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Administration and Financial Procedures for Sailability NSW Inc. and Sailability NSW Inc Branches

Keyword Index

Welcome

Welcome to the Administration and Financial Procedures Manual designed to help guide branches through the various administrative and financial processes that branches need to follow to comply with legal requirements, insurance rules, and establish best practices for successful branch operations. This procedural manual is designed for quick access by using the keyword index located in the left hand column or by using the standard search function your computer uses.  Click on the keyword that matches the information that you are seeking. Return to the top of the manual by clicking the Back To Top icon which will appear on the lower right of your screen.

Significant effort has been made to make sure that the content below is accurate and up to date. If any errors or any need for further clarification are identified please contact Sailability New South Wales. 

1. Membership Procedures 

Membership refers to individuals need to be members of Sailability New South Wales. If an individual wishes to volunteer with a Sailability branch but expressly do not wish to be a member of Sailability New South Wales, the individual needs to be identified to Sailability New South Wales and meet Sailability New South Wales requirements (e.g. Working With Children clearance, abide by the code of conduct, follow branch operating procedures, etc.) .  There are different classifications of Sailability New South Wales which are briefly discussed below. 

The current Membership fee payable to Sailability NSW Inc. is $5.00. Those individuals who expressly do not wish to become a member do not pay the membership fee but lose the ability to hold offices and vote in elections.

The membership period is from the 1 July to the 30 June. Membership in Sailability New South Wales begins anew each year. 

The Sailability NSW Membership Reconciliation report together with “Application for Membership” forms for New Members and Existing Members renewing their Memberships are to be forwarded to the Treasurer of Sailability NSW Inc. six (6) times per year together with Membership Fees:  

  • September 15 – For Memberships July and August
  • November 15  – For New Memberships Occurring in September and October
  • January 15      – For New Memberships Occurring in November and December
  • March 15         – For New Memberships Occurring In January and February
  • May 15             – For New Memberships Occurring in March and April
  • July 15             – For New Memberships Occurring in May and June

Note:   At least one member must be lodged in the September Reconciliation to indicate that the branch is operational. If no new members have renewed in any period (excluding July and August)  or new members  have been enrolled, a NIL Statement must still be lodged for that period. 

The Sailability New South Wales Inc. Rules of Incorporation (as amended May 2016) has the following membership structure and classification under clause 2.1:

      1.1  Ordinary Member

      1.2 Associate Member

      1.3 Temporary Member

      1.4 Sailability New South Wales Life Member, and

      1.5 Honorary Member (No distinction is made between them being either a volunteer or a sailor.)

When a person seeks to participate in Sailability activities they have the option of joining as one of the above classifications. Except for the Life Member and the Honorary Member they will fall into being either an Ordinary Member, Associate Member or Temporary Member category.

If an individual wants to become an Ordinary Member, then a “Membership Application Form” must be completed. This form will provide the option to become a volunteer. Once the appropriate fees are paid, they become a member of Sailability New South Wales Inc. as well as being a branch member. The next process is to include them on the next Membership Reconciliation Form lodged by the branch.

Once a person becomes an Ordinary Member, they are entitled to attend any branch meeting of their own branch and any General Meetings of branches and are entitled to vote at both.

If they become an Associate Member, then a “Membership Application Form” should be completed indicating that they are an Associate Member (the form can be manually amended). No further action is required by the branch other than to include them in the register for any event they attend.

A Temporary Member is someone who does not want to become a member but attends a Sailability event whether it be on a frequent or infrequent basis. No further action is required by the branch other than to include them in the register for any event they attend.

It is desirable (but not compulsory) that Volunteers complete a “Membership Form” to provide details that are necessary to fulfill the requirements of some of our stakeholders, namely The Dept. of Sport & Recreation, Dept. of Fair Trading, etc.

A register must be kept that shows the name and contact details of anyone (Including any of the above members or volunteers) and duly signed by that person or responsible person who attend that a Sailability event. 

Branches have the option of offering “Family Membership” to their members and set their own fees. When this occurs, each member must be listed on the Membership Reconciliation Form submitted to the Treasurer Sailability NSW Inc.

 

E.g., John Brown has a wife Wendy, a daughter Sarah and a son Robert – the branch charges a $45 Family Membership Fee.

When the next Membership Reconciliation Form is due the branch must enter each name and pay $5 for everyone in the family group i.e., $20.

Ensure that each Member Volunteer and Non-Member Volunteer has a valid ‘Working with Children’ Check and Registration Number. (Refer Section 14)

2. Insurance 

2.1 Public Liability/Sports Injury Insurance (Financial Members and Volunteers) 

Currently Public Liability Insurance is covered by NSW Sports Federation each financial year (July to June). Therefore, the branches will not be invoiced or required to contribute to the cost until such time as the NSW Sports Federation declines to include our organisation in their Public and Products Liability Insurance Certificate of Currency. 

Note: On all sailing days it is compulsory that Members, Sailors, and Volunteers complete, and sign the Daily Participation Register for each participant to validate who has attended the sailing activity, and the date that they attended the activity.

2.2 Marine Insurance

Annual Marine Insurance premium is calculated on the value of Branch assets.  This Includes boats, rescue/safety vessels, trailers, outboard motors and floating pontoons.

This coverage does not include items such as C. Cranes/Life and Safety Jackets (PFD’s)/Office Equipment (Computers, Laptops or Personal Items).

If coverage is required for these items, the Branch must arrange and pay for the appropriate Insurance coverage for these items.

The value of these assets will be determined by the list of assets and their values held by the Treasurer of Sailability NSW Inc. at the time the premium is due and payable. Therefore, any branch that wishes to vary their “Insured Value” of their assets must submit that list to the Treasurer of Sailability NSW Inc by 24th February.

All assets are owned by Sailability NSW Inc. so any disposal of an asset by sale, transferred to another branch, destroyed, or written off; Sailability NSW Inc. must be advised of any such actions.

“Transfer of Assets” form must be used when transferring assets between branches. See attached Annexure C.

Sailability NSW Inc. will issue an Invoice to each Branch with their portion of the Insurance premium based on the value of assets owned by the Incorporation.

Whenever a Branch acquires a new asset, the Treasurer of Sailability NSW Inc. is to be notified immediately with details so he can arrange Insurance coverage for that asset.

The following information will be required for appropriate insurance coverage:

2.2.1 Hansa dinghies and marine craft
 Type of craft
 Sail number
 Sum to be insured.

2.2.2 Boat Trailers
 Registration number
 HIN number
 Sum to be insured.

2, 2, 3 Rescue/Safety Boat
 Type of craft
 Registration number
 VIN number
 Sum to be insured

2.2.4 Outboard Motor
 Make and type of engine
 Model number
 Sum to be insured.

3. Branch Responsibilities

3.1 Consolidated Annual Audit

In order to retain Sailability’s fundraising status with Racing and Gaming and Gift Tax Deductibility on donations, income Exemption and Goods and Services Tax benefits with the Australian Tax Office, and abide by the Rules and Regulations from the Office of Fair Trading, Sailability NSW Inc. must submit a Consolidated Financial Annual Audited Report (1st July to the year ended 30th June) (Including all Sailability NSW Inc. Branch Financial Reports) to the Office of Fair Trading by 31st December.   

The Financial Records required annually by Auditor of Sailability NSW Inc. include –

  1. Cash Book – including Income and Expenditure Accounts – 1st July – 30th June.
  2. All Bank Statement of Accounts from your Financial Institution – 1st July – 30th June
  3. Cheque Butts for all cheques drawn (relating to expenses) – 1st July – 30th June.
  4. Deposit Book for all monies received and banked – 1st July – 30th June.
  5. All Receipts received and Invoices paid.

The above financial records must be received by the Treasurer no later than August 31.

  1. Branch Legal Obligations

  • Individual branches are not legally empowered to enter into any legal contract or agreements without the PRIOR approval of the Sailability NSW Inc. Executive Committee. THIS INCLUDES MONETARY LOANS AND THE SIGNING OF CONTRACTS OF ANY DESCRIPTION.  

As an Incorporated association, the final responsibility of all legal contracts and agreements rests with the Sailability NSW Inc. Executive Committee.

  1. Entering into Lease and Licence Agreements, with outside agencies e.g.: Government Authorities (State or Federal), Local Councils, Sailing Clubs or any such authorities, branches must advise Sailability NSW Inc. of their intentions regarding these agreements.

All relevant documentation must be submitted to the Sailability NSW Inc. Executive Committee for review and consideration.
Sailability NSW Inc can elect a representative from the relevant branches to act on behalf of the Incorporation in relation to these agreements and licences.

Sailability NSW Inc. MUST approve this process before any documentation or agreement is agreed to verbally or signed.

3.2.3 Prior to applying for grants, Branches must submit copies of the Grant Application to the Treasurer Sailability NSW Inc. and the Sailability NSW Inc. bank details must be displayed on the Grant Application. Under no circumstances should the Branch Bank Details be supplied. Refer Grant Application Procedures. (Section 5) This is to ensure the integrity of applications and the commitments the Branches make to obtain funds on behalf of Sailability NSW Inc. are met.

Bi-Monthly Branch Reports to Sailability NSW Inc.

Branch reports are to be submitted Bi-Monthly and MUST include the following for that two-month period for the branch: (See Annexure B)

  1. Number of current members renewing their membership and new members joining,
    by gender and age for the period.
  2. Number of volunteers (who do not wish to be members) by gender and age for the period.
  3. Number of sailing days and number of participants included in the register for that event.
  4. Incidents occurring in relation to Work and Safety Practices and/or Risk Management Issues
  5. News/activity (if any) for the period. E.g., “Come & Try Day”, “Sailing Regattas”, Feel Good Stories.
  6. Income and Expenditure for the period in total and in detail e.g.:

Financial Reconciliation:

Opening Balance $1,000.00

Total Income $200.00

Total Expense $500.00

Closing Balance $700.00

Description of Income for the above period:

Donation $100.00

Membership $100.00

Total $200.00

Description of Expenses for the above period:

Fuel $100.00

Maintenance $400.00

Total $500.00

Bank Statements from your Financial Institution for the above periods are to be included with your Branch Bimonthly Reports.

These reports will aid in assessing the health of the branches and enable the Executive Committee Sailability NSW Inc. in evaluating resources necessary to assist branches, if required.

4. Tax Deductibility on Donations Procedures 

Donators (Individuals, Companies, Organisations) requiring receipts to obtain tax deductibility from the Australian Taxation Office on donations received by our Organisation must follow the following procedures –

4.1. The donation being received by the Sailability NSW Inc. Branch must have the cheque made out in the name of Sailability NSW Inc. and forward to the Treasurer of Sailability NSW Inc., or have the donation directly deposited into the nominated Sailability NSW Inc. Bank Account

4.2. A letter from the Donator should accompany the cheque or Direct Deposits stating that this donation is for Sailability NSW Inc. X Branch, with Contact and Address details for the issuing of a Tax-Deductible receipt. 

4.3. When the funds are processed by Sailability NSW Inc. a direct deposit or cheque for the full amount of the donation will be forwarded to the Sailability NSW Inc. Branch and an appropriate Income Tax receipt will be issue to the donor.

Note: Under NO Circumstances are Sailability NSW Inc. Branches to issue receipts for tax deductions. Sailability NSW Inc. is the only legally entity entitled to issue these Tax Receipts. All donations requiring a receipt must be processed from the donor via Sailability NSW Inc. financial accounts.  

Sailability NSW Inc. is unable to issue a receipt for Taxation purposes for donations if the monies have not passed through the accounts of Sailability NSW Inc.

5. Application and Administration of Grants

There are several different avenues of Fund-raising for your Branch.

5.1 Government and Private Grants.

Each year, there are several governments grants available, through Federal, State and Semi Government Agencies: 

Some of these are:

DSS grants; grants for small volunteer equipment which are listed on the grant information form, eg. trolleys, hoists, radios, computer equipment, shelters, barbecues, etc.

Community Building Grants: cover larger pieces of equipment such as pontoons, ramps, boats.

Sport and Recreation Grants. Can be Facility Development Grants, or Participation Grants.

Each local area also has various grants available through local clubs, eg. Sporting Clubs, RSL Clubs, Rotary Clubs, Lions Clubs, Masonic Branches, etc.

Local Councils have Grant processes once a year.

Some Corporations offer a Grant Application Facility each year, eg. Bendigo Bank, ING, St George, Toyota, local businesses in your area.

  1.  Raising money by joining in with other activities.

E.g., Crowd Funding, Fun Runs, Challenges, Memorial Service Fundraising, etc.

SAILABILITY NSW Inc. GRANT PROCEDURAL PROCESSES.

  • Government and Private Grants.

When searching for the correct Grant to use for your needs, branches need to select carefully:

  1. Read the criteria for using the grant carefully. If you do not fulfil ALL the criteria for the grant, look for a different one. 

If the Grant has specific criteria or conditions that need to be met by the Sailability NSW Inc. Branch, do not apply for this type of grant.

  1. Any grant that has been submitted is to be lodged in the name of Sailability NSW Inc. on behalf of the Sailability Branch lodging the Application.
  2. When filling in the Application, or Submission form use the following information.

First Entity: Sailability NSW Inc.

Second entity: (Name of Branch) Sailability X branch.

ABN: 92 071 811 517

BSB: 112 879 

CFN: 15845

Account number: 161 284 420 

This is the Account Number you MUST use when applying for any grant under the name of Sailability NSW Inc. and it is NOT to be used FOR ANY OTHER PURPOSE.

If the form asks for a bank address: 

St George Bank,

Kogarah Branch

4/16 Montgomery St

Kogarah,NSW   2217

No other bank details are to be supplied, and no details of the branch accounts should be included in the Grant Application (Submission). The form is asking for Sailability NSW Inc. information only at this stage.

The Treasurer of Sailability NSW Inc. is Paul Tayler, paultayler@bigpond.com.au (not the branch Treasurer)

The Sailability NSW Branch Secretary who is lodging the application can be shown as the second entity.

Sometimes, the Application Form asks for a signature from one of these people on the Application Form. If this is the case, the form/application can be signed by the Branch Secretary and a copy of the Application is to be sent to the State Treasurer and the Grant Administrator Eli Demeny for perusal.

Paultayler@bigpond.com. and eli@manlysailability.com.au

 The next part of the Application Form usually deals with the branch details. Fill these in and then apply for the grant following the instructions on the form. Continually check that you are filling the criteria noted on the first page of the form, and answer the questions clearly, concisely and directly.

Some of the Grant Application Forms are now completed online. Once you have clicked on the SUBMIT button, you have lost it. 

It is very important that you have saved the Form before you hit SUBMIT as a Word Document. 

This can be done as you go, so that you can re-read, check, and correct the form before you submit.

 

As soon as you have submitted the Grant Application (or Submission) it is vital that a copy of the Word Document is forwarded to The Treasurer, (Paultayler@bigpond.com.au) so that he is holding a copy when the money comes in to the Sailability NSW Inc. Account. This will advise the Treasurer that a Grant Application has been lodged by Sailability NSW Inc. on behalf of a Sailability Branch. It will also advise the description of the grant applied for and the amount of funds that has been applied for. The Treasurer complete and lodge a Tax Invoice if GST is applied to the Grant to the Authority/Agency that the grant is being applied from.

  • Raising Money by Conducting Raffles.

These can be run by branches, and must fulfil all government regulations. 

Charitable Fundraising Number 15845 MUST be printed on all tickets sold in raffles run by Sailability NSW Inc. Branches.

Sailability NSW Inc. MUST be advised if any branch intends running or conducting any type of raffle.

  • Raising Money by joining in with other fundraising activities. 

This is a relatively new method of fundraising. The organisation that is running the fundraising (e.g., Go Fundraise, Everyday Hero, Go Fund Me, My Cause, etc.) does the fundraising on behalf of the organisations. Each person who donates receives their personal tax-deductible receipt from the Fundraising Entity. Organisers of Fun Runs, walks for various causes, memorial funds, etc. use one of the established Fundraising Entities to raise money on behalf of Charity Organisations such as Sailability NSW Inc.

Research is constantly being done to find the best Fundraising Entity available and registering Sailability NSW Inc. as the Charity involved in the fundraising.

Branches do not carry Charity Fundraising status. 

All branches using this method of fundraising are reminded that the Treasurer of Sailability NSW Inc. MUST be notified BEFORE nominating themselves as part of the fundraising effort. Contracts with the Fundraising Entity MUST be signed by Sailability NSW Inc. During the time that the fundraising effort is taking place, the Treasurer MUST be notified of the amount of money that is coming in to the SNSW Inc. account.

Research into Fundraising entities has shown that Sailability NSW Inc. is registered at Good2Give, Go Fundraise, and My Cause. There are still many of these that have not been checked. Please let the Treasurer know if you find any others that are registered, as the contract with Sailability NSW Inc. must be signed.

If the donors do not wish to receive a tax-deductible donation, it is not compulsory to go through one of these fund-raising companies, but the audited accounts at the end of the financial year MUST state that it was a non-tax attracting donation.

6. Goods and Services Tax (GST) Procedures

7. Sailability NSW Inc. – Direct Deposits

There are only three simple rules to follow when direct depositing funds into the Sailability NSW Inc. Bank Accounts – 

  1.  Ensure that the funds (Donations/Invoice Payments and Grants) are being allocated to correct and    appropriate Sailability NSW Inc. Bank Accounts. (If in doubt contact the State Treasurer)
  2. Ensure that a Reference ID (Branch Identification – e.g.: Dob1 or Pitt1) is advised to the Financial Institution when the funds are deposited into a Sailability NSW Inc. Bank Account to enable identification as to which Branch these funds are to be allocated by the State Treasurer,

This will ensure that the funds will be allocated to the correct Sailability NSW Inc. Branch.

This identification process is to be used by Individuals/Companies/Government Authorities (Local/State

and Federal) when deposing funds from Donations and Grants and are to be used by Sailability NSW Inc. Branches when direct depositing funds for payment of Invoices by Sailability NSW Inc.

All Financial Institutions can allow two signatories to automatically transfer funds from one account to another. 

7.3 When funds are directly deposited into Sailability NSW Inc. nominated account for payment of Invoices a copy of the Invoice is to be emailed to the State Treasurer for payment

7.4 When funds are directly deposited into Sailability NSW Inc. nominated account from donations, the donator must supply the following information:

7.4.1 The Name of the Donator

7.4.2 The Service Address or Email Address to enable the Tax-Deductible Receipt to be issued.

8. Opening a Bank Account Procedures 

Opening an account as indicated below will alleviate your Branch from having to pay Withholding Tax and Bank Charges:

Bank: St. George Bank (preferred Bank)

Account Name: Sailability NSW Inc. – X Branch

Sailability NSW Inc Tax File No.                                             92780027

Sailability NSW Inc GST Registration No. 92 071 811 517

Income Tax Exemption No. as a Public Benevolent Institution.   DGR900451383

NSW needs to be notified of bank accounts and signatories.

When Opening a Bank Account, present copies of – 

    1. Notification for Endorsement as an Income Tax Exempt Charity
    2. Authority to Fundraise for Charitable Purposes.
    3. Certificate of Incorporation of Sailability NSW Inc.
  • Every Sailability NSW Inc. Branch Bank Account MUST have minimum of two (2) signatories to operate those accounts. The signatories MUST be members of the executive committee of that branch. The Treasurer and the Executive Assistant of Sailability NSW Inc. MUST also be added as signatories in addition to the Sailability NSW Inc. branch signatories.
    1. Each Sailability NSW Inc. Branch Bank account MUST be opened as follows:
      First entity – Sailability NSW Inc.
      Second entity – X Branch
  • The Treasurer and the Executive Assistant of Sailability NSW Inc. MUST also be added as signatories, in addition to the Sailability NSW Inc.- Branch signatories,
  • Sailability NSW Inc Executive Committee signatories cannot intervene to operate Branch Accounts unless:
  • situations and conditions that demand SNSW Executive action and operation of Branch accounts are clearly defined, documented, and formally approved and incorporated into the appropriate “Administration and Financial Procedures.” Such definition includes limitations placed on such action.
  • There are only two conditions that may allow Sailability NSW Inc Treasurer or Executive Officer to access and operate these accounts:
  1. If a the SNSW Executive Committee determines that a Branch needs to close, or needs to be closed; and 
  2. If the signatories of a Branch Account cannot be located.

Any action to be taken by Executive signatories is taken only after formal Executive Committee documentation and approval.

Actions taken are formally recorded, reported to, and endorsed by the next General Meeting, and recorded in detailed minutes of that meeting.

9. Management of Sailability NSW Inc and

Sailability NSW Branch Term Deposits 

To manage the amount of funds held by individual Sailability NSW Inc. branches and for the financial and administrative governance as defined by NSW and Commonwealth agencies and for the transparency for the management of those funds by the Executive Committee of Sailability NSW Inc. the following procedures MUST be followed if the total funds held by a Sailability NSW Inc. Branch exceed $15,000.

The funds more than $15,000 will be managed through Term Deposits under the auspices of Sailability NSW Inc. as the first entity and the Sailability NSW Inc. Branch as the second entity i.e., the accounts will be opened up in the name of Sailability NSW Inc. – X Branch

The interest accrued on these Sailability NSW Inc. Branch Term deposits will be automatically deposited into the Operating Accounts of those branches on the maturity of the Term Deposit.

The principal amount will be reinvested by the Incorporation on behalf of the Sailability NSW Inc. Branch

The control, management and expenditure of these funds will ALWAYS remain within the Sailability NSW Inc. Branches portfolio with the appropriate documentation for ongoing capital requirements.

The Term Deposits can be accessed by the Sailability NSW Inc. BRANCH prior to the maturity date with appropriate documentation or business plan to support the expenditure. The documentation for the expenditure of those funds must be submitted to the Sailability NSW Inc Executive at the Executive Meeting prior to the expenditure date.

10. Sailability NSW Inc. Invoicing Procedures

Under no circumstances are Sailability NSW Inc. Branches to issue Tax Invoice’s to authorities (local, state, or federal), Schools, Groups, Business, Agencies, Individuals or Corporations.

The process must be adhered to due to the Sailability NSW Inc. structure. Sailability NSW Inc. holds the Charitable Status, ABN, and Tax-Deductible Status etc. and Sailability NSW Inc. Branches are granted licence to operate under this umbrella, delivering sailing programs at various NSW locations on behalf of Sailability NSW Inc. 

If a group chooses to pay in cash for their sailing day activities, NO GST is required however if Sailability NSW Inc. (including Sailability NSW Inc. Branches) are required to provide an Invoice to a School, Group or Business, then we are required by Law to collect GST on that Invoiced amount and pass it onto the Australian Taxation Office. 

All Invoices issued under Sailability NSW Inc. – Australian Business Number (ABN) attract GST. Sailability NSW Inc. ABN requires the lodging of BAS Statements to the Australian Taxation Office every quarter. The ATO require that all GST collected under this ABN pass through the Sailability NSW Inc. Bank Accounts.

The following procedures have been developed to address the needs of our Sailability NSW Inc. Branches re Groups wanting to pay for Sailing Activities by Invoice. – 

  1. Sailability NSW Inc. issues a Tax Invoice (Inc. GST) to the School, Group or Business for the term and number of children participation in the sailing program
  2. Groups and Businesses pass the Invoice onto their financial department for processing. Schools forward the Tax Invoice to NSW Education Department for processing.
  3. The Government, Group, or Business deposits the funds into Sailability NSW Inc. Bank Account
  4. Sailability NSW Inc. then forwards the Sailing Membership Fees (Less the GST Component) to the appropriate Sailability NSW Inc. Branch

The information below is required for Sailability NSW Inc. to issue Tax invoices on behalf of your branch.

Invoices required for School/Group/Business Sailing programs – 

  1. Name of School/Group/Business participating in the Sailing Activities
  2. Postal Address of the School/Group/Business
  3. Contact details of the person in control of the group sailing activity
  4. Email address of the School/Group/Business – Where the Invoice is to be emailed
  5. Date of the Sailing Days associated with the activity – Term/Quarter etc.
  6. Number of Sailors that participated in the sailing program
  7. Sailing Membership Fees (including GST) for each sailor (Student).
             Please remember to quote the Sailing Membership Fees Including GST.
  8. Total Payable to Sailability NSW Inc. including GST

Sailability NSW Inc. will issue a Tax Invoice on behalf of Sailability NSW Inc. Branch and when the funds (Sailing Membership Fees) are received those funds will be transferred to your branch.

11. Payment Processes for Invoices Received by

Sailability NSW Inc.

The process for payments of all Sailability NSW Inc. branch Invoices and Transactions are normally completed by the weekend prior to the Sailability NSW Inc State and Executive Meetings. These meetings are held on the 3rd Tuesday of each month, so all payments/transactions are presented to/ and approved by the Executive Committee Sailability NSW Inc. at these meetings and in the mail by the Wednesday following the meeting.

This ensures that a full Monthly Financial Reconciliation of all Payments (Expenses)/Income received and paid by the Incorporation are fully documented and tabled at each monthly meeting and form part of the submitted Treasurer’s Report for that period.

These payment/transaction and approval arrangements and procedures have been approved by the Sailability NSW Inc. Executive Committee and have been in existence for many years.

The normal payment process/cycle for most vendors/suppliers is that payment is required within 30 days of the Invoice being sent or the dated Invoice. 

E.g.: Invoice received from X Company Sails and Covers was dated 16th July 2018 and not received by the Treasurer until the 19 July 2018

Using the above request for payment as an example – 

  1. The Tax Invoice – X Company Sails and Covers was received by the Treasurer Sailability NSW Inc. on the 19 July 2018 (Thursday) (after the Executive Meeting 17th July (Tuesday)) missing the payment processing due date. Payment would then normally be processed and approved at our August Meeting (21st August (Tuesday)) and be in the mail by the 22 August 2018 (Wednesday)
  2. If an Invoice was received by the Treasurer Sailability NSW Inc. prior to the 14 July 2018 (by the weekend of the State Meeting) payment would be approved (at the Executive Meeting (Tuesday)17th July 2018) and in the mail by the (Wednesday)18th July 2018.

12. Election of Office Bearers to run

Sailability NSW Inc. Branch

  1. The election process of office bearers is no longer to be known as a Sailability NSW Inc. Branch Annual General Meeting. ( Sailability NSW Inc. Branches are not Incorporated bodies)

The Sailability NSW Inc. Branch election process is to be known and documented as a ‘Special Meeting for the Election of Officer Bearers’ to run and operate a Sailability NSW Inc. Branch. There is no need for 21 days’ notice for this meeting to take place although reasonable time should be given for members to nominate and for the meeting to take place.

  1. Each Sailability NSW Inc. Branch is required to have an Executive Committee consisting of a minimum of a President, Secretary and Treasurer. These are to be separately appointed positions e.g.; one person cannot hold more than one of those positions. There is no restriction on the number of committee members that can hold office bearers’ positions on the Sailability NSW Inc. Branch Executive Committee.
  2. Each elected committee member must agree to abide the following procedures:
    3.1 The current and future Rules of Incorporation
    3.2 The Administration and Financial Procedures
    3.3 Safety/Risk Management Procedures, and
    3.4 Any other guidelines and procedures stipulated by Sailability NSW Inc.
  3. The committee must meet at least three (3) times in each period of twelve (12) months at such place and time as the committee may determine.
  4. All relevant documentation, paper and/or electronic material will be handed to the new committee at the completion of any elected member’s term of office.
  5. The Rules of Incorporation – Acceptance of Office Bearers document (Annexure D) – must be signed and witnessed for each elected position and forwarded to the Secretary of Sailability NSW Inc. within 7 days of being elected.

13. Establishing a Sailability NSW Inc. Branch

The following procedures can be used in establishing a new Sailability NSW Inc. Branch and also be used as guidelines enabling current branches to operate efficiently and effectively.

Specific issues to consider are the following:

13.1 Branch Application:

A new group will become an authorized Branch of Sailability NSW Inc. after making written application to the Executive Committee Sailability NSW Inc., providing the names and addresses of the elected President, Secretary and Treasurer and agreeing to comply with all safety recommendations and administrative procedures stipulated by the Committee.

Control of the Branch activities are then determined by the procedures set down by the Sailability NSW Inc. Executive Committee.

13.2 Insurance: (Refer Section 2)

Public Liability – This is covered by Sailability NSW Inc. through NSW Sports Federation Inc. Each year the Certificate of Currency (that is available on request) covers all Sailability NSW Inc. branches operating sailing activities in line with operating/administration/financial and risk management procedures. There is no cost to branches as it is absorbed by the NSW Sports Federation Inc.

Marine Insurance – all assets such as sail boats, rescue boats, trailers and motors are all owned by Sailability NSW Inc. who arrange insurance cover and allocate the cost to branches based on their percentage of assets to the total assets insured. 

13.3 Membership Fees: (Refer Section 1)

Branches are free to set their own membership fees with the requirement that $5.00 per member be sent to Sailability NSW Inc. per financial year.

Most branches have a membership structure that sets a fee per Member with a discount for families and a fee for Temporary Members, some also set a separate fee for Volunteers. As an example, one branch that is well supported by the local RSL club does not need to rely too heavily on membership fees – they have set fees @ $35/member, $25/family, $10/volunteer, and $5/Temporary member.

13.4 Club set up: 

Each branch needs to have an Executive Committee consisting as a minimum a President, Secretary and Treasurer. There are forms to be completed for each position and sent to Sailability NSW Inc. when positions are elected. Position descriptions are available upon request.

As well as the above, most branches have their own operating and risk management procedures. These procedures include sign-on sheets to be completed for each sailing activity. Sailability NSW Inc. can assist by providing examples of what other branches use.

13.5 Fund Raising: (Refer Section 5)

Fund raising can be many and varied – there are several grants available plus support from local businesses and community groups (Refer section 5). Sailability NSW Inc. can provide guidance in this area if needed.

13.6 Volunteers: (Refer Section 14)

All volunteers with Sailability NSW Inc. MUST have a Working with Children (WWC) number. Volunteers cannot participate in any Sailability event without a WWC number. The branch must maintain a register of WWC numbers including expiry date.

13.7 Sailboats:

Most branches use Hansa 303s and 2.3s. Sailability NSW Inc. has some boats available, but each branch would need to arrange transport.

13.8 Getting started: 

Several branches found that hosting a “Come & Try” day was a good way to advertise and generate local community support. Sailability NSW Inc. can assist in promoting and supplying boats if required.

14. Working with Children (WWC)

Working with Children Check is compulsory for all volunteers, whether working at Sailability NSW Inc., or any other volunteering position where children might be present.

Registration Process in applying for a Working with Children Check Number

  • Open your computer and find your search engine (e.g., Google).
  • Type in Working With Children Check.  Or visit the Office of Children’s Guardian (OCG)
  •  The page opens with I’m An Applicant.
  • Click on Apply for Your Check 
  • Fill in the form! 
  • Make sure you apply as a Volunteer and there will be no payment. 
  • Whatever form of ID you are going to use, the details must match exactly, e.g. Driver’s License or Passport, name, Date of birth etc., must match up. 
  • Follow the prompts until an application number comes up. 
  • Take this to your local NSW Service Centre. 
  • It is a very quick process to check your ID. 
  • Within just a few days, you will receive your WWC number by email. 
  • When you have received your WWC Check number, forward it to the person who is the Employer for Working With Children Check in your Branch, as well as your Date Of Birth. This is for the purposes of verification with the Office of the Children’s Guardian.

For those of you who already have their Working With Children Check:

  • Please check your expiry date.
  • If you are within 3 months of the expiry date, follow the above prompts but do not click on Apply Now.  Click on Renew Your WWC Number.
  • Fill in the form online changing your location details if necessary and you will be issued with a new expiry date. This must be sent to your Employer for Working With Children Checks in your branch, as the change needs to be verified before your Working With Children Check becomes outdated.

15. Registration of Sailability NSW Inc. Assets

All Sailability assets are owned by Sailability NSW Inc. To ensure a smooth and efficient process for the new and renewing registration of assets, the following procedure should be followed:

All assets including sail boats (that require registration), rescue boats and trailers must be registered with Transport NSW through Services NSW/Maritime Services NSW and have the following information:

Name: Sailability NSW Inc.

Customer number: 13677104

Contact Name: Russell McLaren (Sailability NSW Inc. Registration Compliance Officer)

Contact number: 0409 550 265.

Address: 24B Plimsoll St Sans Souci NSW 2219

At no time is a branch to approach Services NSW and have a registration put into the branches name or request that the garaged or postal address be noted as the branch address or post office box

To ensure all SNSW assets are registered the following procedure is now in place:

All registration renewals sent to 24B Plimsoll St Sans Souci NSW 2219 will:

  • Be paid by Russell McLaren on behalf of the branch.
  • The branch will be sent the renewed registration certificate along with the receipt from Services NSW with a copy to the Treasurer Sailability NSW Inc.
  • Sailability NSW Inc will reimburse Russell McLaren for the cost of the registration renewal.
  • The branch will send the registration renewal cost (by direct payment or cheque) to Sailability NSW Inc. bank account BSB 112-879 Account 161284420 with the Reference ‘Rego Branch X’.

15.1 New trailer or vessel registrations:

  1. Please contact the registration compliance person (Russell 0409550 265) and request a letter of authority to act on behalf of Sailability NSW Inc. in the process of registering a new asset.
  2. The representative from the branch whose name appears on the letter of authority will be provided with all relevant documentation required to have the trailer or vessel registered for the first time, documentation being:
  • Copy of Certificate of Incorporation for Sailability NSW Inc.
  • Copy of Registration of Charitable Status.
  • Authority above to act on behalf of your branch.
  • Your license for identification purposes.

15.2 Renewing an existing trailer registration.

All registration renewals are sent to 24B Plimsoll St Sans Souci NSW 2219.When the Registration Compliance Officer (Russell McLaren) receives the registration papers for a trailer the following process is followed: 

  • The registration renewal will be paid for by Russell McLaren on behalf of the branch.
  • The branch will be sent the renewed registration certificate along with the receipt from Services NSW with a copy to the Treasurer Sailability NSW inc.
  • Sailability NSW Inc. will reimburse Russell McLaren for the cost of the registration renewal.
  • The branch will send the registration renewal cost (by direct payment or cheque) to Sailability NSW Inc. Bank Account BSB 112-879 Account 161284420 with the Reference ‘Rego Branch X’.

15.3 Renewal of an existing vessel registration:

Vessel registration if correctly set up with Transport NSW through Services NSW/Maritime Services NSW, the registration fees are Nil ($0). The registration renewals are sent to the Registration Compliance Officer (Russell McLaren) at 24B Plimsoll St Sans Souci NSW 2219. When received the Registration Compliance Officer (Russell McLaren) will renew the registration, print of a receipt and email the Renewed Registration Certificate to the branch where the vessel is stored.

This process ensures that all vessel registrations are current and up to date.

16. Approval for State and Federal Tax

Exemptions Allowed 

Stamp Duty on the Registration of a Motor Vehicle, Trailer etc. – Exempt  

Stamp Duty on the Insurance Policies (excluding Life Insurance) – Exempt

Bank Fees and Charges – on all Financial Accounts – Exempt

Income Tax imposed – on Income Received – Exempt

Goods and Services Tax imposed – on all Purchases – all GST paid is refundable from ATO

For further information regarding these procedures please contact:

Paul Tayler

Sailability New South Wales Inc. Treasurer

152 Victoria Road

Punchbowl   NSW 2196

Phone: (m) 0413555770 or (h) 9534 2538 Email: paultayler@bigpond.com.au 

Annexure A:

 

Membership Reconciliation Report: Please see Sailability New South Wales Bimonthly Reporting Instructions

Annexure D:

 

Please see:  Special Meeting for the Election of Officers

Annexure B:

Bimonthly Activity Report: Please see Sailability New South Wales Bimonthly Reporting Instructions

Annexure C:

Please see:  Asset Transfer Agreement