Governance and running your club

A board (or committee) is made up of people who have accepted responsibility for managing a sporting organisation on behalf of its members. Governance is a key responsibility of boards. Generally, the board is responsible for administration, financial management and leadership.

Fact Sheets

• Forming a Board or Committee
• Board and Committee Management

Information, links and resources to help develop and manage your club or organisation.

A constitution is a set of rules that provides the framework for the daily running of clubs or organisations. It details the name, objects, methods of management and other conditions under which the organisation operates.

Constitution toolkit

Best practice constitution templates for sport and recreation clubs.

• Constitution Information Sheet (PDF, 219KB)

What are the benefits of having a constitution?

• The rules of the organisation are clearly outlined

• The objectives and purpose of the board/committee are clear to all members and the public
• It provides a legal framework within which the organisation operates
• Sponsors, councils and government are more likely to do business with groups who are properly constituted
• Written rules allow for less manipulation by interest groups within an organisation
• Internal disputes can be resolved quickly by referring to the rules

What is included in a constitution?

Every constitution must cover certain topics. Other topics can be included according to individual needs. A constitution should be clear and concise and avoid too much detail.

A constitution should specify the following:

• The name of the organisation
• Objectives and scope of the organisation
• Powers of association in regard to property, finance, contracts etc
• Membership
• Subscriptions
• Board
• Meetings
• Quorums
• Voting and elections
• Finance
• Auditor
• Dissolution
• Amendments to the constitution and by-laws

Active Tasmania supports the active involvement of well trained, skilled and knowledgeable people across the sport and recreation sector. Coaches, officials and administrators should keep up to date on the latest trends in coaching, officiating and governance.

It is important for people in volunteer and paid positions to undertake training courses to enhance the management capacity of sport and recreation clubs and organisations.

Active Tasmania sector wide training and education objectives are to:

• assist sports with training that increases their capacity and skills to govern their sports more effectively
• upskill/educate key stakeholders including paid personnel and volunteers
• facilitate education and networking opportunities
• provide workshops to train accredited Member Protection Information Officers

Education and training links:

• The Training and Business Company
• Play by the Rules
• Australian Sports Commission:
  • Information for coaches
  • Information for officials
• Sport Integrity Australia
• Volunteering Tasmania
• Australian Institute of Company Directors
• Education, training and careers in sport and recreation

Game Plan is a free diagnostic tool to review your club’s mission, governance, leadership and decision making functions. Game Plan is a partnership with Australian Sports Commission and State and Territory Departments of Sport and Recreation.

The tool caters for both large sporting organisations and smaller clubs with 50 members or less. It helps to identify areas where the club is performing well and areas that can be improved.

Game Plan uses a questionnaire to highlight priority areas, deliver a detailed evaluation report and formulate an action plan for improving your club.

Game Plan Diagnostic Tool.

Privacy of member details - Overview

Effective from 21 December 2001 the Privacy Act 1988 (Cth) had amendments made to it by the Privacy Amendment (Private Sector) Act 2000 (Cth). These amendments extended privacy laws to private sector organisations (including non-profit organisations).

Organisations must comply with the ten National Privacy Principles (NPPs) which relate to the collection, storage and disclosure of personal information. These principles aim to ensure that any personal information held by an organisation is done so fairly, lawfully and out of necessity.

In addition, any personal information held by an organisation should be accurate, complete and up-to-date and ample opportunity must be provided to individuals that wish access and update any information held about them.

Applicability

The new provisions apply to organisations with an annual turnover greater than $3 million and all health service providers. The term 'organisation' includes individuals, body corporates, partnerships, unincorporated associations and trusts.

Active Tasmania encourages all organisations to meet these requirements as a matter of good practice, regardless of whether or not the provisions apply to them.

Organisations are classified as health service providers if they provide health services to individuals and hold health information about those individuals, with the exception of employee records.

Guide to privacy best practice

By applying the requirements of the NPPs, organisations will develop comprehensive information management practices and procedures for disclosing personal information.

Example

Gymnasiums are classified as health service providers because they assess, record, maintain and improve an individual's health and may treat illness or disability through a rehabilitation program.

Gymnasiums also hold health information about their clients in relation to general health, disabilities, details of the services provided and may hold information on the donation or intended donation of body parts, organs or body substances (i.e. emergency details).

The Privacy Amendment (Private Sector) Act 2000 therefore applies to gymnasiums and organisations that perform similar functions.

The definitions of a health service provider and health information are provided in the Act, which is available here.

For more information, contact the Office of the Federal Privacy Commissioner's Privacy Hotline on 1300 363 992 or seek legal advice.

Policies and procedures to guide decision making, ensure transparency, reduce risk and protect sporting and recreation clubs/organisation and their members.

Many policies can be adopted from your state or national sporting organisation. Important policies for all clubs and organisations include:

• Member protection
• Child Safe Sport
• Inclusion
• Complaints Handling and Mediation
• Anti-doping (drugs in sport)
• Supplements and Anti-Doping

Other resources and policy templates can be found on the following websites:

• Play by the Rules
• Australian Sports Commission
• Good Sports
• Club Help
• Social media policy
• Alcohol policy
• Risk management

These information sheets are designed to assist sport and recreation organisations to understand and apply risk management principles.

1. Overview and introduction to risk management (PDF)
2. Developing a risk management culture (PDF)
3. Applying risk management (PDF)
4. Compliance and risk management (PDF)
5. Insurance and risk management (PDF)
6. Risk management in practice (PDF)
7. Risk management policy template (PDF)
   Risk management policy template (Word)
8. Risk management plan template (PDF)
   Risk management plan template (Word)
9. Risk management audits (PDF)
10. Risk management resources (PDF)

Strategic and operational plans help organisations and clubs to clearly define goals and how they can be achieved.

Plans help guide employees and volunteers to use their time and resources effectively. Providing clear objectives and assigning tasks leads to better outcomes and a more coordinated, productive organisation.

For information and resources on Strategic and Operational Planning for your club.