Club Support Guide

Risk Management and Governance

• Consider the club’s insurance requirements (beyond the National Club Risk Protection Programme).
• Endorse and Adopt Australian Cricket’s Policy for Safeguarding Children and Young People Framework.
• Collect all National Police Checks and Working with Children Checks as applicable.

Culture and Planning

• Is your club season ready? Consider the Australian Sports Commission’s Game Plan platform to assess and evaluate the club environment, identify strengths and potential areas for improvement.

PlayHQ

Offseason Checklist

• Confirm you have correct level of access to PlayHQ
• Update Club Details
• Add / Remove Admins
• Update Banking Details
• Accepting invitations to Competitions
• Registration Form Set Up

Post-AGM

Club Information Handover

• Share the knowledge! Talk to new committee members about their roles.
• New Treasurer? Make sure they are trained on the club's financial systems. 

Post AGM Process

• New Secretary? Depending on your State or Territory, you may need to notify your local consumer affairs or fair-training body of a new secretary.

Follow up

• Prepare and share the minutes of the AGM with your members.
• Consider the club’s reporting requirements.
• Lodge any rule or constitution changes according to your relevant Consumer Affairs or Fair-Trading body in your state or territory.

Strategic Plan/Goal Priorities

• Review your club’s strategic plan and objectives. What’s your vision for the season ahead? Commit to two or three specific goals that will get you there.

Communication

Website Content

• Ensure the latest versions of relevant documents can be accessed from your club’s website. For example:
• Club Rules and Constitution
• Child Safe Policy
• Policies and Procedures
• Strategic Plan featuring your goals and objectives
• Social Media Policy
• Code of Conduct
• Complaints Procedure

Social Media

• Ensure volunteers have the appropriate levels of access to social media accounts and communication tools.
• A clear communications plan is important. The use of social media can be a powerful tool to speak directly to our community.
• Make some time to plan out when and what you’ll communicate for the year.

Club Administration

PlayHQ: Pre-Season Checklist

• Anything not completed in the Off-Season Checklist
• Nominating Teams to Competition
• Allocating Players to Squads for Each Grade/Team
• Allocating Player Points (if required)
• Appoint Captains
• MyTeams Access for Captains/Team Managers/Coaches
• Transfers / Permits

Certificate of Currency

• Activate your certificate of currency from June 30 via the Marsh website.

Woolworths Cricket Blast

• Activate your Woolworths Cricket Blast Centre and open for registrations on the PlayCricket website. Need help? It can be found at the Cricket Blast Hub.
• Visit the Cricket Blast Shop to order new equipment if required.
• Has the Blast Coordinator/s utilised the Coordinator Training and Resources? Great! Find out when face-to-face training is available from your local Cricket Manager.

Committee Meeting Schedule

• Set the dates for your committee meetings. Map out when the agenda and meeting minutes will be sent out for each meeting.

First Aid Training/Liquor Licencing

• How many First Aiders do you have? Do you need more? If so now’s the time to book in training with a First Aid training provider.
• Check your Club complies with all liquor licensing requirements, i.e. signage and RSA Training. 

Volunteer Recruitment & Retention

Sport Volunteer Resource Hub

• Setting up for success
• Attracting volunteers
• Supporting your volunteers
• Celebrating your volunteers

Coaching/Coordinators

Recruitment and Training

• Appoint coaches for the upcoming season and review their coaching certification.

Cricket Blast Coordinator Training

• Appoint a Woolworths Cricket Blast Coordinator/s and encourage them to access support resources and consider coordinator training in your local area.

Safety

Game Day and Training Checklist

Ensure team captains and coaches are familiar with the Marsh Game Day and Training Checklist and are encouraged to complete before every match.

Incident Reporting

• Do all team managers, coaches and captains understand their reporting obligations of an incident? (Including at the club, during play, training and other club activities)

British Standard Helmets

• Has your association mandated the use of British Standard Helmets when batting, fielding in close or wicketkeeping? Great! This is important to make all players safe. More information can be found here.

Endorse and Adopt Australian Cricket’s Safeguarding Children & Young People Framework

• This confirms your club’s compliance with working with children requirements and checks. Have you received confirmation of these checks for your volunteers?
• The framework can be found here. 

Committee Responsibilities

Player & Member Inductions

• Who will welcome and induct new players and members to your club?

Facility Cleaning

• Identify who will be responsible for cleaning and general maintenance of all facilities including pavilion, playing and training venues.

First Aid Qualifications

• Decide who will ensure each team and playing venue has a person with current first aid qualifications present.

PlayHQ: During Season Checklist

• Team Selection via Admin Portal
• Result Entry (if not eScoring) via Admin Portal
• Transfers / Permits
• Reporting
• Program Management - Groups

Financial Management

Cash Handling Procedures

• Provide training for anyone who will be handling cash in cash management procedures, controls and banking processes for the year.

Financial Management

Cash Management Controls

• The treasurer must review the cash management procedures, controls and banking processes being used to ensure they’re working.

Financial Reporting

• All revenue and payments should be reviewed by the Treasurer. If these have not been received this should be noted in your accounting system and a follow-up plan made.

Budget Reflection

• Now is a good time for the treasurer to update cash flow projections and budgets to predict the cash position of the club for the remainder of the season.

Committee Meetings

Committee Meeting Review

• Review the frequency and outcomes of committee meetings and adjust if needed.

Communication

Club Website

• Review your club website to ensure it’s up to date.

Communication Plan

• Review your club’s communication plan for the season and revise as required.

Social Media Strategy

• Review your club’s social media plan for the season and update it if needed

Club Rules and Constitution

Creating an Annual Financial Report

• Decide who will draft this year’s financial report.

Requirements of the Annual Report

• Define and communicate the reports required for the Annual Report. Decide who will be writing each and their due dates. 

Financial Management

Financial Account Audit

• If accounts need to be review or audited, appoint or contact an auditor or accountant to schedule an audit.

Volunteer Management

Volunteer Recruitment/Retention

• Open the conversation with old and new committee members. Try to recruit or retain volunteers for roles prior to your AGM.

Financial Review

• At the end of season have your Treasurer review all revenue to check it has been collected and all payments have been made or scheduled.

Roles and Responsibilities

Succession Planning

• Connect with your committee to get a sense of who’s likely to return next year.
• For any outstanding roles, get recruiting.

Female Representation

• Cricket is a sport for all. Having equal representation of men and women across your volunteers and leadership really helps. So actively promote involvement to women you might know.

Preparing your Annual Report

Annual Reporting

• Identify who will be responsible for creating this year’s Annual Report.
• Define and communicate what reports will be required for the Annual Report, who will be writing each report and when they’re due.
• If accounts are to be reviewed, appoint or contact an auditor or accountant to schedule the audit.

Program Transitions

Junior Program Transition

• Identify the kids that are ready to make the leap from Cricket Blast to Junior Cricket. Ask your local Cricket Manager for advice on managing this process.

Financial Management

Financial Review

• Have your treasurer conduct a review to ensure that all revenue has been collected and any required payments made.

Financial Statement

• Next, the treasurer should prepare the club’s financial accounts, ready for the AGM. 
• If required by your club’s rules or constitution, have the financial accounts reviewed and audited.

Exit Interview

• Conduct exit interviews with departing coaches, team managers and volunteers to get feedback and to show appreciation for their contribution over the season. 

Preparing for the AGM

Details of the AGM

• Confirm date and location.

Membership Database

• Ensure the club’s membership database is updated for AGM invitations.

AGM Notifications

• Review your club’s rules and constitution and tee up a date for AGM notifications to go out to members. 

Committee Nominations

• After reviewing your clubs’ rules and constitution, confirm when nominations for committee positions will open, and the nomination process. 

Last Year’s AGM

• Locate the Annual Report, financial report, minutes and agenda of last year’s AGM for comparison to this year. 

Presentation to Members

• Identify if there are going to be any resolutions to be presented to members. If so, review your club’s rules and constitution, and the relevant Associations Incorporation Act in your state/territory, regarding notification and voting requirements relating to resolutions.

Prior to the AGM

AGM

• Let your members know about your AGM in accordance with the club rules, constitution and incorporation act.
• Finalise the procedure for any votes to be undertaken at the AGM, in accordance with club rules and constitution.
• Prepare the Agenda, Minutes of the previous year’s AGM, this year’s Annual Report and Financial Report for members.
• Promote the AGM widely to ensure you have at least the minimum number of members required.

Committee Recruitment

• Seek nominations for the committee roles in accordance with club rules and constitution.

Running the AGM

Host your AGM

• Host the Annual General Meeting in accordance with the club rules, constitution or the relevant incorporation act.
• Hold all elections of committee roles as per the club rules and constitution.
• Present the minutes of the previous year’s AGM to the members.
• Vote on any general or special resolutions in accordance with the club rules, constitution and relevant incorporation act.

Committee Elections

• Present the Annual Report and financial statements to the members.
• Ensure complete minutes of the AGM are recorded and a register of attendees is made