What the CEO needs you to know

What the CEO needs you to know

This booklet briefly summarises the key themes and issues I think are important for PCYC to be effective in its mission. PCYC has a comprehensive set of policies and procedures to guide Club and State Office activities and operations, and making this booklet available does not mean, of course, that staff and volunteers do not need to regularly check policies to be up-to-date. The aim is to emphasise crucial facts and issues, and to give each staff member and volunteer basic orientation to the kind of organisation PCYC is, the priorities we have, and the direction we are heading over the next few years. I trust you find the document informative. Darren Black Chief Executive Officer

What the CEO needs you to know about... Mission, Goals, Strategy & Success Indicators PCYC has a three part mission: We get young people active in life We work with young people to develop their skills, character and leadership We prevent and reduce crime by and against young people PCYC s visions and goals are: To get lots more young people involved in fun, safe, quality and sustainable PCYC activities To further strengthen and be recognised for leadership in youth crime prevention To have a work place highly rated by our staff and volunteers for the communication and development we provide The key indicators of success we have set ourselves and by which we will judge ourselves against include: Increasing by 5000 new members each year We want to have an annual net surplus of 7.5% of our revenues to provide for our building and equipment needs into the future We want to be reducing youth crime by 70% over a two-year period by young offenders in case management We want an annual 5 point improvement in our staff engagement score We want the majority of members in PCYC activities to be promoters of PCYC to their family and friends

What the CEO needs you to know about... Supporting our Police Officers The work of Police Youth Case Managers (YCMs) in and through our Clubs is the most distinctive aspect of our mission. Our collaboration with the NSW Police Force in helping young offenders and at risk youth to turn their lives around, and in reducing youth crime as a result, is why the community and the Government so generously supports PCYC. Each Club Manager and each Club Committee must understand the role of Youth Case Managers and the specific needs of their Officers at the Club. The image of the Club to the local community must give prominence to the Police Officers at the Club and the work they are undertaking. Fundraising, especially by the Club Committee, should aim first to fund that work. In developing and managing the Club and its activity profile, the Manager and Committee need to keep in mind the work of Officers with young offenders and at risk youth, and aim for the Club to be: A place for those young people to form non-criminal, non-abusive adult and peer relationships A place for those young people to participate in structured recreational activities A place for after school programs A place for training for employability A place for those young people to develop changed attitudes to criminality A place for restorative youth conferencing by Police Officers A place with activities with the potential for involvement across adolescence A place with outreach capacity to target primary school class problems leading to non-attendance high school as early intervention

What the CEO needs you to know about... Organisation, Volunteers & Governance PCYC is a community charitable organisation that combines a key role for volunteers at Club and Club Committee level, a dispersed network of Clubs under the oversight of a State Office, and a Company Board that includes members appointed by the Minister for Police and members elected from Club Committees. Volunteers are crucial to the effectiveness of PCYC. Each club should aim to engage community members as volunteers across a range of their operations. Lead Volunteers persons with first aid and who could, if needed, be a person-in-charge should be identified and supported. Training and recognition for volunteers should be part of the club business plan. Each club must have a club advisory committee made up of volunteers, operating under a club president. The committee should have business and professional people who can be advocates and network for the club, as well as members to help with volunteering and fundraising. The Committee must meet monthly and receive reports from the Manager and Police Officers on the progress of their work. The CEO meets with Club Presidents at least twice each year. The organisation is a single legal entity a company, limited by guarantee. Clubs have no separate legal status. For example, all property is owned by the company, all grants are PCYC grants even if won at Club level, all fundraising is under a single authority, and all employees are employed by the company. The organisation operates under the ultimate control of a Board of Directors. The Board sets the key policies and appoints the CEO to provide operational and management control. It is the Board that establishes and oversees the basic agreement that is in place with the NSW Police Force regarding collaboration around prevention of youth crime and the role of Officers in our Clubs. It is the CEO s job to report to the Board on compliance and on progress against the mission and strategy of the organisation. Police Officers in Clubs operate as part of the Youth Command. The Youth Command is headed by a Superintendent who is based with his support team at State Office. The Commander and CEO share the responsibility of ensuring that the partnership agreement between NSW Police Force and PCYC is successfully implemented. Given how wide-spread our clubs are, how few our management resources are, and the unique workplace dynamic that of employees, volunteers and Police Officers, this organisation relies on high trust and high collaboration, and a willingness of each person to work for the good of the local club and the young people it serves.

What the CEO needs you to know about... Safety for Members, Staff and Volunteers PCYC wants everyone in our buildings and activities to have fun and be safe. We want to manage the risks involved in running our activities. There are important policies you need to read about risk, safety and protection, but in brief, some of the key things you need to know are: Every staff member shares responsibility for safety and should report concerns or incidents to their Manager No staff member or volunteer can start employment without a police check and working with children check Each new staff member and volunteer needs to be shown and must understand the fire evacuation plan and routine for their building Each Club Manager should ensure their club staff get access to first aid and safety training and fire drills each year and, at all times, a person should be in charge of a club or activity who has first aid training Every activity needs a risk plan, and a risk checklist which must be used each time the activity is run Every sport instructor in a PCYC employed or venue user must be formally accredited in their sport Because most club buildings are old, they contain hazardous materials like asbestos each club has an hazardous materials report all work, even minor work like drilling a hole for a picture hook, needs to be approved against that report by the Club Manager Harm to children, suspected harm, or risk of harm should be reported to Club Managers or club Police Officers Ultimately, as each staff member s ID states, the two key questions for PCYC staff are: Is this a safe activity and what are the risks specific to this activity or place? Are the children and members in our care under appropriate supervision and control?

What the CEO needs you to know about... Finances & Sustainability If PCYC is to continue its mission, it needs to be sustainable financially. The key income/revenue sources for PCYC are: Club activity fees Fundraising and donations Government and Business grants The major cost in operating a club is staff costs. PCYC as a whole, and each club needs to make and invest a cash surplus each year to build reserve funds available to maintain and upgrade facilities and to replace equipment and vehicles. PCYC is not a government body and government funding is not available to subsidise our operations or bail out debt. The major government grant we receive is for Club Managers to ensure Police Officers, who once ran clubs, are free to work with young people. Priorities in financially managing PCYC include: Growing activities that are mission focused, cover costs and help produce a surplus that is, sustainable activities Having a fundraising event and seeking grants that fund equipment and Police programs Making sure organisations and people who use PCYC pay bills quickly Monitoring staff costs against average PCYC benchmarks and ensuring a good group of volunteers is involved at the club Working to the budget, achieving a surplus and producing positive cash flow

What the CEO needs you to know about... The Quality of our Work We want to provide young people with fun, safe, quality and sustainable activities. We want to support the NSW Police Force in keeping kids out of crime. The community wants to believe in and support us in our work. To keep faith with the community and be effective in our mission, our professionalism should be reflected in the following ways: Our facilities and equipment should be well maintained and presented Official PCYC posters should be prominent and the primary visual images in the common areas Staff and volunteers should present professionally in their clothing and in displaying their ID Staff and volunteers should be friendly and helpful in interacting with members and visitors Staff and volunteers should know about club activities and positively encourage members to join new activities We should be familiar with policy and procedures, working to achieve high levels of compliance in key areas such as completed membership forms and venue agreements, daily banking and POS procedures, incident reporting, sign-in and out of children, lock-up of facilities Managers should make sure staff and volunteers participate in training that is made available Managers should ensure that staff, volunteers and Police Officers are fully informed and engaged in helping achieve the Club s goals and participate in annual surveys Volunteers and business supporters should receive appropriate recognition and obligations to funding bodies should be met in a full and timely basis Club staff and volunteers should be working to ensure that, when asked whether they would recommend a PCYC activity to a friend or another parent, most club members would give a score at 9 or 10

What the CEO needs you to know about... Policy, Procedures & Compliance To make sure we comply with law and Government regulations, to manage risk and to ensure that each part of the organisation is working towards our objectives, PCYC has a number of policies and procedures in place. You should familiarise yourself with our Intranet to be able to access up-to-date policies and procedures. Some of the key policies and procedures cover: Individual club membership forms, which must be completed by all club users and signed by parents for young members, annually The need for members to be swiped in when attending activities License (venue hire) agreements for use of our club facilities by other groups or businesses, and which include documentation such as proof of insurance and qualifications Service agreements for tradespeople and others who provide services Daily banking and Point of Sale (POS) procedures Fitness membership forms and weights & gym use agreements Monthly occupational health and safety checks, and risk checks for each activity Sign-in and out for Kidzcare children Staff and volunteer screening Manager and Youth Case Manager fortnightly meetings Each club is audited at least annually and non-compliance can result in club fines and staff warnings. Concerns in this area can be reported confidentially to the Manager, Risk, Audit and Compliance.

What the CEO needs you to know about... The Ideal PCYC The ideal PCYC (Club) involves a partnership between community volunteers, Police Officer(s) and Manager. The Club partnership focuses on each part of the Mission and understands how the Club is aligned to PCYC s overall goals. The Club has a clear set of goals for membership growth, for fundraising, for financial performance, for staff engagement, for audit compliance, for volunteer hours, for member satisfaction and for youth crime reduction, and is on track to achieve them. There is a strong Club Committee that has been involved in developing the Club business plan, meets monthly and is committed to its volunteering, networking and fundraising goals. The Manager and Police Officer(s) understand each other s goals and support each other in working towards those goals. The Manager and the President in particular understand the Police Officer s work and specific goals, and are able to explain and promote them to the community The Police Officer is able to draw on Club activities and involvement as the primary tool in case management for young offenders. Parents are able to involve their kids in quality PCYC activities at the Club such as Kidzcare vacation care, archery, junior boxing, self defence, a monthly dance, or Blue Star, and promote the Club to their friends because of their positive experience. A normal day at a club looks like this: 9am till 12pm PCYC is the first choice for the old and the young. Pre-school children are doing kinder gym or crèche. Young mums are doing social netball or ladies only gym sessions. Elderly community members or disability groups are doing fitness in the hall or multi-purpose room 12pm till 3pm PCYC is the first choice for school sports for the 5 to 18 year olds: archery, self defence, boxing for fitness, Futsal, or gym use 3pm till 6pm PCYC is the first choice for after school activities: Active after school programs, recreational gymnastics, and karate, boxing, indoor hockey, football and rugby league teams using the gym 6pm till 9pm PCYC is the first choice for young adults and adults. Boxing, gymnastics, competition Futsal, group fitness classes, table tennis

Throughout the day multipurpose rooms are also being used for community meetings, training days, job interviews, army / police recruitment, corporate boxing and individual fitness Friday or Saturday night there s a dance, or band night, and the club is fully utilised most of the weekend for various youth oriented activities The Club s foyer and public spaces are clean and well postered, activity rooms are set-up and equipment is in good order. The Club website is up-to-date and includes news items on recent achievements and events, and the Club regularly sends in news items to the local paper and for the PCYC newsletter. The Club nominates staff, volunteers, members and Officers each year for Annual Conference Awards and attends the Conference. The Club Manager, President and Police Officer know the local State and Federal Members of Parliament, the local Mayor, local service group contacts and the Local Area Commander. The Club annual general meeting is well attended by members and by community representatives, and the achievements and needs of the club professionally presented. The Club s activities fund overall operating costs, with fundraising and grants being used for equipment and for Police programs. The Club has funds in its investment account to cover its equipment needs and projected property work into the future.