Governance

Compliance with legislation can be a scary thought, but it’s a necessary one for any club to be operating in a healthy and safe fashion. This page acts as a bit of a directory to current and up-to-date government information surrounding incorporation and meetings. As well as basics on Integrity, Conflict and Risk Management.

This page will be updated with additional content in the future.

Club Incorporation

It is strongly recommended that clubs are incorporated as a legal entity (an incorporated association or a company) and are compliant with incorporation legislation.

More information on the process, requirements and responsibilities of Incorporated Associations is available through the link below.

Incorporated Associations

Club Constitution

A constitution is a legal document that defines the basic ruleset of an incorporated body. There are specific situations where a constitution can be altered.

A constitution can:

Explain to members and non-members what your organisation is about
Provide guidelines and rules for the operation of your club
Define the process for internal issues or managerial conflict

It is important for you to seek legal counsel on your constitution as it is an extremely important foundational document to your club. Alterations should be reviewed by a legal professional and all aspects of the constitution should be inline with Queensland regulation.

For more information on QLD’s rules for associations click the below button.

QLD Rules for Associations

Meetings

For more information on Meetings, you can also visit the Queensland Government’s Meetings for Associations page linked below.

Meetings for Associations

Meeting Agenda

Good preparation will lead to a more effective meeting. Executive members should, typically the secretary and president, should work together to define an agenda and ensure all relevant members attend.

Ensure your agenda is delivered to all committee members and invited attendees before the meeting. Allow time for perusal so that attendees are well informed and prepared.

Agenda checklist:

Opening/Welcome (approving minutes from previous meetings)
Apologies
Any Conflicts of Interest
Actions/Tasks/Business from previous meeting
Strategic issues and items for action (items identified in planning)
Governance issues (items from planning, recent financial statements, any new items)
Other business (other specific matters nominated using planners/planning)
Tabling and discussion of reports
Review and adjust your calendar/identify upcoming tasks
Closing

Meeting Minutes

Meeting minutes must be stored, either physically or digitally.
The minutes should record the proceedings of the meeting. They don’t have to be detailed and include all points of discussion, just have to efficiently summarise discussion and show the results/decisions.

The minutes should record information at the start of the meeting, such as:

details of the day, date and place of the meeting
starting time of the meeting
names of those present
apologies received from non-attendees
a statement from the meeting chair that

a quorum is present

the meeting has been duly constituted

a statement that the minutes of the previous meeting are correct (signed by the meeting chair).

The minutes should also record the ongoing procedures of the meeting. These include details of:

every resolution or decision, including an overview of the discussions
if a resolution passed with the required majority
which members voted against a motion or abstained from voting (only if those members ask for this)
any appointments made
any members elected to office
any member taking a leave of absence.

At the end of the meeting, the minutes should record:

the date and time of the next meeting (if decided)
the time that the meeting closed.

Committee Meetings

It’s important to always remember that you’re all working towards the same goal. Discussion is healthy when it’s constructive, do not make things personal. Include everyone, be active, be engaged and be respectful of everyone’s time.

Types of Meetings – this link covers the types of meetings defined in the model rules and the procedures for calling and running meetings.

Annual General Meetings (AGMs)

An Annual General Meeting is a meeting of all members of an incorporated association.
A “member” should be defined in your constitution. Your constitution should also define how the voting rights of a junior is dealt with, a junior’s vote typically transfers to a parent/guardian.

AGMs are required under the Incorporation Act and include mandatory items of business, including the presentation of annual financial statements and electing committee members. (Depending on vacancies/as defined by your Club’s Constitution)

Your constitution should define when the AGM must be held.
It should specify the process of calling an AGM and the method for providing notice of an AGM.

Notice of Meetings

Your constitution will define a procedure for notifying members of an upcoming AGM.

Your constitution may also define notice periods for general meetings as well.

Typically for an AGM you must communicate:

That the meeting being held is the AGM
The place, date and time of the meeting
The nature of business to be transacted at the meeting
Any special resolutions to be proposed and notification that the resolution is intended to be passed as a special resolution

Items of Business

Confirm the minutes of the last AGM and of any special general meetings held since that meeting
Receive reports on club activities from the last financial year from committee members
Elect or appoint office bearers and ordinary members of the committee (defined by constitution)
Receive the club’s financial statements or reports
Conduct any other business of which notice has been given to members

What to prepare for your AGM

AGM Agenda
Minutes of the previous AGM (and any special general meetings since)
Annual Financial Report
President/Chairperson’s Annual Report
Any special resolutions proposed

The QLD Government has more information on meetings and annual financial reporting here.

I’d also recommend reading the Meeting procedures page, as it defines Voting, Model Rules, Minutes, Motions and Special resolutions.

AGM Agenda

Welcome/Opening
Apologies
Confirmation of previous AGM minutes
Business from previous AGM minutes
President/Chairperson Report
Treasurer’s Report and presentation of Financial Statement/Report
Election of Office Bearers/Committee Members
Special Resolutions (if any)
General business
Closing

Make sure to include a thanks to any outgoing committee members! It doesn’t have to be much, just be genuine.

President/Chairperson Annual Report

This can be whatever you’d like it to be.
Try to include some statements about the vision/mission of the club and what the committee has achieved. Summarise your activities and achievements for the year, your membership data and give a statement on the clubs financial position. (Which will be elaborated on by the Treasurer)

Lead into a view of the future, what is planned for the next year, what are the ambitions and goals of yourself and the committee.
Also make sure to comment on and give thanks for the amazing work that your volunteers, sponsors and other committee members contribute to the club.

Special Resolutions

Special resolutions must be included in the notice of a meeting. Your constitution will outline how many votes are needed for a special resolution to pass, it will also define the notice period for the inclusion of special resolutions in your agenda.

Special resolutions may consist of:

Amendments to the Constitution
A change to the club’s name
A change of the club’s legal or ownership structure
The decision to cease operation/dissolution of the club

After: Lodge Annual Summary

The QLD Government has more information on lodging annual financial reporting here.

Failure to lodge within the required timeframe will result in penalties against your club.

After: Circulate Minutes

Write up the minutes from the AGM
Circulate the minutes to current Office Bearers and Club Committee as soon as possible
File a copy of the minutes ready to be approved at the next AGM

After: Outgoing Office Bearers

Any outgoing Office Bearers are to hand over all relevant documents, banking details, passwords, keys etc to the incoming person. Outgoing officers should also give their successors briefings describing key processes and current priorities and challenges.

Ensure signatory status for finances, etc. is transferred.

Ideally, outgoing office bearers would have had the incoming office bearer shadowing them, in line with current succession planning.

Integrity and Conflict

Managing Conflict

Healthy debate is an important aspect of life, however, there are many situations where unhealthy conflict can occur. Unhealthy conflict can divert limited energy, resources and attention from more important matters. It can spill over and negatively affect the culture and environment of the club and even prevent progress altogether.

Prevent Conflict

Ensure you’re fostering an environment where decisions and issues are open to challenge and where new ideas can be constructively discussed. Sometimes this kind of environment is all it takes to get new people on board, it’s also integral to an effective committee that properly represents its club.

Ways to avoid conflict between committee members and/or volunteers is to ensure everyone understands their roles and responsibilities, the code of conduct is followed, decisions are in line with the clubs strategic planning and goals and that the President/Chairperson is level-headed and ensures discussions remain on track and don’t get too heated or intense.

Responding to Conflict

Sometimes prevention isn’t effective and situations arise.
Your response will be dependant on the situation, however, it’s important to remember the following:

Be neutral
Be reasonable
Confirm the root of the conflict
Attempt to find a positive resolution for all parties
Ensure there is a way out for those involved
Follow procedures where possible and always follow legislation
Focus on the best interests of the club

Risk Management

Risk Management is an important part of any organisation.
Identifying risks allows you to anticipate and mitigate potential issues before they arise. It also allows you to create action plans or policies for potential risks.

Sports Community have created a thorough Risk Audit & Priority Identification document available for download below.
Sports Community notes that not all questions will be applicable to all sports clubs.

Risk Audit Template

Club Help also has Risk Management Resources on their website.

The following templates are from clubhelp.org.au:

Risk Analysis Matrix Template

Risk Management Policy Template

Example Risk Management Plan