Board Report: 16 June 2013 (Wellington)
Key points covered included:
Future proofing work
- the Chief Executive provided an update on progress with the
organisational restructure. Meetings with Gisborne, Hawke's
Bay and Southern Region Clubs have been held and further
consultation is required to ensure the right support systems and
organisational structure are in place. Internally, effort
continues to rebalance staff workloads and maintain the very
positive attitude everyone has had since the implementation of the
Financials - The
Board discussed the YTD 11 months to May results (attached) - which
show an Operating Surplus of $788,000. This will quickly
disappear in June as there is relatively little income in the final
month of the year and the need to make the normal adjustments to
carry some income into next financial year to better reflect when
costs related to that income will be incurred.
While there is still more detailed
work to be done, it is likely a further $130,000 of income
currently accounted for in 2012/13 will now be carried forward to
next year's accounts, taking the total to be carried forward to be
approximately $700,000. Last year approximately $500,000 was
carried over into the current year, so this is taking a more
This will not have an impact for cash
flow but will increase the anticipated small 2012/13 Operating
deficit mentioned in my last report to a level of approximately
$200,000. This result will still be subject to final
adjustments as advised by our Auditor, with whom initial meetings
have been held, ahead of them starting work in the coming week.
While disappointing not to be able to
back up the small profit from last year, the position heading into
next year is much stronger, with a lot of structural change having
been made in the last 12 months to create a more sustainable
platform for the organisation.
Looking ahead to 2013/14, the Board is
still targeting an operating surplus of $1million and is confident
it has now positioned the organisation to achieve this and stretch
targets are being established for staff. Operational
surpluses are required to recapitalise the business and strengthen
the balance sheet following the centenary celebrations.
Sponsors update - the
Board praised the progress made to renew sponsorship agreements
with major sponsors State and BP. A new three year
agreement is about to begin with State Insurance and BP has been
very positive in looking ahead towards a 50th year of the
partnership. BP is currently in its 46th year supporting
SLSNZ and the contract runs to the end of December.
Grants and fundraising
update - the Board reviewed an extensive paper on this
activity. Much work has been done on the Grants programme for
the next financial year. Work has included: tidying up past
grants so as to start with a clear base; aligning the timing of
grant applications to better match when funds are required for
activities; and progressing relationships with regional and
national funders. A 14 month work plan was presented.
The Mid-winter Appeal will run from 17
to 30 June with a tag line "before you dip in the water ... dip in
your pocket". This theme will continue through to summer
promotions. This is a new concept that will allow us to
pre-test a number of new media, including Adshel outdoor
advertising. We are very pleased to have been chosen by
Adshel to be their charity partner for the coming year as they are
putting a significant value of advertising towards helping us
promote both winter and summer campaigns.
The Board are also delighted to have
been chosen as the charity partner for the Wellington Phoenix
football club, and look forward to an exciting season of A-league
football with them.
The approach for the National Appeal
and Jandal day was discussed at the recent round of Regional Club
Chairs meetings. It will be launched on 6 December and finish
with Jandal Day on Friday 31 January. The two month time
window will allow clubs to leverage the national appeal for their
own summer fundraising activities such as Club Beach Days.
Club Chairs were also presented with
plans to selectively trial a revised Pin and Win campaign.
The basis of the campaign has had a significant rethink.
Progress with the trials will be closely monitored by SLSNZ and
local Clubs before any large-scale activity takes place.
Sales for Lottery 21 are completed
with tickets selling well and supported by a healthy level of
donations. Plans are also being progressed for Coca Cola
Christmas in the Park in Auckland and Christchurch, which will be
the 20th Anniversary of these events.
Strategic Plan - an
updated Strategic Plan following feedback from the May Planning Day
was received by the Board. The Chief Executive has now made
final changes and circulated it to clubs. Specific outcomes
for 2013/14 are to be finalised and put into a balanced scorecard
format with clear key performance indicators. (The strategic plan
summary is available online at www.surflifesaving.org.nz/managementdocs)
Club Constitutions -
an update was provided for the Board on Club Constitutions.
Clubs had been given till 30 June 2013 to align their Constitutions
with SLSNZ, which impacted some six specific clauses. Most
clubs have aligned their Constitutions with several still to
formally be endorsed at club AGMs over the next few months.
The Board resolved to extend the date for clubs to align their
Constitutions with SLSNZ until 30 November 2013 to allow this work
to be done. Management were asked to continue working with
the remaining clubs to get them up to date by 30 November.
National Office - the
Chief Executive outlined a concept to relocate the national
office. Reduced staff numbers have lowered floor space
requirements. A lower cost option has been identified and the
Board supported further investigation.
Event Safety - in
response to the recent Event Health and Safety report, a 'Surf
Sport Health and Safety Standard Operating Procedures' manual has
been drafted. Key aspects of this are:
- Formal sanctioning of events
- Formal appointment of Event Managers
- Clear requirements for how events should be run, which can also
be applied to Club training activities
The Board welcomed this progress and
supported staff to continue with plans to review and seek feedback
to this document.
Member protection -
the Board received an updated draft of the Member Protection
Regulation. It has been reviewed by clubs at recent Regional
Club Chairs meetings. A final draft of the Regulation and
first draft of the Guidelines are planned to be circulated to clubs
for comment in July/August. A key objective of this process
is to ensure that clubs are able to comply with the Regulations and
implement the Guidelines.
The Board is adamant that Member
Protection be prioritised across the movement and acknowledge that
it may require a culture change at many levels. It is
pleasing to hear that some clubs have already embarked on
initiatives in response to these discussions.
Travel subsidies -
the Chief Executive presented a paper considering a change to the
rate of payment for all travel subsidies - including those for Surf
Officials travelling to SLSNZ organised events. The current
travel subsidy is 35c per kilometre both ways. When it was
introduced it aligned disparate travel subsidy agreements of the
different groups of volunteers, which had been as low as 25c per
kilometre for only one way.
Whilst the current subsidy is
appropriate for short-distance car travel, the current model has
resulted in very high subsidies where people are required to travel
the length of the county to assist. For the National
Championships alone, this travel cost SLSNZ over $20,000. The
proposed change involves going back to first principles - that this
subsidy is a 'contribution towards' travel costs of
volunteers. It is never been intended to fully pay travel
The new travel subsidy proposed to cap
the level of subsidy to a maximum of $150 within Islands, and $300
for travel between Islands. The Board agreed with
Management's recommendation and to communicate the changes as soon
Board appointment process
- Remaining important dates leading up to AGM as
previously communicated are:
Mon 22nd July
Closing date for applications for Board members
Wed 21st August
BAP decisions due to CEO
Closing date for applications for President
Deadline for clubs to advise of their delegates and any Agenda
Fri 30th August
Deadline for SLSNZ to provide clubs with the AGM Agenda and
Board Appointments Panel (BAP) comprises a representative elected
from each region, an independent governance expert, and the
Chairman as long as they are not seeking re-election. As
noted last month, I will not be seeking re-election to the Board,
so I will coordinate the Panel as per the constitution.
Regional Club Chairs
meetings - have been completed in Eastern, Central and
Southern. These are one of the most important communications
linkages in the organisation. They enable feedback on
progress of your national body, providing guidance on direction and
priorities. Following recent organisational restructures,
this rota of meetings were valuable to review the current status
and discuss how best to move forward on topics such as being
volunteer led and professionally managed. Other topics
discussed at the meetings include SLSNZ financials, seasonal recap,
staff support and structuring update, fund raising initiatives such
as National Jandal Day, regional representation on the BAP, member
protection, the upcoming AGM and the Club Chairs Strategy
- the Board were presented with the latest draft version
of the 2013/14 SLSNZ -SLSNR Service Level Agreement
(SLA). The draft is currently with SLSNR for
their initial feedback and further work is expected before a final
version is ready for signing.
The Healthy Clubs
sub-committee met in its new structure for the first time
last month. Regional Managers will be involved in future
meetings. The current focus is to release a new Club Pulse
template in time for the upcoming season, a draft for which was
presented to the Board along with a new monthly Board reporting
Honours and Awards -
a total of 29 Regional Award nominations were received for Central,
Eastern and Southern regions. Applications close shortly for
National Awards so please get your nominations in soon.
Most local awards functions have now been held very successfully
with just a few more to go in the next month.
The National Sport Committee
- the Board received a report from the Sport Manager and
reviewed minutes from the Committee's meeting on 25/26 May.
Topics included: high performance programme; event calendar and
budget; update of Committee Terms of Reference; work programme;
event bid process; and "Blue Sky Review" of events. An
overview was provided to the structure of the Committee and
relationship to groups for surf boat, surf officials leadership,
IRB technical and junior surf.
The National Lifesaving
Committee - the Board was presented minutes from the
Committee's meeting by conference call on 23 May. Key items
on the workplan include: Learning and Development programme
development; Terms of Reference; formalising the position of
Medical Director; updating the Lifesaving Plan; and update on
election process for local lifeguard committees.
The Board appreciated seeing these key
committees getting on with their roles and fully support their work
To be held by teleconference on 28 July.
Yours in surf
Surf Life Saving New Zealand