Governance Manual overview

Click here to view the Governance Manual 3.4 MB
February 2010 - Compiled and initial release by Tom Perkins.
July 2010 - Progress update by Tom Perkins.

The drafting of the Governance Manual was initiated in 2008 in recognition of a need for clarity of the role and structure of the State Management Committee (SMC), and in particular the individual roles, accountabilities, and performance measures (KPI’s) for the portfolios. Coincidently the new NSW ‘Incorporated Associations act 2009’ was launched in 2009 together with comprehensive governance guidelines and support material released by the NSW Sporting and Recreation Dept. We were able with a few structural and detail adjustments to have the developing Governance Manual fall in line with those guidelines.

Manual Structure
The Governance Manual deals with six broad areas, as follows:-

Sections 1, 2, and 3
Contain reference copies for NSWERA and AERA Constitutions and the Statutory regulations regarding ‘Complaints Resolution’, ‘Child Protection’, ‘Equal Opportunity’, ‘Sexual Harassment’, and ‘OH&S’.

Sections 4, 5, and 6
Contain the Strategic and Business plans, and the Risk Management Plan. The Strategic and Business plans set out the short to medium term objectives and budgets for periods of 2-3 years ahead and are the drivers for the strategic part of the SMC’s management activities. The Strategic and Business plans are out of date and there is the need for a review of the objectives to ensure these plans reflect the present needs and aspirations of the membership.

Section 7.1
Provides an SMC overview with guidelines and a code of conduct.

Section 7.2
This section, though empty at the moment, is dedicated to the recording of specific management policies. Any process to be managed that is either complex or may be contentious should be managed according to a policy ratified by the membership. The ratification process will air and resolve membership differences and the SMC will be given a clear mandate to manage the process in a defined way. Policies that presently need to be drafted include FEI riding in NSW, and Ride Calendar management, to name two.

Section 7.3
Sets out the position descriptions with principle accountabilities and KPI’s for the four executive positions. In defining these positions some prescribed accountabilities are set out in the constitution, others are suggested in the NSW Sporting and Recreation guidelines. A spreadsheet of management functions was made up and an equitable spread of accountabilities was made across the four positions. The Vice President position is accountable for Governance and will oversee the Governance Manual, its application and ongoing development.

Section 7.4
Contains the position descriptions for the 19 defined SMC portfolio roles. These position descriptions are basic one page documents setting out a position purpose statement broken down into 2 to 4 principle accountabilities with outcome compliance measures (KPI’s). Most of these position descriptions will serve their purpose at this basic level, however, over time as needs and/or opportunities arise the detail of these position descriptions may be developed. For examples of position descriptions taken to the next level see section 7.5 below.

Section7.5
Contains the position descriptions for the paid service providers. Because these position descriptions are part of the specifications for competitive tendering and form the basis for commercial agreements they have, by necessity, been taken to the next level of detail over the portfolio PD’s.