Clubs 4 Life Hub

Clubs 4 Life is the City of Kalamunda’s club development program that aims to support and develop sustainable local sport and recreation clubs.

Club volunteers play a vital role in our local community by helping clubs to grow and shape the local community through sport and recreation clubs. To support clubs the City has developed the Clubs 4 Life Hub, that brings together important club information and resources no matter your role within the club. For additional information or assistance please contact the Recreation and Leisure team at sport@kalamunda.wa.gov.au or call (08) 9257 9839.

Governance

Club Governance is the responsibility of the committee but what is a committee and what are their roles?

Future & Strategic Planning

A strategic plan provides guidance and direction for the future of your club.

Child Safeguarding

Child safeguarding can be defined as keeping all children safe from abuse, harm, violence or exploitation.

Club Policies

Having policies helps everyone involved with the Club be aware of the behavior that is expected and should align with the Club’s values.

Constitution

Your club constitution is the backbone of the rules and guidelines set for the daily and long-term running of your club.

Constitution

It details the name, objects, methods of management, and other conditions your club operates under.

All incorporated groups must have a constitution or set of rules which comply with and meet the basic legal requirements of the Associations Incorporation Act 2015.

Once adopted, any alterations must be made via a special general meeting and resolution, and application to the Department of Mines, Industry Regulations, and Safety – Consumer Protection.

For help developing your constitution visit developing your constitution.

Incorporation

Should your club be incorporated? Being incorporated is voluntary but offers some benefits:

Incorporation

Members and officers of the association are generally not liable to contribute towards the payment of debts or liabilities of the association.
Practical support / advice / resources available from the State or National body
Members can participate in state and national competitions
The right to own land, open bank accounts, employ staff
Often a requirement for grants
Once registered, the name of an incorporated association will be protected and ends with the word “Incorporated” or the abbreviation “Inc”

Requirements of being incorporated

Keep accurate records of accounts for reports to members
Keep accurate records of member registrations and club rules
Hold an Annual General Meeting (AGM)
Ensure your club constitution is kept up to date
Follow all the rules on the Associations Incorporations Act 2015

For further information on establishing your club constitution and becoming incorporated see: Effective club meetings – A guide for the chairperson.

Registering for an Australian Business Number (ABN)

It is not compulsory for your club to register for an ABN however it can be useful to have an ABN.
Clubs that have an annual turnover of $150,000 or more are required to have an ABN
ABN's help clubs to interact with Government departments, deal with private businesses and apply for grant funding
Regardless if your club is incorporated or not, an ABN can be very useful for tracking transactions and help businesses identify your club
Registering for and ABN is also free!

For more information about applying for an ABN see: Applying for an ABN | ABR.

Roles and Responsibilities

What role best suits you and expectations of your committee positions.

Roles and Responsibilities

Job description forms are an effective way to clearly communicate the key club position roles. More information about committee roles, responsibilities and positions can be found at Club roles.

The members of the committee are responsible for the running of the club and are bound by the constitution in the actions they take. The constitution is the rules your club is governed by and it is important as a committee to make sure everything you do follows the rules of your constitution. As a committee member it is important to be aware of your specific responsibilities in your role. Each role on the committee is responsible for specific tasks which keeps your club functioning. Each club may have different positions on the committee but there are a few vital positions every club requires. An example of some of the roles and responsibilities are listed below.

President

Be the leader of your club and set a good example for others to follow
Advocate for your clubs interests
Implement plans and strategies to grow your club - volunteers and participation
Understand the clubs rules, policies and duties of all office bearers
Works with the Secretary on preparing the agenda
Starts the meeting and strictly follows the agenda to progresses the meeting
Ensures that there is a fair discussion on each issue and all points are expressed before the meeting is called to a vote
The President is there to facilitate the meeting, not to dominate or make decisions on behalf of the committee; they should also look to summarise long debates
Closes the meeting, reviews and signs off on the final version of the minutes taken

Vice President

Assist the President with their role and duties they may not be able to fulfill
In the event the President cannot attend a committee meeting, act as the chairperson
Shadow the president in all their roles and responsibilities
The vice president role is often undertaken by someone considering becoming President in the future

Secretary

Prepare the agenda for club meetings in consultation with the President and send out agenda prior to the meeting (at least one week)
Make arrangements including venue, date, times and hospitality for club meetings
Collect and collate reports from office bearers
Call for and receive nominations for committees and other positions for the club AGM
Take the minutes of meetings and send to those in attendance as soon as possible

Treasurer

Prepare financial reports for meetings
Send reports to the secretary prior to meetings, so they are circulated before the scheduled date
Make sure financial reports are available and understood at all committee meetings
At AGM's they need to supply a financial report for all members
Needs to have an external party either audit or review the financial reports
Develop and monitor an annual budget for the club
Implement appropriate financial controls and policies for the club

Registrar

Ensure that all players are registered with the club and able to play in the correct competition
Make sure every player is also registered with the relevant sporting association
Keeping a record of all registered players
Completing player transfers to other clubs
Provide a report of the number of players registered for record keeping and for invoicing
Ensure any coaching registration requirements are complete
Keep record of number of games played by each player in your club

Committee Member

Prepare individual reports for distribution prior to scheduled meeting date
Discuss motions
Move motions and second motions
Discuss “general business”
Vote on proposals

Committee Meetings

What is a committee meeting and how you can effectively run your meetings.

Committee Meetings

Most common and frequently held meetings
Generally only attended by committee members
Discuss the management and running of the club
Quorum number often required for the meeting to occur and outcomes to be actioned

Annual General Meetings (AGM)

Required to occur once a year and should be stated in your constitution
Must be set and advertised publicly to all club members and volunteers
Require a quorum to be reached for your AGM to occur, quorum numbers should be in your constitution
Committee positions must be advertised prior to the AGM and if no nominations are received then it should be opened to the floor at the AGM
All reports such as presidents and financial reports should be sent out prior to the event and presented at the AGM
Financial reports are a statutory requirement and depending on annual revenue may require an external review or audit
AGM's are an opportunity to highlight the achievements of the club and volunteers from the year
Provides a space for discussion for all members on issues or club activities
Special or extraordinary meetings may be called as per your clubs constitution, they are open to all club members and deal with specific issues

Are your committee meetings effective?

Here are some tips to ensure your Club runs an effective and efficient meeting:

Plan! Have a succinct agenda that is completed and sent out prior to the meeting to committee members before the set meeting date
Meetings should be punctual, starting and ending on time
Set time limits for agenda items, allowing the President to wrap up discussions and confirm actions before moving to next agenda item
Follow the agenda and set action items
Minutes must be recorded. Keep it simple and stick to the facts
The President is there to facilitate the meeting, not to dictate or make decisions on behalf of the committee

A great resource from department of Creative Industries, Tourism and Sport – Running your Club.

Communicating with your members

Communication is key for the success of your sports club. Open, honest, internal communication with committee members, players and parents, coaches and volunteers is essential to ensuring your club values and mission stated in your constitution is continuously upheld.

Plan your communication

WHAT is the key message?
WHO needs to know?
WHEN do they need to know?
HOW will you get your message across?
RESPONSIBILITY who will be delivering the message?

Other tips include:

Stay committed & communicate with your club throughout the season!
Ensure your marketing officer has the skills to reach all members – using only one avenue to communicate means you may miss reaching some people
Ensure your club has a clear social media policy for those who are administrators of your social media channels
Be consistent across communication channels

Constitution

It details the name, objects, methods of management, and other conditions your club operates under.

All incorporated groups must have a constitution or set of rules which comply with and meet the basic legal requirements of the Associations Incorporation Act 2015.

Once adopted, any alterations must be made via a special general meeting and resolution, and application to the Department of Mines, Industry Regulations, and Safety – Consumer Protection.

For help developing your constitution visit developing your constitution.

Incorporation

Members and officers of the association are generally not liable to contribute towards the payment of debts or liabilities of the association.
Practical support / advice / resources available from the State or National body
Members can participate in state and national competitions
The right to own land, open bank accounts, employ staff
Often a requirement for grants
Once registered, the name of an incorporated association will be protected and ends with the word “Incorporated” or the abbreviation “Inc”

Requirements of being incorporated

Keep accurate records of accounts for reports to members
Keep accurate records of member registrations and club rules
Hold an Annual General Meeting (AGM)
Ensure your club constitution is kept up to date
Follow all the rules on the Associations Incorporations Act 2015

For further information on establishing your club constitution and becoming incorporated see: Effective club meetings – A guide for the chairperson.

Registering for an Australian Business Number (ABN)

It is not compulsory for your club to register for an ABN however it can be useful to have an ABN.
Clubs that have an annual turnover of $150,000 or more are required to have an ABN
ABN's help clubs to interact with Government departments, deal with private businesses and apply for grant funding
Regardless if your club is incorporated or not, an ABN can be very useful for tracking transactions and help businesses identify your club
Registering for and ABN is also free!

For more information about applying for an ABN see: Applying for an ABN | ABR.

Roles and Responsibilities

Job description forms are an effective way to clearly communicate the key club position roles. More information about committee roles, responsibilities and positions can be found at Club roles.

President

Be the leader of your club and set a good example for others to follow
Advocate for your clubs interests
Implement plans and strategies to grow your club - volunteers and participation
Understand the clubs rules, policies and duties of all office bearers
Works with the Secretary on preparing the agenda
Starts the meeting and strictly follows the agenda to progresses the meeting
Ensures that there is a fair discussion on each issue and all points are expressed before the meeting is called to a vote
The President is there to facilitate the meeting, not to dominate or make decisions on behalf of the committee; they should also look to summarise long debates
Closes the meeting, reviews and signs off on the final version of the minutes taken

Vice President

Assist the President with their role and duties they may not be able to fulfill
In the event the President cannot attend a committee meeting, act as the chairperson
Shadow the president in all their roles and responsibilities
The vice president role is often undertaken by someone considering becoming President in the future

Secretary

Prepare the agenda for club meetings in consultation with the President and send out agenda prior to the meeting (at least one week)
Make arrangements including venue, date, times and hospitality for club meetings
Collect and collate reports from office bearers
Call for and receive nominations for committees and other positions for the club AGM
Take the minutes of meetings and send to those in attendance as soon as possible

Treasurer

Prepare financial reports for meetings
Send reports to the secretary prior to meetings, so they are circulated before the scheduled date
Make sure financial reports are available and understood at all committee meetings
At AGM's they need to supply a financial report for all members
Needs to have an external party either audit or review the financial reports
Develop and monitor an annual budget for the club
Implement appropriate financial controls and policies for the club

Registrar

Ensure that all players are registered with the club and able to play in the correct competition
Make sure every player is also registered with the relevant sporting association
Keeping a record of all registered players
Completing player transfers to other clubs
Provide a report of the number of players registered for record keeping and for invoicing
Ensure any coaching registration requirements are complete
Keep record of number of games played by each player in your club

Committee Member

Prepare individual reports for distribution prior to scheduled meeting date
Discuss motions
Move motions and second motions
Discuss “general business”
Vote on proposals

Committee Meetings

Most common and frequently held meetings
Generally only attended by committee members
Discuss the management and running of the club
Quorum number often required for the meeting to occur and outcomes to be actioned

Annual General Meetings (AGM)

Required to occur once a year and should be stated in your constitution
Must be set and advertised publicly to all club members and volunteers
Require a quorum to be reached for your AGM to occur, quorum numbers should be in your constitution
Committee positions must be advertised prior to the AGM and if no nominations are received then it should be opened to the floor at the AGM
All reports such as presidents and financial reports should be sent out prior to the event and presented at the AGM
Financial reports are a statutory requirement and depending on annual revenue may require an external review or audit
AGM's are an opportunity to highlight the achievements of the club and volunteers from the year
Provides a space for discussion for all members on issues or club activities
Special or extraordinary meetings may be called as per your clubs constitution, they are open to all club members and deal with specific issues

Are your committee meetings effective?

Here are some tips to ensure your Club runs an effective and efficient meeting:

Plan! Have a succinct agenda that is completed and sent out prior to the meeting to committee members before the set meeting date
Meetings should be punctual, starting and ending on time
Set time limits for agenda items, allowing the President to wrap up discussions and confirm actions before moving to next agenda item
Follow the agenda and set action items
Minutes must be recorded. Keep it simple and stick to the facts
The President is there to facilitate the meeting, not to dictate or make decisions on behalf of the committee

A great resource from department of Creative Industries, Tourism and Sport – Running your Club.

Communicating with your members

WHAT is the key message?
WHO needs to know?
WHEN do they need to know?
HOW will you get your message across?
RESPONSIBILITY who will be delivering the message?

Other tips include:

Stay committed & communicate with your club throughout the season!
Ensure your marketing officer has the skills to reach all members – using only one avenue to communicate means you may miss reaching some people
Ensure your club has a clear social media policy for those who are administrators of your social media channels
Be consistent across communication channels

Future & Strategic Planning

A strategic plan provides guidance and direction for the future of your club.

As committees change, a strategic plan should be one that is easily transferable from one committee to the next and is updated each year.

It is important that it reflects the vision of your club and meets with any strategic/master plans that your State Sporting Association or Local Government implements.

Many State Sporting Associations offer assistance for the development of a club’s strategic plan and it can be as simple a document as your club requires.

All clubs have a vision for the future, whether it be to increase their membership, provide new equipment, increase volunteers or provide new clubrooms or other associated infrastructure.

These are all elements that can be captured in a strategic plan over a 5 year or longer period along with how the club intends to address and implement these plans.

Strategic Planning for sporting clubs or organisations is also:

a way to gain consensus – sharing and working towards a vision for the future which can develop cohesion amongst members
a tool which enables club members to focus on specific outcomes
a tool that allows and encourages an opportunity for ownership by the club
an opportunity for development of the club’s purpose and autonomy
a dynamic and ongoing process where goals are ‘time framed’ to ensure a sense of achievement
an avenue for the club to define its challenges and prepare to address them
a management tool to be used for effective interaction with external bodies

BUT Strategic Planning should not be:

an unrealistic ‘wish-list’ which are beyond the capabilities of the club to achieve in the timeframe
considered to be the solution for the problems of the club

If you require more assistance or guidance in developing a strategic plan, please enquire with the City of Kalamunda’s Club Development Officer at sport@kalamunda.wa.gov.au or 9257 9839 regarding support and grant programs to develop your strategic plan.

What is a Business Plan?

A business plan is simply the strategy to achieve the ‘business’ objectives of the organisation.

A business plan prepared for the club will need to include evidence of potential income generation. The business plan should clearly identify all the important facts about the organisation, its history, the current financial position, the objectives and the ‘business’ activities to be undertaken.

A club may undertake a business plan for a range of purposes. For example:

to raise funds towards facility development
to ensure it remains financially stable over a specified period of time, or
to ensure it can host a special event without falling into financial trouble

Find out more about the City's Sport & Recreational Planning

For more information and assistance with developing a plan for your club visit Planning for your Club.

As committees change, a strategic plan should be one that is easily transferable from one committee to the next and is updated each year.

It is important that it reflects the vision of your club and meets with any strategic/master plans that your State Sporting Association or Local Government implements.

Many State Sporting Associations offer assistance for the development of a club’s strategic plan and it can be as simple a document as your club requires.

All clubs have a vision for the future, whether it be to increase their membership, provide new equipment, increase volunteers or provide new clubrooms or other associated infrastructure.

a way to gain consensus – sharing and working towards a vision for the future which can develop cohesion amongst members
a tool which enables club members to focus on specific outcomes
a tool that allows and encourages an opportunity for ownership by the club
an opportunity for development of the club’s purpose and autonomy
a dynamic and ongoing process where goals are ‘time framed’ to ensure a sense of achievement
an avenue for the club to define its challenges and prepare to address them
a management tool to be used for effective interaction with external bodies

BUT Strategic Planning should not be:

an unrealistic ‘wish-list’ which are beyond the capabilities of the club to achieve in the timeframe
considered to be the solution for the problems of the club

What is a Business Plan?

A business plan is simply the strategy to achieve the ‘business’ objectives of the organisation.

A club may undertake a business plan for a range of purposes. For example:

to raise funds towards facility development
to ensure it remains financially stable over a specified period of time, or
to ensure it can host a special event without falling into financial trouble

Find out more about the City's Sport & Recreational Planning

For more information and assistance with developing a plan for your club visit Planning for your Club.

Is your Club aware of Child Safeguarding?

It is very important that every club has a process in place for child safeguarding, especially clubs with junior members.

Some examples of making sure the key message is known throughout the Club include:

Ensuring all club members that require a Working With Children Check (WWC Check) obtains one and the club keeps a record of those (WWC Check)
Everyone in the organisation must be made aware of the expected appropriate behaviours as well as what is unacceptable
Make sure the avenues to discuss any concerns are made very clear and simple – consider having a child and member protection officer
Provide information regarding access to training and education for all those involved in the Club to be educated if they suspect abuse of any kind
Develop official policies about appropriate practices

(Sourced by DCITS)

More information regarding child safeguarding and what your Club can do to ensure a child safe club can be found via:

Sport Australia: https://www.sportaus.gov.au/integrity_in_sport/child_safeguarding
Sport Integrity Australia: sportintegrity.gov.au/what-we-do/safeguarding
State and Territory specific Information - Play by the Rules: https://www.playbytherules.net.au/got-an-issue/community-child-safe-sport/child-safe-sport-in-each-state-or-territory
Safe Clubs 4 Kids: dlgsc.wa.gov.au/department/publications/publication/safe-clubs-4-kids

Screening requirements for a safe club when engaging coaches or staff

Adhering to a screening procedure to ensure the Club recruits the right people can include, but not be limited to:

Recruitment and selection
Reference checks
Criminal record checks with WA POLICE and (WWC Check)
Appointment and Induction
On-going support, oversight, training and supervision

Working with Children Check

The Working with Children Check ((WWC Check) is a compulsory screening check in Western Australia.

The (WWC Check) aims to protect children by:

Deterring people from applying to work with children where they have a relevant charge or conviction on their criminal record that indicates they may harm a child.
Detecting new charges and convictions of those people who hold a current (WWC Check) Card and preventing them from continuing to engage in child-related work where their criminal record and behaviour indicates they may harm a child
Protecting children by creating awareness that child safety is a whole of community responsibility

What your club needs to do:

Keep adequate records that demonstrate compliance with the (WWC Check) Act.
Check, record and validate (using the online service on the (WWC ) the (WWC Check) Cards of all new volunteers and periodically check and record that all current volunteers’ (WWC Check) Cards are valid, current and have not been cancelled
Have a plan in place to ensure volunteers engaging in child-related work renew their (WWC Check) Cards every three years, before their (WWC Check) Cards expire
Complete the ‘Register Card Holders’ online form on the (WWC Check) website to advise us when you have new volunteers who already have a (WWC Check) Card from a previous employer. Keeping this information up to date will help (WWC Check) contact you if the card holder working for you is issued with an Interim Negative Notice or Negative Notice (or of other matters if necessary)
You should have policies and practices to ensure that any volunteer issued with an Interim Negative Notice or Negative Notice does not engage in child related work (your state sporting organisation should be able to provide guidance)

Find out more via workingwithchildren.wa.gov.au.

Club Policies have many benefits including:

Sends a clear message that the Club cares about the safety and well-being of members and guests
Great way to set clear expectations of your members and guests
Policies can help your club react in a fair and calm manner to any incidents
Good policies uphold the reputation of the club
(Sourced from Good Sports Program)

Good Sports has produced the Good Sports - Why It Is Important document to help assist Clubs.

Below is a list of suggested policies that could highly benefit your Club:

Code of conduct
Photography policy
Social media policy
Smoke-free policy
Alcohol policy
Inclusion policy
Spectator policy
Selection policy
Member protection policy

Play By the Rules has a great resource page for developing policies and includes generic templates for a range of different policies your Club may want to incorporate.

See: playbytherules.net.au/resources/templates

Child safeguarding

Child safeguarding can be defined as keeping all children safe from abuse, harm, violence or exploitation.

Is your Club aware of Child Safeguarding?

It is very important that every club has a process in place for child safeguarding, especially clubs with junior members.

Some examples of making sure the key message is known throughout the Club include:

Ensuring all club members that require a Working With Children Check (WWC Check) obtains one and the club keeps a record of those (WWC Check)
Everyone in the organisation must be made aware of the expected appropriate behaviours as well as what is unacceptable
Make sure the avenues to discuss any concerns are made very clear and simple – consider having a child and member protection officer
Provide information regarding access to training and education for all those involved in the Club to be educated if they suspect abuse of any kind
Develop official policies about appropriate practices

(Sourced by DLGSC)

More information regarding child safeguarding and what your Club can do to ensure a child safe club can be found via:

Sport Australia: https://www.sportaus.gov.au/integrity_in_sport/child_safeguarding
Sport Integrity Australia: sportintegrity.gov.au/what-we-do/safeguarding
State and Territory specific Information - Play by the Rules: https://www.playbytherules.net.au/got-an-issue/community-child-safe-sport/child-safe-sport-in-each-state-or-territory
Safe Clubs 4 Kids: dlgsc.wa.gov.au/department/publications/publication/safe-clubs-4-kids

Screening requirements for a safe club when engaging coaches or staff

Adhering to a screening procedure to ensure the Club recruits the right people can include, but not be limited to:

Recruitment and selection
Reference checks
Criminal record checks with WA POLICE and (WWC Check)
Appointment and Induction
On-going support, oversight, training and supervision

Working with Children Check

The Working with Children Check ((WWC Check) is a compulsory screening check in Western Australia.

The (WWC Check) aims to protect children by:

Deterring people from applying to work with children where they have a relevant charge or conviction on their criminal record that indicates they may harm a child.
Detecting new charges and convictions of those people who hold a current (WWC Check) Card and preventing them from continuing to engage in child-related work where their criminal record and behaviour indicates they may harm a child
Protecting children by creating awareness that child safety is a whole of community responsibility

What your club needs to do:

Keep adequate records that demonstrate compliance with the (WWC Check) Act.
Check, record and validate (using the online service on the (WWC ) the (WWC Check) Cards of all new volunteers and periodically check and record that all current volunteers’ (WWC Check) Cards are valid, current and have not been cancelled
Have a plan in place to ensure volunteers engaging in child-related work renew their (WWC Check) Cards every three years, before their (WWC Check) Cards expire
Complete the ‘Register Card Holders’ online form on the (WWC Check) website to advise us when you have new volunteers who already have a (WWC Check) Card from a previous employer. Keeping this information up to date will help (WWC Check) contact you if the card holder working for you is issued with an Interim Negative Notice or Negative Notice (or of other matters if necessary)
You should have policies and practices to ensure that any volunteer issued with an Interim Negative Notice or Negative Notice does not engage in child related work (your state sporting organisation should be able to provide guidance)

Find out more via workingwithchildren.wa.gov.au.

Policies

Having policies helps everyone involved with the Club be aware of the behavior that is expected and should align with the Club’s values.

Club Policies have many benefits including:

Sends a clear message that the Club cares about the safety and well-being of members and guests
Great way to set clear expectations of your members and guests
Policies can help your club react in a fair and calm manner to any incidents
Good policies uphold the reputation of the club
(Sourced from Good Sports Program)

Good Sports has produced the Good Sports - Why It Is Important document to help assist Clubs.

Below is a list of suggested policies that could highly benefit your Club:

Code of conduct
Photography policy
Social media policy
Smoke-free policy
Alcohol policy
Inclusion policy
Spectator policy
Selection policy
Member protection policy

Play By the Rules has a great resource page for developing policies and includes generic templates for a range of different policies your Club may want to incorporate.

See: playbytherules.net.au/resources/templates

Inclusion

Sports Australia has developed an Inclusive Sport Framework for sporting clubs to assist sports to develop their own Inclusive Sport Framework.

Inclusion within your Club can provide many benefits including but not limited to:

Providing a better connected and diverse sports community
Break down barriers and promote social inclusion
Increase membership
Allows the Club to meet sport regulatory obligations
Ensure a positive public image and increase community support

Sports Australia has developed an Inclusive Sport Framework for sporting clubs to assist sports to develop their own Inclusive Sport Framework. This guide will assist Clubs to develop their own strategies and programs that encourage greater diversity and inclusion.

Inclusive clubs in Kalamunda

West Rise Basketball at Ray Owen Sports Centre

An all-abilities basketball competition for people with all levels of ability
For more information contact chrissaligari@hotmail.com or their Facebook at West Rise Basketball

Cricket-Star Blasters at Kalamunda Cricket Club

A modified junior cricket Star Blaster program which supports kids of all abilities
For more information contact Kalamunda Cricket Club via kalamundacricketclub@gmail.com

Integrated football at High Wycombe Football Club

An all-inclusive senior football competition in a modified game and season
For more information contact High Wycombe Football Club via registrar@hwafc.org.au or their website https://www.highwycombefc.com.au/

Starkick All Abilities Auskick at High Wycombe Junior Football Club

An all-abilities AFL Auskick program for boys and girls from ages 5-17
For more information contact High Wycombe Junior Football Club via starkick@hwjfc.org.au or their website https://hwjfc.org.au

Equal Footingball at Kalamunda City Football Club

An all-inclusive soccer team for people of all levels aged 12 years and over
For more information contact Kalamunda City Football Club via adamfennell1983@gmail.com or their Facebook at All Abilities Soccer - Kalamunda United

More Information

City of Kalamunda Inclusive Partnerships & Events
Inclusive Sport: sportaus.gov.au/participation/inclusive_sport
Play By the Rules: playbytherules.net.au/got-an-issue/inclusion-and-diversity/inclusion-and-diversity-what-is-it
Inclusion Solutions: inclusionsolutions.org.au

For any questions or advice, contact the City’s Inclusive Communities Officer via socialinclusion@kalamunda.wa.gov.au.

Sponsorship and Funding

Sponsorship is a mutually beneficial business agreement between two parties.

Recruitment of Volunteers and Players

Ensuring new people feel welcome and successfully integrating them into your team of existing volunteers can sometimes feel like a challenge.

Healthy Clubs

Explore how Healthy Clubs support community well-being through responsible liquor licensing, nutritious canteen options, and inclusive health initiatives.

Inclusion within your Club can provide many benefits including but not limited to:

Providing a better connected and diverse sports community
Break down barriers and promote social inclusion
Increase membership
Allows the Club to meet sport regulatory obligations
Ensure a positive public image and increase community support

Inclusive clubs in Kalamunda

West Rise Basketball at Ray Owen Sports Centre

An all-abilities basketball competition for people with all levels of ability
For more information contact chrissaligari@hotmail.com or their Facebook at West Rise Basketball

Cricket-Star Blasters at Kalamunda Cricket Club

A modified junior cricket Star Blaster program which supports kids of all abilities
For more information contact Kalamunda Cricket Club via kalamundacricketclub@gmail.com

Integrated football at High Wycombe Football Club

An all-inclusive senior football competition in a modified game and season
For more information contact High Wycombe Football Club via registrar@hwafc.org.au or their website https://www.highwycombefc.com.au/

Starkick All Abilities Auskick at High Wycombe Junior Football Club

An all-abilities AFL Auskick program for boys and girls from ages 5-17
For more information contact High Wycombe Junior Football Club via starkick@hwjfc.org.au or their website https://hwjfc.org.au

Equal Footingball at Kalamunda City Football Club

An all-inclusive soccer team for people of all levels aged 12 years and over
For more information contact Kalamunda City Football Club via adamfennell1983@gmail.com or their Facebook at All Abilities Soccer - Kalamunda United

More Information

City of Kalamunda Inclusive Partnerships & Events
Inclusive Sport: sportaus.gov.au/participation/inclusive_sport
Play By the Rules: playbytherules.net.au/got-an-issue/inclusion-and-diversity/inclusion-and-diversity-what-is-it
Inclusion Solutions: inclusionsolutions.org.au

For any questions or advice, contact the City’s Inclusive Communities Officer via socialinclusion@kalamunda.wa.gov.au.

Know your brand
What image does your club want to portray to the community? This image should match your club’s values and mission stated in your constitution.

Sponsorships

Sponsorship is a mutually beneficial business agreement between two parties.

Sponsorships

A company wishing to enter into a sponsorship with your club does so to gain commercial advantage and market their products. The business may also use the sports positive branding to gain public trust, acceptance, or alignment in the local community. Make sure the businesses you approach are suited to your club’s values and brand.

Top tips for finding a sponsor

Know your club’s brand and values
Write a proposal clearly stating what your club can OFFER and what your club NEEDS
- What do you need the sponsor for?
- How can they contribute to achieving this goal e.g. cash or product(s) in-kind?
- What can you offer in return to that business?
- List what you can offer in your proposal, make sure you can live up to them
Be realistic in what you are asking for
Do your research – does the club align with their values?
Build a relationship with the business you are trying to approach, don’t just give them your proposal
Be willing to negotiate

Sponsors your junior club should avoid:

Unhealthy food and beverage
Alcohol and gambling

Sponsors will walk if you do not deliver on your end of the bargain. To maintain your relationship with your sponsors your club should:

Keep in contact with your sponsor regularly – don’t just accept a cheque and then don’t speak to them until the next season
Invite your sponsor to games, training and events/fundraisers
Host one of your events at their location e.g. local car dealership; host a quiz night in their showroom
Offer something unique for them e.g. Local butcher; name your club canteen burger after them to sell on home games
Ask them if they are happy with the relationship/partnership

For more information about attaining sponsorship visit Seeking and servicing a sponsor.

Fundraising

The sky is the limit when it comes to fundraising! Make your fundraising FUN, so volunteers and members are happy to get involved to help the club achieve its goals.

Fundraising

Top 10 tips for fundraising

Have a goal – What are you fundraising for?
Appoint a fundraising coordinator – someone interested in organising events
Review what has worked in the past and what hasn’t – if a fundraising event has worked in the past, host it again bigger and better
Plan your fundraising events/programs for the whole season
Time your fundraisers to consider other factors e.g. school holidays, camps
Do your homework on suppliers and read the Terms and Conditions
Make sure your fundraising events/programs match the values and mission of the club
Keep an accurate record of products sent out and monies received, all funds collected need to be recorded with the Treasurer
Child safety in fundraising must be a top priority when trying to raise funds
Acknowledge the hard work put in to achieve your fundraising goal and communicate what was achieved through your communication channels

A guide to help with your fundraising ideas can be found here https://asf.org.au/resources/guide/project-checklist.

Community Funding Program

The City of Kalamunda’s Community Funding Program offers grants to support local individuals and groups in making a positive impact through sports, recreation, and community development.

Community Funding Program

Supporting individuals and community groups through a wide range of funding opportunities.

Local residents and community groups are invited to apply for funding through the City of Kalamunda’s many financial assistance programs.

The Community Funding Programs are a one-off contribution to assist local community groups and individuals to deliver projects that:

Increase community participation and involvement within the City of Kalamunda
Build the skills and knowledge of association and/or community members
Increase volunteering pride and/ or celebrate the diversity within our community

Capital Grants Program

The City of Kalamunda is pleased to provide financial assistance through the Capital Grants Program to clubs and community groups seeking to develop new or upgraded capital community infrastructure.

Capital Grants

The Capital Grants Program is an annual program opening on 01 August and closing 30 September each year. The City and Council consider capital grant requests the year prior to any financial assistance for their project being available. The City understands and encourages sporting clubs and community groups to seek external funding sources other than local government funding to delivery their projects. The first stage in seeking external funding support for your project to apply through the City's Capital Program.

Further information on the Capital Grants Program is contained within the Application Guidelines, which are available for download here.

All sporting clubs and community groups considering a Capital Grants application must contact the City of Kalamunda’s Leisure Planning Officers on (08) 9257 9999 to discuss their eligibility, the application process and form.

Sponsorships

Know your club’s brand and values
Write a proposal clearly stating what your club can OFFER and what your club NEEDS
- What do you need the sponsor for?
- How can they contribute to achieving this goal e.g. cash or product(s) in-kind?
- What can you offer in return to that business?
- List what you can offer in your proposal, make sure you can live up to them
Be realistic in what you are asking for
Do your research – does the club align with their values?
Build a relationship with the business you are trying to approach, don’t just give them your proposal
Be willing to negotiate

Sponsors your junior club should avoid:

Unhealthy food and beverage
Alcohol and gambling

Sponsors will walk if you do not deliver on your end of the bargain. To maintain your relationship with your sponsors your club should:

Keep in contact with your sponsor regularly – don’t just accept a cheque and then don’t speak to them until the next season
Invite your sponsor to games, training and events/fundraisers
Host one of your events at their location e.g. local car dealership; host a quiz night in their showroom
Offer something unique for them e.g. Local butcher; name your club canteen burger after them to sell on home games
Ask them if they are happy with the relationship/partnership

For more information about attaining sponsorship visit Seeking and servicing a sponsor.

Fundraising

Top 10 tips for fundraising

Have a goal – What are you fundraising for?
Appoint a fundraising coordinator – someone interested in organising events
Review what has worked in the past and what hasn’t – if a fundraising event has worked in the past, host it again bigger and better
Plan your fundraising events/programs for the whole season
Time your fundraisers to consider other factors e.g. school holidays, camps
Do your homework on suppliers and read the Terms and Conditions
Make sure your fundraising events/programs match the values and mission of the club
Keep an accurate record of products sent out and monies received, all funds collected need to be recorded with the Treasurer
Child safety in fundraising must be a top priority when trying to raise funds
Acknowledge the hard work put in to achieve your fundraising goal and communicate what was achieved through your communication channels

A guide to help with your fundraising ideas can be found here https://asf.org.au/resources/guide/project-checklist.

Community Funding Program

Supporting individuals and community groups through a wide range of funding opportunities.

Local residents and community groups are invited to apply for funding through the City of Kalamunda’s many financial assistance programs.

The Community Funding Programs are a one-off contribution to assist local community groups and individuals to deliver projects that:

Increase community participation and involvement within the City of Kalamunda
Build the skills and knowledge of association and/or community members
Increase volunteering pride and/ or celebrate the diversity within our community

Capital Grants

Further information on the Capital Grants Program is contained within the Application Guidelines, which are available for download here.

Recruitment of Volunteers and Players

Ensuring new people feel welcome and successfully integrating them into your team of existing volunteers can sometimes feel like a challenge.

The following points provides some key hints and tips for organisations looking to expand and retain their volunteer team.

Create a strong volunteering culture and promote the benefits
Building volunteering into your core club values ensures you recruit people from a range of demographics which creates a strong culture of volunteering in your club.
Identify what skills you need and how people can help
Before you engage new volunteers, be clear what you need help with. However, it is good to make sure people know they can get involved no matter their skills, experience or background. Try to break roles down into interesting, engaging and flexible tasks to offer bite-sized volunteering opportunities that don’t take up too much time and can be completed when it is convenient for the volunteer. The smaller the ask, the better!
Understand people’s individual needs
Each volunteer is unique and has their own needs and motivations. Speaking to them in advance helps build their confidence and enables you to find out more about them, their motivations and skills, how much time they can give, what they want to be involved in, any training they might need, and if they would prefer interactive, people-facing tasks/roles or something behind the scenes.
Fit the person to the task or roles
Knowing what you need help with and understanding people’s interests and skills will enable you to match them with the tasks and roles that best suit them.
Nominate a volunteer coordinator
Having an individual, or possibly more than one person, take responsibility for the recruitment and retention of volunteers can enhance the volunteer experience, develop a strong volunteering culture and ensure everyone feels confident, supported, recognised and valued.
Don’t throw someone in the deep end
Providing information ahead of time about what they’ll be doing, how, where and with who, can help. Written induction packs, open days, FAQs, video or online briefings and pre-meetings are just some of the ways you can do this.
Continue to connect
Keep in contact with your volunteers as much as possible. Find out how their first few sessions went and check back in regularly to see how they are getting on. Don’t forget to give and ask for feedback. Developing things like Whatsapp groups, newsletters and social events can create a sense of community and loyalty, and help people stay connected.
Involve volunteers in decision making
Getting people involved in decision making at your club or group gives them a voice, helps develop their sense of ownership and enables them to show leadership and take initiative.
Kindness goes a long way
Acknowledging what volunteers do, saying thank you and rewarding them for their efforts go a long way to showing that you recognise and value their contribution. Consider rewarding people and providing incentives. Things like certificates, events, awards, training and development opportunities and enabling people to volunteer in friendship or family groups can really help to keep them motivated.

Further Resources & Information

Belgravia sports provide resources for clubs to assist with club administration, program delivery and volunteer recruitment - Home - Sports Community
The Every Club Hub has a wide range of resources to assist with volunteer recruitment and management - Volunteers | DLGSC
Game Plan provides resources, education, and tools to assist with volunteer and player recruitment - Game Plan | Australian Sports Commission
Volunteering WA helps clubs attracting volunteers for events and for people looking to volunteer - Home - Volunteering WA

Healthy Clubs

Explore how Healthy Clubs support community well-being through responsible liquor licensing, nutritious canteen options, and inclusive health initiatives.

Canteen

Your club’s canteen is potentially one of your strongest fundraising tools; It should bring in a steady cash flow throughout the entire season.

Canteen

It is important to remember that your canteen represent the club’s values and uphold code of conduct practices. E.g. if you’d like to be seen as a healthy club in the community, make sure your canteen menu reflects this message by offering healthy food options.

Tips for running a successful canteen

Strong cash management procedures to protect the club assets and volunteers
Operational guides and procedures for daily running of canteen by volunteers
Regular monitoring of the stock inventory
Invest in a point of sale that allows non-cash sales, monitoring of goods and sales and simple reporting.
Follow food and safety requirements as specified by your Local and/or State Governments
Decide on the core products to be sold during the year before the season starts
Price all products and create a list for volunteers to refer to
No freebies - all products must be paid for!
Your canteen is a club fundraising tool, remind your members of its purpose, and highlight it as an achievement through your communication channels. For example: “Thanks to the money raised through our canteen, we will be able to purchase new equipment for the club next season”
All food for sale must be made on premises or pre-packaged, you cannot sell homemade food items
Please ensure your canteen is registered with the City as a food premise

For more information about how to manage a healthy canteen and funding opportunities to help kickstart your healthy canteen visit https://www.healthway.wa.gov.au/our-funding/healthy-spaces-program/healthy-sports-program/.

Please be aware that the City's Health team must approve your canteen operations. If you would like further information on how to ensure your club complies, please contact the Health Services team on (08) 9257 9999 or visit the link here.

Liquor licensing

How to apply for a liquor license and important things to remember when serving alcohol at your club.

Liquor licensing

The Department of Local Government Industry Regulation and Safety (DLGIRS) Racing, Gaming and Liquor business unit has three types of licences that may be eligible for your club:

Club Licence - A club licence allows liquor to be supplied to a member, or guest in the company of a member of the club, for consumption on and off the premises.
Club Restricted Licence - Club restricted licences only differ from a club licence in that:
1. A club restricted licence doesn't permit the sale of packaged liquor; and
2. The licensee only has access to the premises during certain hours of the day
Occasional Licence - An occasional licence is granted for an event that cannot be covered under another type of licence. An occasional licence allows an individual, a group of people, a company or an incorporated association the ability to supply and sell liquor to people attending an event.

All application kits, forms, and fees and chargers can be found at Racing, gaming and liquor | LGIRS.

License must be approved by both DLGIRS and the City of Kalamunda before sale of alcohol is permitted.

For further information regarding liquor licensing contact the City of Kalamunda Health Services team on (08) 9257 9999.

Canteen

Tips for running a successful canteen

Strong cash management procedures to protect the club assets and volunteers
Operational guides and procedures for daily running of canteen by volunteers
Regular monitoring of the stock inventory
Invest in a point of sale that allows non-cash sales, monitoring of goods and sales and simple reporting.
Follow food and safety requirements as specified by your Local and/or State Governments
Decide on the core products to be sold during the year before the season starts
Price all products and create a list for volunteers to refer to
No freebies - all products must be paid for!
Your canteen is a club fundraising tool, remind your members of its purpose, and highlight it as an achievement through your communication channels. For example: “Thanks to the money raised through our canteen, we will be able to purchase new equipment for the club next season”
All food for sale must be made on premises or pre-packaged, you cannot sell homemade food items
Please ensure your canteen is registered with the City as a food premise

Liquor licensing

The Department of Local Government Industry Regulation and Safety (DLGIRS) Racing, Gaming and Liquor business unit has three types of licences that may be eligible for your club:

Club Licence - A club licence allows liquor to be supplied to a member, or guest in the company of a member of the club, for consumption on and off the premises.
Club Restricted Licence - Club restricted licences only differ from a club licence in that:
1. A club restricted licence doesn't permit the sale of packaged liquor; and
2. The licensee only has access to the premises during certain hours of the day
Occasional Licence - An occasional licence is granted for an event that cannot be covered under another type of licence. An occasional licence allows an individual, a group of people, a company or an incorporated association the ability to supply and sell liquor to people attending an event.

All application kits, forms, and fees and chargers can be found at Racing, gaming and liquor | LGIRS.

License must be approved by both DLGIRS and the City of Kalamunda before sale of alcohol is permitted.

For further information regarding liquor licensing contact the City of Kalamunda Health Services team on (08) 9257 9999.

Club Resources and Support

Find more additional information, online support and resources below

Play by the Rules

Provides information, resources, tools and free online training to assist administrators, coaches, officials, players, parents and spectators in preventing and dealing with discrimination, harassment, child safety, inclusion and integrity issues in sport.

Every Club Hub (DCITS)

WA's governing body providing access to resources, guides, training opportunities and information for local clubs, members and to support their volunteers.

Game Plan (ASC)

A FREE online platform allowing sporting clubs to get insights in key areas key areas and supports club development with a suite of tools.

SportsWest

SportWest promote, strengthen, and advocate for the sport community in WA, providing networks, industry events and initiatives to service WA sporting clubs. SportWest also delivers the True Sport program providing resources to assist with Child Safeguarding, Mental Health and Wellbeing, and Sideline Behaviour.

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