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Sport and Recreation

COVID - 19 Information Hub

COVID-19 Resources for Sport and Recreation

For the latest Tasmanian Government advice and information about COVID-19, visit: www.coronavirus.tas.gov.au

For general COVID-19 related enquiries call the Tasmanian Public Health Hotline on 1800 671 738.

If your sport and recreation organisation or club needs further COVID-19 information or assistance you can contact the Sport and Recreation team on 1800 252 476.

COVID-19 Safety Plans

Sport and recreation organisations should regularly review and update their COVID-19 Safety Plans.

There are guidelines and templates to help you prepare a plan on the WorkSafe Tasmania website. The key steps to prepare a plan include:

  1. Check if your State or National Organisation has COVID-19 Plans, Policies or Guidelines that apply to your sport.
  2. Review the COVID-19 Safety Plan template and Guidelines to familiarise yourself with what's required. There is also a helpful video guide.
  3. Complete a COVID-19 Risk Assessment to identify the risks of COVID-19 for your activity, and how you can manage these risks. The Risk Assessment Guidelines and video can help you do this. By conducting the risk assessment, you will be able to decide whether additional controls, such as mask wearing or mandatory vaccination, should be implemented.
  4. Consult and inform your workers (including volunteers), members and others involved in your activity about any new requirements which might apply to them.
  5. Document the controls your organisation will implement to manage that risk of COVID-19 in the COVID-19 Safety Plan template.
  6. Make sure the COVID-19 Safety controls are implemented and consider appointing a COVID-19 Safety Officer to regularly update the plan and monitor changes to Public Health Directions.

Sport and recreation organisations and clubs are not required to submit a plan to Communities, Sport and Recreation to seek approval or endorsement.

COVID-19 Safe events and activities

The Tasmanian COVID-19 Safe Events and Activities Framework (Events Framework) was created to assist event organisers to plan for and host events and activities in Tasmania in a COVID-safe manner, aiming to support event organisers while prioritising the safety of the community.

Events are assessed under the Events Framework according to their size, type, complexity and associated risk factors. Public health oversight is applied to events according to a three-tiered system.

All sport, recreation and community organisations and venues must register or seek approval for any events or gatherings where there may be more that 250 people indoors or 500 people outdoors. This applies to informal and non-organised gatherings as well as organised events.

Small gatherings (up to 250 patrons indoors and 500 patrons outdoors) are outside the Events Framework and no application or approval is required.

For more information and links to register your event visit the Business Tasmania Events Framework website.

Check in TAS App

Tasmanians and visitors are required to use the Check In TAS app when they visit a range of businesses, organisations and events. This will help to keep ourselves, our loved ones and our community safe.

The free Check In TAS app is available for download from the Google Play Store and Apple App Store.

Further information is available online at www.checkin.tas.gov.au

Annual General Meetings and COVID-19

Due to COVID-19 restrictions currently in place, some associations may find it difficult to comply with the legislative requirements to hold an Annual General Meeting (AGM).

Many sporting organisations in Tasmania are incorporated and are required to comply with the Association’s Incorporation Act 1967 (the Act). This includes the conduct and timing of Annual General Meetings, and the submission of Annual Returns.

What does the organisation's constitution say about AGMs?

Sporting organisations should check whether their constitution allows alternate ways to meet legislative obligations regarding AGMs. Specifically, the constitution may allow:

  • A virtual or remote AGM either online or via teleconferencing. This may include an AGM at a physical location where attendees have the option of attending either in person or online.
  • Delaying the AGM to a later date.

What if the constitution does not detail alternative options?

If an organisation has drafted its own constitution, rather than adopting the Model Rules, and the constitution is silent on a topic, the constitution may adopt what the Model Rules state for that situation. The only exception is if the organisation’s constitution specifically excludes the Model Rules or if the provision within it is inconsistent with the Model Rules.

Delayed AGMs

Section 13, Subsection 2 of the Model Rules outlines that an AGM is to be held on any day (being not later than three months after the end of the financial year of the Association) the committee determines.

Virtual AGMs

The Model Rules do not include specific information on virtual or remote AGMs. The Model Rules include guidelines for holding an AGM in Sections 13 through 22. If an organisation can meet these guidelines in a virtual or remote format, the organisation may hold a virtual or remote AGM. Note that under the Model Rules organisations are unable to vote on special resolutions virtually.

How to hold a Virtual AGM

Virtual AGMs must be held in accordance with the Constitution and/or the Model Rules. This includes the provision of notice to members, calling for notices of motion, having a quorum and the procedures adopted at the AGM itself.

It is important that all attendees at your AGM can participate in real time, and that everyone can hear and participate in the conversation as it occurs. Ensure that participants are given plenty of opportunity to ask questions.

There are many tools available to hold virtual or hybrid meetings. Clubs should contact their State or National Sporting Organisation who may have tools and platforms available for conducting virtual meetings. Digital Ready Tasmania also provides information on various video conferencing tools.

If the organisation is using a new platform it should test the technology before the meeting to ensure it works as anticipated. Send all attendees a clear agenda and instructions on how to join the meeting online.

What happens if an organisation's constitution does not allow for a virtual AGM and there is no option for delay?

Consumer, Building and Occupational Services (CBOS) is responsible for regulating Incorporated Associations in Tasmania.

If the organisation is unable to hold an AGM due to COVID-19 restrictions, it should contact CBOS immediately to discuss its specific circumstances.

Contact CBOS by phone on 1300 65 44 99 or visit the CBOS website.

Will organisations be penalised for delayed lodgement of their annual return?

Under the Act, annual returns should be lodged within six months of the end of an organisation’s financial year, otherwise the organisation may receive a penalty.

If an organisation believes it may not be able to lodge its annual return in accordance with the Act, the organisation should contact CBOS prior to the reporting deadline.