CLUB HEALTH CHECK / ANNUAL REPORT

Mackay Regional Council recognises the invaluable contribution community clubs make to the lives of residents of our community. Council also acknowledges the enormous responsibilities placed on every day people (predominantly volunteers) to manage clubs and their activities. In recognition of this, Council wants to help clubs remain viable by becoming more efficient and successful. This Club Health Check is intended to provide a foundation to assist clubs to do this.

The Club Health Check provides a framework to keep track of your club’s performance in a range of key areas including managing your club’s committee, resources, and activities. By providing ‘scores’ in each of these key areas, it will also help to identify areas for improvement to help build a better future for your club.

Mackay Regional Council privacy statementYour personal information is being collected for the purposes of processing your Sport and Recreation Organisations Club Health Check. You are providing personal information which will be used for the purposes of delivering services and carrying out Council business. Your personal information is handled in accordance with the Information Privacy Act 2009 and will be accessed by persons who have been authorised to do so. Your information will not be given to any other person or agency unless you have given Council permission or the disclosure is required by law.

CLUB OVERVIEW

Club Details

Club Name

Postal Address

Street Address

Is your club incorporated? Yes No

Incorporation Number Number Date

Company Limited Number Date

Co-operative Number Date

ABN

Registered for GST? Yes No

How many years has the club been in operation for?

Website Address

Affiliation/Governing Body

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Management Committee Details

Committee Members

President Name

Phone

Email

Secretary Name

Phone

Email

Treasurer Name

Phone

Email

Other (name, position, contact details)

Other (name, position, contact details)

Other (name, position, contact details)

Club Contacts

Club Contact Details Club NameClub

PhoneClub Email

Primary Club Contact NamePosition

PhoneEmail

Secondary Club Contact NamePosition

PhoneEmail

Approximate month of AGM3 | P a g e

Club Activities

What are the sport, recreation or other activities conducted by your club?

Primary Activities e.g. Junior Hockey

Ancillary Activities e.g. Bingo

What competitions does your club participate in? Please list names.

Club

Regional

State

National

International

Club Membership

What are your current membership details?

Does your club have a membership database? (Membership details can be uploaded to Club Hub) If no, please provide details below.

Membership statistics uploaded to Club Hub Yes No

Last year - 2019 This year - 2020

Males Females Total Males Females Total

Junior Junior

Senior Senior

Lifetime Lifetime

Supporters Supporters

Social Social

Volunteers Volunteers

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Total Total

Tenure Details – Leased or owned facility

Does your club lease your facility? Yes

No

Is this a State lease? Yes

No

Is this a Council lease or Council licence agreement? Yes

No

Lease Licence

Do you privately own your facility? Yes

No

What are the current tenure arrangements of the facility/ies used by your club?

Do you have a copy of your current tenure (lease or licence) agreement?

Yes

No

Have you read your current tenure (lease or licence) agreement?

Yes

No

Club Management

Committee Management

What steps do you take to manage your committee effectively?

Does your club have role descriptions for committee positions? Yes No

Does your club use resources such as information packs and templates to assist committee members to carry out their duties?

Yes No

Does your club have a ‘sunset’ clause in your club constitution which defines the maximum length of time each position can be filled by the one person (helps prevent committee burn-out and encourages renewed perspectives)?

Yes No

Does your club have a succession plan for replacement of your committee?

Yes No

Does your club often struggle to get enough committee members? Yes No

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Club Administration Essentials

Does your club comply with this list of ‘essentials’?

Does your club have a constitution?

(Please upload document to Club Hub)

Yes No

Constitution uploaded to Club Hub Yes No

Has your club reviewed its constitution in the last five years? Yes No

Does your club refer to its constitution in the management of the club?

Yes No

Does your current committee understand the contents of the constitution?

Yes No

Does your club have public liability insurance?

(Please upload document to Club Hub)

Yes No

If yes, how much for? (e.g. $5m, $10m, $20m)

When does this insurance expire?

Insurance certificate uploaded to Club Hub Yes No

Does your club have a Strategic Plan (Club Development Plan)?

(Please upload document to Club Hub)

Yes No

Is there an expiry date on the strategic plan? Yes No

If yes, what year does the plan expire?

Strategic/Club Development Plan uploaded to Club Hub Yes No

Does your club have an up-to-date Risk Management Plan?

(Please upload document to Club Hub)

Yes No

Risk Management Plan uploaded to Club Hub Yes No

Does your club have codes of conduct for its players, club officials, Yes No

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other volunteers, parents and committee members? (This can be usually produced by the State Sporting body).

(Please upload document to Club Hub)

If yes, are codes of conduct produced by the sports state body? Yes No

Codes of Conduct uploaded to Club Hub Yes No

Do members of your club know where to find copies of plans and policies? E.g. on website.

Yes No

Does your club have formal meeting procedures? Yes No

Does your club have a club vision and mission statement? (This can be usually produced by the State Sporting body).

(Please upload document/s to Club Hub)

Yes No

If no, which statement does your club have?

Club Vision and Mission Statement uploaded to Club Hub Yes No

Does your club have club values? This can be usually produced by the State Sporting body).

(Please upload document to Club Hub)

Yes No

If yes, are your members aware of the club values? Yes No

Club Values uploaded to Club Hub Yes No

Club Accreditation

What accreditation does your club maintain?

Is your club a member of ‘Clubs Connect’? Yes No

Is your club ‘Good Sport’ accredited? Yes No

What level?

Is your club a member of another club accreditation program? Please list below.

Yes No

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Resource Management

Financial Management

What does your club do to manage its financial resources?

Does your club prepare an annual budget? Yes No

Does your club stick to this budget, using it to make day-to-day decisions?

Yes No

As per the club’s constitution, does your club committee receive regular financial reports from the club treasurer?

Yes No

As per the club’s constitution, is this regular financial report included in the minutes for your club members to view?

Yes No

Does your club prepare an annual financial report which is ‘audited’ or ‘verified’ in accordance with the Office of Fair Trading, or Australian Charities and Not-for-profits Commission requirements for your organisation?

Yes No

Does your club have formal policies which detail financial procedures e.g. templates or policies for expenditure approval, cash handling, banking, minimum number of signatories etc.? (These details are usually held within the club’s constitution).

Yes No

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Asset Management

Does your club practice good asset management?

Are the club’s assets reflected in the club’s financial statements?

Yes No

Is your facility appropriate for your current needs? Yes No N/A

(Don’t manage a facility)

If no, please indicate why:

Does your club have a Facility Management Plan (or a number of smaller plans) which guides the usage, maintenance, and development of your facility/ies? (State sporting bodies may supply this)

Please upload document to Club Hub

Yes No N/A

(Don’t manage a facility)

Facility Management Plan uploaded to Club Hub Yes No

Does your club have policies which guide the use of club facilities and equipment?

Yes No

Does your club have an asset register listing all the club’s assets and their maintenance and replacement requirements?

Yes No

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Volunteer Management

Does your club practice effective volunteer management? N.B. this section also applies to paid officials such as referees.

Does your club often struggle to get enough volunteer members to meet your needs?

Yes No

Does your club often struggle to get enough officials to meet your needs? E.g. referees/ coaches

Yes No

Does the club have a Volunteer Coordinator? Yes No

Does the club have a formal Volunteer Management Plan which identifies volunteer needs and how your club seeks to address those needs? (State Sporting bodies may produce this for the club).

(Please upload the document to Club Hub)

Yes No

Volunteer Management Plan uploaded to Club Hub Yes No

Is your club/organisation registered on the Community Directory Volunteers Portal? Volunteers Portal Link https://bit.ly/3bPYt8N

Yes No

Does your club have volunteer protection insurance? Yes No

Does the club store information about the skills of potential volunteers? E.g. skills register

Yes No

Does the club provide formal job descriptions for volunteer positions? Yes No

Are your officials adequately accredited according to their roles (e.g. referees, coaches)

Yes No

Do your volunteers require education or training in any of the following areas?

Financial management (treasurer’s role, bookkeeping) Yes No

Administration (meeting procedures, incorporation) Yes No

Grants, fundraising and sponsorship Yes No

Risk management Yes No

Volunteer management Yes No

Marketing Yes No

Event management Yes No

Other (please list) ____________________________________ Yes No

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Club Sustainability

Financial Sustainability

What action does your club take to enhance its financial sustainability?

What are your current membership fees? Senior member

Junior member

Social member

In the last financial year, what was the club’s overall income from membership fees? (This can be from the club’s financial report)

(Please upload document to Club Hub)

$

Financial report uploaded to Club Hub Yes No

How much of the income from membership fees is paid to the state body or parent association?

$

Has the club been in financial distress at any time in the last three years e.g. have trouble paying bills or affording necessary repairs, upgrades or expenses?

Yes No

Do you seek out additional income streams such as:

Sports tourism, events, or social (pay per play) competitions?

Yes No

Sponsorship? Yes No

Kiosk sales? Yes No

Equipment sales? Yes No

Grants? Yes No

Other? Please list: _____________________________ Yes No

Does your club have the resources and skills to prepare and submit successful grant applications?

Yes No

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Facilities

Have you taken action in the following areas of environmental sustainability for your club?

Water harvesting and recycling Yes No

Solar energy Yes No

Energy efficiency (e.g. efficient devices, use of electricity, heating and cooling)

Yes No

Surrounding environment sensitivity (e.g. fertiliser and pesticide use, water run-off, waste management)

Yes No

Crime prevention principles (e.g. assess facility against CPTED - Crime Prevention Through Environmental Design principles, and rectification works)

Yes No

Accessibility (facilities and programs accessible to everyone, including people with disabilities)

Yes No

Community sensitivity (noise, light spill) Yes No

Partnerships

What partnerships have you developed to enhance the sustainability of your club?

Sharing your facilities with other groups? Yes No

Sharing resources with other groups e.g. equipment? Yes No

Development community networks with other organisations (to enable resource and knowledge sharing)?

Yes No

Have you explored partnership opportunities for non-competing clubs to assist in player recruitment and volunteer and sharing?

Yes No

Participation

What does your club do to encourage ongoing participation?

Does the club host ‘come and try’ days? Yes No

Does the club hold regular sign-on days? Yes No

Does the club encourage participation through local schools? Yes No

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Does the club advertise the club’s activities in the local community e.g. in local papers, school newsletters?

Yes No

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Club Health StatusThis is an opportunity for you to understand how ‘healthy’ your club is in consideration of best practices in club management.

The following is a summary of your Club Health Status:

Section Score Score Description

Club management

Resource management

Club sustainability

The following actions are recommended to improve the health of your club.

Section Recommended Action

Club management

Resource management

Club sustainability

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