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.
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.
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.
For more information on Meetings, you can also visit the Queensland Government’s Meetings for Associations page linked below.
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.
- Opening/Welcome (approving minutes from previous meetings)
- 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
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.
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.
- 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
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 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
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.
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 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.
Club Help also has Risk Management Resources on their website.
The following templates are from clubhelp.org.au:
First Aid and Injury Management
Please see the official Baseball Queensland Injury Management Guidelines in the attached document.