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CLUB HEALTH CHECK / ANNUAL REPORT
Mackay Regional Council recognises the invaluable contribution community clubs make to the lives of residents of our community. Council also acknowledges the enormous responsibilities placed on every day people (predominantly volunteers) to manage clubs and their activities. In recognition of this, Council wants to help clubs remain viable by becoming more efficient and successful. This Club Health Check is intended to provide a foundation to assist clubs to do this.
The Club Health Check provides a framework to keep track of your club’s performance in a range of key areas including managing your club’s committee, resources, and activities. By providing ‘scores’ in each of these key areas, it will also help to identify areas for improvement to help build a better future for your club.
Mackay Regional Council privacy statementYour personal information is being collected for the purposes of processing your Sport and Recreation Organisations Club Health Check. You are providing personal information which will be used for the purposes of delivering services and carrying out Council business. Your personal information is handled in accordance with the Information Privacy Act 2009 and will be accessed by persons who have been authorised to do so. Your information will not be given to any other person or agency unless you have given Council permission or the disclosure is required by law.
CLUB OVERVIEW
Club Details
Club Name
Postal Address
Street Address
Is your club incorporated? Yes No
Incorporation Number Number Date
Company Limited Number Date
Co-operative Number Date
ABN
Registered for GST? Yes No
How many years has the club been in operation for?
Website Address
Affiliation/Governing Body
Is your club registered for the QLD Government Get Started Vouchers?
Yes No
Does your club normally attend the Sports Expo & Sign-On Day?
Yes No
If not, why?
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Management Committee Details
Committee Members
President Name
Phone
Secretary Name
Phone
Treasurer Name
Phone
Other (name, position, contact details)
Other (name, position, contact details)
Other (name, position, contact details)
Club Contacts
Club Contact Details Club NameClub
PhoneClub Email
Primary Club Contact NamePosition
PhoneEmail
Secondary Club Contact NamePosition
PhoneEmail
Approximate month of AGM3 | P a g e
Club Activities
What are the sport, recreation or other activities conducted by your club?
Primary Activities e.g. Junior Hockey
Ancillary Activities e.g. Bingo
What competitions does your club participate in? Please list names.
Club
Regional
State
National
International
Club Membership
What are your current membership details?
Does your club have a membership database? (Membership details can be uploaded to Club Hub) If no, please provide details below.
Membership statistics uploaded to Club Locker Room.
Yes No
Last year - 2020 This year - 2021
Males Females Total Males Females Total
Junior Junior
Senior Senior
Lifetime Lifetime
Supporters Supporters
Social Social
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Volunteers Volunteers
Total Total
Tenure Details – Leased or owned facility
Does your club lease your facility? Yes
No
Is this a State lease? Yes
No
Is this a Council lease or Council licence agreement? Yes
No
Lease Licence
Do you privately own your facility? Yes
No
What are the current tenure arrangements of the facility/ies used by your club?
Do you have a copy of your current tenure (lease or licence) agreement?
Yes
No
Have you read your current tenure (lease or licence) agreement?
Yes
No
Club Management
Committee Management
What steps do you take to manage your committee effectively?
1 Does your club have role descriptions for committee positions? Yes No
2 Does your club use resources such as information packs and templates to assist committee members to carry out their duties?
Yes No
3 Does your club have a ‘sunset’ clause in your club constitution which defines the maximum length of time each position can be filled by the one person (helps prevent committee burn-out and encourages renewed perspectives)?
Yes No
4 Does your club have a succession plan for replacement of your committee?
Yes No
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5 Does your club often struggle to get enough committee members? Yes No
Club Administration Essentials
Does your club comply with this list of ‘essentials’?
6 Does your club have a constitution?
(Please upload document to Club Hub)
Yes
No
Constitution uploaded to Club Locker Room Yes
No
7 Has your club reviewed its constitution in the last five years? Yes
No
8 Does your club refer to its constitution in the management of the club?
Yes
No
9 Does your current committee understand the contents of the constitution?
Yes
No
10 Does your club have public liability insurance?
(Please upload document to Club Locker Room)
Yes
No
If yes, how much for? (e.g. $5m, $10m, $20m)
When does this insurance expire?
Insurance certificate uploaded to Club Hub Yes
No
11 Does your club have a Strategic Plan (Club Development Plan)?
(Please upload document to Club Locker Room)
Yes
No
Is there an expiry date on the strategic plan? Yes
No
If yes, what year does the plan expire?
Strategic/Club Development Plan uploaded to Club Locker Room Yes
No
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12 Does your club have an up-to-date Risk Management Plan?
(Please upload document to Club Locker Room)
Yes
No
Risk Management Plan uploaded to Club Locker Room Yes
No
13 Does your club have codes of conduct for its players, club officials, other volunteers, parents and committee members? (This can be usually produced by the State Sporting body).
(Please upload document to Club Locker Room)
Yes
No
If yes, are codes of conduct produced by the sports state body? Yes
No
Codes of Conduct uploaded to Club Locker Room Yes
No
14 Do members of your club know where to find copies of plans and policies? E.g. on website.
Yes
No
15 Does your club have formal meeting procedures? Yes
No
16 Does your club have a club vision and mission statement? (This can be usually produced by the State Sporting body).
(Please upload document/s to Club Locker Room)
Yes
No
If no, which statement does your club have?
17 Club Vision and Mission Statement uploaded to Club Locker Room Yes
No
Does your club have club values? This can be usually produced by the State Sporting body).
(Please upload document to Club Locker Room)
Yes
No
If yes, are your members aware of the club values? Yes
No
Club Values uploaded to Club Locker Room Yes
No
Club Accreditation
What accreditation does your club maintain?
18 Is your club a member of ‘Clubs Connect’? Yes No
19 Is your club ‘Good Sport’ accredited? Yes No
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What level?
20 Is your club a member of another club accreditation program? Please list below.
Yes No
Resource Management
Financial Management
What does your club do to manage its financial resources?
1 Does your club prepare an annual budget? Yes No
2 Does your club stick to this budget, using it to make day-to-day decisions?
Yes No
3 As per the club’s constitution, does your club committee receive regular financial reports from the club treasurer?
Yes No
4 As per the club’s constitution, is this regular financial report included in the minutes for your club members to view?
Yes No
5 Does your club prepare an annual financial report which is ‘audited’ or ‘verified’ in accordance with the Office of Fair Trading, or Australian Charities and Not-for-profits Commission requirements for your organisation?
Yes No
6 Does your club have formal policies which detail financial procedures e.g. templates or policies for expenditure approval, cash handling, banking, minimum number of signatories etc.? (These details are usually held within the club’s constitution).
Yes No
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Asset Management
Does your club practice good asset management?
7 Are the club’s assets reflected in the club’s financial statements?
Yes
No
8 Is your facility appropriate for your current needs? Yes
No
N/A
(Don’t manage a facility)
If no, please indicate why:
9 Does your club have a Facility Management Plan (or a number of smaller plans) which guides the usage, maintenance, and development of your facility/ies? (State sporting bodies may supply this)
Please upload document to Club Locker Room.
Yes
No
N/A
(Don’t manage a facility)
Facility Management Plan uploaded to Club Locker Room Yes
No
10 Does your club have policies which guide the use of club facilities and equipment?
Yes
No
11 Does your club have an asset register listing all the club’s assets and their maintenance and replacement requirements?
Yes
No
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Volunteer Management
Does your club practice effective volunteer management? N.B. this section also applies to paid officials such as referees.
12 Does your club often struggle to get enough volunteer members to meet your needs?
Yes
No
13 Does your club often struggle to get enough officials to meet your needs? E.g. referees/ coaches
Yes
No
14 Does the club have a Volunteer Coordinator? Yes
No
15 Does the club have a formal Volunteer Management Plan which identifies volunteer needs and how your club seeks to address those needs? (State Sporting bodies may produce this for the club).
(Please upload the document to Club Locker Room)
Yes
No
Volunteer Management Plan uploaded to Club Locker Room Yes
No
16 Is your club/organisation registered on the Community Directory Volunteers Portal? Volunteers Portal Link https://bit.ly/3bPYt8N
Yes
No
17 Does your club have volunteer protection insurance? Yes
No
18 Does the club store information about the skills of potential volunteers? E.g. skills register
Yes
No
19 Does the club provide formal job descriptions for volunteer positions? Yes
No
20 Are your officials adequately accredited according to their roles (e.g. referees, coaches)
Yes
No
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Club Sustainability
Financial Sustainability
1 Do your volunteers require education or training in any of the following areas?
Financial management (treasurer’s role, bookkeeping) Yes
No
Administration (meeting procedures, incorporation) Yes
No
Grants, fundraising and sponsorship Yes
No
Risk management Yes
No
Volunteer management Yes
No
Marketing Yes
No
Event management Yes
No
Other (please list) ____________________________________ Yes
No
What action does your club take to enhance its financial sustainability?
2 What are your current membership fees? Senior member
Junior member
Social member
3 In the last financial year, what was the club’s overall income from membership fees? (This can be from the club’s financial report)
(Please upload document to Club Locker Room)
$
Financial report uploaded to Club Locker Room Yes No
4 How much of the income from membership fees is paid to the state body or parent association?
$
5 Has the club been in financial distress at any time in the last three years e.g. have trouble paying bills or affording necessary repairs, upgrades or expenses?
Yes
No
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6 Do you seek out additional income streams such as:
Sports tourism, events, or social (pay per play) competitions?
Yes
No
Sponsorship? Yes
No
Kiosk sales? Yes
No
Equipment sales? Yes
No
Grants? Yes
No
Other? Please list: _____________________________
Yes
No
7 Does your club have the resources and skills to prepare and submit successful grant applications?
Yes
No
Facilities
8 Have you taken action in the following areas of environmental sustainability for your club?
Water harvesting and recycling Yes
No
Solar energy Yes
No
Energy efficiency (e.g. efficient devices, use of electricity, heating and cooling)
Yes
No
Surrounding environment sensitivity (e.g. fertiliser and pesticide use, water run-off, waste management)
Yes
No
Crime prevention principles (e.g. assess facility against CPTED - Crime Prevention Through Environmental Design principles, and rectification works)
Yes
No
Accessibility (facilities and programs accessible to everyone, including people with disabilities)
Yes
No
Community sensitivity (noise, light spill) Yes
No
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Partnerships
9 What partnerships have you developed to enhance the sustainability of your club?
Sharing your facilities with other groups? Yes
No
Sharing resources with other groups e.g. equipment? Yes
No
Development community networks with other organisations (to enable resource and knowledge sharing)?
Yes
No
Have you explored partnership opportunities for non-competing clubs to assist in player recruitment and volunteer and sharing?
Yes
No
Participation
10 What does your club do to encourage ongoing participation?
Does the club host ‘come and try’ days? Yes
No
Does the club hold regular sign-on days? Yes
No
Does the club encourage participation through local schools? Yes
No
Does the club advertise the club’s activities in the local community e.g. in local papers, school newsletters?
Yes
No
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Club Health StatusThis is an opportunity for you to understand how ‘healthy’ your club is in consideration of best practices in club management.
The following is a summary of your Club Health Status:
Section Score Score Description
Club management
Resource management
Club sustainability
The following actions are recommended to improve the health of your club.
Section Recommended Action
Club management
Resource management
Club sustainability
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