Planning
Do you spend time planning for future development and funding opportunities?
Do you have a budget beyond the current year?
Do you have a yearly plan that sets out what you will do and how you are going to do it?
If so, do you regularly assess the progress of your plan?
Do you have a planning checklist for major events?
Administration
Are you incorporated under State law?
Is your constitution up to date?
Do you have a current set of by-laws?
Does your management committee follow agreed meeting procedures?
Does someone record minutes at meetings and circulate them?
Are you aware of the legal requirements resulting from incorporation?
Do you have job descriptions or duty statements for your
volunteers, committee members and/or personnel?
Do you actively recruit new committee members?
Policy and Guidelines
While not a comprehensive list, have you considered guidelines
anti-harassment
child protection
health related issues (i.e. anti-smoking, sun protection, alcohol and drug awareness)
financial processes
complaints handling
committee members duties and responsibilities
codes of conduct for athletes, participants, coaches
volunteer management
Finance
Do you use mechanisms to monitor and control spending, such as:
spending limits for various personnel?
at least two signatures for payment transactions?
purchase orders for all expenditures?
Do you:
keep an accurate set of accounting books or have a computer accounting system?
revise the budget, as required, throughout the financial year?
present and interpret regular financial reports to the committee?
Do you have a good knowledge of relevant government funding available?
Do you have a sponsorship policy?
Yes
No
In progress
Insurance
Do you have public liability insurance?
Do you have adequate building and/or equipment insurance to cover all potential risks (i.e. theft, fire, weather damage)?
Do you have insurance to protect the professional conduct of directors, coaches, officials and other key volunteers/personnel?
Do you have injury insurance for players, instructors and officials?
Do your insurance policies cover both regular activities and special events?
Safety
Do you have first aid resources available at all facilities/events?
Do you encourage and support the training of volunteer members in first aid, sports training, etc?
Have you nominated one or more accredited First Aid Officers or sports trainers?
Do you regularly conduct risk/safety checks on facilities and equipment?
Facility Management
Complete this section if you have regular access to, or manage, a facility.
Are your facilities and equipment checked regularly and maintained to a safety standard? (see Safety)
Do you have an up-to-date asset register?
If leasing your facility, have you considered provisions beyond your lease agreement?
Do you have a management plan for your facility that includes a detailed asset maintenance schedule?
Can your facility achieve long-term sustainability via high use and financial returns?
Member/Client Focus
Are your members/clients aware of the services you offer?
Do you target special interest groups – i.e. people with disabilities, Indigenous people, women, seniors, regional members/clients?
Do your members/clients know your committee members and/or key personnel?
Do you have a website and/or email facilities?
Do you have a database for sourcing and using membership client information?
Education and Training
Do you have a set policy for the training of volunteer members and/or personnel?
Do you encourage the accreditation of instructors, coaches, and officials through various accrediting bodies?
Do you encourage the training of committee members, volunteers and/or personnel in specific areas of development such as:
financial management
conducting meetings
volunteer management
planning
sponsorship and fundraising
Yes
No
In progress
event management
marketing and promotion
legal issues and risk management
committee management
use of technology
If you answered YES to most of the questions in this checklist, well done! You are well on your way to becoming a Smart Club.
If you have answered NO or IN PROGRESS to any of the questions, you can use the attached Smart Clubs Action Plan template to plan how your club will address these areas that need improving.
Simply transfer to the Action Plan the questions to which you answered NO or IN PROGRESS and identify what actions need to be taken, who is to take responsibility and in what timeframes. This plan will help your club/group to prioritise and set realistic goals to improve.
Assistance can also be provided to your club/group by your peak recreation body, state or regional
If you are completing this checklist at a development workshop, or as part of your sport or recreation planning process, please provide the following information:
Download this document
A well-organised club is the key to an enjoyable, vibrant, and balanced sport and recreation environment!
Where would you like to go next?
