Starting an accord
Any group of two or more parties, with at least one being a licensee, can form a local liquor accord.
To start a liquor accord and register it with the secretary, you need to send the liquor accords team the:
- name of the accord
- name and address of the coordinator you have chosen
- once elected, you must also provide the details of the executive committee
- designated service area of your accord (postcodes).
Email these details to: liquor.accords@liquorandgaming.nsw.gov.au
Succession planning
When starting or running a liquor accord, it is important to plan for its succession if key members of the executive committee leave. Having a structured plan in place allows the accord to continue operating.
Establish group communications
To ensure continuity and transparency, it is important to set up group communications systems.
Group emails
Create dedicated group email addresses for key positions. For example, chair@liquoraccord.com, treasurer@liquoraccord.com. This ensures that communication remains consistent. It also makes sure important information is accessible to current and future members of the executive committee.
Shared email accounts
Consider using a shared email account for the accord, for example, contact@liquoraccord.com. Multiple members can access this account. This ensures that communications are not missed during transitions.
Email aliases
Having an extra email address to check can be taxing, so consider using email aliases for each executive position. For example, emails sent to chair@liquoraccord.com should forward to the current chair's personal email. After the election of a new chair, you can update the alias without changing the official contact information.
Dedicated bank accounts
Executive access
Set up a dedicated bank account for the accord with access given to multiple executive members. For example the chair, treasurer and secretary. This ensures continuity in financial management and accountability.
Dual signatures
Set up a dual-signature requirement for withdrawals and transactions. This policy safeguards against misuse and encourages shared responsibility and oversight.
Documentation and knowledge transfer
Document management systems
Use a document storage solution like SharePoint, Google Drive or Dropbox. Use this to store all important documents. For example, meeting minutes, financial reports, and correspondence. Make sure to grant access to multiple executives.
Operational manuals
Consider creating manuals for each executive position. These manuals should outline processes and key contact information.
Handover meetings
If possible, schedule handover meetings where outgoing members can brief incoming members.
Contact list
Maintain a comprehensive accord membership list in a centralised location. Make sure to provide access to all executive members.
Governance documents
Resources to help you build a solid framework for your accord. The framework will help to give it structure, manage potential risks and run things smoothly.
Drafting your constitution
A constitution is a document that specifies the rules governing the relationship between an accord and its members. It defines who can join an accord, how it operates and how it makes decisions.
It should include:
- a framework for membership
- your executive committee structure
- meeting information
- voting rights.
Using this template will help your accord comply with the legislative requirements of liquor accords in Sections 131-136 of the Liquor Act 2007.
Download the constitution template (DOCX 141.47KB).
Things to think about when drafting your constitution
Your membership information should define:
- the membership categories
- eligibility criteria
- benefits for individuals and organisations who join your accord.
Outline the roles and responsibilities for the positions that provide leadership and manage the activities in your group.
Your constitution should also cover the process for electing these roles and how to manage your committee activities.
The roles and responsibilities may vary based on specific accord requirements.
Download a list of common roles and responsibilities of executive committee members (PDF 93.25KB).
Document the way you run and conduct your meetings, date of your annual general meeting, how you manage voting and minute taking protocols.
Include the guidelines that help you follow due process, including breaches by members and the process to resolve issues.
Explain how you will close your accord group and what you will do with any remaining assets and funds.
Accord terms (accord strategies)
This template helps your executive committee to document and agree on strategies to implement across your accord.
Implementing accord terms has the support of the law. Section 134 of the Liquor Act recognises that liquor accords can adopt terms that minimise alcohol related harms, even where it involves patrons having restricted access to the premises or restricted service on the premises. We recommend that you review your accord terms at least once a year to reflect the most current state of the accord. This will help ensure that your terms are not discriminatory to any patrons or premises type.
Membership documents
Templates to help you create communications to:
- promote the benefits of accord membership
- attract and renew members
- collect fees.
Use these post cards and letter template to recruit new members for your liquor accord.
- A6 post card in house print
- A6 post card professional print (with crop marks)
- We Need You letter template
Use this template to help create a membership application or renewal form.
Application and membership renewal form template. (DOCX 118.99KB)
Running your meetings
General liquor accord meetings are typically held quarterly. Annual general meetings (AGMs) occurring once a year.
To make sure liquor accord meetings benefit everyone, it's important to include topics that matter to all license types. While some issues are specific to certain licenses, it's best to focus on discussions that affect everyone. If a topic mainly concerns one type of license, consider discussing it at the end of the meeting or in a separate session. This helps manage time better and makes sure that everyone can participate in discussions that affect your community. By being inclusive and fair, liquor accord meetings can best serve the interests of all involved.
Meeting templates and resources
Use these resources to help you run your meetings. There is a detailed guide to running meetings and a template to help you set your agenda and take minutes. The agenda and minutes template also includes an action log.
- Step-by-step guide to running your liquor accord meetings. (PDF 94.11KB)
- Agenda and minutes template (DOCX 123.77KB)
You can find a full suite of templates and administration guides in the liquor accord administration toolkit.
Suggested speaker and member list
There are some organisations that you may want to approach to provide a guest speaker for your next meeting. Where appropriate, you can also consult with these groups on key issues to inform projects. It may even be beneficial to have these organisations join your accord as members.
Here are some key contacts you can reach out to.
Your local licensing police can provide an overview of local licensing matters and crime statistics at your meetings.
They can also refer you to other areas of the NSW Police Force to inform your members about local and state-wide initiatives and campaigns, such as:
- State Crime Command
- Strike Force Raptor on outlaw motorcycle gangs
- Robbery and Serious crime unit
- Specialist commands
- Traffic and Highway patrol (region based)
- Drug Detection Dog Unit, Menai.
- Crime prevention units
- crime manager
- youth liaison officer
- community prevention officer
- domestic violence liaison officer (based at local police area command or police district)
- Security Licensing Enforcement Command.
Local councils decide which areas within their organisation interact with local liquor accords. Speak with your regular council representative about involving other areas of council in your accord to discuss:
- road safety initiatives
- community safety and/or crime prevention strategies
- compliance matters, including food safety and town planning
- economic development opportunities
- strategic planning.
In some accords, state government organisations regularly attend and present at meetings on local and state-wide programs that may impact your community. Consider inviting a representative from these organisations as a guest presenter to your meeting:
- Transport for NSW
- Office of Responsible Gambling
- Office of the Small Business Commissioner
- Local Area Health Services
- SafeWork NSW
- Local emergency services, including Fire & Rescue NSW, Rural Fire Service and the State Emergency Service
- Service NSW can tell you about new products and initiatives. For example, the Digital Driver Licence and the Easy to do Business/My Business program
- Fair Trading NSW
- Anti-Discrimination NSW.
Your relevant peak industry association can inform your members about local and state-wide initiatives that your accord can get involved in. They may also be able to provide tailored presentations and share information on what other accord groups are doing:
- Australian Hotels Association
- ClubsNSW
- Retail Drinks Australia
- Restaurant & Caterers Industry Association
- Independent Bars Association
- Independent Brewer’s Association
- Chartered Vessels Association.
Representatives from your local area can share information on matters, issues and events, and work with you to implement harm minimisation strategies.
- Local Drug Action team
- Local Business Chamber
- Local community and resident action groups
- Education providers such as TAFE and universities
- Local Aboriginal Land Council or Aboriginal community groups
- GambleAware service provider
- Security companies
- Digital incident register companies
- Approved Training Providers delivering mandatory liquor and gaming training
- Any other business relevant to licensed premises operations
Promotional templates
The liquor accords team can provide you with a logo, sticker artwork, flyers and posters. Please contact the team on liquor.accords@liquorandgaming.nsw.gov.au to discuss your needs.
Running a successful liquor accord
Running a liquor accord is about building a forum that brings together:
- licensed venues
- government services
- community representatives.
They work together to discuss shared problems and decide on appropriate action.
They meet to develop strategies and campaigns to address local alcohol-related issues and antisocial behaviour before they escalate and become ongoing problems.
Successful accords consult their community. They collaborate with police and councils to identify current and emerging issues that help find solutions.
Liquor accord groups succeed by:
- recruiting a diverse group of members and encouraging them to be actively involved
- ensuring meeting content is relevant to all licence types
- consulting their members, local service providers, community groups and residents to understand local issues and collaborate to find solutions
- developing strategies and initiatives to address local issues
- promoting their activities and strategies across their networks and in their local communities
- working with the media (PDF 327.87KB) to assist with promoting strategies
- evaluating their strategies to ensure they are making a difference
- staying up to date with regulation changes, industry news and liquor accord initiatives.
Running your liquor accord as an association
An incorporated accord offers protection to its members for their legal transactions by establishing the group’s legal identity separate from its individual members. Members can consider incorporating as an association to limit the liability of individuals.