Resources

As part of the City’s Clubs in-focus program, a USB has been developed for local sport and recreation clubs. The USB includes a Resource Manual which contains general advice about a broad range of club management topics. Resources and templates are also included in the USB to compliment the Resource Manual and provide further information for clubs.

The Resource Manual is available from the document list on the right side of this page. The City of Joondalup’s Club Resource USB is available upon request to the Club Development Team on 9400 4252 or via email. 

Make Your Clubs $$ Work

The Secretary and the Treasurer both have roles in keeping the accounts. The secretary must keep accurate meeting minutes that document the authorisation to spend and take in money. The minutes should be approved and signed and the records stored in chronological order with all reports attached. These records will be requested and used as a reference by the auditor.

The Treasurer has the responsibility of allocating funds, developing budgets for new projects, making regular payments and bank deposits and preparing and managing the accounts. The annual accounts must be presented at the Annual General Meeting which must be held within 4 months of the end of the clubs financial year.

The committee must take all reasonable steps to ensure that their association complies with all of the obligations within the Associations Incorporation Act 1987 and within their constitution. Section 23 to 29 are the relevant sections of the Act.

The clubs Constitution determines how the organisation operates. As a member or a committee member you have signed up to undertake this role and you have to follow the constitution. The constitution provides confidence and structure.

When the accounts are up to date and accurate, the committee is able to see where the club is financially and can progress as planned or make adjustments to ensure the club meets its objectives.

Further information is available in the Clubs in-focus Resource Manual on this page.

Clubs Online

The Department of Sport and Recreation Clubs Online website provides a wide range of resources and articles that offer excellent tips to keep your club running well into the future.

Check out the Clubs Online, Club House for well-researched, yet simple-to-follow information, checklists, tip sheets and templates.

For those clubs who want to benchmark your clubs progress against an industry standard why not complete the Australian Sports Commission Club Health Check.

There is also the blogs and forums available. Clubs can communicate with each other as well as a wide range of professionals including Club Development Officers, DSR staff and other industry representatives.


Club Management Article
Is your club LEGAL?
Sport and recreation clubs are subject to at least 5 pieces of legislation:

• Volunteers and Food and Other Donors (Protection From Liability) Act 2002
• Civil Liability Act 2002
• Occupiers Liability Act 1985
• Taxation Administration Act 2003 and
• Associations Incorporation Act 1987

Additionally, where your club has junior members the Working With Children (Criminal Record Checking) Act 2004 applies and the Liquor Licensing Act 1988 applies to clubs that supply and sell alcohol. All current legislation is available on the State Law Publisher website.

Your club owes a duty of care to its members and if you breach that duty, it was foreseeable and an injury occurs due to that breach of duty, you or your club could be liable. Manage the risks by developing a Risk Management Plan and most importantly action it. It is important to note that disclaimers may reduce the liability but do NOT absolve the responsibility.

Incorporated clubs are subject to financial obligations. The Associations Incorporation Act 1987 requires true and accurate accounting records are kept in a manner that can be audited and accounts are presented at the AGM showing the groups financial position. Your clubs constitution may have additional obligations. And for clubs that have paid employees the Taxation Administration Act 2003 requires PAYG Tax, Superannuation, Fringe Benefits Tax and BAS to be completed. Clubs that have a turnover of greater than $150,000 must be registered for GST and complete quarterly BAS.

All clubs have a financial responsibility. Smaller clubs should take an uncomplicated approach and auditors have a legal responsibility. Every club should have:

• Budget (annual/seasonal) what is the club predicting
• Balance Sheet (monthly/quarterly) – assets and liabilities
• Income and Expenditure (monthly/quarterly) – performance against the budget
• Cash prediction (monthly/quarterly) – predicted cash position in 6-12 months

Tips for better cash control:

• don’t pre-sign cheques
• dual authorisation
• monthly bank reconciliations and
• regular banking and Tills and Tapes – the number of entry tickets = the amount of money taken

Reduce the burden on your Treasurer by splitting the role to books preparation and regular accounts.


Increasing Membership Levels At Your Club

The Clubs Mission is key to attracting new membership. Why do people want to become a member of your club? What makes your club the one people choose to belong to? Your clubs mission may include information such as, the club is an affordable community based club that has an emphasis on fun and the club fosters a feeling of involvement of what we do and why we do it. Community based = accessible. What does your clubs mission say about your club?

What does membership with your club offer? What does an individual receive for being a member of your club? A vote! List the things in an enticing manner using words such as: exclusive, opportunity, discount, priority and members only access.

What does your membership retention look like? Develop a strategy to bring members back! Some ideas that may be appropriate for your club: a reunion session, game or event, bring a friend day and remember to ask long serving volunteers and members for bequests. Grand-parents day may also be a way to increase the number of club volunteers.

For further information contact the Club Development Team on 9400 4252 or via email.