BUDGETS AND FORWARD PLANNING

INFORMATION PACK Part (A)

Online Excel Version of your Budget Summary: Part (B)

This version can be saved as a PDF Document

2014 BUDGET SUBMISSION

FOR ………………………………………………CLUB

Last Updated 08 January 2014

BUDGET AND FORWARD PLANNING PACK

2014 BUDGET SUBMISSION FOR ………………………………………………CLUB

BUDGET DEADLINE: Your Club's Budget must be received by The Sports Club and Safety Officer at UWA Sports before 12.00noon Monday 10th March

BUDGET MEETINGS: Your Club's Executive and Sports Council delegate are expected to attend a meeting with the Sports Council Executive as per schedule.

A minimum of three (3) people are to be in attendance. No extensions will be granted. NOTE: One of 3 must be President or Treasurer.

FAILURE TO FULFIL THESE REQUIREMENTS WILL

JEOPARDISE THE AVAILABILITY OF GRANTS TO YOUR CLUB

The meetings will be held in the UWA Watersportsand Leadership Centre, Car park No.23, first Car park on the left going along Hackett drive from Stirling Highway.

Your clubs Budget Meeting time can be found in the 2014 Club Handbook on the UWA Sports website.

GENERAL INFORMATION

  1. All information requested in this submission should be completely accurate, fully documented and itemised where possible.
  2. Late application, incorrect and/or unjustifiable claims will disadvantage your Club

Club Information

Club Information

Ordinary Community

UWA Stud. UWA Staff Alumni Juniors Community
1. / Number of Club members last year?
2. / What is your projected Club membership for this year?
3. / Number of teams/crews fielded last year?
4. / Number of teams/crews expected this year?
Fee
5. / Membership Fees / 2014 / 2013
UWA Student
UWA Staff
Community
UWA Alumni
6. / Additional compulsory fees of members:
2013 amount
2014 amount
Reasons:
7. / Will members of your club compete in a Pennant Competition or tournament/s this year?
If no, please provide reason.

If your Club is not competing in a Pennant Competition club members will be ineligible to receive a Full or Half Blue.

8. Will the club be sending a team to represent UWA at Tertiary Sport Western Australia (TSWA) competition this year? YES / NO

If an individual based sport how many competitors do you aim to send?______

9. Will the club be sending a team to represent UWA at a national Inter-University Sports Competition this year ie Australian University Games or Australian University Championships? YES / NO

If an individual based sport how many competitors do you aim to send? ______

10. Will the club be sending a team to compete in an International University Sporting Competition this year

YES / NO

11. Is your club organising an Alumni Function this year? UWA Sports makes the Watersports Complex available to clubs to have Alumni Functions. Contact the Manager for more information at the following email address YES / NO

12. Would your club like to run a Social Sport/Recreate Course in conjunction with UWA Sports?

YES / NO

13. Will your club be running two student sport and two student social events as per your clubs affiliation requirements in 2014? YES / NO

Please provide details for the events: ______

West Australian Sport Federation (WASF)Fair Safe Sport

The Fair Safe Sport project provides a personal reference, relevant information, training and resources to the sport and active recreation industry. It is delivered by the WA Sports Federation, in partnership with the Department of Sport and Recreation.

With the underlying principle of building and maintaining a positive culture, the purpose of Fair Safe Sport is to build the capacity of state sport associations and their affiliated clubs. This can be achieved by establishing and maintaining safe and fair environments.

The project consists of four components as displayed in the diagram below:

  • Child Safety;
  • Cyber Safety;
  • Member Protection Information Officer Network; and
  • Complaint Management

For more information about the Fair Safe Sport Project,contactthe WA Sports Federation on 9387 8100 or contact the UWA Sports Club and Safety Officer, Michael Snart at the following email address

1

2014 BUDGET SUMMARY (Part B)

Clubs are required to use the excel budget summary sheet located in the club resource section of the UWA Website at .

Please note: A club may add additional categories to form their budget summary, but shall not remove any or change the order. If you do not use a category leave it blank, extra lines have been included where clubs can add any extra categories or information.

Final club budget submissions can be saved and submitted as a PDF document.

  • A UWA Student must have paid their student amenities fee to join a club.
  • 2014 Affiliation Fees are based on clubs 2013 senior membership numbers minus the number of UWA student members.

1

INVENTORY OF ASSETS

Date Inventory Take ______

Note: Asset List must be submitted whether claiming or not.

Information listed in inventory will be used for insurance purposes in case of equipment being stolen.

CASH & OTHER FINANCIAL ASSETS / AMOUNT
TOTAL
EQUIPMENT & OTHER PHYSICAL ASSETS / DATE PURCHASED / AGE OF EQUIPMENT / CONDITION OF EQUIPMENT / WHERE STORED

1

INVENTORY OF CLUB UNIFORMS

Please list current uniforms owned by the Club

TYPE OF UNIFORM / DATE OF PURCHASE / AGE OF UNIFORM / CONDITION OF UNIFORMS / WHERE STORED

Grant Categories

The following categories are the only areas under which clubs may make application for grants. Applications for Grants should include as much detail as possible in the space provided.

a)Hire of Facilities for Training and Competition

UWA Sports Facilities and Grounds are provided at a significant discount to affiliated UWA Sports Clubs. There are significant discounts related to the student percentage or total number of students in your club. If you feel you need additional support specify the reasons why below:

b)Equipment and Maintenance

  • All equipment items relevant to your particular sport.

Please note that First-Aid equipment is not Sports Council's responsibility - we cannot provide 34 clubs with first-aid kits.

  • Repair of existing equipment: Clubs with maintenance requirements must make sure there is a clear distinction between equipment items and maintenance items.
  • Licensing of trailers and boats is classified also as a maintenance item.

c)Uniforms

Clubs may apply for grants to finance uniforms. Uniforms must be in UWA colours - green, blue and gold (or parts). UWA must be prominent on the front of the uniform. UWA Sport Marketing and the UWA Sports Council Management and Finance Committee must see these before issuing them to club members.

d)Coaching and Officiating Development

For clubs to improve performance on and off the field they must have members with the skills required for coaching, officiating and administrating clubs. Grants can be used to providing opportunities to members to attend club specific courses.

e)Special Grants

Clubs wishing to discuss further the question of Special Grants should arrange a time to come in and see the Sports Club and Safety Officer or Sports park and Clubs Manager.

f)Financial Assistance during the Year

Clubs are able to apply for further financial assistance should unforeseen expenses arise during the year. If Sports Council is able to assist, Sports Council Management and Finance Committee meets to make an appropriate decision.

Details concerning approval of funds will be advised at the first Sports Council meeting following the UWA Sport Annual General Meeting (AGM), or as otherwise specified. Clubs wishing to appeal the Management and Finance Committee’s decision are entitled to lodge a formal protest in writing up to seven (7) days following the meeting.

OBJECTIVES OF THIS BUDGET and THE CLUB

Please list the major objectives you wish the Club to achieve financial this year. For example:

  • To make the Club as self-funding as possible. That is to keep grants from Sports Council to a minimum. The Club therefore requests a grant of $X (compared with $Y requested last year)
  • Short term and long term goals/plans
  • To provide a student discount of sufficient value to maximise student participation in your club and sport.
  • To maintain a maximum level of equipment per member.
  • To provide every member with professional coaching on a regular basis.
  • To save for future expenditure e.g.: club house, major equipment.

Factors affecting the Budget & other club objectives

Please list the major factors, which may influence your budget: ie; cause the actual to differ from budget. For example:

a)Club derives a large percentage of income from one sport or social event. This event is not guaranteed of performing as well as budgeted.

b)Club membership and hence fees may be reduced.

c)Sponsorship has not been finalised.

d)Club is relying on a large degree of financial support from UWA Sport and Recreation Association grants.

e)Although the budget is balanced, the Club will have a cash flow problem because it incurs regular expenses but income is irregular.

Outline any foreseeable cash-flow problems and the period required, e.g., does the Club rely on one or two major events for its funding, yet incur day to day running costs which may cause a need for a temporary overdraft?

1

BUDGET CERTIFICATION

The President and Treasurer must be listed as contacts for the Management and Finance Committee (a telephone number is essential)

President

1.NAME:______

TELEPHONE:

Home:______Business: ______Mobile: ______

EMAIL: ______

Treasurer

2.NAME:______

TELEPHONE:

Home:______Business: ______Mobile: ______

EMAIL: ______

N.B:Those Clubs, who have not already completed an Office Bearers form for 2014, please do so at your clubs budget meeting.

OFFICE USE ONLYUp to date Officer Bearers Forms Submitted YES / NO

1

2014 SPORTS COUNCIL GRANT REQUIREMENTS

To receive 100% of the grant money allocated, each (UWA SPORTS) Affiliated Club must have complied with all of the below requirements in 2014, or provide a written explanation of why the club was unable to fulfil any of the items listed below:

(Please tick if fulfilled)

  • Club name to clearly identify UWA in media, fixture books and on uniforms

ie UWA Cricket Club rather that University Cricket Club.

  • Club uniform to incorporate UWA colours –Navy blue, bottle green and gold.
  • Constitutional Compliance - All appropriate references to the UWASRA exist in the Club's constitution. 
  • The Club must be incorporated.
  • Participation in AUS and TSWA competitions where they exist (As per Australian University Sport (AUS)and Tertiary Sports Western Australia (TSWA) timetables) 
  • Submission of complete budget on time (as per Grant Application form)
  • Submission of a membership list in 2014.
  • Clearing of the Club mail boxes weekly.
  • Submission of a report for the UWA Sports Annual Report (Friday October 17th)
  • Submission of 2014 Officer Bearer List
  • Submission of a copy of the Club's AGM minutes to the UWA Sports and Recreation Association (within 6 weeks of Club AGM or the second Friday in January of the following year, whichever comes first) 
  • Submission of the Club’s End of Financial Year Statement to the UWA Sports and Recreation Association (within 6 weeks of Club AGM or the second Friday in January of the following year, whichever comes first) 
  • Submission of a summary of Club Results (within 6 weeks of the end of the main Club season or the second Friday in January of the following year, whichever comes first) 
  • Submission of Blues Nominations in 2014

Percentage of grant allocated______%

Non-compliance with any of the above will result in a 5% reduction in a Club's grant allocation for each item. All requests for exclusion from any of the above requirements will be at the discretion of Sports Council Management and Finance Committee.

Budget Meetings

The Sports Council Management and Finance Committee will meet your club's Executive (including your Sports Council Delegate) Note: Each club should have a minimum of three (3) people in attendance. One must be the President or Treasurer.

CODE OF CONDUCT

(To be reviewed in 2014)

INTRODUCTION

The Code of Conduct is intended to act as a guide for appropriate behaviour for clubs affiliated with Sports Council. This document outlines the frame of reference for the code, the disciplinary measures that Sports Council may take to reprimand and/or discipline the club, the procedures which take place to hear, lodge or defend a complaint and the appeal mechanism available to a club who feels the resulting disciplinary action is either unjustified or too harsh.

In previous years, a number of incidents have resulted in the sporting club, UWA Sports and university being perceived in a negative fashion. Mismanagement of the situation and lack of communication between the Club and UWA Sports Administration and Sports Council regarding the situation may lead to the issue becoming larger than perhaps is required. Examples of the effects that a negative image may have upon sports clubs are an outside community body becoming reluctant to commit money or services to clubs, reduced sponsorship for clubs and increased usage costs for outside or university venues for competition, functions, etc.

It is hoped that the following procedures never need to be used. Reasonable and responsible behaviour by clubs is all that is required to prevent many incidents which could otherwise escalate into a much larger issue.

THE CODE OF CONDUCT

The code states that: all Sports Council affiliated clubs and their members are expected to behave in all endeavours (both sporting and social) in a manner which will reflect upon the university and UWA Sports in a positive fashion.

FRAME OF REFERENCE

1.For a breach of the code of conduct, the incident must have discredited or tarnished the name of the UWA Sports,university or sporting club to the community.

2.The incident need not have been publicised by the media. However, should the media become involved, the level of disciplinary action may be increased to reflect the damage done to our public profile by the said incident.

  1. The degree of disciplinary action that is taken, and the form in which the action is taken, will be determined by the Sports Council Management and Finance Committee. The action will be based upon the incident and the subsequent steps taken by the club to:

(a)Minimise the risk of the incident happening in the initial instance.

(a)Minimise the damage caused by the incident.

(c)Genuinely reconcile the problem with the affected parties; and

(d)Reduce the chance of such an incident reoccurring in the future.

4.All decisions made by Sports Council Management and Finance Committee with relation to disciplinary measures taken against clubs for breach of the Sports Council code of conduct must be ratified at the subsequent Sports Council meeting.

5.Clubs are responsible for the actions of their members during any club event, and as such, should deal with disciplinary matters regarding individual members of their club as they see fit.

DISCIPLINARY MEASURES

1.The type and level of any disciplinary action imposed by another committee of UWA Sports, university or external body will not be taken into account when determining the action imposed by Sports Council and will be in addition to it.

2.Sports Council may, upon recommendation from Sports Council Management and Finance Committee, impose fines of no more than $1,000 for any individual incident. This fine will be deducted from the grants allocated to the club from Sports Council. In the case that the total amount is not deducted from club grants for that year, the remainder will be deducted from the following year(s) grants.

3.In the case of a club repeatedly breaching the code of conduct, Sports Council, upon recommendation from Sports Council Management and Finance Committee may:

(a)Disaffiliate the club from Sports Council for a specified period.

(b)Remove all Sports Council based grants and funding from the club for a specified period, and/or

(c)Fine the club an amount over the $1,000 limit.

PROCEDURES - MAKING, HEARING AND DEFENDING A COMPLAINT

1.Any member of the general community (including UWA Sports and university staff) may make a complaint about a club's alleged behaviour. Sports Council Management and Finance Committee may decide that a matter, which has come to the attention of the media is sufficient to warrant further investigation without a formal complaint being made.

2.A complaint must be made in writing, directed to:

The Secretary of Sports Council

UWA Sport and Recreation Association

M412, 35 Stirling Highway

CRAWLEY WA 6009

3.Sports Council Management and Finance Committee will meet at the earliest opportunity to hear the complaint, and will determine disciplinary action to recommend to Sports Council.

4.In the case of any member of Sports Council Management and Finance Committee being in a position of conflict of interest, they will stand down from the hearing, and will not be involved in any way with the matter until the committee resolves it.

5.Within five days of the complaint being received, the club defending the charge will be informed (in writing) of the problem and will be sent a copy of the complaint and will be informed when they are required to discuss the issue before Sports Council Management and Finance Committee. A member from the club executive will be given full opportunity to present evidence regarding their conduct over the issue and the validity of the complaint.

6.A club may waive its right to appear before Sports Council Management and Finance Committee

APPEAL

Once disciplinary action is ratified by Sports Council, the club may appeal in writing to Sports Council Management and Finance Committee within one week of the Sports Council Meeting. The matter will be voted on by the committee, and if deadlocked, will go back to Sports Council for further voting.

1