Club A-Z Manual
Welcome to the A-Z Club Manual. This is a continuously updated manual that should be the first port for clubs on all development matters. If you have a question that is not currently answered by this A-Z Club Manual, please contact the Sport Development Advisor.
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The accident compensation scheme provides accident cover for all New Zealand citizens, residents and temporary visitors to New Zealand. In return people do not have the right to sue for personal injury, other than for exemplary damages.
Resource Download: Insurance and your Sports Club
An Annual General Meeting (AGM) is a meeting that is required by law (or the constitution, charter etc. governing an organisation) to hold. They are held every year and are the forum for the election of officers for an organisation and to pass the financial report for the operating year. General business can be put forward from any member, including applications for Life Memberships.
With new members elected onto the Committee / Executive Board at an AGM, it is essential that the new volunteers are given job descriptions for their roles and there is an effective handover.
Resource Download: Running an AGM
Resource Download: Volunteer Handover Checklist
Other relevant Club A-Z Manual articles: Job Descriptions
There are three main sports organisations in the Auckland region that will support disabled athletes and will support clubs who may have members of the public with a disability who show an interest in their club (as a player, coach or volunteer). They are...
For further information, download our information sheet for clubs and disabled athletes
Resource Download: Disabled Athletes
Clubs should be running all their finances under the club’s name (ie. NOT an individual’s). The bank and type of account should be relevant to the size and needs of the clubs financial activity. There is an information sheet available outlining what a club should look for and options when choosing a bank and operating account.
Resource Download: Club Bank Accounts
At all times when liquor is being sold or supplied on licensed premises, a Manager (with a Bar Manager’s Certificate) must be on duty and responsible for compliance with the Sale of Liquor Act 1989 and the conditions of the licence. The manager's certificate is issued to the person (not the club) so that person can use it throughout
Resource Download: Bar Manager’s Certificate: FAQs
Other relevant Club A-Z Manual articles: Host Responsibility and Liquor Licensing
Physical resources available from Counties Manukau Sport or ALAC
Manager’s Guide (produced by ALAC)
Host Responsibility (produced by ALAC)
The Bar Code: Frontline Bar Staff and the law (produced by ALAC)
Email the Sport Development Advisor to order any of the above resources
It is important that Board and Committees, occasionally run self-assessments to ensure:
· Meetings are run effectively
· You are staying in line with your Strategic Plan
· Productivity is improving
· You are operating as a collective, rather than individuals
Resource Download: Board Self Assessment
Your club will require an annual budget. This is the responsibility of the treasurer and needs to be agreed up by your club’s Committee. You can use either an excel spreadsheet or a manual cash book depending on your club’s size and needs.
To prepare a budget:
1. Start with the actual income and expenditure from the last year – if your club is new you will have to base this upon realistic estimates.
2. Add what you know about the coming year
3. Adjust and modify until you have a realistic and reasonable budget
4. Get the budget approved by your management committee
Resource Download: Template Club Accounts
Website Link: SPARC Example Budget
Website link: SPARC Financial Management Information
Other relevant Club A-Z Manual articles: Treasurer’s role and Financial Management
Every non-residential building must have a current Building Warrant of Fitness (BWOFs). This must be renewed annually and be displayed in a public place.
There is an information sheet available on BWOFs and also on Evacuation Schemes and Emergency Warning Systems.
Resource Download: Building Warrant of Fitness Frequently Asked Questions
Resource Download: Evacuation Schemes and Emergency Warning Systems
Other relevant Club A-Z Manual articles: Evacuation Schemes, and Emergency Warning Systems
Should our club be a registered charity?
The Income Tax Act 2004 provides a specific tax exemption for bodies promoting amateur games and sports, as long as no profits are given to members. Therefore, from a tax point of view, there is no need for amateur sports clubs to register as a charity.
Resource Download: Charities Act 2006: Frequently Asked Questions
Website Link: Charities Commission Info Sheet: Sports and Recreation Organisations
Clubs are continuously evolving to suit the needs of their community and their sport. A club should have a club development plan (also known as a strategic plan), which is simply a document that lists the long-term development plans for the club (two to four years).
Resource Download: Sample Club Development Plan
Resource Download: Sample Strategic Plan
Resource Download: Sample SWOT Analysis
Sport and Recreation NZ (SPARC) have put together a Club Toolkit: Tools to Run Your Club which looks at many different areas of club management and development. This online resource is constantly being updated and all clubs should be aware of this as an essential tool to their development.
Website Link: SPARC Toolkit
The benefits of promoting your club in your community are more than just membership. Promotion and awareness of your club could lead to increased volunteers, sponsorships and other partnerships.
Our Information Sheet talks about various ways to promote your club including an online presence, around your community, through the media and working with schools.
Resource Download: Promoting Your Club
Website Link: SPARC Growing Your Membership
Other relevant Club A-Z Manual articles: Media, School-Club Links and Recruiting New Members
Club should be able to make a strong case for developing links with the local schools, as there are many benefits to be gained by both the schools and the clubs.
Clubs can help to provide quality sporting opportunities for young people in a time when schools are starting to face curriculum changes, volunteer resource and financial issues.
In order to assist in the provision of these additional sporting opportunities clubs are encouraged to make contact with their local schools. By making contact, the club and School can discuss the schools sporting opportunities and identify how the club and school can work together to complement the school sports programme and increase opportunities for pupils.
Resource Download: School-Club Links
Resource Download: 40 Ways to Improve School-Club Links
Website Link: Te Kete Ipurangi (TKI) School Search (to find your local schools)
All coaches should be continuously looking to develop their knowledge and ability. There are many resources available for all coaches to do so, with some outlined below.
NZ Coach – SPARC’s online Coaching magazine
Powerade Connecting Community Coaches website and forum
National Sporting Organisation will deliver sport-specific coaching courses and workshops
NZ Academy of Sport (North Island) website and library of books
Drugfree Sport for information on anti-doping
Human Kinetics for sport-specific articles from around the world
Silicon Coach or Dartfish for information and software on video analysis
Australian Sports Commission for some great Tools and Tips
Brian Mac Sports Coach for a variety of coaching and fitness tips
There are many more online resources available on the internet. If you are aware of any good sites that are not covered in this list, please contact the Sport Development Advisor
To enable smooth management of a club, it is useful to establish some Codes of Conduct, to set down some basics about what is expected of different groups within your membership. All club members should be aware of these so that they know their expected behaviour as administrators, players, coaches, spectators, officials, parents etc. Here are some example tournaments that your club can download and modify as needed:
Website Link: SPARC example
Resource download: Codes of Conduct
Other relevant Club A-Z Manual articles: Complaints and Disputes
There is no set structure that will work for a club as it depends on a number of variables within the club. However, a committee normally comprises of a President/Chairman (or both), Vice President, Treasurer, Secretary, Club Captain, RSO Delegates and Committee Members.
The committee is the operational arm of the club and oversees the club correspondence and finances. They are also responsible for overseeing the strategic planning for the clubs future.
It is important that new or prospective office bearers are fully aware of their roles.
Resource Download: Committee Structure example 1
Resource Download: Committee Structure example 2
Resource Download: Club Committee Structure and Roles
Resource Download: Volunteer Handover Checklist
Other relevant Club A-Z Manual articles: Job Descriptions
Communication is one the most important services a club delivers to its members. Members should be aware of all aspects of their club including (but not limited to) events, news articles, meeting dates, club contacts, draws, results etc.
The most effective form of communication is through an electronic database where members can be emailed directly. The club database should be developed and held by the secretary. It is important to keep the database current and up to date.
A club website is also a very valuable communication tool, not only to current members but also to possible future members.
Resource download: Communicating with Members
Other relevant Club A-Z Manual articles: Emails and Websites
All Councils have community facilities that are available to hire to organisations at a very cheap rate, or even free. For clubs without a clubroom, these would be useful for your club’s AGM or social function.
Resource Download: Community Halls, Houses and Facilities
A club committee should establish a Club Discipline Committee at the first meeting after the AGM. They should appoint a Chairperson and at least two other members. These can be current or co-opted members. The committee shall be responsible for all discipline matters involving club members. It is important for a club to have a complaints and disputes policy that is made public to the members, through the website, noticeboards and in the Season welcome pack. Codes of Conduct information should also be given out to coaches, players, spectators, parents, administrators and officials.
Resource Download: Complaints and Discipline Policy
Resource Download: Codes of Conduct
Other relevant Club A-Z Manual articles: Codes of Conduct
A Constitution is a set of rules or guidelines on how a club will be run. It will not cover all contingencies but will outline the purpose of the club, what role the Executive Committee will run, along with information on the AGM, dissolution of the club and membership. Clubs should review their constitution annually to ensure that it is up-to-date and make any necessary changes at an AGM or EGM. There are many constitution templates available, two of which can be downloaded here.
Resource download: Constitution
Website link: SPARC example
The Privacy Act (1993) applies to all sports clubs whether they are incorporated or not. This Act covers the use of personal information about current or former members. It is important to tell members what any information they give will be used for (eg. passed onto the Regional and/or National Sports Organisations, contact details given to sponsors etc). This can be done through a tick-box in the Registration Form, through a notice on the website, a paragraph in the Welcome Letter or through a notice in the clubroom.
It is important for the person within the club who handles this information to have an understanding of privacy issues. Training and advice is offered for any Club Privacy Officers (often the Secretary / Registrar) from The Privacy Commission.
Website Link: www.privacy.org.nz or phone 0800 803 909
There are three main sports organisations in the Auckland region that will support disabled athletes and will support clubs who may have members of the public with a disability who show an interest in their club (as a player, coach or volunteer). They are...
For further information, download our information sheet for clubs and disabled athletes
Resource Download: Disabled Athletes
It is important that meetings are well run and have structure as a volunteer’s time is valuable.
An agenda should be sent out prior to the meeting and adhered to during it. Members attending the meeting should ensure they have read and have with them all relevant material.
Resource Download: Effective Meetings
Resource Download: Agenda Template
Resource Download: Running an AGM
Other relevant Club A-Z Manual articles: AGMs, Committee Structure and Secretary’s Role
To keep up-to-date with technology and to ensure you are promoting your club to the fullest, your club should have a contact email address. Many clubs have this, though their Secretary’s personal or work email address. However, to prevent your Secretary’s private information being made public and to enable a smooth transition between Secretary’s, it is advisable to create a generic club email address, eg. sportsclub@hotmail.com
There are many free email websites available where it is very easy to set up an email address. Many of these have free forwarding options that allow mail to be forwarded to another email address (eg. your club Secretary).
Some common free email options include:
A Building Warrant of Fitness for your club may require that your facility has an Emergency Warning System (EWS). For more information, see the Resource Download.
Resource Download: Evacuation Schemes & Emergency Warning Systems
Other relevant Club A-Z Manual articles: Building WOFs, and Evacuation Schemes
Employing staff can be a large and daunting undertaking for a sports club. There are a number of laws that the employment must comply with and all staff employed after October 2000 must have a written employment agreement.
Resource Download: Employing Staff
Resource Download: Employment Agreement
Website Link: Department of Labour
When purchasing equipment for your club it is important to use any connections your club members may have so remember to ask around – you never know who works at an equipment supplier, or has family, friends or colleagues who might! Clubs should also speak with their Regional and National Sports Organisations as many have sponsorship deals or partnerships that will enable clubs to purchase equipment and supplies at reduced costs.
Resource Download: Equipment and Teamwear Suppliers
The Building Act 2004 requires some buildings to have a NZ Fire Service approved Evacuation Scheme, if certain criteria are met. If there will be 100 or more people gathering in a common area, then your club is required by law to have an approved scheme.
To draft an Evacuation Scheme for NZ Fire Service approval, there are three options
- employ a professional (from the Yellow Pages under ‘Fire Protection’)
- write the scheme yourself
- produce a scheme online at www.fire.org.nz
Resource Download: Evacuation Schemes & Emergency Warning Systems
Website link: New Zealand Fire Service
Other relevant Club A-Z Manual articles: Building WOFs, and Emergency Warning Systems
People play sport to participate and enjoy the game. Through the use of Fair Play, clubs should strive to create a healthy competitive spirit and an injury-free environment for their members. Coaches, players, officials, administrators and supporters all have a role in upholding the principles of fair play. Clubs need to have codes of conduct, a disciplinary procedure, incident processes and use ground officials to install a Fair Play environment at their club.
Resource Download: Fair Play Information Sheet
Resource Download: Codes of Conduct
Website link: SPARC Sport Rage
Website link: ACC Fair Play site
Other relevant Club A-Z Manual articles: Sport Rage and Codes of Conduct
It is essential for sports clubs to keep accurate records of their financial activities.
It is the role of the Club Treasurer to produce an income and expenditure report to regular committee meetings and an annual report to the club accountants to be audited and presented to the AGM. It is necessary to send a copy of your annual financial records to the Societies Register office to maintain your club’s Incorporated Society status. Copies of financial records are also required for financial grant applications.
Resource Download: Template Club Accounts
Resource Download: Treasurer Job Description
Resource Download: Filing Financial Statements
Other relevant Club A-Z Manual articles: Treasurer’s role and Bank Accounts
Website link: SPARC Financial Management information
It is a good idea (although not compulsory) to have any paid employees complete a First Aid Course. It is also an advantage for all voluntary team coaches or managers to also have this training. Each team should also carry a First Aid kit with them and be accessible at all trainings and matches. Your club could organise a First Aid course for all of its members at a discounted rate, or you could combine with a nearby sports club (of the same, or a different sports code) to co-ordinate one for your combined members.
Website Link: St Johns First Aid courses
Website Link: Actions for Survival courses
There is many different organisations who will fund sports clubs. We have compiled a directory of all funding available within Counties Manukau, along with advice and contact information. We have also compiled a fun list of ways that your sports club can raise funds, called 101 Ways to Make Money for Your Sports Club.
If you are aware of any funding that is not outlined in this directory, please contact the Sport Development Advisor
Resource download: 101 Ways to Make Money for Your Sports Club
Resource download: Funding Directory
Resource download: Advice on Completing Funding Applications
Resource available: Seriously Good Guide to Fundraising - email sportdevelopment@cmsport.co.nz to receive your free copy of this excellent book
Some sports clubs operate gaming machines in their clubrooms. SPARC have collated a number of resources for clubs who run these machines, covering all areas from legislation to problem gambling.
Website Link: SPARC Gaming Machines Information
Gaming Trusts run gaming machines at local sites around the country (often in a local pub or hotel). By law, a proportion of the income generated from these machines, must be given back to the community. There are a number of Gaming Trusts that operate within the Counties Manukau region, that clubs can approach for funding.
Resource download: Funding Directory
Resource download: Advice on Completing Funding Applications
If a club has a turnover of more than $40,000 for any 12 month period then it must register for GST. If the club has a turnover of less than $40,000 for any 12 month period it may register voluntarily.
Resource download: A Guide to the IRD and Sports Clubs
Website Link: Inland Revenue Department
It is important with the high volunteer turnover of committee members in sports clubs that your club has a system for the handover of roles to ensure the continued smooth running of your club.
Resource Download: Volunteer Handover Checklist
Other relevant Club A-Z Manual articles: Committees and Job Descriptions
Honoraria are payments made for service, where the usual custom is that a price is not set. It can also be paid to cover costs to volunteers.
If honoraria is given to an employee of the club, then the club must use the Inland Revenue PAYE calculator to work out the amount of tax. If honoraria is given to an someone who is not an employee of the club (ie. a volunteer), the payment is subject to withholding tax
Resource download: A Guide to the IRD and Sports Clubs
Website Link: Inland Revenue Department
Website Link: IRD PAYE Calculator
Many sports clubs have a liquor license and sell alcohol. If this is so, then your club has a responsibility to provide an environment where alcohol is served responsibly. A Host Responsibility Policy is a good way to outline how your club will ensure that alcohol is served in a safe and responsible manner.
Website Link: Alcohol Advisory Council (ALAC) resources
Resource download: Host Responsibility Policy
Other relevant Club A-Z Manual articles: Bar Manager’s Certificate and Liquor Licensing
The Income Tax Act 2007 exempts from sports clubs from paying income tax. However, this income tax exemptions is not automatic, clubs will need to apply to the IRD in writing. If the organisation has profit-making activities, it must have written rules that meet certain criteria to get an income tax exemption.
To apply for an exemption, clubs must write to the IRD with the following information:
- a letter stating the type(s) of exemption being requested, eg sports club
- details of how it has been or will be operating
- IRD number - if the organisation does not have one, you will need to apply using the form IR596 which can be downloaded here
- a copy of its constitution
- a copy of its certificate of incorporation (if applicable)
Resource download: A Guide to the IRD and Sports Clubs
Website Link: Inland Revenue Department
A Society is a group of at least 15 individuals and/or corporate bodies who wish to associate together for the purpose of achieving some common objective (eg. a sports club). A Society can incorporate under the Incorporated Societies Act 1908 with the following benefits:
- the Society becomes a separate legal entity from its members
- members have no personal liability for the debts, contracts and other obligations of the Society
- the act provides some certainty as to the way in which the affairs of the Society should be conducted
Resource Download: Incorporated Societies
Resource Download: Filing Financial Statements
Many injuries in sport and recreation are easily preventable. It's one of ACC's major goals to reduce the number and severity of injuries and keep New Zealanders playing. ACC have 10 point Sport Smart injury prevention plan that covers all sports, some sport-specific Smart Tips for injury prevention, information on dealing with common injuries and a number of useful resources for clubs.
Website Link: Accident Compensation Corporation
Resource Download: Injury Prevention
A club may need to deal with the Inland Revenue for a number of reasons, particularly around Income Tax, GST, Employment and Honararia.
Resource download: A Guide to the IRD and Sports Clubs
Website Link: Inland Revenue Department
It is important your club has adequate insurance. This protects your club and volunteers from any potential risks. The extent of insurance required will depend on your club assets and size and activity of club
Clubs will generally require policy coverage for the following types of insurance:
- Building Insurance
- Contents Insurance
- Vehicle Insurance
- Liability Insurance
Resource Download: Insurance and your Sports Club
Other relevant Club A-Z Manual articles: ACC
It is important that clubs have job descriptions for all voluntary roles, so that volunteers are fully aware of their responsibilities and duties. By having these job descriptions which highlight the exact work expected of a volunteer, it will be easier to recruit new volunteers for the roles. It is also important that when roles are being handed over from one volunteer to another, that all details of that role are discussed.
Resource Download: Chairman/President
Resource Download: Secretary
Resource Download: Treasurer
Resource Download: General Committee
Resource Download: Publicity Officer
Resource Download: Fundraising Committee Member
Resource Download: Head Coach
Resource Download: Team Manager
Resource Download: Volunteer Co-ordinator
Resource Download: Volunteer Handover Checklist
Under the Sale of Liquor Act 1989 a sports club that wishes to sell alcohol, must have a Club License which allows the club to sell or supply liquor for consumption on the premises. The club must have one or more volunteers or paid staff that hold current Bar Manager’s Certificates, on duty at all times when liquor is being sold or supplied.
With running a bar there is also a need to be a responsible host and it is good practice for a club to have a Host Responsibility Policy in place and being implemented.
Resource Download: Liquor Licensing
Website Link: ALAC Host Responsibility
Website Link: Sporting Clubs Association of NZ
Other relevant Club A-Z Manual articles: Host Responsibility and Bar Manager’s Certificate
The benefits of promoting your club in your community are more than just membership. Promotion and awareness of your club could lead to increased volunteers, sponsorships and other partnerships.
Our Information Sheet talks about various ways to promote your club including an online presence, around your community, through the media and working with schools.
Resource Download: Promoting Your Club
Website Link: SPARC Growing Your Membership
Other relevant Club A-Z Manual articles: Media, School-Club Links and Recruiting New Members
Using the media is a very effective way of promoting your club and its successes to the community. This can be as simple as ringing your local newspaper if you’ve got an event on or your club has an interesting story to tell. Find out what they’re interested in covering and how you can give them the information. Check their deadlines and requirements. Developing a good relationship with your local media can be useful for raising your club’s public profile. The good thing is that once this relationship is established, future contact with them will be a lot easier.
Resource download: Newspaper coverage for your club
Resource download: Media Advertising Statistics (July 2010)
Resource download: Manukau and Papakura Courier classified costs (July 2010)
It is important that meetings are well run and have structure as a volunteer’s time is valuable.
An agenda should be sent out prior to the meeting and adhered to during it. Members attending the meeting should ensure they have read and have with them all relevant material.
Resource Download: Effective Meetings
Resource Download: Agenda Template
Resource Download: Running an AGM
Resource Download: Tips for the Chair
Other relevant Club A-Z Manual articles: AGMs and Committee Structure
There is no magic formula for recruiting members, but there are some basic approaches which can help. These include be open and welcome, be professional, advertise and market your club, work with schools, offer discounts and develop a website.
Resource Download: Recruiting New Members
Other relevant Club A-Z Manual articles: Promoting Your Club, School-Club Links, Parent Welcome Pack
A resource is now available for clubs and organisations to help them support people with a mental illness by helping to make them feel welcome into their club.
People with experience of mental illness join in community activities for all the same reasons as everyone else. They like social interaction, being fit and healthy, competing, learning and having fun. By making one or two changes to your club, you can open your doors to more people in your community.
Resource Download: Opening Doors
Most sports codes will have a national governing body who will be responsible for taking the sport forward at a national level. Most NSOs require clubs and their members to affiliate or register with themselves or the sports’ Regional Sporting Organisation (RSO).
Website Link: List of recognised SPARC national sporting organisations
It can be quite intimidating turning up to a sports club for the first time. Therefore it is important for clubs to be welcoming and informative for new club members, and members’ parents. It is good practice to have a welcome letter available to everyone at trials / open nights / recruitment events etc.
Resource download: Parent Welcome Pack
Resource download: Welcome Letter
There is no magic formula for recruiting members, but there are some basic approaches which can help. These include be open and welcome, be professional, advertise and market your club, work with schools, offer discounts and develop a website.
Resource Download: Recruiting New Members
Other relevant Club A-Z Manual articles: Promoting Your Club, School-Club Links, Parent Welcome Pack
Newsletters are an easy and effective way of getting information to your club members. It is good practice to assign the task of writing the newsletter to one volunteer (it looks great for a young member on their CV!). To save money on postage, newsletters can be emailed out to members or made available at the clubrooms and to the team coaches / managers.
Resource Download: Newsletter example
Resource Download: Communicating with Members
Sports officials are a vital part of the sporting experience. Without them, sport in New Zealand just wouldn’t happen! SPARC have produced a booklet entitled Officials’ Tips which covers a variety of generic topics, including role and responsibilities, injury prevention and conflict management.
Website Link: SPARC Officials’ Tips
A common and free service is to use a facility such as Yahoo Groups. You establish a group for your club and invite members to join. You can publish news and photos to the Group for everyone to see. The in-built messaging service enables members to post messages to the Group and these are automatically forwarded to every member of the Group. You can also upload files such as fixtures, AGM minutes, newsletters etc.
Website Links: Yahoo Groups or Google Groups or MSN Groups
Resource Download: Communicating with Members
Clubs who have a junior section should be police vetting any of their volunteers who will have responsibility for anyone under the age of 18. The club protects the club's members, the volunteers themselves and also the club as a whole.
It is a simple and free process for those clubs who are approved organisations through the NZ Police. More information is available in our Resource Download and on the NZ Police Vetting Service website.
Resource Download: Police Vetting: Protecting Your Club's Members
Website Link: NZ Police Vetting Service
Website Link: Child Protection Studies
Having a PO Box means a club can keep the same mailing address no matter how many times it may have changes in club secretary personal. This means that when the Secretary changes, you do not need to notify a large number of partnership organisations and change promotional material.
Private Bags are for organisations that receive more than 50 addressed items of mail per day are therefore not relevant for sports clubs.
Resource Download: Post Office Boxes
There are a number of FREE posters available to sports clubs (from various organisations) which are available from Counties Manukau Sport. To order posters, please email the Sport Development Advisor with the posters required (title and quantity), your name, sports club and postal address.
- Cool Down and Stretch: the 10point action plan for sports injury prevention (A3 posterfrom ACC to encourage sportspeople to cool down)
- Smoking Posters (A4 posters from the Ministry of Health), Titles are "Smoking Kills" or "No Smoking Please"
- Alcohol Posters (series of A4 posters from ALAC and NZ Police) that are compulsory under the Sale of Liquor Act 1989). Titles include
- Alcohol will not be served to anyone who is intoxicated
- No ID, No Service, No Exceptions
- Alcohol will not be served to minors
- Food, non alcoholic and low alcoholic drinks are available at the bar
- The Law: Minors. If you look under 25 you may need to prove your age
Many injuries in sport and recreation are easily preventable. It's one of ACC's major goals to reduce the number and severity of injuries and keep New Zealanders playing. ACC have 10 point Sport Smart injury prevention plan that covers all sports, some sport-specific Smart Tips for injury prevention, information on dealing with common injuries and a number of useful resources for clubs.
Website Link: Accident Compensation Corporation
Resource Download: Injury Prevention
The Privacy Act (1993) applies to all sports clubs whether they are incorporated or not. This Act covers the use of personal information about current or former members. It is important to tell members what any information they give will be used for (eg. passed onto the Regional and/or National Sports Organisations, contact details given to sponsors etc). This can be done through a tick-box in the Registration Form, through a notice on the website, a paragraph in t he Welcome Letter or through a notice in the clubroom.
It is important for the person within the club who handles this information to have an understanding of privacy issues. Training and advice is offered for any Club Privacy Officers (often the Secretary / Registrar) from The Privacy Commission.
Website Link: www.privacy.org.nz or phone 0800 803 909
The benefits of promoting your club in your community are more than just membership. Promotion and awareness of your club could lead to increased volunteers, sponsorships and other partnerships.
Our Information Sheet talks about various ways to promote your club including an online presence, around your community, through the media and working with schools.
Resource Download: Promoting Your Club
Website Link: SPARC Growing Your Membership
Other relevant Club A-Z Manual articles: Media, School-Club Links and Recruiting New Members
There is no magic formula for recruiting members, but there are some basic approaches which can help. These include be open and welcome, be professional, advertise and market your club, work with schools, offer discounts and develop a website.
Resource Download: Recruiting New Members
Other relevant Club A-Z Manual articles: Promoting Your Club, School-Club Links, Parent Welcome Pack
There are 17 RST’s in NZ. They are independent not-for-profit organisations governed by a Board of Trustees drawn from the local community. Positioned as network hubs, RSTs have strong working relationships with sports organisations, local councils, health agencies, education institutions, local businesses and the media. By mobilising financial and 'in kind' resources within their local community, RSTs add value to SPARC's own regional investment. As 'umbrella' organisations, RSTs work across the broad sport and physical recreation spectrum, assisting regional sports organisations, schools and clubs as well as supporting individuals and community groups participating in less structured physical activity. They provide a regional voice for their sport and recreation communities.
Website Link: Counties Manuaku Sport (About Us)
Regional Sports Organisations (RSOs) are local organisations that are established to develop and support sport regionally. Across the codes, the size, role and boundaries of the RSOs differs greatly but most RSOs will be responsible for organising local competitions, representative teams, and coaching and officials education. Some RSOs employ staff, whilst others are run by a team of volunteers.
Website link: RSO website links
Resource download: Counties Manukau RSO Directory
SCANZ is the Sporting Clubs Association of New Zealand with an annual membership of $112.50 for year. For this, clubs receive a monthly newsletter with information on compliance issues (eg. liquor licensing, health and safety, insurance) and support. The organisation often lobbies Government, local authorities etc. on issues that impact on sports clubs (eg. rates relief, food safety laws etc).
Website link: www.sportingclubs.org.nz
Club should be able to make a strong case for developing links with the local schools, as there are many benefits to be gained by both the schools and the clubs.
Clubs can help to provide quality sporting opportunities for young people in a time when schools are starting to face curriculum changes, volunteer resource and financial issues.
In order to assist in the provision of these additional sporting opportunities clubs are encouraged to make contact with their local schools. By making contact, the club and School can discuss the schools sporting opportunities and identify how the club and school can work together to complement the school sports programme and increase opportunities for pupils.
Resource Download: School-Club Links
Resource Download: 40 Ways to Improve School-Club Links
Website Link: Te Kete Ipurangi (TKI) School Search (to find your local schools)
The role of the club secretary can be quite a daunting task and can often involve a variety of tasks. To support the secretary and to help when recruiting new volunteers, it is advisable to have a job description for the role. Below are two example templates that clubs can download – although we recommend tailoring them to meet your club’s specific needs.
Resource download: Club Secretary Remit
Website link: SPARC example
Other relevant Club A-Z Manual articles: AGMs, Committee Structure and Meetings
All internal areas of sports clubs must be permanently smokefree, 24 hours a day, seven days a week, if they are a workplace or a licensed premises, as defined by the Smoke-free Environments Act 1990. The legal responsibility for managing this rests with the club.
If your club is a workplace or licensed premises, you must take 'all reasonably practicable steps' to ensure that no person smokes inside at any time.
For the purposes of the Act, a reasonably practicable step is defined as what a reasonable and prudent person would do in similar circumstances. Failure to take such steps is a breach of the law.
Resource download: Template Smokefree Policy
Website link: Ministry of Health Smokefree website
Website link: definition of 'all reasonably practical steps'
Website link: Open Air calculator to determine whether an area is 'open' or 'internal' for the purposes of the Smoke-free Environments Act 1990
The following Smokefree stickers are available from Counties Manukau Sport. To order, please email the Sport Development Advisor with the titles required, quantity, your name, sports club and postal address.
- Haere Mai Auahi Kore Smokefree (148mm x 107mm)
- No Smoking Please (200mm x 55m)
- Smokefree Inside (104mm x 147mm)
- Smokefree Inside - window sticker (104mm x 147mm)
- He wahi auahi kore kei tenei whare (138mm x 78mm)
Sport Rage is when people on the sideline start verbally and/or physically abuse officials, coaches, players and other spectators. Having procedures in place to deal with these people is important in maintaining a fun and positive atmosphere for all people involved on the day. These could include Codes of Conduct for the club and also a club Complaints and Discipline Policy.
Resource Download: Fair Play Information Sheet
Resource Download: Codes of Conduct
Resource Download: Complaints and Discipline Policy
Website link: SPARC Sport Rage
Other relevant Club A-Z Manual articles: Fair Play and Codes of Conduct
Resource Available: email the Sport Development Advisor for a Sport Rage Pack
When purchasing equipment for your club it is important to use any connections your club members may have so remember to ask around – you never know who works at an equipment supplier, or has family, friends or colleagues who might! Clubs should also speak with their Regional and National Sports Organisations as many have sponsorship deals or partnerships that will enable clubs to purchase equipment and supplies at reduced costs.
Resource Download: Equipment and Teamwear Suppliers
Employing staff can be a large and daunting undertaking for a sports club. There are a number of laws that the employment must comply with and all staff employed after October 2000 must have a written employment agreement.
Resource Download: Employing Staff
Resource Download: Employment Agreement
Website Link: Department of Labour
A strategic plan is simply a document that lists the long-term plan for your club (two to four years). It outlines the overall direction of your club, and how you plan to achieve these outcomes. Once you have established your strategic plan, you need to separate out all the tasks for the next 12 months and this will become your annual plan. It should be used by your Executive Committee and volunteers to guide them in their work during this time.
Resource Download: Sample Club Development Plan
Resource Download: Sample Strategic Plan
Resource Download: Sample SWOT Analysis
A resource is now available for clubs and organisations to help them support people with a mental illness by helping to make them feel welcome into their club.
People with experience of mental illness join in community activities for all the same reasons as everyone else. They like social interaction, being fit and healthy, competing, learning and having fun. By making one or two changes to your club, you can open your doors to more people in your community.
Resource Download: Opening Doors
When purchasing equipment for your club it is important to use any connections your club members may have so remember to ask around – you never know who works at an equipment supplier, or has family, friends or colleagues who might! Clubs should also speak with their Regional and National Sports Organisations as many have sponsorship deals or partnerships that will enable clubs to purchase equipment and supplies at reduced costs.
Resource Download: Sporting Equipment Suppliers
The Treasurer is a key person for your club’s management. They are the person on your club’s board or committee who takes overall responsibility for the financial management of your club. To support the Treasurer and to help when recruiting new volunteers, it is advisable to have a job description for the role. The Treasurer’s role includes reporting on the actual finances and seeking out the best ways to use available funds.
Resource download: Club Treasurer Job Description
Website link: SPARC Club Treasurer Job Description
Website link: SPARC Financial Management information
Other relevant Club A-Z Manual articles: Funding and Financial Management
Volunteers are very important people to sports clubs as every sports club could not run without them. By looking after your volunteers and giving them real support to be effective in their work, you are showing them how much you value them. SPARChave some great advice on how to manage your volunteers, including appointing a Volunteers Co-ordinator, in their Club Kit.
Website Link: SPARC Volunteer Management Information
Resource Download: Seven Steps to achieving Effective Volunteer Support
Resource Download: 30 Ways to Recognise your Volunteers
Many clubs now have a website. The site should look professional, be up-to-date and properly maintained. Many clubs may have a website designer among their members, or college departments may be able to provide assistance through student projects. There are a huge number of professional website designers. These can usually be identified through either yellow pages or by searching the Internet.
Websites are a simple and effective way to communicate to your members, supporters and the local community. Basic websites should include:
- What your club offers (eg. Age group teams, trainings etc)
- Calendar of events and meetings
- Membership information
- Who to contact ie. your club’s contact details
Website Link: www.freewebsites.co.nz
Website Link: www.sportsground.co.nz
Website Link: www.myclub.co.nz - see our Club Offers for this site also
Resource Download: Communicating with Members
