Governance and running your club
Sport and Recreation aims to support clubs, associations and organisations in developing inclusive, safe and fair opportunities for all Tasmanians to participate in the sport and recreation sector. The information and links below contain resources and information that are valuable in developing and managing your club or organisation successfully.
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.
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.
Communities, Sport and Recreation has developed best practice constitution templates for sport and recreation clubs.
- Constitution Template for sporting clubs (MS Word, 439 KB)
- Constitution Template for State Sporting Organisations (MS Word, 558KB)
- 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
- Voting and elections
- Amendments to the constitution and by-laws
Communities, Sport and Recreation (CSR) 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.
CSR 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:
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 Sport Australia 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.
Sport and Recreation has developed governance guidelines to assist Tasmanian state sporting organisations to develop quality governance policies and procedures.
These guidelines are aligned with the Sport Australia's Sports Governance Principles and focus on three key governance principles relevant to Tasmanian state sporting organisations.
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.
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.
Sport and Recreation 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.
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
- 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:
These information sheets are designed to assist sport and recreation organisations to understand and apply risk management principles.
- Overview and introduction to risk management (PDF)
- Developing a risk management culture (PDF)
- Applying risk management (PDF)
- Compliance and risk management (PDF)
- Insurance and risk management (PDF)
- Risk management in practice (PDF)
- Risk management policy template (PDF)
Risk management policy template (Word)
- Risk management plan template (PDF)
Risk management plan template (Word)
- Risk management audits (PDF)
- 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.