Club Management Assistance

Club Management Assistance

Club Development Workshop Series 

Don’t miss out on this fantastic series of upcoming workshops covering a number of topics that are relevant to clubs.

Committees Unpacked

Monday 10 June 2019
5.30pm to 8pm
Armadale District Hall

Click here to register (FREE) 

Finding Funding

Monday 17 June 2019
5.30pm to 8pm
Armadale District Hall

Click here to register (FREE) 


A constitution can sound intimidating but can be extremely simple; containing only the basic outline to explain who you are, what you are set up for and important management matters. Many details relating to minor management matters are best included within by-laws, regulations or policies, thus keeping your constitution flexible and easy to operate within.

Why do we need a constitution?

  1. It explains to members and non-members what your group is about.
  2. It provides guidelines for the daily running of your group.
  3. Helps to sort out internal problems.
  4. They are a legal necessity if your group wishes to become incorporated.
  5. It can help in seeking resources from other organisations, such as a government agency.
  6. It alIows you to apply for a liquor license. If your group intends to apply for a liquor license under section 49 of the WA Liquor Licensing Act 1988, it will generally need to be incorporated. One of the pre-requisites for incorporation is a constitution complying with the Associations Incorporation Act 1987.

How do we write a constitution?

The Department of Sport and Recreation has excellent resources available here, and the City’s Club Development Officer can assist you with this process step by step.  Further information can be found at or by contacting the Department of Commerce on 1300 30 40 74.

In any case, bear these points in mind:

  • Keep it simple and short
  • Make it flexible (by-laws can be used for operational procedures)
  • State your clubs objectives clearly
  • Have a wind-up clause (how the distribution of assets will occur should your organisation cease).

How to start or run a club

Contact the City's Club Development Officer who will assist you in assessing whether there is a need for the proposed club or group (i.e. what are the aims of the organisation?), and can assist in finding appropriate facilities to operate out of.

Below are basic steps for starting a club:

  1. Draft a constitution.
  2. Decide whether to become incorporated.
  3. Design an effective registration system.
  4. Draw up a budget.
  5. Make copies of your constitution and budget.
  6. Call your prospective members together to examine the constitution and budget.
  7. Get agreement on your objectives.
  8. Ask members to consider standing for office.
  9. You may have to have a second get-together to agree on the constitution and costs.
  10. Enrol members (after payment of a nominal fee).
  11. Elect office bearers.

The Department of Sport and Recreation has developed a series of well-researched, yet simple-to-follow resource booklets which can be found here.

These include advice, how-to guides, checklists and templates to give you guidance and help on everything, including:

  • Setting up a committee and running meetings.
  • Sponsorship, fundraising and marketing.
  • Health, safety and people management.

The City’s Club Development Officer can meet with you and guide you through the information and implementation process.

We’re working to help clubs to become better managers, be more sustainable and provide quality services to members and participants.

Do we have to have a written constitution?

Yes, if your club would like to become incorporated.

How do we write a constitution?

The City’s Club Development Officer can meet with you and guide you through the information and implementation process.

The Department of Sport and Recreation has excellent information and has a 'how-to' page which gives a step-by-step guide to establishing your constitution.

Further information can be found at  or by contacting the Department of Commerce on 1300 30 40 74.

In any case, bear these points in mind:

  • Keep it simple and short.
  • Make it flexible (by allowing for by-laws).
  • State your objectives clearly.
  • Have a wind-up clause (be definite about the distribution of assets should your organisation cease).

Do we have to incorporate?

No. But it can protect individual members in certain situations and give your organisation the right to sign contracts, lease premises, and operate bank accounts and so on.

Business planning

Developing and implementing a business plan can sound like an onerous task but can be as simple as a one page document.

The City’s club development officer can take you through the business planning process and the Department of Sport and Recreation has excellent resources available here.

Why do we need a business plan?

  • It clearly identifies where the Club is now and where it wants to go.
  • It details how it is going to get there.
  • It identifies what the organisation is about.
  • It plans beyond one season so areas such as finances can meet the clubs needs in the years to come.
  • Grant funders and Sponsors are more likely to fund a club that has a clear plan.
  • Club committees often change from season to season; a plan allows all new committee members to be clear about where the club is at.
  • It can help bring order into the hectic environment of managing a sports club.

Marketing and promotion

Marketing and promotion of Clubs is essential in attracting and retaining members and volunteers. Sharing positive stories, advertising family and social events and volunteering within your community can all be part of your clubs marketing.

Websites and social media are popular and cost effective ways for clubs to interact with their members and attract new ones if used correctly. It is important to have a marketing plan (included in your business plan) about what information you will put through social media and who will be monitoring and administering the page.

A few other ideas for marketing to your members and community:

  • Regular newsletters
  • Weekly awards for best players
  • Volunteer recognition through awards and features in promotional materials
  • Training for volunteers
  • Nominate Club members and Volunteers for Local and State awards
  • Life memberships
  • Discounted registration fees to club volunteers
  • Editorials in the local newspaper.

Volunteer management

Volunteers are critical to the successful running of community organisations and are often hard to recruit and retain on a long term basis.

Sport club committees can often change from season to season and it can be tiring to manage from the Executive Committee’s perspective and this is where retaining current volunteers and having a volunteer management plan is advised.

A volunteer management plan should include:

  • The number of volunteers required and the roles they are required for
  • Identification of skills already in the organisation (i.e. conduct a skills audit of existing members and volunteers, possibly on registration forms)
  • Recruitment strategies
  • Written roles and responsibilities of volunteers
  • Training that can be offered to volunteers
  • Ongoing day-to-day support that can be provided
  • Recognition strategies
  • Part of the overall business plan.

Job descriptions for volunteers

Job descriptions allow potential volunteers to assess whether they would like to offer their services for the position and allows the Club to define what skills are needed for each job. Volunteer job descriptions should include:

  • Name of the role
  • How many hours a week/month would be involved in committing to the role
  • Responsibilities of the role
  • Skills required to undertake the role
  • What opportunities the Club offers its volunteers e.g. training.

When new volunteers start with an organisation it can be a daunting experience, having a committee member role to look after volunteers and support them can help retain volunteers for a longer period.

Ways in which you can support your volunteers:

  • Provide volunteers with a central contact person
  • Train them in the role they have accepted
  • Keep volunteers up to date with what is happening at the club
  • Have a process in place to ensure volunteers do not have out of office expenses
  • Establish a positive club culture that encourages volunteers to discuss any problems, issues or suggestions.


The City of Armadale offers two rounds of Community Grant Funding of up to $1,000 annually. Sports clubs can apply for this grant once every three years for equipment and volunteer training.

Individuals that get chosen to represent the State can also receive a donation of $150; email a copy of a letter from your State Sporting Association acknowledging your success, along with your personal details to

Clubs can also access grant opportunities through:

  • Lotterywest
  • Department of Sport and Recreation
  • Bendigo Bank