tentative relationships
with local clubs
State Assn/ CLUB
Some State Assns ARE the local 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
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Alternative Model
A final project list is published and tracked
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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

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Membership Stats
Membership Numbers by State
STATE FEES
Figures from August 2007
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South Aus and NT combine under one State Assn
Figures based early Sept 07
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• State Assns 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.

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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