SPORTS CLUB

HANDBOOK 2011

Club Handbook 2011

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Contents
1.0 Sports clubs at Curtin ................................................................................................................. 3
Club contacts................................................................................................................................ 3
Important Dates............................................................................................................................ 4
2.0 About Recreation Services......................................................................................................... 5
Staff contacts................................................................................................................................ 5
Strategic Overview....................................................................................................................... 6
Programs ...................................................................................................................................... 7
Memberships ................................................................................................................................ 7
Location/map................................................................................................................................ 8
3.0 Facilities and hire ....................................................................................................................... 9
4.0 Administering your club .......................................................................................................... 10
What are Curtin sport clubs?...................................................................................................... 10
Constitution ................................................................................................................................ 10
Committee and office bearers .................................................................................................... 10
Roles and responsibilities of the committee............................................................................... 11
Meetings..................................................................................................................................... 12
5.0 Registering and affiliating with Recreation Services............................................................... 15
Process of registering ................................................................................................................. 15
Process of affiliating .................................................................................................................. 16
6.0 Club Funding............................................................................................................................ 17
General grant.............................................................................................................................. 17
International travel grant ............................................................................................................ 18
Photo coping and printing grant................................................................................................. 18
Carpet laying .............................................................................................................................. 19
7.0 Incorporation ............................................................................................................................ 20
Advantages of incorporation ...................................................................................................... 20
Obligations of an incorporated association ................................................................................ 20
Process of incorporating............................................................................................................. 20
8.0 Club Development ................................................................................................................... 21
Strategic planning....................................................................................................................... 21
Recruitment and retention .......................................................................................................... 21
Education and training ............................................................................................................... 21
9.0 Branding Guide ........................................................................................................................ 22
10.0 Publicity and promotions ....................................................................................................... 23
11.0 Fundraising............................................................................................................................. 25
12.0 Liquor Licensing .................................................................................................................... 26
13.0 Sports awards and recognition ............................................................................................... 27
14.0 Australian University Sport.................................................................................................... 28
15.0 Appendices............................................................................................................................. 29
15.1 Recreation Services sport club rules and regulations......................................................... 29
15.2 Clubs Code of Conduct ...................................................................................................... 35
15.3 Injury management............................................................................................................. 37
15.4 Sample constitution............................................................................................................ 38
15.5 Budget template ................................................................................................................. 44
15.6 Annual report template....................................................................................................... 46
15.7 Minutes template................................................................................................................ 49

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1.0 Sports clubs at Curtin

Recreation Services currently supports 22 clubs to provide a diverse range of sporting
opportunities to students and the community. All clubs have separate administration and
autonomous operations in line with the objectives and strategies of Curtin Recreation Services.
Recreation Services is the governing university department and supports these clubs to achieve
their goals and sustain longevity within the university and clubs system.

Club contacts
American Football
Les.edwards35@gmail.com

Kendo
c.babb@curtin.edu.au

Australian Rules
deandiamond@iinet.net.au

Kobudo
shuhari@bigpond.net.au

Badminton
admin@curtinbadminton.com

Netball
Panthers_curtin@hotmail.com

Baseball
curtinbaseball@gmail.com

Rowing
Wasley103@hotmail.com

Basketball
curtinbasketballclub@live.com.au

Rugby Union
goat@curugby.com.au

Cricket
president@redbackscc.com

Soccer
info@curtinsoccer.com

Floorball
Curtin.floorball@gmail.com

Skydiving
curtinskydivingclub@hotmail.com

Golf

Tennis

glennohole@hotmail.com

curtintennis@yahoo.com.au

Handball
desie@hotmail.de

Ultimate
nejiwiz@gmail.com

Hockey
lbrown@mercedes.wa.edu.au

Wing Chun
kyri@auswingchun.com

Karate
curtinkarate@gmail.com

Wushu
Dcjx90@hotmail.com

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Important Dates
Academic
Semester 1

Semester 2

February

July

16

International Orientation

International Orientation

21-25

Start Up Week

11-15

Start Up Week

21

Vice Chancellors Address

11

Vice Chancellors Address

23

Orientation Day

13

Orientation/Guild Day

28

Classes commence

18

Classes commence

April

September

25

Tuition free week

May
30

Study Week

Tuition free week

25-30

Australian University Games

October

June
6-17

12

Exams

17

Study Week

24-5

Exams

TBC

2011 Curtin Sports Awards

November
TBC

2011 Blues Awards

Club related
Semester 1

Semester 2

Feb

Jul

Club meeting

Club meeting

Ongoing Individual club meetings (budgets)

22

Annual report submission DUE

Mar

Aug

Club registration/affiliation
paperwork DUE

Club meeting

Sept

Apr
6

Club meeting

May

Club meeting

Club membership list update DUE

Club meeting

Oct

Club membership list update DUE

Club meeting

Club meeting

Nominations for Sports Awards DUE

Jun
1

Nov
Club meeting
Club membership list update DUE

Club membership list update DUE

Club meeting

Dec
1
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Club membership list update DUE

2.0 About Recreation Services

Recreation Services is a self funding department of Curtin University that is responsible for
engaging students and the general community in sport, recreation and fitness. Recreation
Services has governed sport since 2009 when it transition from the Student Guild.

Staff contacts
Recreation Manager, Elite Athlete
Friendly University Coordinator

Shelagh Pascoe
s.pascoe@curtin.edu.au

9266 3810

Administration Officer

Stephen Higginson
s.higginson@curtin.edu.au

9266 9879

Operations Manager

Mark Siciliano
m.siciliano@curtin.edu.au

9266 9878

Sales and Marketing Manager

George Larcher
g.larcher@curtin.edu.au

9266 2160

Sports Manager

Rodney Glossop
r.b.glossop@curtin.edu.au

9266 4150

Sports Coordinator

Rochelle McKee

9266 1963

r.mckee@curtin.edu.au
Sports Coordinator

Lee Stringer
l.stringer@curtin.edu.au

9266 1963

Programs Coordinator

Matthew Burn
m.burn@curtin.edu.au

9266 7052

Sport Development Officer

Liam Thompson
Liam.thompson@curtin.edu.au

9266 7052

Recreation Services Administration Office

Curtin Stadium Building 111
Kent Street, Bentley WA 6102
Postal Address:
Curtin University
Curtin Stadium Building 111
GPO Box U1987
Perth WA 6845
Opening hours:
Monday to Friday 6am to 9pm
Saturday 8am to 4pm
Sunday 8am to 2pm
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Strategic Overview
VISION To become the leading Australian university in sport, fitness and events.
MISSION Stadium Recreation Services is committed to achieving excellence through engaging students
and the wider community in the sport and fitness continuum.

STUDENT EXPERIENCE
Enhance the student experience
through providing an engaging
variety of sport and fitness
opportunities.

Grow the continuum of social sport through to elite sport

Provide opportunities at a regional, national and international level
Engage prospective students through investing in Curtin sports clubs and the EAFU program
Invest in sports grounds and facility development
Engage the local community, regional campuses and indigenous people in sport and fitness
Provide healthy lifestyle opportunities to students
Increase the opportunities available for International students in sport and fitness
Develop a recognised Practicum Program that facilitates excellent teaching and learning
Progress relationships across university departments to facilitate a Practicum Program

REPUTATION
Position Curtin Stadium as a
leading university provider of
sport, fitness and events in
Australia.

CULTURE & STAFF

Develop an organisational
culture of high performance,
outcomes and accountability
that engages staff.

FINANCIAL STABILITY
Grow the financial resources
available to invest in sport,
fitness and events at Curtin.

Engage the wider community

through innovative and
consistent marketing strategies
Develop productive national and
international relationships
Provide a customer centred
approach to relationship
management
Recognise and celebrate elite
athlete achievements
Strengthen relationships with the
Perth Hockey Stadium and AIS
Hockey Program in conjunction
with External Community Relations
Grow the elite athlete program

Recruit, develop and retain high

quality staff
Develop a stimulating and
supportive work environment
through leadership and
management
Develop strategies to involve
Curtin staff in healthy lifestyle
initiatives

Increase membership and

participation in sport and fitness
by providing a customer centred
approach
Build mutually beneficial and
sustainable relationships across
University departments and with
Curtins partners
Invest in sports ground
redevelopment to provide a
revenue stream
Employ strategies to attract
sponsorship and diversify
revenues streams
Establish relationships with
Alumni

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Programs
Curtin School Holiday Sports Program
The program was developed in mid 2010 to give children the opportunity to participate in a wide
range of sports offered on campus during school holidays. As the program grows, Recreation
Services will look to involve sports club representatives.
Elite Athlete Friendly University Program
Curtin has been an Elite Athlete Friendly University since 2004. Curtin is committed to helping
elite athletes who are studying at Curtin under agreement with the Australian Sports
Commission. Assistance is given to students competing at a national and international level.
Inter-departmental Staff Sports
To complement the Curtin Healthy Lifestyle Program, Recreation Services runs a friendly
lunchtime staff sports competition to engage staff in the sport and fitness continuum. The
program involves 9 sports throughout the course of the year.
Lunchtime and Evening Social Sport
Evening social sport competitions are held Monday to Thursday nights at Curtin. Sports include
mixed netball, womens netball, beach volleyball, mens futsal, mixed futsal, basketball, mixed
floorball and badminton.
Student Practicum and Volunteer Program
The Student Practicum and Volunteer Program was established in 2010 to offer Curtin students
studying in the fields of sports administration, marketing, management, communications,
journalism and/or public relations the opportunity to gain valuable practical experience in the
sport and recreation industry.

Memberships
Curtin Stadium has a state of the art gymnasium covering 900 square metres, womens
gymnasium, large group fitness area and spin room. A range of competitively priced
memberships are on offer, allowing a combination of gymnasium and group fitness sessions for
great health and fitness benefits. Qualified instructors and personal trainers are on hand to
assist clients. Visit http://recreation.curtin.edu.au for all the details.

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Location/map

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3.0 Facilities and hire

Clubs receive access to court, ground and facility hire within the Curtin Stadium sports precinct
for a discounted rate. The fees Recreation Services generates from facilities and grounds hire
are allocated directly towards facility and ground maintenance.
Grounds
The clubs rate for ground hire is $7.50 per hour per field. A $2.50 per hour per field lights
surcharge will also apply, to be reassessed at the end of 2011.

Court
Rates listed are per court per hour.
6am 5pm

5pm 9pm and Weekend

Tennis (Outdoor)

$9.00

$11.00

Netball (Outdoor)

$12.00

$14.50

Beach Volleyball

$22.00

$28.00

Beach Soccer

$28.00

$35.00

Netball (Indoor)

$28.00

$35.00

Basketball

$28.00

$35.00

Futsal (Soccer)

$28.00

$35.00

Volleyball

$28.00

$35.00

Badminton

$11.00

$13.00

Fitness
Rate (per hour)
Spin Room

$87.00

Group Fitness Room

$20.00

Casual Gym Entry (proof

of club membership reqd)

$8.00 per person

Dome
Rate (per hour)
Dome

$19.00

Dome (with storage)

$22.00

Dome (exclusive use)

$31.00

Events

$100 cleaning fee + $100 refundable deposit

Equipment
Equipment type

Rate

Marquee (2)

$27.50 ea

PA system (1)

$55.00

Esky (1)

$2.50
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4.0 Administering your club

Effective administration of your club is important as a well run club contributes to the success of
your activities.

What are Curtin sport clubs?

Sport clubs are voluntary organisations established by students and associates who are
motivated by a common interest to participate in a specific sport. They are formed to provide an
opportunity for members to gain new skills, engage in competition and enjoy recreational and
social activities. They also offer special events and opportunities for informal participation in
accordance with the Recreation Services Clubs Code of Conduct.
Members in each club are responsible for the internal organisation and conduct of their club
activities. All Curtin clubs are required to be incorporated and have their own constitutions. The
success and strength of each club depends on the initiative, motivation and leadership of the
officers and the involvement of club members.

Constitution
A constitution is a document setting out the aims of the club, together with details of the
administration set up to achieve these. Constitutions provide consistency and fairness in
decision making and are a useful tool for members and committee to inform of their rights and
obligations.
It is a requirement for clubs registered and affiliated with Curtin Recreation Services must have a
written constitution. It is also a requirement for incorporated associations. Refer to Appendix
15.4 for a sample constitution.

Committee and office bearers

Clubs are administered by a committee of people that have been elected by club members. The
composition and responsibilities of club members are outlined in the clubs constitution. It is
recommended that the club committee consist of at least:

President

Vice President

Secretary

Treasurer

University Liaison (can be someone already appointed in one of the above positions)

Additional committee members may include Club Captain, Patron, Equipment Officer, Club
Development Officer, etc.

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For the clubs longevity and sustainability, it is recommended that office bearers elected include
two current students at varying stages of completing their degree (for example one student in
first year, one in second and one in third year).

Roles and responsibilities of the committee

Club office bearers and committee members owe a fiduciary duty to their club that is, they
must act in the best interests of the club and its members, and not for personal benefit.
A number of factors help a club to operate effectively and efficiently:

President must lead the committee and the whole club

Clubs activities should centre around its aim

There must be constant communication between members of the committee and

between the committee and other members of the club

Club office bearers should have clearly defined duties

President
The President is ultimately responsible for the proper functioning of the club.
Duties:

Coordinate activities within the club committee

Submit an Annual Report to the Club Annual General Meeting (AGM)

To act as a spokesperson for the club

To lead and motivate the club committee

Vice President
To act on behalf of the president in all situations where they are not available to make a decision
or an appointment.
Duties:

To act as deputy chair person for all club meetings

To ensure that the clubs activities accord with its own constitution

To fulfil such other duties as the committee may impose

Secretary
To efficiently handle records, communication and correspondence.
Duties:

Prepare agendas, supporting paper and minutes and to book meeting rooms

To conduct all correspondence, both internally and externally

Keep an updated register of all the financial members of the club

Perform general administration duties

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Treasurer
The treasurer is responsible for the finance of the club.
Duties:

To keep the clubs financial books up to date at all times

To prepare budget for income and expenditure

Be prepared to present a financial report to the club at the Annual General Meeting

Prepare and supply accurate and up to date information to committee if requested

University Liaison
The act as a liaison point between the sports club and Curtin Recreation Services.
Duties:

To attend all monthly sports club meetings arranged by Recreation Services or appoint a
member as a proxy if unable to make it

Remain in regular contact with Recreation Services and ensure information deadlines
and registration requirements are fulfilled

Meetings
Meetings are an important component of successful club administration and should be held
regularly. Meetings help to combine efforts, manage tasks and track progress towards strategic
and operational goals.
Agendas
Agendas must be prepared for each committee meeting. A typical agenda will consist of:

Attendance/apologies

Approval of minutes from previous meetings

Business arising from minutes

Correspondence

Presidents report

Treasurers report

Any other business

Confirm date of next meeting

Close of meeting (time)

Motions
Generally a motion is a decision that is voted on by your committee. Any decision (or motion)
should be moved, then seconded, debated about and finally voted on. Your constitution should
outline the minimum number of votes required to pass a motion, however usually it is by
majority.

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Minutes
The minutes explain the discussions and proceedings of each meeting and are extremely
important in reminding the committee of important discussions and decisions made.

Written by the club secretary, typed and filed

Exact wording of motions/resolutions passed

List of attendees/apologies/proxies

Summary of debates and decisions reached

Action point list and who is responsible

Chairperson
The chairperson is responsible for leading, but not directing the meeting. Although the
chairperson controls procedure and conduct, that person is in charge of the meeting which is
conducted for the benefit of members.
Duties:

To plan and be familiar with the agenda

Know the constitution and standing orders for the conduct of the meeting

Follow the agenda strictly and keep the meeting moving in the desired direction

Listen attentively and keep a concise summary of proceedings

Ensure there is a fair discussion on each issue and all points a considered before the
item is put to vote

Thank those that attended the meeting when closing

Annual General Meetings (AGMs)

An AGM is held every year, as required by the Association Incorporations Act, to elect the
following years committee and to advise members of club activities. It is also an opportunity for
members to ask questions relating to the direction of the club.

Members must be notified of the AGM

Nomination forms for committee positions must be available at least two weeks prior to
the meeting date. Nomination forms should be returned to the secretary before the AGM.

President opens the meeting

Secretary reads any apologies

Reports by the Executive Committee

Election of office bearers

General business

Notice of motions

Meeting closed

Annual report
The President and Secretary are required to submit an Annual Report to members at the Annual
General Meeting. This report, once approved by the Executive should be forwarded to
Recreation Services. This report plays an important role in the development of the club as well
as acknowledging the achievements of the members.
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Running a successful meeting

Running a successful meeting is based on each person present adhering to their roles. Steps for
running a meeting:

There is plenty of discussion but its to the point

The members understand their tasks clearly

Members actively listen to each other

The group does not evade disagreement

Members are encouraged to reveal their opposition

There is no personal attack either openly or by veiled suggestion

The leader does not dominate leadership can shift as topics change

There is little evidence of power struggles

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5.0 Registering and affiliating with Recreation Services

Process of registering
Clubs wishing to register with Curtin Recreation Services shall make an appointment with the
Sports Coordinator. Requirements for registration include:
1) Minimum of 10 Curtin students required to form a club.
2) Application for registration form submitted to Recreation Services along with;
i. Membership list (template provided)
ii. Constitution
iii. Annual General Meeting minutes
iv. Photocopy of certificate of incorporation
3) A member of the club executive must attend a sports administration club meeting
before the club becomes registered to show their cause.
4) Clubs are informed by email of the outcome of registration.

Benefits
Registered sports clubs will receive the following
Promotional
1) Basic webpage within the Recreation Services webpage and training on how to update.
Clubs already with a webpage can be linked.
2) Listing on annual Recreation Services promotional booklet.
3) Free editorial space in Stadium News, Rec Services online monthly newsletter
4) Free promotional stall on O-day and other event days throughout the year
5) Authorisation to place notices on clubs notice board at stadium
Facilities
6) Access to discounted court, ground and facility hire.
7) Hire of University facility authorisation from Recreation Services (by approval)
Equipment
8) Access to hire PA, marquee, esky and barbeque.
Funding
9) access to $150 photocopying and printing grant
10) Access to funding as per the club funding guidelines (Appendix 15.1).
Administrative
11) Sports Coordinator assistance with administrative and other club related issues

Conditions
Registered sports clubs shall only receive entitlements on condition of the following:
1) Recreation Services is recognised through a reasonably sized logo in the upper right
hand corner of any promotional material produced by the sporting club.
2) The sports club is actively involved in sourcing and providing participants to represent
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3)
4)
5)
6)
7)
8)

Curtin in their respective sport for the TSWA Championships, Australian University
Games, Indian Rim Asian University Games and other university sports competitions and
assisting at tryouts.
It is a requirement for clubs to attend monthly sports club administration meetings
represented by at least one member or the nominated Curtin liaison
The club and its members agree to abide by the Recreation Services Code of Conduct
(Appendix 15.2).
Fulfil funding obligations, if the club applies for and receives funding.
Registration expires 1 March each year. Clubs must re-apply for registration BEFORE
this date.
The club must regularly advise the Sports Coordinator of any changes to its constitution,
membership list or structure.
Submit information for Annual Report as per template and guidelines.

Process of affiliating
Where established clubs are looking to promote membership and provide sports services to
Curtin students but do not yet have the required minimum of ten (10) Curtin students to register,
Recreation Services will consider affiliating the club instead. Affiliation will be provided with the
view of assisting clubs to become fully registered within a period of one year. Affiliated clubs
shall:

Have a minimum of 8 members (that arent required to be Curtin students)

Have a period of twelve (12) months from the date of affiliation to achieve a minimum of
10 student members. A club that does not achieve 10 student members after twelve
months shall not be considered for re-affiliation with Recreation Services for a further
twelve (12) months.

Have the option to apply for registration as soon as its membership reaches a minimum
ten (10) students.

The process of affiliating with Recreation Services is the same as registering (page ___). In
addition, those clubs seeking affiliation must outline how they plan to achieve a minimum of ten
Curtin students in their club within the twelve month affiliation period.

Benefits
Affiliated sports clubs will receive all of the entitlements/benefits of a registered club except
access to funding as per the club funding guidelines.

Conditions
Affiliated sports clubs shall only receive entitlements under the same conditions as registered
clubs.

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6.0 Club Funding

Clubs have access to funding provided by Recreation Services each year via a general grant,
photocopying and printing grant and carpet laying. Clubs must submit an application for their
general grant and approval is given at the discretion of Recreation Services. Clubs automatically
receive access to the photocopying grant and to carpet laying.

General grant
Up to $1500 funding is accessible to registered clubs annually. The amount of funding available
is proportional to the number of Curtin students and alumni within the club.
Curtin students/alumni

Eligible funds

10-19

$750

20-29

$1000

30-49
50+

$1250
$1500

Funding will be allocated as a percentage based on the clubs ability to achieve a status below.
Bronze (80%)

Silver (90%)

Gold (100%)

Constitution

Minutes of most recent AGM

Incorporation

Budget

Membership list

Club Code of Conduct

Regular attendance at club meetings and University orientation

days

Club website

Risk management plan

Position description and duties for committees

Strategic plan

Insurance

SSO affiliation

Club involvement in future facility plans

Clubs may apply for the general grant to contribute towards:

Uniforms
Uniforms must incorporate the Curtin colours of gold and/or black, plus the Recreation
Services logo. Prior to approval of funding, clubs must provide a graphic of the uniform,
including all logos, to Recreation Services.
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Sport facilities and grounds hire

Clubs may allocate up to 60% of their available funding towards Curtin facility and
grounds hire.

Equipment and maintenance

Clubs may apply for equipment relevant to their particular sport. Club equipment stored
on University grounds is covered by insurance. Clubs may also apply for maintenance
funding for equipment or facilities.

Generally funding will only be provided for the above mentioned operational items and costs
however a special consideration grant may also be awarded at the discretion of Recreation
Services for items not included in the above categories. Clubs wishing to apply for special
consideration funding must speak with the Sports Coordinator prior to applying.

Applying for a general grant

Similar to an external grant, clubs must submit an application to Recreation Services (template
provided) to outline how the funding will be spent. Clubs must follow the guidelines as outlined in
Appendix 15.1 when applying.

Fulfilling grant requirements

Upon receiving funding from Recreation Services, it is expected that clubs adhere to a number
of conditions. A full list of conditions is outlined in Appendix 15.1. Failure to comply with all
conditions will affect the clubs funding opportunities for the following year.

International travel grant

For the first time, two (2) international travel grants are available to clubs to assist them in
undertaking offshore tours in 2011. A full list of guidelines and considerations for clubs wishing
to apply for this grant can be found in Appendix 15.1.

Photo coping and printing grant

All registered clubs are entitled to $150 of photo copying and printing at Recreation Services.
The cost of printing will be calculated as follows:

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A4 black and white

$0.10

A4 black and white, 2 sides

$0.15

A4 colour

$0.20

A4 colour, 2 sides

$0.30

A3 black and white

$0.20

A3 black and white, 2 sides

$0.30

A3 colour

$0.40

A3 colour, 2 sides

$0.60

Additional cutting to size will be calculated at $0.10 per cut per sheet.

Carpet laying
Clubs will automatically be placed into a ballot at the commencement of each year. Clubs will be
drawn out of the ballot at random when the need for carpet layers for an event at Curtin Stadium
arises. Clubs must provide a minimum of 8 members for the duties. Clubs will be paid $250 for
laying 3 full courts and $250 for pulling up the carpet on 3 full courts. Payment will be made into
the club bank account only.

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7.0 Incorporation
From 2010, affiliated and registered Curtin clubs are required to be incorporated under the
Associations Incorporations Act (WA). This requirement has been put in place to protect
committees and members.
Incorporation of an association means that it becomes a legal entity in its own right, separate
from individual members. An incorporated association is considered at law to have a distinct
identity that continues regardless of changes in membership. Incorporating is a way of protecting
committee members from liability that may arise in the running of the club.

Advantages of incorporation

The association acquires the powers of a body corporate with perpetual succession

The association can sue (or be sued) and enter into contracts

Protection for members (in particular office bearers) against legal liabilities of the
organisation, including those which could have been, but were not, covered by
insurance

Increased status and professionalism of the organisation

Ability to prevent other persons from using organisations name

Obligations of an incorporated association

Incorporated associations must fulfil a number of obligations as required by law. An exhaustive
list of obligations can be viewed at the Department of Commerce website below.

The committee is responsible for keeping proper books and accounts of records

The association must keep accounting records that correctly show the financial position
of the organisation

Records and documents, including member lists, constitution and office bearers must be
made available on request

Increased financial obligations throughout the life of the organisation

Process of incorporating

Check availability of intended name

Advertise intention to incorporate

Develop a set of rules for the good management of the association (constitution)

Apply for incorporation on the prescribed form

Wait for approval from Department of Commerce

Visit the Department of Commerce website for detailed information at

http://www.commerce.wa.gov.au/ConsumerProtection/Content/Business/Associations/index.htm

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8.0 Club Development

Strategic planning
Strategic planning is an integral component of club administration. Strategic planning helps to
outline the mission, goals and direction of the club to assist in achieving common goals and
objectives. Strategy also helps to outline the steps the club will take to achieve its mission.
A strategic plan is unique to each club based on its internal factors (such as structure, members,
resources, etc) and its external factors (relationships with other sports organisations,
government restrictions, funding streams, etc). Strategic plans are particularly useful when they
outline the goals over a particular period of time, for example three years. Plans should be made
available to all members to assist in guiding towards a common goal.

Recruitment and retention

Recruitment of new members and volunteers is a vital component for clubs to consider. In a
university environment, there are thousands of new students on campus each year to target,
however clubs must ensure they use effective channels to reach their intended market. Clubs
should also consider recruitment from outside of the University, particularly among junior
programs.
Retention is just as vital as recruitment. Current members and volunteers must feel valued and a
sense of achievement in order to remain a member. Clubs should be mindful of providing
ongoing development, training and social opportunities to members and recognition of
outstanding achievements of members and volunteers.

Education and training

The continual education of players, coaches, officials and administrators within a sports club is
important to ensure the club continues to develop across all areas. Recommended training
includes:

Umpire and referee accreditation

Coaching accreditation

Compliance with government legislation, including Working With Children Checks

Administrator education courses

First aid training

Support for ongoing education and training is available through some Department of Sport and
Recreation and external organisation grants, however sports clubs should work to provide their
own funding streams for development also.

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9.0 Branding Guide

Branding is extremely important in developing recognition and awareness of your
club/organisation amongst customers. Therefore, it is important to portray a consistent brand
image to avoid confusion.
Recreation Services is currently working with Curtin Marketing to develop a consistent branding
style for Curtin sports clubs to utilise.

Logo
Clubs should bear the following points in mind when using the Recreation Services logo

Before using the logo, permission must be sought from the Sports Coordinator

Logo should generally be positioned at the top left hand of a print publication and on the
right chest of uniforms.

The logo must NEVER be altered or changed in any way

Uniforms
The official Curtin colours are gold, black and white and it is expected that all new uniforms
purchased by clubs are developed in these colours. Where funding has been provided for
uniforms, it is necessary for the Recreation Services logo to be included.

Promotional material
Recreation Services contributes significant funding to clubs each year via:

General grant

International travel grant

Photocopy and printing grant

Carpet laying

Facility and ground hire discounts

As a support of all clubs, it is a requirement for the Recreation Services logo to be placed on all
promotional material, in line with the requirements above.

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10.0 Publicity and promotions

At the beginning of each year, clubs should identify the range of marketing media available to
them and prepare a marketing plan to utilise all means. Creating exposure to your club and
eliciting market awareness and interest will help ensure the club remains successful.
It is particularly important to create a consistent image when promoting your club and its
services. This will assist in consumer recognition and an identity for your brand both on Curtin
campus and in the surrounding community.

Marketing hints

Print (brochures, posters and local newspapers)

Recreation website

Club website

Stadium news (monthly e-newsletter)

Signage (high traffic areas)

Email

Public recognition at events

O-week stalls

Merchandise

Increasing club presence on campus

Recreation website/club website
Ensure you keep this updated with all relevant club information, results, contact details and
events.
Stadium News
Ensure you regularly submit content for Curtin Stadiums online monthly newsletter, which is
released to staff, students and gym members.
Clubs notice board
Free advertising space in Curtin Stadium to stick posters and promotional information.
Print
Ensure you make full use of your FREE photocopying and printing grant provided by Recreation
Services. Provide handouts and brochures for distribution to potential members and make sure
you provide content for the annual report which is widely distributed
Orientation week
The Curtin Student Guild provides each club with the opportunity for a stall on O-day during

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semester 1 and Guild Day during semester 2. Both events are some of the largest on campus
throughout the year and attract thousands of people. These are a great way to promote your
club and sign up new members. The Guild sends out stall application forms to clubs in the lead
up to semester 1 and 2 so make sure you secure your spot.
Posters
A maximum of 10 club posters can be displayed in the Guild Precinct (Sir Charles Court
Promenade). Ensure you have each poster stamped for approval at Guild Reception in building
106F before you display. Posters can also be displayed on School and Faculty notice boards.

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11.0 Fundraising
Clubs are owned by their members however sometimes membership fees are not enough to
keep the club in a suitable financial position. Fundraising is a necessary component of
operations to ensure the club can provide a range of opportunities to its members.

Sausage sizzles on campus

Sausage sizzles must be booked through the Curtin Student Guild reception at building 106F.
These are a great way to make some money on campus between classes.

Entertainment books
These are a local restaurant and activity guide that can be purchased by your club and sold by
members to make a profit. Visit http://www.entertainmentbook.com.au/ for more information.

Cadbury chocolates
A REALLY easy way to make some money. If you have 50 members and each member sells
one box, you can make $1440.00! Visit http://www.fundraising.com.au/Home.

Events
Use your clubroom or hire a facility to hold a quiz night or themed social function for your
members. Perhaps thinking about combining clubs for greater profits.

Junior coaching clinics

These are a fantastic idea for a number of reasons. Firstly, they engage juniors in your club if
you are looking to start a juniors program in the future. Secondly, as juniors represent
prospective University students, they assist Recreation Services to tie in with the University
strategic plan, which potentially creates more funding opportunities for sport.

External grants
The Department of Sport and Recreation offer a huge range of funding, grants and scholarship
opportunities for WA clubs. Opportunities exist for club development and training, officials,
participants, equipment and facilities. Visit http://www.dsr.wa.gov.au/funding.

Sponsorship
Approach local businesses that have synergies with your club for sponsorship funds. Contact the
Sports Coordinator if you require help with writing a proposal.
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12.0 Liquor Licensing

By law, you are required to have a liquor license for any event on University grounds where
alcohol is sold or there is an admission fee to an event where alcohol will be supplied. This
includes the South Oval and Edinburgh Oval pavilions.
Process to apply for a liquor license

Complete the following forms and submit to Lee Stringer a minimum of three (3) weeks
prior to the event:
o Recreation Services Hire and Use of University Grounds application* (including
section B Occasional Liquor License) and
o Formal Request letter to the Venues Office* for the Liquor License (template
available)

If approved by the University, the Venues Office will provide a letter of consent for the
permit to the applicant via Recreation Services.

Applicant submits letter of consent with their application for a permit to the Department of
Racing, Gaming and Liquor.

If approved by the Department, the applicant must provide a copy of the permit to
Recreation Services to confirm the hire/use of the facility.

The permit must be available on request at the hired venue.

* Forms available on the Curtin Stadium website or from building 111.

Contact details
Department of Racing, Gaming and Liquor
Level 1, 87 Adelaide Terrace
EAST PERTH WA 6004
P.O. Box 6119
EAST PERTH WA 6892
Tel: (08) 9425 1888 or 1800 634 541
Fax: (08) 9325 1041
Email: rgl@rgl.wa.gov.au

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13.0 Sports awards and recognition

Curtin University Sports Awards
Recreation Services hosts the Curtin University Sports Awards ceremony and dinner at the
Curtin Stadium sports hall in October each year. The ceremony recognises the achievements of
Curtin students whilst representing Curtin and the contributions made by clubs and volunteers to
sport. Clubs are welcome to purchase tickets to the ceremony, where the Recreation Services
Club of the Year is awarded.

Elite Athlete Awards

Recreation Services also hosts the Elite Athlete Awards in November each year. These awards
recognise the Curtin University Sportsperson of the Year, as well as Curtin students that have
achieved national representation in their chosen sport. The ceremony also incorporates
inductions to the Vice Chancellors Elite Athlete List.

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14.0 Australian University Sport

Curtin students can compete in the Tertiary Sports WA regional inter-university competition
between teams from WAs five universities. This competition is held on selected Friday
afternoons throughout semester 1 and 2.
Curtin students can also represent their university at a national level at the Australian University
Games. This is Australias largest annual multi sport event, with around 6000 students
converging on the host city each year for organised sport and social activities. The 2011 Games
will be back to the sunny Gold Coast from 25 September 1 October.
Some opportunities for elite athletes to represent their university at the World University Games
also exist. Qualification must be achieved through Australian University Sport. Recreation
Services will contact the relevant clubs when assistance is required to field teams for University
Sporting events and appreciates your assistance in promoting events to club members.

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15.0 Appendices
15.1 Recreation Services sport club rules and regulations
1.0

General

1.

All sports clubs operating at Curtin University shall register or affiliate with Curtin
Recreation Services. All registered sports clubs may apply for sponsorship/grants from
Recreation Services by meeting requirements as specified in these rules.

2.

Clubs can register with Recreation Services if they have ten (10) or more Curtin student
members or affiliate with Recreation Services if they have at least eight (8) members
(these members are not required to be Curtin students).

3.

Where established clubs are looking to promote membership and provide sports services
to Curtin students but do not yet have the required minimum of ten (10) Curtin students
to register, Recreation Services will consider affiliating the club instead. Affiliation will be
provided with the view of assisting clubs to become fully registered within a period of one
year. Affiliated clubs shall:

Have a period of twelve (12) months from the date of affiliation to achieve a
minimum of ten (10) student members. A club that does not achieve ten (10)
student members after twelve months shall not be considered for re-affiliation with
Recreation Services for a further twelve (12) months.

Have the option to apply for registration as soon as its membership reaches a
minimum ten (10) students.

4.

Any sports club suspected of misleading Recreation Services or providing incorrect

information for the purpose of obtaining registration or affiliation status or receiving grants
shall immediately be referred to the Sports Committee. A sports club that is found guilty
of misconduct shall be deregistered from Recreation Services for a minimum of twelve
months.

5.

It is the responsibility of each registered/affiliated club to inform the Sports Coordinator of

any changes to club or membership details.

2.0
2.1
1.

Registration and Affiliation with Recreation Services

Procedure for registration
Clubs wishing to register with Curtin Recreation Services shall make an appointment with
the Sports Coordinator. Requirements shall include:
5) Minimum of 10 Curtin students required to form a club.
6) Application for registration form submitted to Recreation Services along with;
i. Membership list (in template provided)
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ii. Constitution
iii. General meeting minutes
iv. Photocopy of certificate of incorporation
7) A member of the club executive must attend a sports administration club meeting
before the club becomes registered to show their cause.
8) Informed by email of outcome of registration.
2.2
1.

Procedure for affiliation

The procedure for becoming an affiliated club is the same as for becoming a registered
club except;
a) an affiliated club must have a minimum of 8 members of which none are required to
be Curtin students, and
b) Affiliated clubs are not required to become incorporated until they apply for
registration.

2.3

Entitlements
Registered sports clubs stall receive the following entitlements, upon meeting the
conditions of registration as outlined in section 2.4.
12) Webpage within the Recreation Services website and training on how to update.
13) Listing on annual Recreation Services promotional booklet.
14) Free editorial space in Stadium News, Recreation Services online monthly
newsletter.
15) Free promotional stall on O-day and other event days throughout the year.
16) Authorisation to place notices on clubs notice board at stadium.
17) Access to discounted court, ground and facility hire.
18) Hire of University facility authorisation from Rec Services (by approval)
19) Access to hire PA, marquee and esky.
20) Access to $150 photocopying and printing grant.
21) Access to funding as per the club funding guidelines.
22) Sports Coordinator assistance with administration and club development.
Affiliated sports clubs shall receive all the entitlements of a registered club except:
(a) Access to funding as per the club funding guidelines (section 6.0).

2.4

Conditions
Registered and affiliated clubs shall only receive entitlements if the following conditions
are met:
9) Recreation Services is recognised through a reasonably sized logo on any
promotional material produced by the sporting club. Refer to branding guidelines.
10) The sport club is actively involved in sourcing and providing participants to
represent Curtin in their respective sport for the TSWA Championships,
Australian University Games, Indian Rim Asian University Games and other
University Sporting Competitions and assisting at tryouts.

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11) It is a requirement for clubs to attend monthly sports club administration meetings
represented by at least one member or the nominated Curtin liaison
12) Fulfill funding obligations, if the club applies for and receives funding.
13) The club agrees to abide by the Recreation Services Clubs Code of Conduct.
14) Registration expires 1 March each year. Clubs must re-apply for registration
BEFORE this date.
15) Regularly advise Sports Coordinator of any changes to constitution, membership
list and club structure.
16) Submit information for Annual Report, as per template and deadlines.
17) Complete and submit an annual budget as per template and deadlines.

3.0
Grants and funding
GENERAL GRANT
3.1
Guidelines

Clubs that have been registered with Recreation Services for at least two (2) months
have access to a general grant of up to $1500 from Recreation Services.

Clubs must apply for funding in advance of the purchase and can apply for one bulk
payment or in instalments.

Each club needs to submit an application for club funding form to Recreation Services for
consideration by the Sports Committee.

The funding for may be used for:

o Uniforms
o Equipment and maintenance
o Curtin facility and grounds hire*
*Maximum of 60% of the funding applied for can be allocated towards facility and ground
hire

Funding is available according to the number of student and alumni members in the club
(breakdown below).
Student members
10-19
20-29
30-49
50+

Maximum amount
$750
$1000
$1250
$1500

The percentage of the maximum amount of funding allocated will be according to the
clubs achievement of gold, silver or bronze status.

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Bronze (80%)

Silver (90%)

Gold (100%)

Constitution
Minutes of most recent AGM
Incorporation
Budget
Membership list
Club Code of Conduct
Regular attendance at club meetings and University
orientation days
Club website
Risk management plan
Position description and duties for committees
Strategic plan
Insurance
SSO affiliation
Club involvement in future facility plans

Clubs may apply for a special consideration grant for items that are not covered under
facility and grounds hire, uniforms and equipment and maintenance. Clubs wishing to
apply for a special consideration grant should contact Lee or Rochelle before submitting
their application for funding forms.

3.2

Each club has until the 1 December of the year of registration to apply for the funding.
Conditions
Upon receiving funding from Recreation Services, it is expected that:

Recreation Services is recognised through a reasonably sized logo in the upper

right hand corner of any promotional material produced by the sporting club.

Club uniform will incorporate Curtin colours of gold and/or black and/or white plus
the Recreation Services logo.

Complete Summary Report for funding provided no later than 2 months after
funding was allocated

All conditions as per registration agreement.

INTERNATIONAL TRAVEL GRANTS

3.3
Guidelines
Two (2) international travel grants are available to assist clubs with international tours.
Interested clubs need to submit an application form to Recreation Services for
consideration by the Sports Committee.
o
o
o
o

Clubs must be registered for a minimum of two (2) months before they are eligible
to apply for the grant.
Clubs must apply for funding in advance of the travel.
Funding is capped to an amount of $1000 per grant.
The funding may be used for to reduce costs associated with:
Travel
Accommodation
Tournament entry fees
Uniforms
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3.4

Equipment
Clubs are required to complete a funding summary (template provided on
request) and submit to Recreation Services no later than 4 weeks after return
from international travel.

Considerations
The awarding of the grants will be at Recreation Services discretion, however the
following points will be considered:
(a) Relationship built by the club with international university providers
(b) Location of travel (for example Asian region is generally of significant benefit to
Curtin)
(c) Activities undertaken whilst on tour
(d) Ability for club to host international teams in the future
(e) Timing of the tour
(f) Involvement of students preferably at least 50% of the travelling party should be
current Curtin students

OTHER GRANTS
3.5
Photocopy and printing
1.
All registered clubs are entitled to $150 of photo copying and printing at Recreation
Services. The cost of printing will be calculated as follows:
A4 black and white

$0.10

A4 black and white, 2 sides

$0.15

A4 colour

$0.20

A4 colour, 2 sides

$0.30

A3 black and white

$0.20

A3 black and white, 2 sides

$0.30

A3 colour

$0.40

A3 colour, 2 sides

$0.60

Additional cutting to size will be calculated at $0.10 per cut per sheet.
3.6
1.

Carpet laying
Clubs will also automatically be placed into a ballot at the commencement of each year.
Clubs will be drawn out of the ballot at random when the need for carpet layers for an
event at Curtin Stadium arises. Clubs must provide a minimum of 8 members for the
duties. Clubs will be paid $250 for laying 3 full courts and $250 for pulling up the carpet
on 3 full courts. Payment will be made into the club bank account only.

4.0
1.

Disciplinary
All registered and affiliated sports clubs must comply with the Code of Conduct set out
for clubs by Recreation Services.
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2.

If Curtin Recreation Services receives information which is considered to be a breach of

the Code, they have the right to investigate the breach and if satisfied that a breach has
occurred, refer the matter to a hearing that will be conducted by Recreation Services
Disciplinary Committee. This committee exists to enable any complaint, incident or
matter relating to the conduct of Curtin sports clubs to be resolved swiftly and fairly.

3.

If the Disciplinary Committee is satisfied the club is in breach of the Code, it may impose
any one or more of the following penalties:
1) Suspend players/teams/clubs from competition for one or more games.
2) Suspend players/teams/clubs from competing in future events.
3) De-register the club.
4) Withdraw any awards, placings or records obtained by the club.
5) Refer the incident to Curtin University for further consideration and possible
disciplinary action.

4.

The club and person(s) involved in the dispute have the right to appear before the
committee to state their case.

5.

The decision of the committee will be by a majority vote. The committee shall give its
decision as soon as possible after the completion of the hearing. It is not required to give
reasons or record its decision in writing.

5.0
1.

Venue Hire
Clubs shall have access to discounted hire rates for the Curtin Stadium sports courts,
Dome, main gym (casual entry) and grounds.
Discounted hire rates are subject to clubs meeting all conditions of registration or
affiliation and are awarded at the discretion of Recreation Services.
Clubs utilising Curtin sports facilities shall adhere to the Conditions of Hire and Use.
Failing to do so will result in disciplinary action and/or restriction of access to facility hire.

2.
3.

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15.2 Clubs Code of Conduct

This Code is intended to act as a guideline for appropriate behaviour for clubs affiliated or
registered with Curtin Recreation Services. This Code outlines the types of unacceptable
behaviour that will not be tolerated and the consequences for club members displaying such
behaviour. This Code has been established to ensure that the highest standard of behaviour is
demonstrated by all representatives of Curtin sports clubs at any competitive and social event.
The code supports Curtin Recreation Services desire to encourage sports participation and
promote appropriate standards of behaviour and fair play on and off the field. All club members
are representatives of Curtin University, Curtin Recreation Services and their club when
competing and engaging in other club activities. It is the responsibility of each club to uphold
acceptable standards of behaviour of its members during all club related activities.
Any club who does, or is involved in any of the following types of behaviour shall be in breach of
the Code:
1) Consuming alcohol, unless in an approved area, in line with relevant liquor licensing
regulations.
2) Breaching Australian University Sports Doping Policy (www.unigames.com.au).
3) Harrassing any other person.
4) Acting in an unlawful manner.
5) Acting in any other manner which brings Curtin University and/or Recreation Services
into disrepute.
6) Failing to comply with a reasonable direction of an event official or Curtin University staff
member.
7) Causing unlawful damage to property or equipment.
If Curtin Recreation Services receives information which is considered to be a breach of the
Code, they have the right to investigate the breach and if satisfied that a breach has occurred,
refer the matter to a hearing that will be conducted by Recreation Services Disciplinary
Committee. This committee exists to enable any complaint, incident or matter relating to the
conduct of Curtin sports clubs to be resolved swiftly and fairly.
If the Disciplinary Committee is satisfied the club is in breach of the Code, it may impose any
one or more of the following penalties:
6) Suspend players/teams/clubs from competition for one or more games.
7) Suspend players/teams/clubs from competing in future events.
8) De-register the club.
9) Withdraw any awards, placings or records obtained by the club.
10) Refer the incident to Curtin University for further consideration and possible disciplinary
action.

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The club and person(s) involved in the dispute have the right to appear before the committee to
state their case.
The decision of the committee will be by a majority vote. The committee shall give its decision as
soon as possible after the completion of the hearing. It is not required to give reasons or record
its decision in writing.

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15.3 Injury management

Curtin Stadium
If you use the facilities at Curtin Stadium, there will always be staff during opening hours to
assist should injury/illness occur. Curtin Stadium can provide basic first aid equipment, including
ice packs to patrons. Between 5pm and 9pm Monday to Thursday, a Duty Manager is employed
specifically to assist customers (including clubs) using the sports hall. Outside of these times,
reception staff can be approached for guidance.
Curtin grounds, sports ovals and external venues
If your club uses the grounds, pavilions and sports ovals at Curtin or an external venue, there
will not always be staff around to assist should injury/illness occur. Sports clubs should therefore
ensure they have the necessary first aid equipment and trained personnel on hand at training
sessions to uphold their duty of care to club members. During opening hours, Curtin Stadium
staff will always be available to assist with injury management if necessary.
Dealing with MINOR injuries
Minor injuries may include sprains, strains, bruises, small cuts, etc. In the vast majority of cases,
sports injuries will be minor.

At ALL times, clubs using the grounds must:

o
o
o

Ensure they are able to provide basic first aid equipment (including ice) in the
event of injury/illness.
Have a first aid trained or qualified health professional on site to administer first
aid.
Be able to provide a written report of the incident should Curtin Stadium staff
request this.

Dealing with MAJOR Injuries and Emergencies

Major injuries/illnesses may include severe strains and sprains, broken bones, fainting, fitting,
severe cuts, spinal injuries, etc.

In dealing with the major injury or emergency ON CAMPUS GROUNDS, clubs must
o IMMEDIATELY call Curtin Security 9266 4444.
o Give your name, location, number of people involved and the details of the
medical emergency. Await further instruction and advice.
o Provide whatever assistance you can to the injured/ill person
o Provide Curtin Stadium staff with a written report of the incident.

In dealing with a major injury or emergency OFF CAMPUS, clubs must

o
o

Follow the emergency procedures of the facility in/at which they are
training/using.
Be able to provide Curtin Stadium staff with a written report of the incident.
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15.4 Sample constitution

Definitions
(a)
Annual general meeting being the meeting convened in rule 10.0 involving club
executive and members.
(b)
(c)
(d)
(e)
(f)
(g)
(h)

Committee meeting is the meeting to which all members of the committee are invited.
Committee member is the persons referred to in rule 8.2.
Club executive refers to the group of people referred to in rule 7.0.
General meeting is a meeting to which all members of the club are invited to.
Member refers to a member of the club.
Special general meeting means a general meeting other than the annual general
meeting.
Quorum refers to the smallest number of members who must be present in order to
constitute a valid meeting.

1.0

Name of organisation

1.1

The name of the organisation is (insert name), and from here on will be referred to as
the club.

2.0
2.1

Objects
The objects of the organisation shall include:

These are examples only

2.1.1 To promote and develop the sport of (insert sport).
2.1.2 To encourage and promote cooperation between the club, other Recreation
Services registered clubs and other like clubs.
2.1.3 To provide a range of social and competitive options to members across the
continuum of sport.
2.1.4 To engage members of the Curtin community in sport and recreation.
2.2
The property and income of the club shall be applied solely towards the promotion of the
objects of the club and no part of that property or income may be paid or otherwise
distributed, directly or indirectly, to members, except in good faith in the promotion of
those objects.
3.0
3.1

Membership
Membership shall be open to all persons subscribing to the objects of the club and
paying the prescribed fee. No restrictions shall be imposed on any person by virtue of
religious or political beliefs or activities, sex, nationality, race or age, but the committee
shall have the right to refuse membership to any person without assigning any reason
therefore.

3.2

The club shall provide for various classes of membership including:

These are examples only

3.2.1 Students (define)
3.2.2 Staff/alumni (define)
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3.3

4.0
4.1
4.2
4.3
4.4
4.5

3.2.3 Community (define)

3.2.4 Social (define)
3.2.5 Junior (define)
Membership shall cease if a member:
3.3.1 Resigns.
3.3.2 Is suspended or expelled at the discretion of the club, in accordance with 5.0.
3.3.3 Fails to pay the subscription fee by (insert number) days after falling due.
Subscriptions
The subscription fee to the club shall be set by the club committee.
The annual subscription fee shall be at such a rate as the committee may determine from
time to time, subject to confirmation by a general meeting.
Members shall be entitled to full voting rights.
There shall be a tiered subscription fee, with students and staff/alumni receiving a
discount.
Any person wishing to become a member shall submit an application in a manner
dictated by the committee.

4.6

Each members subscription shall expire on (insert date).

5.0
5.1

Suspension or expulsion of members

Any member of the club who fails to observe the rules of the club and the Recreation
Services Club Code of Conduct, or whose conduct, in the interests of the committee,
does not observe the objectives of the club may be suspended or expelled from
membership of the club.
The club must communication in writing OR orally to the member, notice of the
suspension and particulars of the conduct that resulted in the suspension.
A member who is suspended or expelled under section 5.0 and wishes to appeal against
that suspension or expulsion shall give notice to an official of the club of his or her
intention to do so within seven (7) days of notice of the suspension or expulsion.
The appeal must be heard by the officials of the club, the relevant staff from Recreation
Services and the suspended or expelled member must have the opportunity to attend.
Any member who is suspended or expelled shall not be entitled to any refund of
subscription or membership fees.

5.2
5.3

5.4
5.5

6.0
6.1

Register of club members

The secretary, on behalf of the club, must keep and maintain an up to date register of the
members of the association, their date of birth, gender, Curtin status and postal address.
This register must be made available upon the request for inspection of a member of the
association.
6.1.1 The register must be so kept and maintained at the Secretarys place of
residence, or at such other place as the members at a general meeting decide.
6.1.2 The Secretary must cause the name of a person who dies or who ceases to be a
member to be deleted from the register of members.

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7.0
7.1

7.2
7.3
7.4

8.0
8.1
8.2
8.3

8.5
8.6

8.7
8.8
8.9
9.0
9.1
9.2
9.3

10.0
9.1

Club executive
The executive of the club shall include:
7.1.1 President
7.1.2 Vice President
7.1.3 Secretary
7.1.4 Treasurer
7.1.5 University Liaison (this position may be held simultaneously by the positions
outlined in 7.1.1 to 7.1.4.
At least two of the club executive must be current Curtin students.
Only financial members can become executive of the club.
A member of the club executive may lose his seat on the committee for either of the
following:
7.4.1 Absence from three or more meetings without leave of absence
7.4.2 If found not to be a financial member of the club
Committee
The administration of the club shall be the responsibility of the committee.
The committee shall consist of all executive of the club and not less than (insert number)
and not more than (insert number) other members.
The officers and other members of the Committee shall be nominated by and elected by
the financial members of the club and shall be elected annually at the annual general
meeting.
The committee shall meet on at least (insert number) occasions per year.
The quorum shall consist of (insert number), one of whom shall be an executive and
Curtin student. If, at the end of thirty minutes after the time appointed in the notice for the
opening of the meeting, there shall be no quorum, then the meeting shall stand and
adjourn for one week.
The committee shall have the power to fill any vacancy of officer or other member of the
committee before the annual general meeting.
No person shall hold a committee position unless a financial member of the club.
The committee must be made up of at least two (2) currently enrolled Curtin students.
Committee meetings
The committee shall meet for committee meetings at such times and places as the
President determines.
The President, or in his absence, the Vice President, shall preside at the committee
meetings.
In the absence of the President or Vice President, the committee shall elect any
committee member to preside.
General meetings
General meetings may be called in one of the following ways:
9.1.1 By resolution of the committee
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9.2

9.3

9.4
9.5

11.0
11.1
11.2
11.3

9.1.2 By written requisition of at least (insert number) members of the club

The secretary shall, as soon as practicable, call a special meeting of the committee upon
receiving the written requisition of (insert number) members, and such special meeting
shall be held no later than seven (7) days following receipt of such a request.
The secretary shall, within fourteen (14) days of receipt of written requisitions to that
effect from (insert number) members, call a general extraordinary meeting to be held
within twenty-eight (28) days of such a receipt.
The President, or in his absence, the Vice President, shall preside at the general
meetings.
In the absence of the President or Vice President, the committee shall elect any
committee member to preside.
Annual general meeting
The club shall hold an annual general meeting at which the election of the club officials
shall be elected.
The quorum shall consist of the executive of the club plus at least five (5) members.
Curtin Recreation Services shall be notified of the annual general meeting.

11.4

Business of the annual general meeting shall include:

10.4.1 Confirmation of minutes of previous annual general meeting and minutes arising
10.4.2 Reports by the committee
11.4.3 Treasurers report and statement of account for preceding financial year
11.4.4 Election of club officials and members of the committee
11.4.5 General business

12.0
12.1

Notice of meetings
Fourteen (14) days notice shall be given of the annual general meeting by written format
to all members.
Fourteen (14) days notice shall be given of an extraordinary general meeting by notices
displayed at the club in an appropriate place and by written format to all members.
Seven (7) days notice shall be given of a committee meeting in any manner convenient
to the committee.
The secretary shall give to all committee members written notice of all meetings of the
committee at least two days before the date fixed for the holding thereof, together with a
list of items to be discussed.

12.2
12.3
12.4

13.0
13.1
13.2

14.0
14.1

Minutes of meetings
The secretary, or in his/her absence, another committee member, shall keep minutes of
all general meetings meetings.
Minutes of all meetings shall be open to inspection by any member or Curtin Recreation
Services at a time and place convenient to the secretary.
Voting
Only current financial members of the club shall be eligible to vote.

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14.2
14.3

15.0
15.1
15.2

15.3
15.4

15.5

16.0
16.1
16.2

16.3
17.0
17.1
17.2

18.0
18.1
18.2

19.0
19.1

At every general meeting a resolution put to the vote shall be voted on by a show of
hands or appropriately supervised secret ballot.
At every general meeting, a resolution put to the vote shall be decided by a numerical
majority of eligible voters. Each member has one vote.
Registration as a Curtin sports club
The club shall be registered as a Curtin sports clubs with Recreation Services.
In the event of the dissolution of the club, the assets, accounts and records of the society
shall be turned over to Curtin Recreation Services or at the discretion of Curtin
Recreation Services turned over to any club of similar objectives to the dissolved club.
The club shall meet the conditions of registration as outlined on the application for
registration forms.
The committee shall inform the Sports Coordinator at Recreation Services immediately in
writing of any liabilities or possible liabilities that it may incur that may in any way become
the ultimate responsibility of Recreation Services.
The club is bound by the rules, regulations and code of conduct as outlined by Curtin
Recreation Services.
Finance
The committee shall ensure true accounts are kept of the monies received and
expended.
A balance sheet containing a summary of assets and liabilities of the club, together with
a statement of income and expenditure for the preceding year shall be made out and
submitted to the next annual general meeting.
The authority to access any bank accounts shall rest with at least two (2) club officials.
Income and property
The income and property of the club shall be applied solely towards the promotion of
objectives of the club.
No portion of the income or property shall be paid, transferred or distributed directly or
indirectly to the members of the club, provided that nothing shall prevent the payment in
good faith or remuneration in return for services actually rendered to the club.
Inspection of records
A member may at any reasonable time inspect without charge the books, documents,
records and securities of the club.
Curtin Recreation Services staff may at any reasonable time inspect without charge the
books, documents, records and securities of the club.
Changing the constitution
No alteration, addition or amendment of this constitution shall be made unless and until
carried by a resolution at any general meeting called for such a purpose. Alternation,
addition of adjustment of the constitution may be made by a majority of at least two thirds
(or insert number) of the members present.
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19.2

Notice of the proposed alternation, addition or amendment shall be given in accordance

with the section 11.0 of this constitution.

20.0
20.1

Distribution of surplus property on dissolution of the club

If upon the winding up or dissolution of the Association there remains after satisfaction of
all its debts and liabilities any property whatsoever, the same must not be paid to or
distributed among the members, or former members. The surplus property must be
given or transferred to another association incorporated under the Act which has similar
objects and which is not carried out for the purposes of profit or gain to its individual
members, and which association shall be determined by resolution of the members.

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15.5 Budget template

General information
All information requested in this submission should be completely accurate, fully document and
itemised where possible. Late submissions and incorrect information will affect the club funding
received from Recreation Services.
Budget and club objectives
Please list the key financial objectives you wish the club to achieve this year. For example;

To make the club as self sufficient as possible and not rely on grants from Recreation
Services

Provide every member with professional coaching on a regular basis

To save funds for future expenditure (explain)

1.
2.
3.
4.
5.
Factors affecting the budget
Please list the major factors that may influence your budget, for example, may cause the actual
budget to be different from the projected budget. For example;

Club derives a large portion of its income from one social event, but this social event is
not guaranteed of performing

Club income is largely based around member fees, so reduction in members will affect
income

Irregular cash flow and regular expenses

1.
2.
3.
4.
5.
Cash flow
Please outline foreseeable cash flow problems (if any) and when and why they may occur.

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Inventory of assets
Information listed in inventory will be used for insurance purposes in the case where equipment
that is stored on university property is stolen.
Date of inventory take:
Liquid assets (cash, stocks, bonds)

Amount

TOTAL

Non liquid assets (equipment, uniforms, property)

Asset

Date
purchased

Age

Condition

Stored

CLUB BUDGETS MUST BE SUBMITTED TO RECREATION SERVICES BY 1 MARCH 2011

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15.6 Annual report template

Completed reports must be submitted to the Sports Coordinator by 22 July 2011. This report will also be
used as the Club of the Year, Team of the Year and Presidents Shield nomination forms for the 2011
Curtin University Sports Awards.
Club name
Club contact name and phone
President
Vice President
Secretary
Treasurer
University Liaison

1. Australian University Games/Championship results

Number teams
entered

Number of
competitors

Won

Lost

Drawn

Overall finish

Please enter any other information, including full list of team members and support staff provided by club.

2. Inter-university results (TSWA)

Number teams
entered

Number of
competitors

Won

Lost

Drawn

Overall finish

Please enter any other relevant information, including a full list of team members and support staff
provided by club.

3. Local competition
Name of local competition:
Division of team(s)
Won

Lost

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Drawn

Position on premiership
table

Please enter any other information relevant to the local association competition below.

4. Club organised interstate and international tours

Location

Number of
competitors

Won

Lost

Drawn

Overall finish

Please enter any other information relevant to the clubs interstate and/or international tours and include a
full list of team members and support staff provided by the club.

5. Volunteer contribution
The Presidents Shield recognises outstanding contribution to university sport in a volunteer administrative
or management role within a university club, or at a regional and/or national university sport event. List
anyone within your club that may be appropriate for nomination.
*It is NOT essential for nominees for the Presidents Shield to be current Curtin students
Name

Contributions (please list)

6. Additional information
Please include any additional information relevant to points 1-5 that has not already been covered.

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Summary
The information in this section will be used for the Curtin Recreation Services annual report. Please list all
information in dot points based around the headings below.
Highlights
Individual member achievements (state, national representation)

Team achievements/highlights (premierships)

Financial results/outcomes

Other

Major developments
Future developments within the club

Did the club reach its planned goals? Goals for next year?

Other

Photos
Please submit any club/team/individual photos form the season/year (with description).

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15.7 Meeting minutes template

(Insert club name)
(Insert type of meeting) Minutes
(Insert date)
Attendees:
Apologies:
Absent:
Topic

Discussion

Action

Insert topic # 1

List and describe all information discussed and by whom in dot point

List any actions arising from

discussion (ie. President to contact
sponsor)

Person
Responsible

Insert topic # 2
Insert topic # 3
Insert topic # 4
Insert topic # 5

Meeting closed: (insert time)

Next Meeting: (insert date, time and venue)
Important items to note when taking minutes:
Minutes should be an accurate reflection of all points discussed
Minutes should be used to remind committee members of discussion points and decisions reached should any dispute or question arise
concerning discussions after the meeting
The minutes ensure the committee is accountable for effective and efficient administration and its operations are transparent
Records of minutes should be kept for future club executives to view
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