Child Accident Prevention Foundation of Australia
New South Wales Inc.
Policy and Procedure Manual
Version 1.2 February 2016
Version
Version / Date Initiated / Changes Made1.0 / 7 Feb 2012 / Initial implementation
1.1 / Feb 2014 / Review Section 1 Governance
1.2 / Feb 2016 / Review Section 1 Governance
1.3 / Feb 2017 / Review Section 2 Management
Introduction
Purpose and Scope of the Manual
This policy and procedures manual is produced with the Authority of the Council of Kidsafe NSW Inc.
Its purpose is to provide guidance to the Council, Management and Staff of Kidsafe NSW on the management and administration of Kidsafe NSW.
Review and Development
Section / Authorised / Effective / Last Review / Next Review1. Governance / Resolution of Council / 7th Feb 2012 / Feb 2016 / Feb 2018
2. Management / Resolution of Council / 7th Feb 2012 / Feb 2017 / December 2016Feb 2020
3. Stakeholder
Relationships and
Services / Executive Officer / 26th June 2012 / April 2015
4. Human Resource
Management / Executive Officer / 26th June 2012 / June 2016
5. Financial Management / Resolution of Council / 26th June 2012 / September 2015
6. Administration / Executive Officer / 26th June 2012 / September 2016
7. Work Health and Safety / Executive Officer / 26th June 2012 / Feb 2017 / Feb 2019
Policy Development / Developed by: / Due Date: / Progress:
Communication Policy and Plan / Communications sub-committee / Feb 2017
Evaluation and Review Policy and Plan / Executive Officer / Feb 2017 / Draft
Other items for Review: / Authorised by: / Effective Date: / Review Date:
Staff Handbook / Executive Officer / December 2016 / As required
Position Descriptions / Executive Officer / Dec 2016 / As required
Other Items for Development / Developed by: / Due Date: / Progress:
Pricing Schedule / Executive Officer / Feb 2017 / Ongoing
Contents
Section / No. / Title1
Governance / 1.1 / The Role of the Council
1.2 / Role of the Chair
1.3 / Representing Kidsafe NSW
1.4 / Code of Conduct
1.5 / Conflict of Interest
1.6 / Election of the Council
1.7 / Delegations
1.8 / The Annual General Meeting
1.9 / Council Meetings
1.9.1 / Agenda Planning
1.9.2 / Structure of Meetings
1.9.3 / Decision-making in Council Meetings
1.9.4 / Minutes
1.9.5 / Reporting and Presentation of Materials
1.9.6 / Role of staff in Council Meeting
1.10 / Attendance at Council Meetings
1.11 / Recruitment of Council Members
1.12 / Honorary Council Members
1.13 / Orientation for New Council Members
1.14 / Council Performance Review
1.15 / Committees of the Council
1.15.1 / Executive Sub-Committee
1.15.3 / Finance Sub-Committee
1.15.4 / Governance Sub-Committee
1.15.5 / Communications Sub-Committee
1.16 / Council Conflict/Grievance Procedure
1.17 / Strategic Planning
1.18 / The Annual Report
1.19 / Public Officer
1.20 / Risk Management
1.21 / Strategic Risk Management and Compliance
1.22 / Legal and Compliance
Contents
Section / No. / Title2
Management / 2.1 / The Role of the Executive Officer
2.2 / Executive Officer Performance and Review
2.3 / Executive Office Succession Plan
2.4 / Operational Planning
3
Stakeholder Relationships and Services / 3.1 / Funding Agreements
3.1.1 / Funding Agreements Terms and Conditions
3.2 / Projects
3.2.1 / Project Development
3.2.1 / Project Management
3.3 / Conferences and Seminars
3.4 / Publications
3.4.1 / Newsletters
3.4.2 / Kidsafe NSW Website
3.5 / Working with the Media
3.6 / Sponsorship Strategy
3.6.1 / Sponsorship Policy and Guidelines
3.7 / Complaints Handling
3.7.1 / Complaints involving staff
3.7.2 / Complaints involving Council Members
3.7.3 / Complaints or Disputes Involving the Executive Officer
3.8 / Kidsafe NSW External Complaints and Feedback
3.9 / Privacy
3.9.1 / Privacy Legislation
3.9.2 / Privacy Principles
3.9.3 / Responsibilities for Managing Privacy
Contents
Section / No. / Title4
Human Resource Management / 4.1 / Code of Conduct
4.2 / Conflict of Interest
4.3 / Personal use of Kidsafe NSW resources
4.4 / Equal Opportunity
4.5 / Recruitment and Selection of Staff
4.6 / Staff Induction and Support
4.7 / Flexible Working Time
4.8 / Managing Leave
4.8.1 / Summary of Leave Entitlements
4.8.2 / Personal Leave
4.8.3 / Long Service Leave
4.9 / Annual (Recreation) Leave
4.10 / Time in Lieu and Additional Hours
4.10.1 / Travelling Time
4.11 / Professional Development and Training
4.12 / Termination of Employment
4.13 / Managing Performance Issues
4.14 / Travel Meal and Accommodation
4.15 / Working from Home
4.15.1 / Working from home Agreement
4.16 / Timesheet Policy and Procedures
4.17 / Confidentiality
4.18 / Higher Duties
4.19 / Planning and Performance review
4.20 / Staff Meetings
4.21 / Volunteers
4.22 / Staff Grievance
Contents
5
Financial Management / 5.1 / Delegations
5.2 / Kidsafe NSW Budget Management
5.3 / Annual Audits
5.4 / Project Budgeting
5.4.1 / Project Acquittals
5.5 / Records
5.5.1 / Records Management
5.5.2 / Archiving Files
5.5.3 / Disposal of Files
5.6 / Petty Cash
5.7 / Cheques and Electronic Transfers (EFT)
5.7.1 / Cheque Signatories
5.8 / Kidsafe NSW Corporate Credit Card
5.9 / Bank Accounts
5.10 / Accounts
5.10.1 / Accounts Receivable
5.10.2 / Accounts Payable
Contents
6
Administration / 6.1 / Insurance
6.2 / Assets Register and Depreciation
6.3 / Payroll
6.4 / Personnel Files
6.5 / Correspondence
6.6 / Information Technology
6.6.1 / Website Content Management
6.7 / Databases
6.8 / Stationery
6.9 / Keys
6.10 / Telephones
6.11 / Building Security
6.12 / Cleaning
6.13 / Rubbish and Recycling
6.14 / Building Maintenance
6.15 / Fire Safety
6.16 / Evacuation Procedure
6.17 / Floor Plan
6.18 / Motor Vehicle Policy
6.19 / Records Retention and Disposal Guidelines
6.20 / Environmental Sustainability
Section / No. / Title
7
Work Health and Safety / 7.1 / Work Health and Safety
7.2 / Hazard Identification, Risk Assessment and Control
7.3 / Rehabilitation and Return to Work
7.4 / Critical Incidents
7.5 / Deleted
7.6 / Moved to WHS Manual
Contents
Section / No. / Title8
Appendices
Go to G:\DATA\POLICY & PROCEDURES\Kidsafe NSW OVERARCHING POLICIES\2. APPENDICES
For documents / 1. / Kidsafe NSW Membership Form
2. / Kidsafe NSW Council Nomination Form
3. / Kidsafe NSW Council Handbook
4. / Council Performance Review
5. / Performance Appraisal Form – Executive Officer
6. / Succession Planning Position Profile Template
7. / Corporate Sponsorship Decision and Information Guide
8.1 / Sponsorship contracts and letters of agreement guidelines
8.2 / Corporate sponsorship decision and information guide
9. / Personal Information Form
10. / Induction Checklist
11. / Support Meeting Format
12. / Leave Application Form
13. / TIL and Additional Hours Form
14. / Travel and Expenses Request Form
15. / Claim for Expenses Form
16. / Working From Home Schedule
17. / Working From Home Self-Assessment
18. / Professional Development Plan
19. / Nominated Driver Form
20. / Offsite Workplan (Sample)
21. / Kidsafe NSW Corporate Credit (Cardholder)
Statement of Responsibility
22. / Risk Register
23. / Legal and Compliance Register
24. / WHS Handbook
25. / Staff Handbook
Kidsafe NSW Policy and Procedures Manual V1.2 Feb 2016 Page 11 of 203
Section 1
Governance
Introduction
Kidsafe NSW is an Incorporated Body registered under the NSW Associations Incorporations Act 1984. The Constitution list the objects of the organisation, its legal powers, composition of the Council, office bearers, conduct of elections and general meetings, membership, and so on. Copies of the Constitution are held in the office and are available to all members and staff of the organisation.
This section explains in more detail:
· The Role of the Council
· Council meetings and decision-making
· Committees of the Council, co-option of Council members, and orientation for new members
· Conflict of interest
· Strategic Planning
· The election of the Council, the Annual General Meeting, Annual Report, compliance with Association Incorporations Act 1984 requirements and public officer
· Membership
· Membership fees
· Membership register
Back to Contents
1.1 The Role of the Council
Outcome
Successful and sustainable performance of Kidsafe NSW.
Policy Statement
The Council:
· sets strategic directions and Council policies
· provides leadership in the positioning and culture of the organisation
· promotes Kidsafe NSW achievements
· seeks updated advice and monitors performance and risk
· delegates authority
· approves and monitors contractual and reporting arrangements
· approves and monitors the budget and financial position
· monitors statutory and regulatory compliance
· appoints, terminates and reviews the performance of the Executive Officer
· determines the remuneration of the Executive Officer
· reviews and improves its own performance
· provides an induction for new Council members
· determines the relevant skills set for Council positions.
Process
To implement this policy the Council ensures:
· the development and regular review of the Kidsafe NSW Strategic Plan
· establishment and reporting on performance indicators
· budget and financial reporting processes are in place
· periodic reporting on compliance and corporate risk is completed
· opportunities for continuing engagement with key stakeholders and identification of key issues related to the work of Kidsafe NSW
· key delegations are identified and reviewed
· a performance review process is agreed with the Executive Officer
· a Council development and performance plan is in place.
Authorised by: Resolution of the Council
Effective Date: 7th February 2012
Next Review date: February 2018
Version / Date Initiated / Changes Made1.1 / 7 Feb 2012 / Initial implementation
1.1 / 26 Feb 2014 / Nil
1.1 / Feb 2016 / Nil
Back to Contents
1.2 Role of the Chair
Outcome:
· Effective leadership and functioning of the Council.
· Successful representation of the Kidsafe NSW at all levels.
· Effective relationship with the Executive Officer.
Policy Statement:
The Chair has the same duties and responsibilities as any director of the Council, although for practical purposes the chair is regarded as primus (prima) inter pares i.e. ‘first among equals’. The Chair may also have specific delegated responsibilities from the Council. In addition to the Chair’s role as a director, the Chair:
· will act in and promote the interest of Kidsafe NSW
· provides leadership in external negotiations and representation
· chairs Council Meetings
· establishes the agenda for Council Meetings in consultation with the Executive Officer
· is the spokesperson for Kidsafe NSW
· promotes an understanding of the work of Kidsafe NSW
· takes steps to ensure the Council is fully informed
· exchanges information among directors
· regularly reviews progress on important initiatives and significant issues facing Kidsafe NSW with the Executive Officer and other directors
· directs the Executive Officer on behalf of the Council
· provides mentoring for the Executive Officer
· initiates performance monitoring of the Executive Officer and the Council
· ensures that true records of Council business are maintained.
Process:
To implement this policy the Chair ensures:
· a Council development and performance plan is in place
· a process for the annual review of the performance of the Executive Officer and Council
· a process for ongoing consultation with directors and the Executive Officer
· meetings are conducted according to agreed meeting procedures
· stakeholder consultation is maintained as required.
Guidelines:
The Council acknowledges that the Chair may be required to respond to changing or pressing matters between scheduled Council meetings. In the event of a matter requiring immediate response the Chair will reasonably attempt to consult with other directors but if not possible, will consult with other directors as soon as practicable thereafter.
Authorised by: Resolution of the Council
Effective Date: 7th February 2012
Next Review date: February 2018
Version / Date Initiated / Changes Made1.1 / 7 Feb 2012 / Initial implementation
1.1 / 26 Feb 2014 / Nil
1.1 / Feb 2016 / Nil
1.3 Representing Kidsafe NSW
1.3.1 Representing Kidsafe NSW in the Media
The Chair and Executive Officer are the nominated media representatives of Kidsafe NSW. The Chair and Executive Officer shall negotiate their respective roles in relation to media comment, depending on their respective skills. The Executive Officer may authorise other staff as representatives as appropriate to their role/skills.
1.3.2 Representing Kidsafe NSW on Committees
There is a role for Council members to represent Kidsafe NSW on external committees and in various consultative forums. Representing Kidsafe NSW takes place in accordance with the following principles:
· statutory and ministerial appointments are to come to the Council for a decision on who will represent Kidsafe NSW ;
· cases where Kidsafe NSW has been invited to nominate a Council representative are to be brought to the Council for a decision; and,
· other cases where Kidsafe NSW is asked to nominate a staff representative are at the discretion of the Executive Officer.
1.3.3 Representing Kidsafe NSW in lobbying
Council members may also represent Kidsafe NSW in delegations to politicians as follows. The representative should be approved by the Chair and Council.
· where this is strategically useful;
· where Council members are available;
· based on skills and expertise of Council members in relation to the topic of the delegation.
Council members may also be involved in joint delegations, on the understanding that they participate in their capacity as Kidsafe NSW representatives. Council members need the authority of the Council to represent Kidsafe NSW in delegations.
Participation in delegations should be used as an opportunity to train new Council members and develop skills of Council members.
Authorised by: Resolution of the Council
Effective Date: 7th February 2012
Review date: February 2018
Version / Date Initiated / Changes Made1.1 / 7 Feb 2012 / Initial implementation
1.1 / 26 Feb 2014 / Nil
1.1 / Feb 2016 / Nil
Back to Contents
1.4 Code of Conduct
Rationale
The Council has a legal and moral responsibility to manage the organisation in accordance with the constitution and in the best interests of the community it serves.