BUDGETS AND GRANTS
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 Document2014 BUDGET
SUBMISSIONFOR CLUBLast Updated 08 January 2014BUDGET 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 20142013
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 / NOIf 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 [email protected] / NO12. 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 / NOPlease 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 [email protected] 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
http://www.sport.uwa.edu.au/clubs#admin.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.
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 ASSETSAMOUNT
TOTAL
EQUIPMENT & OTHER PHYSICAL ASSETSDATE PURCHASEDAGE OF
EQUIPMENTCONDITION OF EQUIPMENTWHERE STORED
INVENTORY OF CLUB UNIFORMS
Please list current uniforms owned by the Club
TYPE OF UNIFORMDATE OF PURCHASEAGE OF UNIFORMCONDITION OF
UNIFORMSWHERE 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 Committees 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?
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
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 Clubs 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)
INTRODUCTIONThe 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.
3. 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 MEASURES1.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.
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