Forms, Policies & Information for Local Chambers
Commerce Queensland is committed to assisting Local Chambers of Commerce establish themselves and provide their members with services relevant to their needs. Click here to see a list of some of the local chambers and link to their websites. Affiliated Chambers are welcome to be part of this and no charge applies.
Commerce Queensland provides information and forms for reference by Local Chambers of Commerce. Items 10 to 14 have been prepared by various local Chambers and made available as a guide for other local and regional Chambers.
Forms & Information for Local Chambers of Commerce
1a. Local Chamber / Commerce Queensland Affiliation
For $220.00 (inc. GST) per annum, Local Chambers of Commerce can formally affiliate themselves with Commerce Queensland. Once you have downloaded and completed the form, forward it and payment to Policy Department, Commerce Queensland, 375 Wickham Terrace, Brisbane, 4000.
1b. Local Chamber Office Bearer Contact
Complete this form with the details of your chamber's president, treasurer and administrator (if applicable) and return to Commerce Queensland.
2. Membership Certificates
Available from Commerce Queensland for $13.75 (inc. GST) for 25 certificates, plus $5 postage for up to 60 certificates (anywhere in Queensland) and an additional $5 postage for between 60 - 100 certificates. The certificates are in four colour and are printed on a heavy 140gsm paper. A chamber can complete the shell by setting or typing its own name in a matching font - 24 Arial Bold Italic. Orders should be mailed to Policy Department, Commerce Queensland, 375 Wickham Terrace, Brisbane, 4000.
3a. Draft Constitution for Local Chambers
Any Chamber seeking incorporation must submit a constitution to the Department of Fair Trading. Download the example draft copy to get an idea of what is required. Chambers are free to copy the text and edit to suit their specific requirements.
3b. Replacement Local Chamber Constitution
If you constitution has been lost, a replacement can be obtained by sending a written request to:
Registration Services Branch
Department of Justice
GPO Box 311, Brisbane, 4001
Or by fax to 07 3119 0219
Once received, you will be contacted with details of costs. Payment can be made by cheque or credit card.
4. Incorporating a Chamber
A number of useful forms regarding Incorporating a Local Chamber and responsibilities are available from The Office of Fair Trading. Commerce Queensland is involved with the Department in approving applications from Local Chambers. Though incorporated bodies have a responsibility to provide financial information to the Department on an annual basis, Commerce Queensland strongly recommends incorporation.
5. Certificate of Incorporation and misplaced Certificates
When incorporation has been consented, a certificate is issued. If this is misplaced, a certified copy can be obtained for approximately $20 by contacting the Office of Fair Trading.
6a. The Chamber Public Liability Policy Coverage Summary
You may need Special Event Insurance for events excluded from this policy's coverage - see 7 below. If you require any clarification of the meaning of words or wording in the policy please contact:
Sharon Glasby of Jardine Lloyd Thompson
GPO Box 741
Brisbane, QLD, 4001
Ph: 07 3246 7536
Fax: 07 3246 7590
Email: glass@jlta.com.au
6b. Important Information about the Chamber Public Liability Policy
6c. Office of Fair Trading - Public liability insurance for associations
6d. Chamber Public Liability Policy
6e. Chamber Public Liability Insurance Self Assessment form
The Self Assessment Form covers a full financial year's premium and must be completed along with payment. A Chamber with several hundred members should compare this premium with that available on the open market as their weight of numbers may bring a lower cost premium for Public Liability Insurance. The cost to be part of this policy reduces from that shown on the Form by 25 per cent for Chambers joining on or after 1 October 2008. A minimum premium charge of $225 applies.
7. Special Event Insurance
If your chamber is conducting an event not covered by the main Public Liability Policy, (see Policy Coverage Summary - 6a) generally it means the insurer deems such an event as holding a greater risk than they are prepared to cover for the premium paid for the normal Public Liability Policy. If uncertain check with Jardine Lloyd Thompson (JLT) via contact detail in 6a above. JLT is able to arrange Special Event Insurance for your chamber to cover most one-off events. To obtain cover, complete the Special Event Insurance Application Form above at '7' and send it to Sharon Glasby. JLT will then process it and advise the cost. The completed form must be received by JLT at least 30 days prior to the event.
8. Directors and Officers Liability Insurance Policy (D&O or DOLI)
This policy provides cover for various personal and corporate liability risks associated with the duties of the Chamber's Management Committee - its Directors. It fulfils an entirely different role to that provided by Public Liability Insurance (PLI) which exists to protect Chambers against injury claims from the public and from volunteers. Details of the coverage of the D&O policy are available here (PDF). We provide this link under Licence arrangement with the policy provider AIG. It should be noted that where the policy refers to its 'minimum premium' that price does not include GST and Stamp Duty which brings it to about $900.00. That figure does not apply to the arrangement we have put in place for Local Chambers which offers premiums between $312.00 and $597.00 GST and Stamp Duty included. Please DO NOT use the proposal form at the back of the actual policy as a simplified version appears immediately below.
To subscribe to the D&O facility for the first time, an affiliated chamber needs to complete the Proposal Application Form (PDF). As will be understood, Commerce Queensland cannot provide advice about the coverage provided by this policy. You should contact Stuart McKellar of our brokers Jardine Lloyd Thompson for such advice - phone 07 3246 7562 (direct) or email mckes@jlta.com.au.
9. Office of Fair Trading - Association's financial reporting requirements
The Associations Incorporation Act 1981 (Act) governs the way incorporated associations are run in Queensland. The Act sets out the association's minimum legal obligations and requirements. This document, produced by the Office of Fair Trading, provides a summary of changes to state legislation that may affect Chambers in Queensland.
10. Policy & Procedures Document for Local Chambers
The Policy & Procedures Document for Local Chambers sets guidelines for the Management Committee to work within when making decisions impacting on the affairs of the Chamber and also sets guidelines for the general control and administration of the property and funds of the chamber. The procedures set out the role of the office bearers and non office bearer members of the Management Committee. The Tamborine Mountain Chamber of Commerce and Industry has drawn up a Policy and Procedures Document. They have consented to this document being changed to suit individual chambers, and you are free to copy and paste text from this file into your own document.
11. Code of Ethics for the Management Committee of a Local Chamber
This two page document assists local chambers in setting the ground rules. Susan Netherway, when Treasurer of the Tamborine Mountain Chamber of Commerce and Industry, designed this Code of Ethics and Acceptance Form of the Code for members of the management committee. She consented to this being changed to suit individual chambers. Again feel free to copy and paste text from this file and create your own version.
12. Chamber Strategic Plan
This document produced by the Wynnum Chamber of Commerce may be of interest to those Chambers seeking a Strategic Plan.
13a. Growing an effective Local Chamber
When assisting the re-vitalised Thuringowa Chamber of Commerce Jeanette Sturiale of the Mareeba Chamber of Commerce in Far North Queensland gave an address titled 'Growing an effective Local Chamber'. It includes an explanation of the challenges that face the Mareeba Chamber and how that now successful Chamber confronted those challenges. Commerce Queensland judges it as recommended reading.
13b. 2006-2007 - A year Dedicated to Development & Growth
Kenmore Chamber of Commerce in Brisbane's western suburbs has prepared a document outlining the steps taken to successfully grow their chamber through the 2006-07 financial year.
14. Model Privacy Policy and Statement
The Model Privacy Policy and Statement assists local chambers devise a policy in accordance with the Privacy Act which impacts on local chambers as from 21 December 2002. Though the passage of time means this four page document has probably become unnecessarily lengthy, the Fortitude Valley Chamber consented to their document being changed to suit individual chamber needs. You are free to copy and paste the text from this file and create your own version.
Further information
For further details on any of the above information contact Don Cameron on 07 3842 2227 or email dcameron@commerceqld.com.au.
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