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Resources.

Welcome to the CCV COVID-19 Support Page and Index of COVID reference materials.

We encourage you to review and share our other resources with your club’s committee, management and staff to ensure that your club takes a pro-active approach to managing COVID-19 risks within your venue.

** For information concerning responding to a COVID close contact please refer to the  SIAG Webinar Slides ‘Managing COVID cases in the workplace’.

** Please visit the Safe Work Australia web site for a COVID-19 resource kit to assist your club with planning, training and COVID response protocols.

** Other COVID resources are filed under the headings below.

Current Restrictions, Re-opening Materials and Guidelines
AGMs
If your club or association is scheduled to hold a meeting during the lockdown, you must follow the restrictions on gatherings in place.

Holding a Meeting [December 2020]

  • Please refer to the Consumer Affairs Web site for the latest information concerning holding meetings (please click above heading).

    •  

    • There’s been a revision since our Update #71 issued last week [10/8/2020], regarding provisions for holding scheduled AGMs under Stage 3 Restrictions in areas outside of Metropolitan Melbourne, which appears to have removed any allowance for in person gathering. Please review the below carefully, as these are the options currently available to you:Incorporated associations (clubs)
      If your club or association is scheduled to hold a meeting, you must follow the restrictions on gatherings. Read more about Social gatherings: Regional Victoria stage 3 – Department of Health and Human Services.If you need to hold a meeting, you can:

      • Use a teleconference, videoconference or other means of electronic communication.
        The Associations Incorporation Reform Act 2012 (the Act) permits members to take part in general meetings by using technology that allows members to clearly and simultaneously communicate with each other, regardless of the incorporated association’s rules about this. The Act also permits meetings of the committee of an incorporated association to be conducted by use of technology that allows members to clearly and simultaneously communicate with each other.
      • Use proxy voting.
        You must use a standard form to proxy vote if the rules of the incorporated association require you to do so. Members must be given a copy of the form with the notice of the AGM/Special General Meeting. A person acting as a proxy must act honestly and in good faith and exercise due care and diligence
      • Apply for an extension of time to hold the AGM.
        The Registrar is currently granting three-month extensions and waiving the usual fee. To seek an extension, complete our Extension of time to hold an AGM or lodge financial statements form (Word, 97 KB) and send it to [email protected]

      Financial statements
      If this emergency makes it difficult to engage an independent accountant or auditor to review your financial statements, you may request an extension. Complete our Extension of time to hold an AGM or lodge financial statements form (Word, 97 KB) and send it to [email protected].

      AGMs
      If your AGM would normally be scheduled in coming months and your club is an Incorporated Association, you will need to apply for an extension of time to conduct your AGM via your My CAV account.

      Whether or not your club can hold general meetings remotely will depend on your rules, the law and approach of the regulator in Victoria. So if you are considering holding a virtual AGM, this handy flow chart below from Justice Connect, details things you need to consider. 

    Banking
    All banks currently have a set of measures to assist their clients to get through this current situation.

    • First point of call is to refer to your bank’s website – all banks having a designated page detailing the various packages and support measures.
    • Secondly, a phone call to your Relationship Manager is also recommended if they have not already contacted you to discuss options for your particular business.

    Banking Assistance packages

    There are a number of different packages available depending on turnover of business, lending size and types of loan facilities. Some of these options include:

      • Deferment of Principal and Interest payments up to 6 months
      • Deferment of Principal payments up to 6 months
      • Deferment of Equipment Finance facilities
      • Deferment of home loan repayments
      • In some cases capitalisation of interest is available
      • Temporary overdrafts are available at a significantly reduced rate
      • Short term loans up to $250K for up to 3 years
    • As mentioned, all banks are different and there are other options depending on the bank.
    • Visit the Bank of Melbourne website to find a wide range of support packages from personal credit card relief, a special Term Deposit interest rate through to unsecured loans for SME’s up to $250K as part of the Coronavirus SME Guarantee Scheme.
    • The ATO are offering assistance with payment of Payroll Tax and are receptive to discussing other tax assistance in individual cases.

    Coronavirus SME Guarantee Scheme

    The Coronavirus SME Guarantee Scheme will provide small and medium sized business with timely access to working capital to help them get through the impact of the Coronavirus. The Government will provide eligible lenders with a guarantee for loans with the following terms:

    • SMEs, including sole traders, with a turnover of up to $50 million.
    • Maximum total size of loans of $250,000 per borrower.
    • Loans will be for up to three years, with an initial six month repayment holiday.
    • Unsecured finance, meaning that borrowers will not have to provide an asset as security for the loan.

    The Scheme will be available for new loans made by participating lenders until 30 September 2020.

    The decision on whether to extend credit, and management of the loan, remains with the lender and each lender has established their own eligibility criteria. Clubs should seek advice as to whether accessing any banking support is appropriate for their individual circumstances. Refer to your bank’s website for their Assistance Options and speak with your banker.

    Business Support & Government Relief – Grants
    Confused about what’s available? We HIGHLY recommend using the My Business Health tool from the Small Business Ombudsman.

    Business Support & Licensed Hospitality Funds – Closing Monday [19/11/20]
    A reminder that applications for both of these government funds close at 11.59pm on Monday 23 November 2020.
    3rd Round of the Business Support Fund One-off grants are still available to support eligible small and medium sized businesses in specific sectors impacted by coronavirus (COVID-19) restrictions. The available grants are $10,000, $15,000 or $20,000 depending on the business’s annual payroll.

    Outdoor Eating and Entertainment Package Business Grants [19/11/20]
    Clubs are eligible for a $5,000 grant towards the cost of creating a safe outdoor dining space through the Outdoor Eating and Entertainment Package. Grants can be used to pay for equipment, convert outdoor spaces into hospitality zones and remodel internal layouts to allow for better flow of patrons.
    Check eligibility before you apply, applications will remain open until funds are exhausted or until 11.59pm on 11 December 2020, whichever is earlier.

    Business Support Grants Extension
    A reminder for Melbourne Metro & Mitchell Shires that the business grants package was extended since those business have been forced to stay closed for longer under the current Stage 4. Read more & apply.

    Stood Down Employee Support

    • Hatch Exchange – hiring businesses temporarily engage your workers until they can return to their job at your club.

    Victorian Government

    Equipment

    Equipment

    Next Payment Machines

    Gaming
    Advice from individual gaming suppliers can be found on our Suppliers & Service Providers page.

    Materials from CCVs Gaming Webinar [11/8/2020]

    Gaming Tax – Has been deferred until further notice. We will keep you updated on any developments.

    Reopening

    EGM Maintanence – Clubs with gaming should have received notices from most of the leading EGM manufacturers about the best practice in maintaining the EGMs during this closure.

    Golf & Other Sport
    [December 2020]  For information concerning current COVID operating guidelines regarding sports please refer to Sports and Recrecation Victoria https://sport.vic.gov.au/news/articles/Victorias-roadmap-for-sport-and-recreation-the-last-steps

     

    Stage 3 Lockdown Areas (Metro Melbourne and the Mitchell Shire) – Golf can still be played with the following conditions:

    • Not more than 2 in any group
    • More than 2 in a group if they are from the same residence
    • Not more than 10 in total at the facility at any one time, where a distance of at least 100 meters between groups cannot be maintained at all times
    • The person complies with the records requirement
    • No equipment is made available for hire

    Regional Victoria – Operators of outdoor activity are required to record:

    • Name
    • Phone Number
    • Time of Attendance, of all people who attend the facility.

    The club or facility will need to ensure that this information is stored securely so that it is accessible quickly should the authorities wish to consult it.

    Insurance
    There is a great deal of uncertainty about how insurance policies will respond as well as what you can do to protect the club’s assets in the case of temporarily ceasing operations. There are continued discussions with insurers on how best to manage the changing insurance landscape, and with consideration of each unique circumstance.

    Business Interruption Insurance
    In Australia, Business Interruption (BI) coverage is designed to cover your trading losses resulting from the consequential disruption of trade following damage to tangible property at the location insured. Additional limited coverage is generally provided when the disruption has occurred:

    • At a customers suppliers’ premises;
    • In the near vicinity causing a prevention of access;
    • At a public utility site e.g. electricity or gas dept; or
    • Through infectious & contagious disease at the insured location.

    Is the club covered for COVID-19?
    In recent years, particularly in the aftermath of the SARS epidemic in 2013, many insurers added specific exclusion clauses for bacterial or viral infections to their coverage. These clauses reference any disease that is notifiable under the Quarantine Act 1908 (Cth), and the Biosecurity Act 2015 (Cth). As of the end of January 2020, Coronavirus became a listed disease under the Biosecurity Act, and in March, a pandemic.
    Unfortunately, this means there is essentially no insurance protection for business disruption due to the shut-down arising from Coronavirus.

    Should I maintain Business Interruption cover during the shut-down?
    Strong advice is that businesses’ maintain their BI cover. Business interruption is typically calculated on the turnover in the 12 months prior to the date the damage occurred, with consideration of the trend during the period and any special circumstances that effect the business. Whilst COVID-19 is certainly a special circumstance and would reduce your gross profit calculation, we are in uncertain times and it is not yet clear how long business closures will continue. During this period, storms, fires, burglaries, burst pipes etc. will continue to occur and will impact a businesses profits once the shut-down has ceased.
    An example provided by industry-expert, Dr Allan Manning, is to consider a fire which causes damage to the premises that requires a 6-month repair. Should the COVID-19 shut-down only last a month then as a client you would miss out on 5 months of much needed insured gross profit paid for by the insurer.

    Unoccupied buildings
    Many insurers do not provide cover under their policy wordings for buildings that become unoccupied for more than 30 consecutive days, or when they have not been notified of any unoccupancy. It is important that you let your insurers know your premises will be unoccupied for more than 30 days, so that they can ensure the correct risk management procedures are in place.

    How to prepare my business for a shut-down?
    Those clubs that have been required to temporarily close in part, or in full, generally insurers request that the following measures be adhered to:

    • All fire services must remain operational;
    • All security services must remain in place and functioning. Existing back to base systems must continue to be used;
    • No cash, securities etc is to be kept on the premises including in safes, floats, poker machines. (Money cover will be limited to $5,000, excluding manned Bottleshop);
    • ATMs and safes should be emptied;
    • All poker machines to be empty and draws left open;
    • Signs on entry points including ground floor windows advising no cash kept on premises;
    • All alcohol to be secured in a locked room within the venue;
    • No smoking at all on site (including existing designated areas);
    • All non-essential electrical appliances to be switched off and disconnected;
    • All Gas appliances to be switched off and disconnected;
    • In addition, should your site have no staff at all during the day someone must check the premises at least once every week and check premises for signs of damage or break in from both exterior and interior including checking fire and security alarm systems are functional and operational.

    Premium Relief Measures
    Many insurers have announced individual relief programs which can vary considerably. Please contact your dedicated broker to discuss what assistance might be available to your club.

    CCV partner PACE Insurance is working to secure much needed premium discounts for their clients and have been successful in negotiating a reduction in Public Liability premiums due to many clubs being ‘non-operational’ or at a reduced capacity. This can provide some relief until a club is back up and running, after which the premium will be readjusted on a pro-rata basis.

    They are also exploring options for broader premium adjustments up-front for other risks such as Business Interruption, Management Liability, and others, with the balance payable at the end of the policy period on revised information. [29/4/2020]

    Here are two information sheets released by LMI (independent advisor to Insurance industry) that explains insurers position and what this means from an insurance point of view for our clubs. Both are a short, informative read:

    In layman’s terms: The end result is that there is likely no coverage for business interruption in most policies due to the ‘Bio-Tech’ clauses. However, some policies may offer some minimal coverage. Clubs will have to discuss with their broker directly. For any assistance in this area, we suggest you speak with Dwayne or Milton at PACE on 03 8615 0600

    JobKeeper & HR
    Upcoming Public Holidays [December 2020]

    CCV/SIAG Revised Jobkeeper Template for Clubs [1/10/2020]

    SIAG/CCV JobKeeper 2.0 Recap [1/10/2020]

    ShineWing video on Recent JobKeeper 2.0 changes and some key action items which need to be addressed both immediately and in the short term. [27/8/2020]

    Info and the most recent factsheets on JobKeeper can be found on Treasury’s JobKeeper webpage and new Business Support page.

    JobKeeper Payments and the Mutuality Tax Principle [17/8/2020]
    Due to the accounting treatment of JobKeeper payments – where a club receives income from the government, and pays an equal expense to employees – the established apportionment methods for mutuality would produce a scenario where clubs would be required to pay income tax on JobKeeper payments. This is because the income would be 100% assessable, non-mutual income (as it is not received from members) whereas only a portion of the expenses are deductible.

    The ATO has now released new guidance which enables clubs to treat JobKeeper payments and expenses as tax-neutral under the mutuality principle, thereby ensuring clubs will not have a tax disadvantage due to participating in JobKeeper.

    Under the ATO’s guidance (which can be found here), clubs may adopt an apportionment method that determines the deductible component of salary and wages by:
    including an amount equal to the JobKeeper payments received for each of your eligible employees
    applying your usual non-member percentage to the amount of any remaining salary and wages in excess of the JobKeeper payments.
    The interstate experience following the reopening of the industry post lock-down, some clubs adopted a ‘members-only entry policy’, so as to reduce the potential risk of Covid-19 transmission. It is important to note that such a decision may reduce the income tax payable by clubs under mutuality, given the reduction in revenue that would be derived from non-members.

    Clubs are encouraged to discuss these matters with their financial advisers.

    Changes to JobKeeper 2.0 Rules [7/8/2020]
    CCV Partner ShineWing summary of the recently announced changes to the JobKeeper 2.0 rules which take effect from 28 September 2020. The key details:

    • The relevant employment date will move from 1 March to 1 July 2020.
    • From 28 September 2020, businesses will be required to reassess their eligibility with reference to their actual GST turnover in the September quarter 2020 only to be eligible for the JobKeeper Payment from 28 September 2020 to 3 January 2021.
    • From 4 January 2021, businesses will need to further reassess their turnover to be eligible for the JobKeeper Payment. They will need to demonstrate that they have met the relevant decline in turnover test with reference to their actual GST turnover in the December quarter 2020 only to be eligible for the JobKeeper Payment from 4 January 2021 to 28 March 2021.

    Please review the updated government Factsheet on the JobKeeper Payment Extension for full details.

    SIAG Advisories/Circulars

    SIAG Webinars for Clubs & Employees

    Workforce Planning Resources

    Visit the CCV.SIAG Portal’s COVID-19 page

    Learning About COVID-19
    Stay informed.

    COVID-19 Essential Information | Up to the minute news, updates and advice in a format that is easy to read from government agencies across Australia.

    Victorian Daily Update – From the Department of Human & Health Services | Victoria’s case numbers and changing ministerial directives.

    Coronacast | This daily podcast is answering everyone’s questions, silly and serious, about the virus.

    DHS Factsheets | General health information & guidelines from the use of masks to telehealth consults to community sport.

    Liquor Licensing

    VCGLR Update : Non-Seated (vertical) drinking policy [December 2020]

    In mid-September 2020 the VCGLR released its policy that facilitated holders of permanent liquor licences being able to apply for a temporary limited licence (TLL) to supply liquor in an otherwise unlicensed outdoor area. This policy was aligned with the Victorian Government’s Outdoor Eating and Entertainment Package.

    If granted, a standard condition on the TLL was a “seated drinking” condition, specifically that “[t]he consumption of liquor may only occur when patrons are seated”.  This condition was aligned with COVID-19 directions which, at that time, had a “seated service” requirement in relation to hospitality.

    On 6 December the Victorian Premier announced an easing of restrictions which included removing the “seated service” requirement in COVID-19 directions.

    The VCGLR has now extended its policy to facilitate non-seated drinking in outdoor areas, and it’s published on teh VCGLR website here under the section called “Outdoor areas – non-seated drinking”.

    In summary, the non-seated drinking policy involves:

    • holders of an existing TLL lodging a variation application to remove the seated drinking condition
    • the variation application being accompanied by a letter of support from local council
    • once the variation application is received, the VCGLR will:
      • require the holder of an existing outdoor area temp licence to publicly display their variation application for ten business days (reduced from 28 days)
      • serve a copy of the variation application on Victoria Police.

    The non-seated drinking policy is a departure from the existing policy regarding TLL applications for seated drinking in outdoor areas. For those applications, the VCGLR not require public display or serve a copy of the application on Victoria Police. The absence of these requirements has enabled the VCGLR to determine these applications within three business days normally.

    We note there may be greater amenity and alcohol-related risks associated with changing from seated drinking to non-seated drinking in outdoor areas – which will permit a change of business model from outdoor dining to operating, in effect, an outdoor bar.

    The VCGLR believe affording local residents (via the public display process) and Victoria Police (via the serving process) the ability to raise objections is necessary to assist in balancing the interests of the public, the licensee and potential risks.

    This will mean unlike fast-tracking TLL approvals for seated drinking in outdoor areas, teh VCGLR cannot do this with variation applications to allow non-seated drinking, as under the Liquor Control Reform Act 1998, the VCGLR cannot determine an application until 30 days has passed since the date that the application was first publicly displayed.

    Given the challenges experienced by the hospitality industry, the VCGLR do appreciate that licensees would prefer that we determine these variation applications in a shorter timeframe. However, while legislative requirements prevent VCGLR from doing so.  Please note the holders of permanent licences can:

    • allow patrons to engage in non-seated drinking in an outdoor area licensed under their permanent licence, provided that licence does not have a special condition prohibiting this, and
    • still use their TLL for seated drinking in outdoor areas.

     

    Businesses that have paid the 2020 renewal fee for their liquor licence or BYO permit will be reimbursed this fee, and those yet to pay will have their fee waived. VCGLR 2020 Renewal Fees Reimboursed [26/3/2020]

    Mental & Emotional Health
    These are still uncharted waters for us all. The best thing we might do is focus on being there for each other. BeyondBlue has an excellent resource page with short articles on ways to support others, be that your co-workers, partner, children, members, friends. (Things we know you know, but can forget in the rush to become a backseat epidemiologist).

    Trauma Centre Australia (TCA) | (03) 9205 9488 – Trained in a wide range of support and counseling services for you or your staff.

    • TCA Webinar 2 – Managing Anxiety and Stress in the Post-COVID-19 Workplace Watch clip now
    • TCA Webinar 1 – Support Strategies for Club Managers During COVID-19 Tips:
      • The most important part of coping with the intensity of what is happening is to acknowledge that it will affect you.
      • Caring for yourself is the first step in caring for others. Keep checking-in with yourself.
      • As club managers, it’s likely you may experience feelings of guilt, grief, anxiety and depression. And it’s important to identify what’s going on for you each day. You can’t fix things if you can’t identify them. If you’re unsure how you’re doing, ask someone who knows you well how they think you’re traveling – chances are they can alert you to subtle differences in behaviour.
      • Address your stress through: Awareness of your needs, emotions & limits. Balance of work, leisure and rest. Connection with ourselves, friends and family. Support from professionals if needed.
      • Battling uncertainty: It’s important to create a new routine for yourself and those around you. It creates the structure and direction that humans need to survive in this environment of uncertainty.
      • When talking with distraught staff who’ve been stood down or terminated: Your role isn’t to solve it for them, but to help identify their next steps forward. Having a strategy is the antidote to feelings of powerlessness.
      • Unsure how to ask staff to take on new tasks in their role or concerned about their well-being to take on work at all? How you frame your approach is everything. Ask them for help because you need it. List a handful of tasks you need doing and ask which they might be able to help with. (e.g. “I really could use some help at the club with x, y and z… do you think you could help with any of those?”) Their answer will give you a good idea of where their mental health is at and what they are able to do. Don’t be afraid to ask, work can be a great distraction; people need positive things to do in difficult times.
      • And then, follow-up. Ask your employees if they would mind you checking-in with them later in the week on a particular day.

    Other 24/7 National Crisis Resources:

    Lifeline  | 13 11 14

    BeyondBlue | 1300 224 636

    Black Dog Institute | Webinars, Digital Tools & Information on Mental Health

    Signage

    2021 Updated Signage

    Comprehensive and up to date signage Here [7 January 2021]

    Hygiene

    Temporary changes poster for businesses

    Change in operation

    Members

    Many clubs will already have crafted your own messages to your Members and broader community about the pandemic impact on usual club activities, however you may find these useful if you have not already done so, or would like to reiterate the “we miss you too” sentiment. The poster has been designed so that you may insert your own club logo in the top right hand corner. Feel free to share in your front window, your regular e-mail communications with Members or post the image to your social media:

     

    Social Distancing

    The Department of Health also has a collection of other Coronavirus (COVID-19) resources for industry and the general public.

    Superannuation

    Early Release Superannuation

    If your employees have been financially affected by COVID-19, they may be eligible to access some of their superannuation early. Eligible members can apply to the Australian Taxation Office, through the myGov website, for up to $10,000 between 1 July and 24 September 2020.

    Hostplus wants to ensure members are supported through this current COVID-19 crisis period and they’ve added resources and streamlined processes to assist in making early release payments to their members as soon as possible, and to make it easier to contact them during this period if needed. Please visit the Hostplus website for information on the application process, eligibility, timeframes for payment, and much more.

    Takeaway Food
    Clubs can continue to provide takeaway food, whilst ensuring compliance to social distancing and hygiene requirements.

    If your class 2 food business is currently registered, there is no further registration or administrative requirements needed for you to provide takeaway or home delivery services.

    You will, however, need to ensure that you have added appropriate content to your food safety program and continue to comply with all the requirements of the Australia New Zealand Food Safety Code sections 3.2.2 and 3.2.3, including requirements such as packaging used for takeaway, temperature control during delivery etc. To review sections 3.2.2 and 3.2.3 go to Food Standards website.

    Webinars
    SIAG ‘‘Managing Covid-19 Outbreaks Employer Responsibilities’

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