BRANCH LEADERS' HANDBOOK - This Handbook is intended as a resource to assist QASSP Branch Executives to perform their roles. Additional support is ...
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BRANCH LEADERS’
HANDBOOK
This Handbook is intended as a resource to assist QASSP Branch Executives
to perform their roles. Additional support is available from the QASSP website
www.qassp.org.au and the QASSP office staff.
Updated 18 June 2021
QASSP Branch Leaders’ Handbook
Table of Contents
Page
1 QASSP Objects
2 One View, One Voice
4 QASSP Structure
5 Media Liaison Guidelines
6 QASSP Branches
7 Purpose of QASSP Branches
8 Branch President’s Role
9 Branch Financial Operations Guidelines
13 Role and Responsibility of Branch Secretary
14 Branch Meeting Standing Orders
17 Branch Member Lists
18 State Council
19 QASSP Members Process to Raise Issues
20 Motion to State Council Template
21 Proxy Form Template
22 QASSP Support Officers
24 Branch Support Officers
26 Subcommittee Chairs and Regional Representatives
27 Sample Branch Planner (2020 Dates)
28 Sample Branch Request to Make a Payment
29 Sample Branch Claim for Reimbursement
30 QASSP Staff 2021
31 QASSP Management Committee 2021
QASSP Branch Leaders’ Handbook
QASSP Objects
The Association is a charitable institution established to support, develop and strengthen
educational leadership capabilities across Queensland. The Objects of the Association are to improve
educational outcomes for State School students in Queensland through:
a) enhancing the capacity of school leaders in Queensland to deliver quality state education;
b) promoting and strengthening the profession of educational leadership;
c) identifying and shaping future trends and policy in education;
d) persuading and influencing key stakeholders in the pursuit of educational excellence;
e) advocating for and supporting the well-being of school leaders;
f) recognising and celebrating outstanding contributions to state education;
g) providing school leaders with professional development opportunities; and
h) anything ancillary to the Objects set out in clauses 3(a) to 3(g).
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QASSP Branch Leaders’ Handbook
One View, One Voice
QASSP has developed some efficient and responsive structures to ensure our position is heard and
to provide ideas which have the potential to improve and support educational leadership in
Queensland and beyond. It is imperative that all QASSP operations are aligned to our organisational
credo ‘One View, One Voice’ and implemented according to the QASSP Media Protocols.
Marketing the Message
The following provide guidance to ensure that a clear and unified message is promulgated and
delivered, not only to the QASSP membership but also to other audiences, so that the QASSP
position is more widely understood and supported.
Within the Organisation
Position Papers
Position papers clearly articulate QASSP’s position in a range of priority areas. They inform the
advocacy agenda of our association. All position papers are reviewed and updated where necessary,
to ensure both currency and accuracy. Subcommittee Chairs, branch leaders and members must
access position papers to ensure that stances taken, and suggestions provided, align with
organisational goals. (See the QASSP website for position papers, submissions and responses.)
State Council
A key responsibility of Branch Presidents following each State Council is to share messages and ideas
with local QASSP members. Sharing the outcome of motions is only one aspect of this responsibility.
Information from Subcommittee Reports (see below) and other sessions needs to be passed on. By
sharing the more global view of our operations, a clearer idea of key organisational directions and
alignment can be realised.
Subcommittee Reports
Subcommittee Chairs provide a brief report to each State Council. These are important updates of
ongoing areas of focus and provide Branch Presidents with a clear indication of outcomes to share
with members.
President’s Reports
While fortnightly electronic newsletters from the President are provided to all members, it is still
important for Branch Presidents to share key messages from these communications and from the
President’s Reports provided to State Councils, with local QASSP members. In this way, a unified
organisational understanding can be developed and embedded.
Outside the Organisation
Strategic Directions
Strategic Directions documents are periodically developed and reviewed. These documents enable
the principle of ‘One View, One Voice’. It is important to consider the timing of release to ensure the
best chance for positive change. Such opportunities include budget cycles, election cycles, Council of
Australian Governments (COAG) meetings, etcetera.
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QASSP Branch Leaders’ Handbook
Target audiences for these messages include the Department of Education, state and federal
politicians (including ‘friends of QASSP’), and the media. Supporting messages and documentation to
assist in this endeavour will be provided by the QASSP office (Communication and Marketing).
School Communities
QASSP’s message may, on occasion, also be pertinent and relevant to individual school communities.
The messages here would need to be carefully considered and would need to resonate with the
communities in question. This strategy has the potential to enlist the support of the wider
community in ensuring their children’s needs are met.
We have recently started using school noticeboards for sharing a common message. This has two
major purposes: to engage QASSP members and also to share a common message with our
communities. We ask you to encourage your members to participate in displaying this united
message each term.
Interstate/National Scene
There is an ongoing opportunity for QASSP’s message to be shared both with and through interstate
and national primary educational leadership organisations. At the national level the government
school sectors are represented by the Australian Government Primary Principals Association
(AGPPA). The Australian Primary Principals Association (APPA) is comprised of Catholic, independent
and government school sectors. This sharing helps to identify common challenges as well as
potential shared solutions, harnessing the strength of a concerted national approach.
QASSP has a proud history of being a key influencer in these organisations and this will continue into
the future.
All QASSP members should gain the permission of their supervisor before committing school funds
to their own professional development or attendance at other events.
3
CORPORATE Acacia
Bayside 45 QASSP BRANCHES • Pioneer Valley
• Rockhampton
• Sarina
SERVICES Beaudesert
Beenleigh • Fassifern
• Ipswich
• Lockyer Valley
• South Burnett
Brisbane North • Fraser Coast • Sunshine Coast North
• Logan • Sunshine Coast South
Dr David Turner Brisbane South • Gladstone/Callide
• Longreach • SW QLD
Brisbane West • Gold Coast North
(Director of Professional • Lower Burdekin • Tablelands
Bundaberg • God Coast South
• Macintyre • Toowoomba
Learning) • Granite Belt
Cairns & Cape York • Mackay • Torres Strait
• Gympie
Capricorn Coast • Mount Isa • Townsville
• Ingham
Central Highlands • North Burnett • Tully
• Innisfail
Suzanne Jessen Charters Towers • OEECPA • Warwick
(Professional Learning Darling Downs
Leader)
Kym Scantlebury
(Communications and
Marketing Manager)
STATE COUNCIL 13
Mila De Asis
(Professional Learning Including SUBCOMMITTEES
Officer)
Management
Including
Debbie Fichera Committee 1. Chairpersons
(Business Manager)
President or proxy from 2. Management Liaison
each QASSP branch 3. DoE Liaison
Suzie Savage Representative
Subcommittee Chairs
(Executive Assistant) 4. Branch Representatives
Annika Saunders
(Communications and Middle Leaders
Marketing Officer) Early Childhood
Finance
Kelly Raines
(Event Coordinator) MANAGEMENT Low SES
ICT
Philippa Stevens COMMITTEE Curriculum
Small Schools
(Membership Officer) Infrastructure Services
10 Representatives
Human Resources
Phil Vonthien (voting) - elected by
Capability
(Support Officer) members - split into Development
Liz Bailey three portfolios - School Performance
(Support Officer) Advocacy, Learning and Student Services
Service Indigenous Education
Vince Burke
(Support Officer)
PRESIDENT DoE
QASSP Branch Leaders’ Handbook
Media Liaison Guidelines
As part of the leadership role played by QASSP Branch Presidents, there may be occasions when the
media will approach Branch Presidents for comments about educational issues.
The following principles provide guidance in relation to such occurrences:
• Any statement made on behalf of QASSP as Branch President must reflect the position of QASSP
as an organisation – ‘One View, One Voice’. Please contact your Management Committee Liaison
or the QASSP President before making any public announcement.
• Be specific in stating to the media that any comments printed or aired must be attributed to you
in your role as Branch President not to you as a leader in a state school.
• Off-the-cuff comments are discouraged. This could portray a view that is not aligned to the
current direction of QASSP. It is better to provide a written response to a query, allowing time to
reflect on the best way to promote our message. This approach also allows for the possibility of
discussing the response with peers, with Management Committee members, or with the QASSP
President.
• Branch Presidents should avoid comments on potentially contentious subjects. These should be
referred to Management Committee members or the QASSP President. Comments about issues
in your own school should be made by the President.
• Any attempt to curb the responsibility of Branch Presidents to promote QASSP as an organisation
or QASSP’s position must be referred to the QASSP President.
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QASSP Branch Leaders’ Handbook
QASSP Branches
Branches are defined in the QASSP Constitution (Section 53) as being:
(a) a group of Members who:
(I) have been approved as a Branch by the Management Committee;
(II) work as administrators in public schools in Queensland; or
(III) self-select themselves as a Branch because they come from a common geographic area or
have a common role or interest (examples include Principals of Environmental Education
Centres, etc.);
(IV) have more than five Full Members and/or Life Members; and
(V) are not currently members of other branches.
(b) Branches may be formed by a self-selected group’s Members applying to the Management
Committee for approval as a Branch. Branches can only become approved and maintain
approval if they comply with the Objects and the provisions of this Constitution.
53.2 Branch Executive Members
(a) Members of each Branch should elect from amongst themselves:
(I) a Branch President;
(II) a secretary;
(III) a treasurer; and
(IV) other executive office bearers as suit the purposes of the Branch;
(collectively referred to as Branch Executive Members) for a term of one year. Retiring Branch
Executive Members are eligible for re-election at the Branch annual general meeting which
should be held to meet the operational requirements of the Branch.)
(b) A Branch is entitled to representation at a State Council meeting by one Branch Member who is
a Voting Member.
53.3 Management of Branches
(a) The Management Committee may determine, amend and repeal the By-Laws that govern the
operations of Branches. Branches must comply with those By-Laws and any directions of the
Management Committee.
(b) All assets managed by Branches remain the assets of the Association.
(c) The members of a Branch must meet at least twice per year but may meet as often as suits their
purposes. Meetings may take a variety of forms such as face-to-face, teleconference or through
electronic media. A quorum for a Branch meeting of members is:
(i) four Full Members; or
(ii) one fifth of the Full Members of the Branch at the time of the meeting, whichever is the
greater.
(d) Branches are not permitted to incorporate themselves as separate legal entities, unless they have
the prior approval of the Management Committee, which approval the Management Committee
can withhold in its absolute discretion.
Disbanding of a Branch
A Branch can be disbanded by the Management Committee if it no longer meets the requirements
of a Branch as set out in this clause 53.
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QASSP Branch Leaders’ Handbook
Purpose of QASSP Branches
QASSP branches draw their purpose from and are aligned with that of QASSP’s as stated in the
Constitution – Section 3
3. Objects
The Association is a charitable institution established to support, develop and strengthen
educational leadership capabilities across Queensland. The Objects of the Association are to improve
educational outcomes for State School students in Queensland through:
a) enhancing the capacity of school leaders in Queensland to deliver quality state
education;
b) promoting and strengthening the profession of educational leadership;
c) identifying and shaping future trends and policy in education;
d) persuading and influencing key stakeholders in the pursuit of educational excellence;
e) advocating for and supporting the well-being of school leaders;
f) recognising and celebrating outstanding contributions to state education;
g) providing school leaders with professional development opportunities; and
h) anything ancillary to the Objects set out in clauses 3(a) to 3(g).
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QASSP Branch Leaders’ Handbook
Branch President’s Role
The business of our Association is the business of school leaders of Queensland state primary
schools. Our Branches promote our vision for Leadership, Support and Advocacy by leading local
activity in all these areas and our QASSP office is committed to assist in this pursuit. Each QASSP
Branch is allocated a Management Committee liaison with whom regular contact is encouraged.
Role
• Chair branch meetings
• Operate branch effectively and efficiently, meeting the needs of the group.
• Provide a first point of contact for new school leaders.
• Provide timely induction to new members.
• Be a positive role model for the profession.
Leadership • Ensure all members – large schools, small schools, deputies, HoCs etcetera – are
represented in branch decision making. (Note: Full Members and Life Members only,
have voting rights).
• Organise meetings as a forum for sharing and learning from colleagues.
• Support and promote member development and engagement in learning.
• Disseminate information about PL opportunities for all members and their staff.
• Provide the local public voice for the profession (One View, One Voice).
• Negotiate/be active in decision making, including with the DoE and regional office
personnel.
• Be the local radar for issues to be taken up by Management Committee and President.
• Disseminate QASSP news to members in a timely manner.
Advocacy
• Celebrate awards to promote the public face of QASSP e.g. local media outlets.
• Represent branch members through attendance at all State Council meetings.
• Provide timely feedback on relevant issues through Subcommittee structure.
• Engage in two-way communication with liaison member from Management
Committee and Chairs of Subcommittees.
• Encourage, support and motivate members via network meetings, emails and
telephone.
• Create and encourage participation in networking opportunities thereby
providing opportunities for sharing ideas and concerns and progress these
where appropriate.
• Develop positive relationships and support mechanisms within the Branch.
Service
• Articulate/communicate awards to members and ensure Branch member
achievements are recognised through these awards.
• Collaboratively, establish points of contact for principals in need (minor or
major) to overcome the loneliness of the school leader role.
• Monitor and attend to the Service of the group including referral to QASSP Support
Officer as required.
• Facilitate the AGM being held prior to the end of each year, in preparation for the
following year. Where this is not possible, AGM must be held prior to 14 February the
following year.
• Ensure minutes from Branch AGM are emailed to QASSP Business Unit for Branch
Operations refund.
• Forward Branch Meeting Minutes to QASSP President to assist in information
sharing and communication.
• Pass on all communications from QASSP Business Unit to Branch members.
8QASSP Branch Leaders’ Handbook
QASSP Branch Financial Operations Guidelines
These guidelines are provided to assist Branch Leaders in the financial operations of their Branch. In
2011, QASSP was advised to update the Constitution due to the Legal and Fiduciary Responsibilities
of the Management Committee. Areas where QASSP was legally exposed were Branch GST, Income
Tax and Branch Assets and Liabilities. In order to meet legal requirements, QASSP Management
Committee has determined various ways of dealing with Branch Finances.
Below are the Branch Financial Operations which also contain the role of the Branch Treasurer. The
quantity of the branch treasurer's duties will vary according to the branch’s size and activity.
Guidelines
QASSP Business Manager Role of QASSP Branch Treasurer
QASSP Contact • Debbie Fichera Phone 3852 3411 email • Contact Business Manager –
for Branch debbie@qassp.org.au debbie@qassp.org.au for all branch
Finances • Available Monday-Thursday 8.30am to finance matters
4.00pm and Friday 8.30am to 1.00pm.
• QASSP State Treasurer to be another
point of contact for Branch Treasurers/
Presidents.
Branch Financial • QASSP will generate monthly branch • Ensure that you have received the
Reports financial reports and email to the branch financial reports monthly
Branch Treasurer. • Table these at the QASSP branch
• Branch Bank Balances will appear on the meetings
QASSP Balance Sheet • Provide copies to Branch Secretary
so they can be attached to minutes
and forwarded to members.
Accounts • QASSP will generate all branch invoices • Provide to QASSP Business manager –
Receivable required for members or customers. debbie@qassp.org.au the list of
• QASSP will require a list of schools, email addresses and cost for
schools, email addresses and Branch Professional Learning Fees to
Cost for Branch Professional be processed (where applicable).
Learning Fees to be
processed (where applicable).
• QASSP will receipt invoices and pursue
unpaid invoices.
Accounts Payable • QASSP will pay invoices on behalf of • Email all tax invoices for payment to
Branches via EFT (Note: EFT are paid the QASSP Business Manager:
weekly on a Thursday). Attention: debbie@qassp.org.au
• Email as well the Payment Voucher
signed by two signatories from the
Branch Executive. If payment is
urgent contact the QASSP Office on
07 3852 3411 to discuss alternatives.
• Email or Mail Reimbursement Claims
to the Business Manager Attention:
Debbie Fichera
debbie@qassp.org.au
9QASSP Branch Leaders’ Handbook
Guidelines
QASSP Business Manager Role of QASSP Branch Treasurer
Or MAIL QASSP Office, 29 Baxter Street,
Fortitude Valley Q 4006
Either method must be accompanied
by the original Tax Invoice and a
Payment Voucher signed by two
signatories from the Branch
Executive.
• Ensure that expenditure aligns with
the QASSP Objectives in the Strategic
Plan
Branch Refunds • Business Manager will calculate the • Branch Treasurer or Secretary
refund at $10/Full Ordinary member forwards the minutes of the Branch
and $5/Affiliate or Associate member. Annual General Meeting for that
• Business Manager will transfer the year to debbie@qassp.org.au for
money to the Branch Bank Account with their Branch Refund.
an email to Treasurer which will contain •
a list of members and amount paid.
Audited Financial • QASSP will include all Branch Finances in NIL
Statements annual external audit.
ABN and GST • QASSP will use the Registered ABN for NIL
GST on invoices sent out on behalf of
Branches.
• All Branch related GST received and paid
will be included in the quarterly BAS to
the ATO.
• GST will be cleared from Branch
accounts on an annual basis on 30 June
either in the way of a refund or
payment.
Branch Bank • Bank Interest will be calculated monthly NIL
Interest and transferred to individual branch
accounts on 30 June.
Use of Branch • QASSP Business Manager will pay • QASSP branch funds can be used to
Funds to pay for invoices on behalf of Branches via EFT pay for hospitality at branch
hospitality at (Note: EFT are paid weekly on a meetings e.g. branch funds held by
branch meetings Thursday). QASSP can be used to pay for the
cost of food/beverages at breakfast
meetings
Branch • QASSP Business Manager will have a • PLEASE NOTE – where a Branch runs
sponsorship and clear understanding of the GST a professional learning event such as
donations implications regarding branches a retreat, to which businesses have
receiving donations or sponsorship. made a financial contribution to
offset the cost, the following
procedures must be followed.
• There is no difference whether
sponsorship monies flow through the
organisation to pay for
10QASSP Branch Leaders’ Handbook
Guidelines
QASSP Business Manager Role of QASSP Branch Treasurer
accommodation/meals, or sponsors
pay for such benefits directly.
•
The employee or QASSP
member must seek prior
approval from their
supervisor/ARD to attend
the event, especially when
hospitality is involved Under
the Gifts and Benefits
requirements, staff
members must seek
appropriate approval for the
benefit they receive:
Seek approval from
Director/Principal or above
in writing (e.g. email) if the
value is under $150
Complete a Declaration
Form and seek approval
from the Assistant Director-
General or Deputy Director-
General as appropriate if
the value is over $150.
• If the cost of the retreat is paid for
from school funds, the benefit would
be to the school in the form of
subsided training, not the individual
and therefore not be subject to the
Gifts and Benefits requirements.
• If any members/employees receive a
prize or gift at the
retreats/professional learning days,
in addition to the benefit provided to
them as attendees at the event, they
may also be required to complete a
Gifts and Benefits declaration form
for this item.
• Branches are NOT to accept
hospitality or enter into any
agreement that results in hospitality
(drinks food) being provided by
sponsors or businesses including
QASSP Business partners for branch
meetings or Christmas functions.
• Please Note The Treasurer and other
Branch Executives need to have a
clear understanding of DoE
Gifts and Benefits policy, and how
11QASSP Branch Leaders’ Handbook
Guidelines
QASSP Business Manager Role of QASSP Branch Treasurer
receiving sponsorship/donations
could put members at risk of being
found to have engaged in official
corruption.
• It is necessary to be clear on what
the donor/sponsor is offering. A
donation of money (once only) is to
have no strings attached, therefore
the person donating cannot expect
anything in return. A donation would
not be accepted from a business if
members had contractual
agreements with this firm or were
likely to enter into a contractual
agreement with this firm. It is
recommended NOT to accept cash
donations.
• A sponsorship is where the person
expects to attend the meeting/event
and talk to the delegates.
Sponsorship attracts 10% GST.
Donations are GST Free. It is
recommended NOT to accept
sponsorship
12QASSP Branch Leaders’ Handbook
Role and Responsibilities of Branch Secretary
The Secretary is crucial to the smooth running of a Branch meeting. This involves activities before,
during and after meetings.
Before the Meeting
• Ensure that the notice of the meeting is given, that a suitable venue is arranged and confirmed,
and that copies of the agenda are prepared.
• Consult with the President on the order of business for the meeting, and the way in which it
should be dealt with on the agenda.
• Circulate to all members (a) any papers to be discussed at the upcoming meeting and (b) a copy
of the agenda, minutes of the previous meeting.
• Make sure that any reports or information requested at the last meeting are available or that
there is a good reason why not.
At the Meeting
• Bring to the meeting the minutes and all the relevant correspondence and business matters for
that meeting.
• Record the names of those who are present and convey and record apologies received from
those who are absent.
• Read the minutes of the previous meeting, and if they are approved, obtain the President’s
signature on them.
• Report on action or matters arising from the previous minutes.
• Read any important correspondence that has been received.
• Take notes of the meeting, recording the key points and making sure that all decisions and
proposals are recorded, with the name of the proposer of the motion and the seconder and if the
motion was carried. Record if applicable the name of the person or group responsible for
actioning the motion. Make sure action points are clear.
After the Meeting
• Prepare a draft of the minutes.
• Share the draft minutes for accuracy with the Branch Executive before distributing the minutes to
all members.
• Promptly send out any correspondence decided on at meeting.
13QASSP Branch Leaders’ Handbook
Branch Meeting Standing Orders
These Standing Orders are provided as a general guide to those branches wishing to use formal
processes for some of their decision making. Management Committee are aware that a wide range of
meeting arrangements occur throughout the state. Some branches use DoE meeting days as an
opportunity to transact QASSP business. Other branches host full day meetings once per term and
include on the agenda high level professional learning for members. Breakfast meetings are another
option for conducting business. Some branches may conduct their meetings using electronic means.
However branches decide to operate, Management Committee expects that every member will be
able to attend most of the branch activities throughout the year.
As QASSP State Council, Annual General Meetings and Special General Meetings are sometimes held
electronically, the Meeting Standing Orders have been modified to accommodate this medium:
1. MEMBERS
For the purpose of these standing orders, the word ‘member’ refers to a person who has voting
power under the QASSP Constitution. (Note: Full Members and Life Members only, have voting
rights).
2. MOTIONS
2.1 Motion moved and seconded
• Any Motions must, before being discussed, be moved and seconded by a member who is
present or online.
• All Motions to State Council will be available from the QASSP Website prior to scheduled
meetings of State Council, Annual General Meetings and Special General Meetings.
2.2 Any member may move a motion
• Any member present or online shall be entitled to move or second any motion.
2.3 Speakers
• Not more than two speakers in succession shall speak either for or against any motion, and if
at the conclusion of the second speaker’s remarks, and upon a call from the Chairperson, no
other speaker rises to oppose the motion or amendment, the question shall be put to the
vote.
• Speakers will be asked to enter their comments on the chat line for all members to view
before the motion is put to the vote during electronic meetings.
2.4 Right to reply
• The mover of the motion shall be entitled to a right of reply.
• Should the mover speak to an amendment, s/he shall forfeit the right to reply.
• At the conclusion of the reply, the debate shall be deemed to have closed and the
Chairperson shall forthwith put the question to the vote.
• During electronic meetings, members will be asked to enter their comments on the chat line
for other members to view before the motion is put to the vote.
14QASSP Branch Leaders’ Handbook
2.5 Time for the speaker
• The mover of the motion shall be allowed five minutes to present the motion, the seconder
and the subsequent speakers will be entitled to three minutes, and the mover shall be given
three minutes for right of reply.
• An extension of time, (limit – one minute at the discretion of the Chairperson), shall be
granted, without debate.
• Chat line discussion may take place.
• The Chairperson will allow enough time for comments to be placed on the chat line prior to
the vote with the above timelines acting as a guide.
2.6 When a member may speak
• No member, other than the mover of a motion when exercising a right of reply, may speak
more than once to each motion, amendment or substantive motion, unless with the
permission of the meeting or the Chairperson.
• A member may be invited to speak, or may seek to speak, to explain a matter of a personal
nature, or to explain him/herself in regard to some material part of his/her speech, which
has been misquoted or misunderstood, but shall not introduce any new matter, or interrupt
any delegate in possession of the floor.
2.7 When a seconder may speak
• A member, who has seconded a motion or amendment without speaking to it, may speak at
a later stage of the debate thereon.
3. AMENDMENTS
3.1 Moving an amendment
• After a motion has been moved and seconded, any member may move an amendment, such
amendment to be handed to the Chairperson in writing or entered on the chat line.
• If such amendment be seconded, it shall become the subject of discussion.
3.2 Amendment must be relevant
• An amendment must be relevant to the question, and so framed that it forms a sensible and
consistent proposal. It must not be in direct negation of the original motion.
3.3 Further amendments
• No further amendments shall be moved until the amendment before the meeting is disposed
of.
3.4 No right of reply to amendment
• The mover of the amendment shall not have the right of reply to the debate on such an
amendment.
3.5 Substantive motion
• Should the amendment be carried, it then becomes a substantive motion upon which further
amendments may be moved, always providing that there shall not be, at one time, more
than one amendment before the meeting.
15QASSP Branch Leaders’ Handbook
3.6 Foreshadowed motion
• Any member, during his/her speech on an amendment, shall have the right to foreshadow a
further amendment, but such foreshadowed amendment shall not formally come before the
meeting until the motion or amendment before the Chairperson has been disposed of.
• The Chairperson may request the substance of the foreshadowed amendment.
• Foreshadowed amendments must be placed on the chat line during electronic meetings.
4. PROCEDURAL QUESTIONS
4.1 Twenty-minute limit
• Should any question have occupied the meeting for twenty minutes, the discussion on such
question shall be deemed to have closed and the Chairperson shall forthwith call on the
mover to reply, unless the meeting decided by resolution to continue the discussion on the
matter in question, for a further specified period.
4.2 Superseding a motion
• A debate may be superseded by the carrying of a motion, that the question may be deferred
or referred or, by a motion agreed to, that the meeting proceed to the next business.
4.3 Point of order
• On a member rising during discussion to a point of order, the speaker shall sit down and the
member so rising shall state the point of order and the Chairperson shall rule thereon.
• Not applicable to electronic meetings.
4.4 Disagreement with the chair
• When a motion to disagree with the ruling of the Chairperson has been duly proposed and
seconded, the Chairperson shall be allowed three minutes to speak in explanation of his/her
ruling. Three minutes shall be allowed for supporting this motion. The question shall then be
put to the vote. The Chairperson shall then abide by the decision of the meeting.
• This motion will occur in writing on the chat line during an electronic meeting.
4.5 Gag motion
• Any member who has not already spoken on the motion or amendment under discussion,
may formally propose; ‘That the question be now put.’ If formally seconded, the proposal
shall be put without further discussions, and if carried by two thirds of the members of the
meeting present and voting, the mover of the question shall have the right of reply, after
which the motion must be put to the vote.
• This proposal will occur in writing on the chat line.
16QASSP Branch Leaders’ Handbook
Branch Member Lists
QASSP Membership Officer, Philippa Stevens compiles details, by branch, of QASSP members and non-
members, which are emailed to branches in Term 1.
If you require an updated report throughout the year, email your request to philippa@qassp.org.au or
telephone: 07 3852 3411.
Please take the opportunity to encourage non-members to join QASSP. Ask them to explore our
website to discover the advantages membership offers, and to apply online.
17QASSP Branch Leaders’ Handbook
State Council
This forum is a key event in QASSP’s calendar. It is essential that every branch is represented at each
State Council. QASSP is only as strong as its branches and branch views on any issue must be carried
to State Council by Branch Presidents or their nominee.
In order to formally influence QASSP policy, branches should use the Motion to State Council form.
Subcommittees can also use this form to initiate debate at State Council.
All motions to State Council will be available from the QASSP Website prior to scheduled meetings of
State Council, Annual General Meetings and Special General Meetings.
When unable to attend a State Council, Branch Presidents must nominate a proxy to attend in their
place. This is necessary if branches are to have their proper representation. It is also a valuable
experience for those who act as proxy and might encourage QASSP leadership aspirations in
participants. It is expected that branch representatives will attend State Council for its entire
duration.
Because State Council is a formal meeting, Management Committee requests that Branch Presidents
complete the Proxy Form and hand it to the Chair at the beginning of the State Council meeting.
Alternatively the signed form can be emailed to philippa@qassp.org.au prior to the day of State
Council.
The QASSP office will email a State Council Travel Arrangements form to be completed and returned
at the appropriate time. QASSP will arrange air travel and will reimburse airport transfers, petrol
money or local bus or train tickets. Please keep receipts and submit.
18QASSP Branch Leaders’ Handbook
Link to the website here.
19QASSP Branch Leaders’ Handbook
Motion to State Council Template
Branch:
Date:
MOTION (A single proposal for action)
(More than one motion can be moved for the same set of background issues and supporting data.)
BACKGROUND ISSUES AND SUPPORTING DATA
(Information, observations, supporting data that provides the evidence
and rationale for the proposed action.)
RECOMMENDED STRATEGIES
(Identified are the possible range of strategies that can be engaged to advance the
motion. These strategies are recommended and can be prioritised for the guidance
of State Council, Management Committee and Subcommittees.)
Please email completed form to philippa@qassp.org.au
MOTION NO: / /SC
20QASSP Branch Leaders’ Handbook
Proxy Form Template
I of
(full name of financial member) (name of QASSP Branch)
being a member of QASSP, hereby appoint
(name of proxy)
of or failing them
(name of QASSP Branch) (name of alternative proxy)
of as my proxy, to vote on my behalf at:
(name of QASSP Branch)
(Please tick the boxes that are applicable)
Annual General Meeting
State Council Meeting
Special General Meeting
of the Association to be held on the day of and at any
adjournment thereof.
Signed this day of 20 .
Signature
Notes:
1. Proxy for voting by member must be completed in writing as on the above Proforma.
2. Completed written proxy form must be lodged to QASSP by email philippa@qassp.org.au
PRIOR to the meeting.
21QASSP Branch Leaders’ Handbook
QASSP Support Officers
QASSP employs three retired state school principals, Phil Vonthien, Liz Bailey and Vince Burke in a
part-time capacity as Support Officers. As previously has been the case members are free to contact
the Support Officer of their choice.
Their roles include the provision of support which is:
• confidential
• available 24 hours a day, 7 days a week
• provided independently of the Department of Education and of the Queensland Teachers’ Union
• delivered with flexibility – by telephone, text, email, video chats, or face-to-face
• tailored to need, and if required, include liaison with other stakeholders to find solutions and
source additional assistance.
The proactive aspect of their work includes:
• facilitation of wellbeing workshops and personal development programs
• training and support of QASSP’s Branch Support Officers
• advocacy at local, state and federal levels to promote the wellbeing of all school leaders.
Phil Vonthien
0429 475 201
phil@qassp.org.au
Cairns and Cape York, Capricorn
Coast, Central Highlands,
Charters Towers, Ingham,
Innisfail, Longreach, Lower
Burdekin, Mackay, Mount Isa,
Pioneer Valley, Rockhampton,
Sarina, Tablelands, Torres Strait,
Townsville, Tully
22QASSP Branch Leaders’ Handbook
Liz Bailey
0437 082 191
liz@qassp.org.au
Acacia, Bayside, Beaudesert,
Beenleigh, Brisbane North,
Brisbane South, Brisbane West,
Gold Coast North, Gold Coast
South, Ipswich, Logan, Sunshine
Coast North, Sunshine Coast
South
Vince Burke
0448 072 582
vince@qassp.org.au
Bundaberg, Darling Downs,
Fassifern, Fraser Coast,
Gladstone/Callide Dawson,
Granite Belt, Gympie, Lockyer
Valley, Macintyre , North
Burnett, OEECPA, South
Burnett, SW Qld Roma,
Toowoomba, Warwick
23QASSP Branch Leaders’ Handbook
Branch Support Officers
Background
The three tenets of QASSP are Leadership, Advocacy and Support. The role of the BSO aligns directly
with Support with a specific focus on member wellbeing. Each QASSP Branch across the State has
one or more members who undertake the role of Branch Support Officer (BSO).
QASSP understands that the ultimate responsibility for personal wellbeing (the maintenance of
helpful thoughts/feelings/words/actions), is an individual one. Nonetheless, it is also true that a
network of empathetic and challenging collegial support adds strength to a leader’s capacity to
maintain (and regain where necessary) the sense of personal wellbeing.
Role of Branch Support Officer (BSO)
The core role of the BSO is to promote and develop collegial wellbeing and support among QASSP
members and to encourage members to extend support to all other primary school leaders and
aspiring leaders in state primary education across Queensland.
Branch Support Officer Commitments:
• Ensure the topic of wellbeing is high on the agenda of every gathering of QASSP members and
promote the value of collegial networks.
• Encourage members to initiate similar conversations at other forums they attend.
• Provide individual collegial support to colleagues at levels the BSO is comfortable to provide.
• Refer colleagues with significant wellbeing concerns to QASSP Support Officers (QSO) and
encourage others to do the same.
• Record only non-personal support data on Excel Database template and report twice per year to
QSO and QASSP. Template provided
• Prepare and implement (in conjunction with branch members) a yearly wellbeing calendar of
activities, which promotes collegiality among members and other colleagues.
Communal Responsibility
While BSOs are the ‘cheerleaders’ of school leaders’ wellbeing in the Queensland state primary
sector, they are:
• NOT counsellors or therapists
• NOT personally accountable for anyone’s wellbeing, other than their own
• NOT expected to be the sole organiser of Branch wellbeing activities, for example delegate and
encourage initiatives from others.
Wellbeing Is An Individual And Collective Responsibility
QASSP Branch Support Officers (BSO) and QASSP Support Officers (QSO) are but one part of the
solution.
1. Training BSO
• Initial BSO training will be provided by QASSP.
• Refresher BSO training will be provided by QASSP every three years.
24QASSP Branch Leaders’ Handbook
Protocols for supporting members
• Confidentiality is of utmost importance and must be maintained at all times (except where there
is a significant risk of harm to self or others requiring notification to relevant authorities).
• BSO personnel must not record or share confidential information/conversations with any other
person, including the employer, unless explicit permission is gained from the school leader (or in
cases of significant risk of harm to self or others).
• BSO personnel must advise the relevant QSO of each school leader they are supporting with
significant needs, to enable an effective and clear lines of communication and support.
• BSO contacts the QSO with any concerns and for ongoing support of the school leader.
2. Referrals to Professional Services
• QSOs and BSOs do not directly refer school leaders to headspace or other professional
organisations.
• Where a BSO believes a school leader may need to speak with a professional, the BSO should
ensure the school leader has the necessary contact information, that is, phone contact and name.
• In an emergency, Triple Zero (000) is the appropriate action.
25QASSP Branch Leaders’ Handbook
Subcommittee Chairs and Regional Representatives
Subcommittees are one of the structures QASSP has in place to facilitate Advocacy. There are
currently 13 subcommittees operating. Each of them has representatives from across the State.
These meet by way of electronic platforms e.g., Teams, Skype, teleconference once a term.
One of the strengths of the subcommittees is that when our co-chairs meet with their respective
Department of Education contacts in Mary Street, they speak on behalf of QASSP members from
across the state. QASSP Subcommittee Chairs meet each term with key Education Queensland
personnel to share information and knowledge to achieve better outcomes for primary school
children. Chairs are informed by Subcommittee Regional Representatives who meet once each term
via teleconference.
The minutes from the termly subcommittee teleconferences are posted on the QASSP website. The
profile of each subcommittee containing the names and contact details of each representative from
across the state and the subcommittee chairs is also available on the QASSP website. They are
provided with an updated copy of the profile of their subcommittee throughout the year as changes
occur.
Having a branch representative on each subcommittee is one way of having your branch voice
heard. I ask all Branch Executives to encourage branch members to become involved on a
subcommittee. Suzie Savage suzie@qassp.org.au or t: 07 3852 3411 is the point of contact for all
subcommittee related issues.
Appointment of Subcommittee Chairs
The QASSP President and Management Committee consult with current Subcommittee Chairs to
appoint future Chairs.
This group considers in their decision making the following attributes:
• Possible relationship that may already exist with key stakeholders, or the capacity to build such a
relationship.
• Area of deep knowledge or keen interest of individual.
• Has worked within the Subcommittee
• Ability to meet regularly with key stakeholders at little or no cost to the organisation.
• Previous outstanding work for QASSP in another capacity.
• Ability to project the ‘One View, One Voice’ approach to all discussions on behalf of QASSP
members.
Appointment of Regional Representatives
Branches are requested to nominate Subcommittee Regional Representatives at the beginning of
each year and as vacancies occur. Throughout the year, the President will call through The Edge for
representatives to fill subcommittee vacancies.
26QASSP Branch Leaders’ Handbook
Sample Branch Planner (2020 Dates)
Term Week Date Activity Location
Wk1 webinar 3:30
Wk 2 Day 8 In each school
• SIU Review Roadshow
Wk 3 • QASSP, QSPA, Reg off social Yacht Club 4:30pm
gathering (Sponsored by QSPA)
• QASSP and QSPA meeting with Regional Reg off 8-9:30
director
Term 1
Wk 5 • Steve Francis PD TBA 1:30-4:00
• QASSP State Sub Committee Summit Bris
• QASSP Management Committee meeting Bris – all day
• QASSP Branch Executive meeting Cuisine to go – 7:00 TBA
Wk 6
• Branch meeting – 4pm
• QASSP Management Committee meeting Bris – all day
Wk 8
• QASSP State Council Meeting Bris – all day
Wk 1 • webinar 3:30
Wk 4 • NAPLAN & NAPLAN online
• Steve Francis PD
Wk 5 TBA 1:30-4:00
Term 2 • NAPLAN online
• Principals Learning Day- TBA – all day
Wk 6
• Branch meeting As above – 4:00
• QASSP State Council Meeting Bris – all day Bris – all
Wk 7
• QASSP State Conference day
Wk 1 • webinar 3:30
Wk 2 • ATSIAP TBA
Wk 4 • Management Committee Meeting Bris – all day
Term 3
Wk 5 • Steve Francis PD TBA 1:30-4:00
Wk 6 • Branch meeting TBA – 4:00
• QASSP State Council Meeting Bris – all day Bris – all
Wk 7
• QASSP State Conference day
Wk 1 • webinar 3:30
Wk 2 • Learning Fair – TBA
Term 4 Wk 4 • Steve Francis PD TBA 1:30-4:00
Wk 5 or 6 • Branch meeting - AGM TBA – 4:00
27QASSP Branch Leaders’ Handbook
Sample Branch Request to Make a Payment
Payment to: Branch
Bank Account Details: BSB: Account No:
Date Particulars Amount
$
Please ensure Tax Invoice/s are attached $
Authorisation by _______________________________
Signature & Name of Branch Executive
Link to the website here
28QASSP Branch Leaders’ Handbook
Sample Branch Claim for Reimbursement
Payment to Branch
Bank Account Details: BSB: Account No:
Date Particulars Amount
$
Please ensure receipts are attached $
Applicant’s Signature
Authorisation by
Branch Executive
Link to the website here
29QASSP STAFF 2021
Leslie Single
Suzie Savage President
Executive Assistant leslie@qassp.org.au
Mon
0428 147 785
8am-4pm
Tue-Thu
9.30am-2.30pm Suzanne Jessen David Turner
Fri Professional Learning Director of
9.30am-11.30am Leader Professional Learning
suzie@qassp.org.au Debbie Fichera Mon-Fri Mon-Fri
0477 778 742 Business Manager 8am-4pm 8am-4pm
Mon-Thu suzanne@qassp.org.au david@qassp.org.au
8.30am-4pm 0401 654 455 0427 472 113
Fri
8.30am-1.30pm
debbie@qassp.org.au
Philippa Stevens
Membership Officer
Mon-Fri
7.45am-3.30pm
philippa@qassp.org.au
Annika Saunders
Marketing Officer Mila de Asis Kelly Raines
Tue, Thu, Fri Professional Learning Events Coordinator
8.15am-4pm Officer Mon-Fri
annika@qassp.org.au Mon-Fri 8.15am-4pm
6.30am-2.15pm kelly@qassp.org.au
mila@qassp.org.au
Kym Scantlebury
Communications &
Marketing Manager Vince Burke Liz Bailey Phil Vonthien Queensland Association of State School Principals
Mon-Fri Support Officer Support Officer Support Officer Office Hours: Monday to Friday, 7am to 4pm
8.15am-2.45pm On call 24/7 On call 24/7 On call 24/7
kym@qassp.org.au vince@qassp.org.au liz@qassp.org.au Telephone: 07 3852 3411
phil@qassp.org.au
0439 257 313 0448 072 582 0437 082 191 0429 475 201 Address: 29 Baxter Street, Fortitude Valley, Qld 4006QASSP Branch Leaders’ Handbook
31QASSP Branch Leaders’ Handbook
32About QASSP
QASSP is the Queensland Association of State School Principals.
Our members are the leaders of state primary schools in P 07 3852 3411
Queensland. Together, we strive to achieve our vision of E qassp@qassp.org.au
‘Outstanding leaders; world-class schools’.
W www.qassp.org.au
In turn, QASSP offers its 1350 members collegiality and service,
A 29 Baxter Street
advocacy on the issues that make a difference, and learning
Fortitude Valley Q 4006
opportunities to strengthen the profession.You can also read
