NP5 - Governance

Purpose

To describe the governing and administration arrangements and procedures associated with the Guidelines for Safe Pool Operations, the National Aquatic Industry Strategy, the National Aquatic Industry Committee and the National Aquatic Safety Assessment Program.

RLSSA Chief Executive Officer

The RLSSA Chief Executive Officer (CEO) is responsible for strategically managing the directions of the RLSSA. Specifically the CEO has accountability for the execution of agreements between the Australian Government and RLSSA to ensure the agreement of objectives and deliverables are met within a financially sound manner.

The RLSSA CEO will assist to provide the necessary resources to those that manage, supervise, perform and verify the work under the scope of the National Aquatic Industry Safety Framework.  Resource needs (human and physical) are regularly reviewed as part of the management process.

Responsible Officer

The Chief Executive Officer will employ a responsible officer for the ongoing maintenance and development of the Guidelines for Safe Pool Operations, the National Aquatic Industry Strategy and chairing the National Aquatic Industry Committee (NAIC).

As at the time of writing, this role is currently the General Manager - Capability & Industry.  The General Manager - Capability & Industry has the delegated responsibility and authority on all matters relevant to the National Aquatic Industry Safety Framework. The General Manager - Capability & Industry reports directly to the Chief Executive Officer on Aquatic Industry Safety matters, and has responsibility and authority to structure, implement and maintain the National Aquatic Industry Safety Framework in order to achieve the objectives and drive improvements to the Guidelines for Safe Pool Operations.

Specifically the General Manager - Capability & Industry has the responsibility and authority in areas such as:

• Chairing, engaging with and providing executive support to the National Aquatic Industry Committee and its members associated with the Guidelines for Safe Pool Operations and National Aquatic Industry Strategy
• Verifying that the management system is implemented and maintained
• Monitoring the state of the industry by determining where improvements are needed and presenting information with industry reference groups
• Verifying the effectiveness of action taken to prevent the recurrence of problems or prevent the occurrence of potential problems

National Aquatic Industry Committee

The National Aquatic Industry Committee seeks to improve safety standards, advocate the health, social and economic benefits of the aquatic industry and improve the health and enjoyment of aquatic facilities and was established to act as an authorising body to validate the Guidelines for Safe Pool Operations, assist in developing the National Aquatic Industry Strategy and communicate and assist in interpreting safety guidance to aquatic facilities.

Membership

It is recognised that the aquatics ecosystem and aquatic facility management comprises a diverse web of stakeholders and organisations who span a number of important interest areas, ownership and management models. As such, the NAIC’s membership comprises a targeted slice of stakeholders who represent an interest area, ownership or management model, and/or have an influence over a large number of aquatic facilities or a particular aspect of their operations.

The NAIC uses a multistakeholder model, not a representative model, with decision-making emphasis on consensus-building, which fosters an environment focused on collaboration and collective success.

The NAIC currently consists of representatives from organisations representing lifesaving organisations, swimming, aquatic facility management associations, aquatic facility management groups, large employers, swimming pool builders and construction groups and local governments.

The role of the committee is to:

• Develop, review and authorise the Guidelines for Safe Pool Operations
• Facilitate discussion and advocacy for the future direction and support to the aquatic industry across Australia
• Develop and maintain the National Aquatic Industry Strategy
• Review and make recommendations to Industry Skills bodies on behalf of the Aquatic Industry
• Communicate and advocate the Guidelines for Safe Pool Operations as industry standards developed by industry for industry.

The NAIC achieves its objectives by:

• Enhancing the standing and reputation of the aquatic industry through the establishment and enforcement of universal and minimum standards for safe and sustainable aquatic facility operations
• Improving the understanding of the aquatic industry through coordination, communication and consultation between the aquatic industry and peak bodies
• Maintaining a robust evidence base for managing risk in aquatic facilities through research and evaluation
• Developing frameworks and resources that improve the capabilities of the aquatic industry
• Coordinating and regularly communicating to the aquatic industry

The National Aquatic Industry Committee has an established terms of reference which is reviewed every 2-3 years or as required.

RLSSA provide administrative support to the NAIC and will ensure a record of correspondence, e-mail and decisions of the NAIC together with a written record of any telephone conferences or face to face meetings.

Process

The NAIC meet a minimum of 2 times per year and as necessary to achieve the success measures outlined in the Terms of Reference. This includes both face to face meetings and other meetings as required, which may be via telephone or electronic means. The principal method of communication and decision making between meetings of the NAIC will be by e-mail. The timing, means and location (if applicable) of meetings are determined by the RLSSA responsible officer in consultation with the members.

Decisions within the NAIC are made by consensus. Should consensus not be achieved or if a formal vote is requested by a member of the NAIC, each member is entitled to one vote. In order for a vote to proceed, a quorum of members must be present during the time when the meeting is considering the item. The quorum amount is referenced in the committee’s Terms of Reference.

In the case of a tie the quorum will determine whether to do further work or to submit the item to the CEO of Royal Life Saving Society - Australia with a request for direction on the matter. The request for direction will include a balanced representation of the perspectives that divided the NAIC.

A summary of the meetings including recommendations and actions will be documented by the RLSSA responsible officer (or delegate). The summary should also include the entering of details of any actions arising from the meeting.

Managing Conflict of Interest

The nature of the National Aquatic Industry Committee makes it likely that conflicts of interest will arise. As a group chosen for its capacity to engage and represent industry, members may represent businesses that operate within the industry. NAIC members may also stand to either avoid or incur additional costs depending on the outcomes of NAIC deliberations. Therefore it is important that the NAIC deals with conflicts of interest appropriately and transparently to ensure the outcomes and decision that meet the needs of the industry or sector as a whole.

For the purpose of this document a conflict of interest is defined as any matter, circumstance, interest or activity affecting the NAIC member which may impair or may appear to impair the ability of the member to make a decision diligently, independently and without bias.

All NAIC members must declare all actual or perceived conflicts of interest. The responsible officer is responsible for ensuring a conflict of interest register is kept up to date and available for examination by any suitable third party. Where members do have or appear to have a conflict of interest, they must declare this and clearly demonstrate how they will separate these interest from their role in the NAIC.

National Reference Groups

National Reference Groups (NRGs) are established on a case-by-case basis for Guidelines and other projects and are composed of representatives from governments, water safety organisations, industry, land managers and technical experts.

State and Territory Industry Groups

The National Aquatic Industry Committee is supported by a range of local, state and territory industry organisations, governments and committees that manage and implement components of the National Aquatic Industry Safety framework within their relevant legislative and regulatory frameworks.

RLSSA notes in particular the Platinum Pool Steering Committee in Victoria and the Queensland Aquatic Industry Safety Committee, both of which are focussed on lifting standards across their state and driving compliance with the Guidelines for Safe Pool Operations.

Management of a GSPO Assessment Framework

Royal Life Saving Australia shall maintain a national system, referred to as the National Aquatic Safety Assessment Program, for measuring the level of conformance of aquatic facilities / locations against the Guidelines for Safe Pool Operations / Guidelines for Inland Waterway Safety and relevant standards, codes of practice and regulations.

The Royal Life Saving Australia endorsed Aquatic Safety Audit for public and publicly-accessible swimming pools is referred to as an Aquatic Facility / Pool Safety Assessment.

RLSSA shall maintain a responsible officer for the leadership and management of the National Aquatic Safety Audit / Assessment Program. The responsible officer shall meet the requirements of this policy (NP5) and NP12.

Only Royal Life Saving Australia and its State / Territory Member Organisations can deliver the Royal Life Saving Australia endorsed Aquatic Facility / Pool Safety Assessment.

Royal Life Saving Australia and its State / Territory Member Organisations may refer to an Aquatic Safety Auditor as an Aquatic Safety Assessor.

Each State / Territory Member Organisation shall nominate to RLSSA an individual to manage the Aquatic Safety Audit / Assessment Program of the Guidelines for Safe Pool Operations within their state/territory.

Employment contracts of Royal Life Saving Aquatic Safety Auditors / Assessors should include clauses that maintain intellectual property protection, client confidentiality and the maintenance of privacy and security of RLS systems and post-employment considerations.

The nominee shall be responsible for the following:

1. Ensuring the implementation of the National Safety Assessment Program, including determining the necessary resources required for the Assessment program within their state/territory
2. Establishing the objectives, scope, criteria, audit methods and audit teams of individual assessments within their state/territory
3. Ensuring all Safety Assessors within their state/territory meet the qualification and accreditation requirements of RLSSA (outlined in NP12)
4. Ensuring that employment contracts of Aquatic Safety Auditor / Assessors maintain appropriate protections that protect the RLSSA brand, reputation, client relationships and intellectual property
5. Ensuring that appropriate assessment records are managed and maintained in accordance with the Records Management Policy
6. Monitoring and reviewing the Audit / Assessment Program within their state/territory
7. Reporting on the effectiveness of the Audit / Assessment Program within their state/territory
8. Contributing to the continual improvement of the Audit / Assessment Program at a national level.

Royal Life Saving Australia State / Territory Member Organisations must provide evidence of organisational and individual auditor / assessor conformance with this policy (NP5) and NP12 upon request by Royal Life Saving Australia.

A Royal Life Saving Australia State / Territory Member Organisation can request an assessment of conformance from Royal Life Saving Australia of conformance against this policy (NP5) and NP12 and the issuance of an accreditation by Royal Life Saving Australia as verification of conformance. RLSSA will assess conformance in line with the National Policy and AS/NZS ISO 19011:2014 Guidelines for Auditing Management Systems.

References

• AS/NZS ISO 19011:2014 Guidelines for Auditing Management Systems
• Guidelines for Safe Pool Operations