Community Football Club Resource and Information Manual 2015

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CONTENTS FOREWORD .................................................................................................................................. 2 DISCLAIMER ................................................................................................................................. 3 ABOUT NORTHERN NSW FOOTBALL ........................................................................................ 3 REGIONAL ZONES........................................................................................................................ 3 HIGH PERFORMANCE .................................................................................................................. 7 FOOTBALL COACHING COURSES ............................................................................................. 9 COMMUNITY FOOTBALL PROGRAMS...................................................................................... 12 FFA NATIONAL CHAMPIONSHIPS ............................................................................................ 14 STATE CHAMPIONSHIPS ........................................................................................................... 14 WESTFIELD FFA CUP ................................................................................................................. 15 NORTHERN NSW FOOTBALL REFEREES ................................................................................ 16 AIA VITALITY MINIROOS FOOTBALL 2015 ............................................................................... 22 FIRST TOUCH FOOTBALL SUPPLIES ....................................................................................... 23 MAKE YOUR FIRST TOUCH IN SEASON 2015 A POSITIVE ONE FOR YOUR CLUB…........... 23 FOOTBALL AS A BUSINESS ...................................................................................................... 23 PLAYER REGISTRATION FEES ................................................................................................. 26 INSURANCE ................................................................................................................................ 28 SPECIAL COMPETITIONS .......................................................................................................... 32 SPECIAL TOURNAMENTS.......................................................................................................... 33 SUMMER 6S ................................................................................................................................ 34 COACHING CLINICS ................................................................................................................... 35 CLUB ADMINISTRATION ROLES ............................................................................................... 37 CLUB MEETING PROCEDURES................................................................................................. 39 THE ANNUAL GENERAL MEETING ........................................................................................... 43 CHECKLIST FOR INCOMING COMMITTEE................................................................................ 45 CLUB DISCIPLINARY PROCEDURES ........................................................................................ 47 RISK MANAGEMENT .................................................................................................................. 48 GOALPOST SAFETY................................................................................................................... 51 FIXED AND PORTABLE GOALPOST SAFETY .......................................................................... 52 PORTABLE GOALPOST SAFETY REMINDER .......................................................................... 54 LOTTERIES AND GAMES OF CHANCE ..................................................................................... 57 SUN SAFETY ............................................................................................................................... 61 PREGNANCY ............................................................................................................................... 63 ALCOHOL .................................................................................................................................... 64 FOOD ........................................................................................................................................... 65 GOOD SPORTS ........................................................................................................................... 67 VOLUNTEER................................................................................................................................ 69 CODES OF CONDUCT ................................................................................................................ 71 FFA SPECTATOR CODE OF BEHAVIOUR................................................................................. 72 SPORTS RAGE............................................................................................................................ 73 FFA NATIONAL POLICIES .......................................................................................................... 74 WORKING WITH CHILDREN CHECK ......................................................................................... 75 GOVERNMENT GRANTS ............................................................................................................ 79 APPLYING FOR A GRANT .......................................................................................................... 80 CONTACTS .................................................................................................................................. 81


FOREWORD Welcome to the tenth edition of the Northern NSW Football, Club Resource and Information Manual. The Manual has been developed to assist club administrators and volunteers to manage their club with efficiency and effectiveness, ensuring compliance with Football Federation Australia (FFA) and Northern NSW Football statutes and regulations. Further information is also provided to assist clubs to operate in accordance with the Associations Incorporations Act 2009. The Manual provides an overview of the structure and management of Northern NSW Football and encompasses many topics related to the operations of a volunteer sporting organisation. We trust that you will find the information in this manual beneficial to your needs as a club administrator and welcome you to contact your respective Zone Administration or Northern NSW Football should you require any further support or assistance on (02) 4941 7200. On behalf of Northern NSW Football I would like to take this opportunity to thank all the volunteers who have provided countless hours of their own time to help make our great game the largest participation sport throughout Northern NSW.

David Eland Chief Executive Officer


DISCLAIMER The information in this Club Resource and Information Manual is general in nature and should not be relied upon as legal advice. Club Officials should seek their own independent advice in matters relating to legislation.

ABOUT NORTHERN NSW FOOTBALL Northern NSW Football has developed into the single largest participation sport in the region with approximately 55,000 registered players, 233 incorporated clubs and thousands of volunteers. Encompassing an area from Morisset in the South to Tweed Heads in the North and as far inland as Lightning Ridge, Northern NSW Football is governed by a Board of Directors with a workforce of 24 full time employees and up to 50 casual employees at any given time. Northern NSW Football is divided into seven regional zones with each zone responsible for the day to day administration of football within their region and the management of approximately 7500 registered players. Three Standing Committees, (NBN State League, NEWFM 1st Division and the Referees) complete the Membership of Northern NSW Football.

REGIONAL ZONES Please refer to the map of Northern NSW on the inside front cover for Zone locations and key centres.


Governance The Australian Sports Commission identifies three key issues in relationship to governance: 1. How an organisation develops strategic goals and direction. 2. How the Board of an organisation monitors the performance of the organisation to ensure it achieves its strategic goals, has effective systems in place and complies with legal and regulatory obligations. 3. Ensures that the Board/Committee acts in the best interests of members. In accordance with these principles, Northern NSW Football has developed an Operational Plan which clearly articulates Northern NSW Football’s:

Vision Football will be the undisputed number one sport throughout Northern NSW .

Mission Northern NSW Football will provide our members and the football community with strong leadership, sound communication and clear strategic direction. We will facilitate the growth of football through quality services and innovative programs.

Core Values     

Trust and Integrity – We are committed to operate with trust and integrity with each other, our members and the community Customer focused – We will appreciate the interests and passion of our members and the broader football community Camaraderie – We recognise the superior strength and efficiencies of good team work Innovative – We are a “can do” organisation which strives for best practices through innovation and a willingness to embrace change for the benefit of football Transparent - We will listen to our members, customers and the broader community and communicate in an effective, transparent and respectful manner

Key Performance Areas (KPAs) and Strategic Goals 1. Governance and Leadership To be recognised and acknowledged as a responsible, progressive and effective peak organisation, which acts in the best interests of our members and stakeholders and provides a clear strategic direction for the sport of Football throughout Northern NSW. 2. Community Football In collaboration with our members and other stakeholders implement sustainable programs of excellence which aims to optimise the participation and enjoyment of players, coaches, referees and volunteers at the grass roots of the Sport throughout Northern NSW. 3. High Performance To deliver professional, integrated and clear elite development pathways and programs for players and coaches throughout Northern NSW complimented with National and International competition which produce National representative players and coaches. 4. Football Operations Professional management practices facilitating successful competitions, special events and best practice procedures within member Zones, Clubs, Referee and Futsal structures throughout Northern NSW. 5. Marketing and Communication A professional structure that embraces quality marketing of Northern NSW Football across the key areas of sponsorship, media, advertising, promotions and public relations that results in recognition as a vibrant partner of football in Australia. 6. Business & Finance Implementation of performance driven business practices complying with relevant legislation and standards aligned with our strategic goals.




HIGH PERFORMANCE Northern NSW Football High Performance area works in conjunction with the seven zones in our Federation. The High Performance area is run under the management of the Technical Director Michael Browne, who works closely with the seven zone appointed technical staff. Emerging Jets – Gary Van Egmond Football Far North Coast – Victor Stokes North Coast Football – Gary McGinnis Northern Inland Football – Howards Stubbs Mid North Coast Football – Larry Budgen Hunter Football – Gerard Carey Newcastle Football – Richard Hartley Macquarie Football – Phil Dando In 2013 Northern NSW Football, working in conjunction with the Newcastle Jets and Football Federation Australia have created a new Elite player pathway program named the Emerging Jets program, run under a Technical Committee along with the Academy Director, Gary Van Egmond and the Head Coach of Skill Acquisition, Ryan Campbell. The above mentioned programs are designed to develop elite players and coaches under the Football Federation Australia National Curriculum program through the initiatives listed below; Teams that compete at FFA National Championships Girls 13 State Team Girls 15 State Team Boys 13 Country Team Boys 14 Country Team Boys 13 Metro Team Boys 14 Metro Team Northern NSW Football will also enter representative squads in both the Boys and Girls Institute Challenges. Boys State Championships Teams participate from all Seven Member Zones and the Emerging Jets in the 11 and 12 age groups. Girls State Championships Teams participate from all Seven Member Zones and the Emerging Jets in the 12 and 14 age groups. SAP and GT Programs The SAP and GT Programs are a new addition to the High Performance program, and provide regional players an opportunity to access high level coaching and competition.


Skill Acquisition Program Competitions Regional Zone teams participate in Regional Gala Day weekend fixtures to provide regional players an opportunity to play against a high level of competition on a semi-regular basis. Metro Zone teams and the Emerging Jets Teams also travel to take part in these gala days. These Gala Days involve the SAP and GT Program Players from 10 – 14 years of age. SAP Metro Competition is a weekly competition during the winter season, with teams from Football Mid North Coast, Newcastle Football, Macquarie Football, Hunter Valley Football and the Emerging Jets submitting teams to play in the 10, 11 and 12 years age group. Tours Northern NSW Football participates in three overseas tournaments in Qatar and Japan; 10, 11 and 12 Years Boys – Qatar in March 14 Years Boys – Japan in April/May 12 Years Boys – Japan in July Plans are to increase tours both within and outside Australia in 2015/16. Coach Education A major role of the High Performance Area is Elite Coach Education. The elite coaching pathway is run under the auspices of Football Federation Australia and Northern NSW are provided Licences to deliver Regional AFC licence C and B Courses in Northern NSW. It is planned to run one C Licence courses and one B Licence in 2015. The High Performance Unit is also responsible for the running of a State Coaching Conference on an annual basis, plus both Regional and Hunter based National Curriculum based coaching seminars for elite coaches during the year.


FOOTBALL COACHING COURSES Advanced Coaching courses FFA conduct advanced coaching courses with information available at Football Federation Australia’s website ( Northern NSW Football is responsible for providing a state coaching seminar and regular coaching updates throughout our region.

Horizontal Structure of Community Coach Education Courses Following on from the initiation in 2014 of a new Coach Education structure, in 2015 a coach simply has to know what age-group he or she is coaching and apply for the appropriate age-specific course. There has been a change of name for the Junior & Youth coaching courses in line with the development phases: • Junior Licence = Skill Training Certificate • Youth Licence = Game Training Certificate The Senior coaching certificate is still known as such. Below is a summary table of FFA's Community Coaching Courses: Course

Player Age

Grassroots Coaching Course

5-9 year olds

Phase of Learning


Duration Content Themes


Basic rules of the game

Coaching Tips

No 'coaching'; learning by playing Fun football exercises Demonstration

Technical skill Skill Training Certificate

9-13 year olds

Skill Acquisition


Repetition Development of functional game skills

Decision making Game Training Certificate

13-17 year Game Training 14hrs olds

Building up, attack, transitioning, defending

Football conditioning Senior Coaching 17 years Certificate and above



Solving football problems from match analysis


Enforcing use of both feet Modifying game situations Ensuring the application of function game skills

Only game related exercises Focus on performance

A diagram illustrating the new course structure is shown below:

Community Course Resources Access to all coaching course manuals can be obtained from following the link below. It is recommended that coaches attend face-to-face education courses to enhance their skills & knowledge of football.

Fee Structure for Community CE Courses In 2015 the fees for coaching courses has remained the same across all Certificates with a standard fee of $68 applying for each certificate, except the Grassroots course which is free. • • • • • • •

Grassroots Licence Certificate – FREE Skill Training Certificate - $68 Game Training Certificate - $68 Senior Coaching Certificate - $68 Goalkeeping Certificate - $68 Goalkeeping Licence - $68 Goalkeeping Diploma - $68


Community Presenter Training Member Federations will be given the tools with which to conduct ongoing training of Community Presenters as and when necessary. The future model will see Community Course conducted by local people who have been trained by the Member Federation, following FFA guidelines.

How does it affect Northern NSW Football and its Members? The new community coaching structure provides for our members a much improved coaching program, which includes: • • • • • •

Structure for coaches to attend a course most suited to the team they are coaching; New delivery methodology and content aligned to National Curriculum provides for improved course content; Standardised course structure and delivery methodology throughout Australia; Course costs reduced to participants; More opportunities for local coaches to deliver courses in their own area; Instructors no longer need to be advanced coaches, as an example, a Game Training Certificate coach if trained as an instructor will be able to deliver a Game Training Certificate course.

Summary The advent of the horizontal Community Coach Education structure in 2014 was the change that many involved with coach education have been advocating for a number of years. With course content linked to the National Curriculum and a completely different delivery methodology, we are aware that your club coaches will require further information. If any are brought to your attention that you do not feel comfortable in answering, please send them through by email and we will be happy to provide answers. If we cannot provide the answers, we will seek advice from Football Federation Australia and respond accordingly. Should you require any further information please email


COMMUNITY FOOTBALL PROGRAMS Northern NSW Football in conjunction with FFA provides community football programs, with the emphasis in 2014 on participation through AIA Vitality Miniroos Football. Resources to supplement the implementation of AIA Vitality Miniroos Football are available through the FFA and Northern NSW Football websites. We have appointed a fulltime AIA Vitality MiniRoos Development Officer who will assist with the delivery and implementation of AIA Vitality Miniroos Football as well as other initiatives relating to FFA’s Football Development Plan and can be contacted through Northern NSW Football office on (02) 4941 7200.

AIA Vitality MiniRoos Football Festivals AIA Vitality MiniRoos Football Festivals are a free multi school based festival which children from years 3 and 4 participate in AIA Vitality MiniRoos games in a non-competitive environment. The festivals are run by Member Federations with the support of Football Federation Australia. The AIA Vitality MiniRoos Football Festival concept is structured to include 80 children per festival with 188 festivals to be carried out across Australia in 2015 allowing for a potential 15,000 new participants within the Football Family. There will be an opportunity to run these festivals during the school year & provide links to transitional local football clubs. The competition will run as a 5 v 5 structure (with teams having 6-8 children to ensure substitutions) which ensures maximum participation and more touches on the ball. No goal keeper is permitted and no score will be recorded to ensure the focus on the day is working as a team and having fun while learning new skills. This ensures that boys and girls of any ability are able to be included in teams and able to enjoy a day of football. For more information in regards to FFA 5-a-Side events contact Northern New South Wales Football on 4941 7200 or email


Referee Accreditation Courses Northern NSW Football is responsible for the delivery of Referee Accreditation courses. Northern NSW Football are able to facilitate the running of all refereeing courses starting at the “Laws of the Game� referee course which is the first step on the refereeing pathway. These courses are FFA approved and presented and assessed by accredited course presenters. Minimum numbers of participants are required in order for these courses to run so for more information or to register your place on a course contact your local referee branch or click on the link below.

Volunteer Recognition Program (Newcastle Permanent) Northern NSW Football conducts a state wide volunteer recognition program through awarding Newcastle Permanent Volunteer of the Month awards. Clubs are asked to nominate their hard working volunteers each month between April and September and a volunteer of the month will be selected within each zone. In 2015 this program will be further enhanced with volunteers being required to be registered on Myfootballclub to be eligible to be nominated. From the monthly winners, a Zone Volunteer of the Year will be selected and recognised with the overall Newcastle Permanent Volunteer of the Year being announced at the Annual Awards Night. Nominations can be submitted by clicking on the following link:


Special Events – 2015 FFA NATIONAL CHAMPIONSHIPS Northern NSW Football will once again host the FFA National Youth Championships for Boys and Girls at the Coffs International Stadium, Coffs Harbour in 2015. The Championships are an integral part of the FFA national youth development and identification process providing a showcase for the best girls (13s and 15s) and boys (13s and 14s) players from all states. The girls Championships will be conducted from July 6-10 with the boys scheduled for Sept 28-Oct 2.

STATE CHAMPIONSHIPS Northern NSW Football will host a State Championships for boys which will be conducted at the Coffs International Stadium, Coffs Harbour during the June long weekend (June 6-8) and a girls championship will be held in the September school holidays (Sept 19-21). The Championships involve representative teams from all seven Northern NSW Zones and are utilised as part of the Northern NSW identification process for the FFA National Youth Championships.


WESTFIELD FFA CUP 2015 Preliminary Rounds Structure Northern NSW Football The Northern NSW Football preliminary rounds of the Westfield FFA Cup 2015 will be split into two pools, the Northern Pool and the Southern Pool. Northern Pool The Northern Pool will be split into four (4) sub-pools as per below. Teams will compete within their zone sub-pool in a knock-out format, until one (1) team remains in each zone Northern Pool 1 Northern Pool 2 Northern Pool 3 Northern Pool 4 FMNC Clubs NCF Clubs NIF Clubs FFNC Clubs The four (4) winners from each zone will then playoff for two (2) Quarter Finalist positions in the format listed below. Northern Pool 1 Winner v Northern Pool 3 Winner Northern Pool 2 Winner v Northern Pool 4 Winner The winner of each fixture will progress to the Quarter Finals, representing the Northern Pool. The two (2) Northern participants will be drawn (out of the hat) against two (2) Southern teams at the Quarter Final stage. All Semi Final fixtures will be drawn from the hat. Southern Pool The Southern Pool will be split into two (2) sub-pools as per below. The preliminary rounds will be conducted in a pots format, where teams may be drawn against opposition within the same sub-pool or the alternate sub-pool. Southern Pool 1 NewFM Clubs Interdistrict Clubs

Southern Pool 2 NPL Clubs

The pots format will guarantee three (3) Southern Pool 1 teams a position in the Quarter Finals, and provide the opportunity for three (3) Southern Pool 2 teams to progress to the Quarter Finals (subject to Southern Pool 2 teams being successful in earlier round fixtures against Southern Pool 1 teams). At the Quarter Final stage, two (2) Southern teams will be drawn (out of the hat) against two (2) Northern teams, with the remaining Southern teams drawn against each other. All Semi Final fixtures will be drawn from the hat. FFA Cup Preliminary Finals Weekend The Quarter Finals will be conducted on 20th June and Semi Finals on 21st June, 2015 at the Lake Macquarie Regional Football Facility. The two (2) Semi Final winners will automatically qualify to represent Northern NSW Football in the Westfield FFA Cup 2015 Round of 32. Northern NSW Football will provide the two (2) Northern teams with a travel and accommodation allowance for the Preliminary Finals Weekend. *Quarter Finalist allocations subject to change, dependent on number of nominations.


NORTHERN NSW FOOTBALL REFEREES Northern NSW Football has established a Referee Task Force responsible for implementing the Referee Task Force Operational plan based on recommendations provided by a Referee review conducted in 2013. These recommendations & initiatives will be implemented in 2014-15 to help promote the retention and recruitment of referees throughout NNSW. These initiatives will continue in 2015 with an enhanced marketing campaign to be rolled out in February focusing on increasing referee membership and the retention of current members. The introduction of Game Leaders Referees into MiniRoos Football now provides an avenue for recruitment and development of younger members into the referee’s ranks with Game Leaders Referees bibs utilised to provide awareness, protection and support for our junior members. The continuation of a “Thanks Ref Day” in 2014 was a huge success. This initiative will continue in 2015 across the weekend of 26th, 27th, and 28th June. This will provide further opportunity for clubs to recognise and thank referees for their contribution to the game in Northern NSW. Northern NSW Football Referees continue to be recognised at the highest level, with strong performances at FFA National Championships events and representation on the FFA National Panel. Northern NSW Football currently has four female and eight male representatives on the FFA National A-League and Youth League panels. Members wishing to become a match official should contact their local Football Zone or Referees branch. Referees courses are conducted in February/March each year prior to the commencement of the football season. Football Far North Coast Football Mid North Coast Hunter Valley Football Macquarie Football

6625 1444 6585 0351 4991 5093 4953 0800

Newcastle Football North Coast Football Northern Inland Football


4957 7001 6651 2159 6766 6335






AIA VITALITY MINIROOS FOOTBALL 2015 AIA Vitality MiniRoos Football is a modified form of 11-a-side football, designed to meet the needs of players between the under 6 and 11 age groups, who have very different developmental characteristics and needs compared to adult players. The philosophy of AIA Vitality MiniRoos Football focuses on enjoyment and freedom of expression with limited emphasis on coaching per se, particularly in the formative years of a player’s development. Almost without exception, young players in the major footballing nations of the world are introduced to the game through Small Sided Football. Brazil, France, England, Scotland, Ireland, The Netherlands, Germany, Japan, USA and Korea all introduce their young players to the game using this approach. Considerable research has been conducted into the benefits of Small Sided Football in many of these countries. Overwhelmingly, the findings have shown that Small Sided Football is enjoyed more by children and is a more effective method of improving their technical ability as footballers (compared to 11-a-side football). The FFA National Curriculum aims to provide national guidance and an integrated and consistent approach to the development of players and coaches throughout the country. As a result of a combination of the release of the National Curriculum and feedback from the football community, including Member Federations, Associations, Zones, Clubs, parents and players, the AIA Vitality MiniRoos Football Formats have been adjusted to be implemented at the commencement of the 2015 season and beyond. The AIA Vitality MiniRoos Football Formats for the season commencing 2015 and beyond are summarised in the following table with key explanations below: Playing Format

Under 6 & 7

Under 8 & 9

Under 10 & 11





Field Size

Length: 30m Width: 20m

¼ Full Size Pitch Length: 40m - 50m Width: 30m - 40m

½ Full Size Pitch Length: 60m - 70m Width: 40m - 50m

Markers or line markings

Markers or line markings

Markers or line markings


5m depth x 12m width

5m depth x 12m width

Goal Size

Width: 1.5m – 2.0m Height: 0.9m x 1.0m

Width: 2.5m - 3.0m Height: 1.8m - 2.0m

Width: 4.5m - 5.0m Height: 1.8m - 2.0m

Goal Type

Goals, Poles or Markers

Goals, Poles or Markers

Goals, Poles or Markers

Size 3

Size 3

Size 4




2 x 15 minutes or 2 x 20 minutes

2 x 20 minutes

2 x 25 minutes

5 minutes

5 minutes

5 minutes

Game Leader

Game Leader

Game Leader




Field Markings Penalty Area

Ball Size Goalkeeper Playing Time Half Time Break Referee Points Table & Finals



As a not-for-profit organisation, all funds generated through First Touch Football Supplies are invested back into programs and services which aim to grow, develop and promote our great game throughout Northern NSW. You may view the 2015 catalogue online at or via a link on the Northern NSW Football website at An interactive Order Form can also be found there for your convenience. Our First Touch Football Supplies catalogue includes a comprehensive range of quality and contemporary football products from established and reputable suppliers such as Nike, Bocini, Patrick, Stanno, Uhlsport and Covo. 2015 sees the introduction of a new supplier of Umbro clothing and equipment and we will aim to strengthen our relationship with them and our many other suppliers to ensure we continue to offer an extensive range of products at a competitive price. We also arrange Sublimated or Made to Order garments in your own style and colour combinations, which means you now have ultimate flexibility in designing your strips and off field apparel. In 2015, you can still expect great service, highly competitive prices, favourable payment terms and a comprehensive product range provided through First Touch Football Supplies. Please contact Julie on 02 4941 7277 or email for further information.


Julie Taylor



13 Park Road, Speers Point NSW 2284


4941 7277


FOOTBALL AS A BUSINESS Let Marketing Score Goals For You Off The Park! 23

Today more than ever all sport, including football, is a business. At every level of sporting activity - administration, players, clubs and associations, a sound business orientation including marketing has become a key element of sporting success. If you consider your club as a ‘product’, it’s easy to see that by enhancing the ‘quality’ of your product and the perception of your ‘brand’, the ‘product’ becomes more appealing. The more professional at every level you make your presence in the sporting marketplace, the easier it will be to secure sponsorship, attract new players/members, enlist the support of volunteers and the community and ultimately make your club a greater success. There are many alternatives and distractions out there for players - particularly young players and in order to attract them, and importantly for your clubs longevity and continued growth, to ‘retain’ them; you need to ensure that as a product your club is something they want to be a part of. This also applies to ‘sponsors’, ‘volunteers’ and other potential stakeholders in your club. For example, the most visible part of any club in the community is its club logo and identity. It’s on the team strips, it’s on stationery and posters that are distributed throughout the community and it’s possibly over the gate or on signage at your home ground. What does your logo say about your team, your club and its members? What if a potential sponsor, a parent or a player were to see it? Would they want to invest their corporate sponsorship dollars into the club? Would they want their son or daughter to be a member and wear the team strip? As a player, would they be proud to wear the logo and acknowledge their place as a member of that team? To prepare your clubs promotional material and strips, do you have a high resolution soft copy of your logo? Is it in a number of file formats to allow printers, screen printers and others to reproduce it professionally? When you communicate with your sponsors or players, do you have an electronic version of your letterhead that can be emailed? Do you have a centralised club email address for all correspondence? These are just simple things but when you are trying to secure sponsorship, business support, new club members or volunteers, how professionally you conduct your club is a big part of the decision making process for these groups as they weigh up the alternatives within their local community. Remember, you will not be the only club, sporting body or community group seeking their support! What will make your club stand out ahead of the rest? Developing a professional looking logo and club identity isn’t all your marketing issues resolved...but it’s a start! Contact your local Zone or Northern NSW Football’s marketing team for further information Email:



PLAYER REGISTRATION FEES It is a requirement of Football Federation Australia that player registration fees are listed, outlining levies imposed by FFA, State Members, Regional Zones and Clubs. The information listed below can be utilised by clubs to provide parents and players with a better understanding of the costs associated with registrations fees. With approximately 55,000 registered players, a region spread from Newcastle to Queensland and as far inland as Lightning Ridge, there are many costs associated with the administration of football in Northern NSW. In today’s society, volunteers in most sports have become much harder to find and as a result many Zones and Clubs have been forced to professionalise their operation and employ personnel to do the work previously carried out by volunteers. Whilst the game cannot succeed without volunteers, consumer demand in today’s environment exceeds volunteer capacity and more clubs are moving towards a ‘user pays’ system to satisfy this demand. In football, the operational structure flows down from FIFA, the world governing body, to FFA, to State Members, to Regional Zones and ultimately to Clubs at grassroots level. Registration fees in Northern NSW vary due to the fee component imposed by individual Zones and Clubs, together with Match Official fees. For instance some Clubs include Match Official fees in their registration fee whilst other Clubs charge Match Official fees on the day. Registrations are divided up into four categories to coincide with the structure of MiniRoos Football. Listed below are the registration levies imposed by FFA & Northern NSW Football for 2015. These fees do not include the individual Zone or Club levies: Category

FFA Levy




Entry (5 – 7 years)





Junior (8 – 11 years)





Youth (12 – 18 years)





Senior (18 years +)









Team Official

Registration category is determined by the player’s age as at 31 December 2015 (not the competition in which the player participates).


Registration fees provide funding for: • • • • • • • • • • • • • • •

Structured management and leadership Development programs and initiatives Sports Injury Insurance cover for players Insurance cover for all volunteers / officials Public Liability Insurance Professional Indemnity Insurance Membership to Incorporated Football Club Structured weekly competitions Structured weekly training sessions Elite player pathways/representative football Annual recruitment campaigns Technology – myfootballclub & fox sports pulse Marketing & communication Community coach education Volunteer recognition & training

Please click on the link below to refer to the summary of programs & services booklet.


INSURANCE JLT Sport Programme Summary The Northern NSW Football (NNSWF) Risk Protection Programme (“The Programme”) is an initiative of NNSWF and has seen a number of benefits provided to all football clubs throughout NSW. It is designed to save clubs time, effort and money and provide enhanced cover and services for the football community. Coverage This Programme provides coverage 365 days of the year with an annual renewal date of 31st December. What’s Covered In general, all football activities are covered. This includes matches, training, functions, meetings and the like (anywhere in Australia). The Programme provides competitively broad protection across the following areas: -

Public liability Sports Injury Management Liability

Clubs that require a copy of our Certificate of Currency (often requested by LGA’s for use of facilities) can be downloaded from the website – For more information:





SPECIAL COMPETITIONS A Special Competition is a competition, or other form of organised football, that is conducted outside of the recognised ‘regular’ football season by member clubs of NNSWF. A Special Competition may run one night per week for up to a maximum of twenty weeks and can cater for up to a maximum of forty teams. A Special Competition conducted by a member club of NNSWF, must be sanctioned by NNSWF, and is bound by the National Registration Regulations. For a Special Competition to be considered for a sanction by NNSWF, a club must first submit a Special Competition Sanction Application for Approval form, available for download from the NNSWF website. For a Special Competition sanction to be approved by NNSWF, a club must agree to abide by the Special Competition Terms and Conditions, included in the Expression of Interest document available for download from the NNSWF website. The registration of players participating in a Special Competition is mandatory and must be undertaken prior to a player being considered eligible to participate. As per FFA requirements, all players participating in a Special Competition must be registered to that Special Competition online through MyFootballClub (MFC). A club conducting a Special Competition is encouraged to promote online self-registration to their players, however the club registration of players will be accepted. If a club chooses to register players online through MFC on their behalf, an NRR03 Amateur Player Registration form must be completed by the player, in lieu of them making a self-registration online, and retained by the club. All players participating in a Special Competition are required to pay an upfront registration fee to NNSWF. NNSWF charges four fees; Registered Junior, Unregistered Junior, Registered Senior and Unregistered Senior. A Registered Junior/Senior is considered to be any player that has registered to play winter football in the same registration period, in NNSWF. An Unregistered Junior/Senior is considered to be any player that has not registered to play football in the same registration period, in NNSWF. The registration fees for Special Competitions will be confirmed for the 2015-16 period in September. Please be aware that the current fees may be subject to change at this time. A club conducting a Special Competition has the right to charge participating teams a weekly team fee. This fee is retained by the club and used solely to contribute to the associated costs of running the Special Competition, and the development of the club and its members. The utilisation and payment of a private provider is not permitted. NNSWF will promote Special Competitions through its integrated website platform, Facebook and Twitter. A page dedicated to Special Competitions in NNSWF has been developed on the NNSWF website and individual Special Competition details, sorted by zone, will be featured with links to a club’s website for more information (if available). News items will also be featured on both the NNSWF website and zone websites. For more information regarding Special Competitions, please visit the NNSWF website.


SPECIAL TOURNAMENTS A Special Tournament is a Tournament, or other form of organised football, that is conducted for a period not greater than seven consecutive days, by member clubs of NNSWF. A Special Tournament conducted by a member club of NNSWF, must be sanctioned by NNSWF, and is bound by the National Registration Regulations. For a Special Tournament to be considered for a sanction by NNSWF, a club must first submit a Special Tournament Sanction Application for Approval form, available for download from the NNSWF website. For a Special Tournament sanction to be approved by NNSWF, a club must agree to abide by the Special Tournament Terms and Conditions, included in the Expression of Interest document available for download from the NNSWF website. The registration of players participating in a Special Tournament is mandatory and must be undertaken prior to a player being considered eligible to participate. As per FFA requirements, all players participating in a Special Tournament must be registered to that Special Tournament online through MyFootballClub (MFC). A club conducting a Special Tournament is encouraged to promote online self-registration to their players, however the club registration of players will be accepted. If a club chooses to register players online through MFC on their behalf, an NRR03 Amateur Player Registration form must be completed by the player, in lieu of them making a self-registration online, and retained by the club. All players participating in a Special Tournament are required to pay an upfront registration fee to NNSWF. NNSWF charges four fees; Registered Junior, Unregistered Junior, Registered Senior and Unregistered Senior. A Registered Junior/Senior is considered to be any player that has registered to play winter football in the same registration period, in NNSWF. An Unregistered Junior/Senior is considered to be any player that has not registered to play football in the same registration period, in NNSWF. The registration fees for Special Tournaments will be confirmed for the 2015-16 period, in September. Please be aware that the current fees may be subject to change at this time. A club conducting a Special Tournament has the right to charge participating teams a team entry fee. This fee is retained by the club and used solely to contribute to the associated costs of running the Special Tournament, and the development of the club and its members. The utilisation and payment of a private provider is not permitted. NNSWF will promote Special Tournaments through its integrated website platform, Facebook and Twitter. A page dedicated to Special Tournaments in NNSWF has been developed on the NNSWF website and individual Special Tournament details, sorted by zone, will be featured with links to club websites for more information (if available). News items will also be featured on both the NNSWF website and zone websites. For more information regarding Special Tournaments, please visit the NNSWF website.


SUMMER 6S Summer 6s is a football format developed by NNSWF to be conducted by approved clubs in the summer months, with the aim of providing more people with more opportunities to play more football. Summer 6s incorporates a revised format of ‘the game’ with a competitive, social environment ‘for football, sun and a whole-lot-a-fun’. Summer 6s is played on a field, rectangular in shape, measuring approximately 65m (l) x 35m (w) (1/3 standard field). A match will last two equal periods of 15 minutes, with a brief halftime interval for teams to change ends and each team is permitted to field six players, with the opportunity for unlimited interchange during a match. A Summer 6s competition conducted by a member club of NNSWF, must be sanctioned by NNSWF, and is bound by the National Registration Regulations. For a Summer 6s competition to be considered for a sanction by NNSWF, a club must first submit a Summer 6s competition Sanction Application for Approval form, available for download from the NNSWF website. For a Summer 6s competition sanction to be approved by NNSWF, a club must agree to abide by the Summer 6s competition Terms and Conditions, included in the Expression of Interest document available for download from the NNSWF website. The registration of players participating in a Summer 6s competition is mandatory and must be undertaken prior to a player being considered eligible to participate. As per FFA requirements, all players participating in a Summer 6s competition must be registered to that Summer 6s competition online through MyFootballClub (MFC). A club conducting a Summer 6s competition is encouraged to promote online self-registration to their players, however the club registration of players will be accepted. If a club chooses to register players online through MFC on their behalf, an NRR03 Amateur Player Registration form must be completed by the player, in lieu of them making a self-registration online, and retained by the club. All players participating in a Summer 6s competition are required to pay an upfront registration fee to NNSWF. NNSWF charges four fees; Registered Junior, Unregistered Junior, Registered Senior and Unregistered Senior. A Registered Junior/Senior is considered to be any player that has registered to play winter football in the same registration period, in NNSWF. An Unregistered Junior/Senior is considered to be any player that has not registered to play football in the same registration period, in NNSWF. The registration fees for Summer 6s competitions will be confirmed for the 2015-16 period, in September. Please be aware that the current fees may be subject to change at this time. A club conducting a Summer 6s competition has the right to charge participating teams a weekly team fee. This fee is retained by the club and used solely to contribute to the associated costs of running the Summer 6s competition, and the development of the club and its members. The utilisation and payment of a private provider is not permitted. A club conducting a Summer 6s competition will offer competitions to cater for both junior and senior males and junior and senior females, nominations permitting. It is also required that clubs offer three grades of competitions for each age group, nominations permitting; Premier, Competitive and Social, nominations permitting. NNSWF has developed a unique brand for Summer 6s, designed specifically to promote the fun and social aspect of summer football.


Utilising this branding, NNSWF has developed a dedicated Summer 6s website with FoxSportsPulse, providing visitors with detailed information about Summer 6s. In addition to this website, each club conducting a Summer 6s competition will be provided with an individual Summer 6s website with FoxSportsPulse that will be linked to NNSWF’s main Summer 6s website. On this club website, visitors can find further information about a specific competition, including registration details, draws, ladders, news etc. NNSWF will also promote Summer 6s competitions through its integrated website platform, Facebook and Twitter. An allocation of colour A5 flyers will be distributed to each Summer 6s provider for promotional distribution and a .pdf file of the A5 flyer will also be supplied for email distribution. An allocation of Summer 6s branded banners will be distributed to each club conducting a Summer 6s competition, to be displayed at all times. These banners will remain the property of NNSWF. NNSWF will also endeavour to undertake various other promotional activities in the vicinity of each Summer 6s competition. For more information regarding Special Competitions, please visit the NNSWF website.

COACHING CLINICS Clubs that wish to conduct a Coaching Clinic or out of season training program, MUST seek approval from Northern NSW Football to ensure insurance coverage in the event of player injury or public liability claims. In order for approval to be granted for a Coaching Clinic, clubs must complete and submit a Coaching Clinic Application Form (see page 38) prior to the commencement of the proposed clinic. Please note approval will only be granted for clubs conducting their own clinics with all funds raised used solely for the development of the club and its members. Also, once approved, Northern NSW Football can void its endorsement of any Coaching Clinic if clubs fail to comply with the conditions of approval. In this instance, club administrators would be rendered liable in the event of player injury or public liability claims. Coaching Clinic Application Forms are available for download from the Northern NSW Football website




CLUB ADMINISTRATION ROLES President/Chairperson A President/Chairperson leads but does not direct, although he/she controls procedure, he/she is in charge of the meetings that are conducted for the benefit of the Members. The President’s role and responsibilities include: • Attending all meetings convened in accordance with the constitution and rules of the club • Chairing and conducting all meetings he/she attends under the rules of the club • Having the right to exercise his/her vote as a member and shall have the casting vote • Ensuring that all members are made aware of the objectives of the club • Using his/her best endeavours to achieve the objectives of the club • Exercising a watching brief over the whole of the administration of the club • Being responsible for the good order and discipline of the club

Meeting Hints for the President/Chairperson • • •

• • • • • • • • • • • • • • • • • • • • • • •

Chairing all meetings of the organisation (unless directed otherwise in Constitution) The Chairperson must appreciate the purpose of the meeting Plan - determine prior to the meeting what should be accomplished, know what the meeting is all about. Know the Constitution and standing orders for the conduct of meeting. Start on time. Follow the agenda strictly, unless directed otherwise by the meeting. Know the order of the agenda. An effective president/chairperson ensures there is fair discussion on each issue, and that all points are expressed before the meeting is called upon to reach a decision. Keep the meeting moving in the desired direction, be firm but tactful on Members deviating from the point under discussion, ask the discussion be ‘kept to the point’ Help the meeting to come to agreement Ensures the wishes of the meeting are carried out Maintains order, but not so as to restrict constructive debate Ensures legal formalities are observed Be impartial - be there for the benefit of the meeting - be a leader Rules on 'Point of Order' Listen attentively and keep a concise summary of proceedings. May impose a time limit Directs the order of speaking - mover first then others Attempt to get all Members to contribute to the meeting. After adequate discussion it is essential that they summarise the points of view expressed, both for and against to make sure Members know clearly on what they will be voting. Controls the meeting - stand and address meeting Has the power of temporary adjournment, even power of ejection May ask the substantive motions to be submitted in writing May have a casting vote (whatever is in the Constitution) Arise, and leave the chair, at the end of the meeting. Once the meeting is closed, anything forgotten must be left till the next meeting.


Secretary A club Secretary is responsible for administering the affairs of the club as directed by the Executive or Management Committee, or members as the club rules direct. He/she is the key point of contact for all correspondence to and from their Zone and Northern NSW Football. The Secretary’s role and responsibilities include: • Keeping the records of the organisation (other than financial) • Dealing with all incoming and outgoing correspondence. • Highlighting any correspondence which requires immediate attention. • Prompt circulation of all correspondence, both written and electronically. • Compiling meeting agenda in consultation with president/chairperson. • Attending all meetings convened in accordance with the rules of the club. • Keeping accurate minutes of the meeting and organising distribution to committee Members. • Recording motions and amendments of the meetings. • Listing people responsible for implementing action. • Maintaining a correspondence list. • Maintaining a register of Members, if the organisation is incorporated. • Keeping copies of all current information about the Club/Zone e.g. fixtures, social functions, contact lists (Local Governments, Sport and Recreation, Parent Body). • Making sure all records of the organisation are kept in order and up to date. • Ensuring the Club complies with all legal obligations. • Being fully aware of the rules of the organisation. • Forwarding any changes to the Constitution to the Office of Fair Trading. • Reporting to the committee on any unfulfilled resolutions.

Treasurer Responsibility for an organisation’s finances and maintaining and presenting financial records rests with the Treasurer, who occupies an important position within the organisation. The task is an exacting one which, for the sake of both the organisation and the individual concerned, needs to be performed conscientiously and diligently. For the new Treasurer with no accounting experience, the task may seem daunting but need not be if accepted financial procedures are understood and followed carefully. While some bookkeeping experience is desirable, it is certainly not essential. A person with little previous accounting experience can often make a very effective treasurer. The Treasurer’s role and responsibilities include: • Collection and receipt of all monies due to the organisation and payment of all outstanding accounts authorised by the organisation. • Maintenance of correct financial records, showing the financial affairs of the organisation with full details of all receipts and expenditure. These records should be accessible to the Members for inspection. • The procedures for operating the organisation’s banking accounts are usually documented in the rules or constitution. • Prepare a budget and monitor it carefully • Keep the Club’s books up to date. • Keep a proper record of all payments and money received. • Make sure accurate financial reports are available and understood at all committee meetings. • Show evidence that money received is banked and documentation provided for all money paid out. • Ensure that information for an audit is prepared each year (if rules require accounts to be audited).


CLUB MEETING PROCEDURES A valid meeting • • • •

Must be convened in accordance with your Constitution A quorum must be present in the terms of your Constitution An individual entitled to be present must be included Those attending the meeting must intend it as a meeting

Who may convene a meeting? •

Your Constitution will provide what steps are to be taken to convene the meeting (such rules must be observed). The procedure varies between different types of meetings (committee meetings, special meetings and annual general meetings).

Who may attend a meeting? • • •

Persons who are not Members have no right to attend (but may be invited to do so) Some Members may not be entitled to attend (Junior Members) Reporters have no right to attend unless it is a public meeting or a notice has been published by which visitors are welcome.

Notice of meeting Fundamental principle: no valid notice = no valid meeting • Members who have the right to attend - have an absolute right to be notified • Meeting will be invalid for lack of notice • If omission is accidental - check your Constitution (rules generally provide that in those circumstances the notice is valid) • If your Constitution does not set a time - reasonable time (rules or legislation will generally prescribe time, e.g. special resolution (21 days) AGM (14 days) • Notice of meeting should include, date, time, venue and the objects of the meeting

Quorum Quorum means, the number of persons specified in the rules to be in attendance either, (a) at the commencement of business; or (b) at all times throughout the meeting. Check your Constitution and see if Quorum must be present for just the beginning of a meeting or at all times throughout the meeting.

Call the meeting to order To start on time is essential.

Open the meeting •

Declare the meeting officially open. This is important as the business of the meeting is recorded from this point on. Always identify the meeting by quoting specific title and class of it, e.g. make the opening a firm statement – “I declare this meeting of **(CLUB NAME)** open”.


Attendance and apologies • • • • •

Record all Members present. Introduce visitors. Introduce special guests, by name and qualification. Formally welcome all visitors to the meeting. Call for apologies, with a formal motion for acceptance of apologies.

Note: The distinction between “accepted apologies” and “received apologies”; the latter does not count as absence on reasonable cause.

Minutes The sole purpose of confirming or adopting minutes is to ensure their accuracy. Reading lengthy minutes in detail is unnecessary, boring and destructive to a meeting.

Matters arising from the minutes • • •

Have matters to be decided listed on the agenda. Discussion should be confined strictly to the minutes that will not be covered in the reports. Matters arising from the minutes are usually confined to specific questions, or actions.

Correspondence •

• • •

The chairperson should ask the secretary to present a list of inward and outward correspondence, in chronological order, and put it to the meeting. The chairperson should request a formal motion: “That all inward correspondence be received” and “That outward correspondence be approved”. No discussion should be allowed before the motion is presented. Any member may request the whole context of a letter be read to the meeting.

Reports The Treasurer The chairperson calls on the treasurer for the regular financial report. • The chairperson asks for any discussion arising from the report: “The report is now open for discussion”. • A formal motion is needed for a list of all accounts for payment to be paid, as it is a legal requirement for audit (if Rules require an audit). • A formal motion is needed to adopt the report, “That the report be adopted”. Sub Committee • These should be brief. • The committee chairperson should present them before (in writing), and during the meeting, so that they can be incorporated into the minutes. • Discussion and action may follow each report. • Each report must be adopted after presentation and discussion. “That the report be received”. No seconder is required. Other Reports These should be brief and deal with specific topics.


Discussion on Motions •

• • •

The Constitution should lay down how much notice to give the chairperson of business to be discussed at the meeting. These motions must be placed on the agenda. Any motions proposed without sufficient notice may be rejected by the chairperson, but are accepted as notice of motions for the next meeting. See motions and amendments where motions and amendments are discussed and voted and ruled upon.

General Business •

• •

The chairperson can decide whether a point should be discussed or not, although only relatively minor points can be brought up. Notice of motion for next meeting may be brought up with a written copy of the motion, signed and dated, being handed to the secretary. The chairperson should restrict discussion to the interest of the meeting.

Next Meeting Discuss the time, date, and venue for the next meeting, to ensure everyone knows the details.

Closure • • • • • •

This is the signal to say that no further business is being conducted at the meeting. The time to wind up proceedings is up to the chairperson. The chairperson should close the meeting when there is no further business. Continuing would serve no worthwhile purpose. The normal way of closing is for the chairperson to rise, thank Members for their co-operation, thank visitors, wait for silence and announce: “I declare this meeting closed”. The chairperson should emphasise that the meeting is over, by leaving the chair as soon as possible, and that further discussion is unofficial and leaderless.

Motions and Amendments All items of business requiring a decision must come before the meeting by way of motion, and if passed, become resolutions. A motion should be proposed before the chairperson allows any debate or discussion on the subject. This promotes order in the discussion. Once a motion has been moved, the chairperson should make sure discussion does not depart from the point. The motions should be simple, precise, clear and unambiguous.


The Seconder This implies there is support for the motion. The speaker must introduce his support by: “I second that motion”. The seconder, who has no right of reply, may speak as he seconds the motion, or reserve his speech until after further debate. If there is no seconder, the motion should lapse. Immediately a motion has been proposed and seconded the chairperson can save time, and cut out repetition by declaring: “Does anyone wish to speak against the motion?” If no, the motion may be put to the vote. If yes, the order of debate should be speaker against, then for (i.e. alternatively), with no speaker (except the seconder’s reserved speech and mover’s right of reply, point of order or personal explanation e.g. correcting a misquote) speaking more than once.

Amendments • • • •

• • • • •

Are introduced by words such as “I would like to move an amendment that…” Must be clear and precise. An amendment must not negate or contradict the motion. A competent amendment may: − Add to the motion. − Subtract from the motion. − Substitute words within the motion. − Alter the wording. Neither the mover nor the seconder to the original motion or prior amendments may move or second an amendment. Amendments should be placed before the meeting one at a time (taken in the order which they affect the terms of the original motion). When amendment is raised, all who have spoken previously may speak again including the original mover. Before any vote is taken, the chairperson should make sure the meeting knows the points for and against, and the actual wording of the amendment. When an amendment is carried, it is incorporated in the motion, which can be further discussed or amended.

Advice on Amendments • • • • •

To avoid confusion, amendments to amendments are not advised. Each amendment must be relevant. Insist that amendments be handed in writing to the secretary before voting. Before Members are asked to vote, the amendment is read to the meeting. Amendments should be discussed and ratified one at a time.

Closure of Debate • • •

The chairperson should decide when the vote should be put. The mover of the original motion should then be offered his/her right of reply. The motion or amendment to be ratified must be read out to the Members, so that they all clearly understand it. The chairperson could also summarise the proceedings for and against.


THE ANNUAL GENERAL MEETING Clubs incorporated in NSW are required to conduct an Annual General Meeting each calendar year and within six months of the end of the clubs financial year to: (a) provide members with an opportunity to review the performance of the club over the previous 12 months. (b) vote on changes to the constitution (c) appoint the financial officer (d) elect Board of Directors or Management Committee. The way in which the AGM is conducted will be specified in the constitution of the club and all members should be aware of these rules. For further information regarding Incorporation, clubs can purchase a copy of Incorporation (an explanation of the Association Incorporation Act) by phoning 0292112599. The Office of Fair Trading also publish Model rules for Incorporated Associations. Free copies are available by phoning Fair Trading Centres on 133220.

Annual General Meeting Checklist Frequency An AGM must be held at least once each calendar year and within six months of the end of the clubs financial year. At a Board meeting prior to the AGM i. Appoint a Returning Officer at a Board /Committee meeting prior to the AGM. ii. Formulate any resolutions for the AGM at the Board meeting prior and ensure that the resolutions are sent out with the Notice of AGM. iii. Check rules of constitution regarding intended amendments to the constitution. At least 14 days prior to AGM send out: i. Notice of the AGM ii. Nomination forms for Board/Committee membership. iii. A voting proxy form for members (if applicable) Seven days prior to AGM i. Closing date for Board nominations ii. Returning officer must be informed of names of nominees iii. If number of nominations equals the number of vacancies the candidates are taken to be elected and poll declared closed iv. if insufficient nominations are received to fill all vacancies the candidates are taken to be elected and further nominations can be received (from the floor) at the AGM If there continue to be vacancies, these are taken to be casual vacancies. v. If the number of nominations exceeds the vacancies, a ballot must be held. vi. The Returning Officer should prepare a ballot paper and distribute to members At the AGM i. Distribute the AGM Agenda ii. Ensure a quorum is present iii. Present Annual Report and Presidents Report iv. Present Treasurers Report v. Election of Board Members/Declaration of Poll Within one month of the AGM i. Notify NSW Office of Fair Trading of any changes to the Public Officer and Secretary. ii. Also send Annual Report, including financial statement to NSW Office of Fair Trading and members not present at the AGM. iii. Update signatories on all current bank accounts accordingly


Need more information? Contact Registry Services FreeCall: 1800 502 042




INCORPORATED ASSOCIATION: Name: Incorporation Number: Public Officer: Authorised Signatories:

End of Financial Year Date: LOCATION OF: Incorporation Certificate: Constitution: Minutes: Member Register: Committee Register: Disclosed Interest Register: Signatories Register: Common Seal (optional): ANNUAL OBLIGATIONS: Annual General Meeting Annual Financial Return Update signatories on all current bank accounts CONTACT THE REGISTRY TO: Lodge Annual Return Change Constitution Change Name Wind up / Cancellation For information and help on incorporated associations contact Registry of Co-operatives & Associations PO Box 22 BATHURST NSW 2795 Freecall 1800 502 042 Visit our website for details


CLUB DISCIPLINARY PROCEDURES A Club is responsible for the conduct and behaviour of its spectators and retains primary responsibility for the conduct and behaviour of its Players, Team Officials and Club Officials. It is fundamental for the proper discharge of the power of a club to scrutinise the conduct of its members and to discipline them when required within the principles of natural justice and FFA regulations. The FFA Code of Behaviour applies to FFA, State Federations, District Zones, Club, Players and Officials A person will be deemed to have engaged in conduct or behaviour: a) regardless of whether or not it was committed deliberately or negligently b) if that person has attempted, offered or encouraged others, to engage in that conduct or behaviour; or c) where that person knowingly takes part in the conduct or behaviour It is the responsibility of club officials to make themselves aware and fully conversant with the FFA Code of Behaviour and also FFA Grievance Regulations.

Conclusion Adherence to the code of Behaviour will ultimately promote administrative efficiency and integrity due to the greater satisfaction and fewer grievances that result from good management procedures. As a club administrator you should ensure that sporting justice is administered and natural justice prevails in all instances.

Need some help with conflict resolution? Visit – conflict resolution network – 12 skills summary.


RISK MANAGEMENT It’s Your Responsibility Risk management is the course of action you take to reduce potential legal liability. It seeks to address potential problems before they occur. Risk management aims to be pro-active rather than reactive - creating a safer environment and legally safer operational procedures. A common mistake clubs make is to view risk management as a program in isolation. It is really an ongoing process that should be applied to all your club’s policies and procedures.

Benefits of risk management Potential benefits and opportunities for implementing effective risk management procedures are: • better sporting or recreational outcomes • improved safety for participants, officials, spectators and volunteers • lower costs and increased budget certainty • more effective management of assets, events, programs and activities • improved compliance with the law, regulations and other formal requirements • enhanced image and reputation.

Risks facing sport and recreation organisations The inherent nature of sport and recreation means that risk areas are broad. Some general risks that could apply to your sports club include: • unsafe equipment and facilities • no emergency medical plan • inadequate or inappropriate insurance • the club is not incorporated • the club does not require participants to sign a waiver or release form prior to participating.

Risk management Checklist • Appoint a risk manager - responsible for the risk management process • Identify ‘key’ people (i.e. head coach, event manager, finance director) who will be involved in

managing risk Determine the club’s risk management context Identify risks – what can happen, why and how? Analyse risks Evaluate risks Design a risk elimination and reduction plan Implement the plan Develop and implement a clear communication strategy on risk management Communicate the strategies to all appropriate levels of the club Ensure the board addresses risk management periodically as a meeting agenda item Monitor and review strategies at least annually and report to the board through the risk manager • Ensure the board has adopted and implemented a risk management policy. For further assistance on Risk Management check out the following websites: • • • • • • • • • •

NSW Government Department Communities Sport and Recreation: Standards Australia 4360 (Risk Culture Management):



J Match Day Checklist - Northern NSW Football

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GOALPOST SAFETY Grassroots Soccer Precautions and Measures for Fixed and Portable Goalposts The information contained in this document is based in part on the Standards Australia International Ltd (“Standards Australia”) publication Playing Field Equipment – Soccer Goals – Safety Aspects AS4866.12007. Permission to reprint information produced by Standards Australia has been given by SAI Global Ltd. The complete Standards Australia handbook can be purchased online at or by writing to the Customer Service Centre, SAI Global Ltd., 286 Sussex Street, Sydney NSW 2000.

Introduction Australia as a nation loves all sports, both in a participatory and spectator capacity. Soccer’s popularity at grassroots level is unrivalled and unique in its attraction to all ages. As such, both players and spectators have every right to expect that the equipment used in the game is of an appropriate standard of safety and suitability. However, in recent times there have been injuries and fatalities, which have occurred as a result of unsafe or incorrect use of fixed and portable goalposts. In order to ensure that the game remains enjoyable for all, Northern NSW Football would like to draw your attention to the following guidelines for the safe use of both fixed and portable goalposts. These guidelines are in association with, and further to, the FIFA regulations as covered by Law 1 advised in FIFA circular number 593 on 10 July 1996. Law 1 States that: “For safety reasons, goals (including those which are portable and not installed permanently at a playing pitch or practice field) must always be anchored securely to the ground. Portable goalposts must be made of lightweight material. Particular attention is drawn to the fact that if not properly constructed, portable goalposts may tip over and cause injury or even death. Portable goals should not be left in place after use, but should be dismantled, removed, tied together face-to-face or secured to a permanent structure such as a fence.” Safety is always of paramount importance and everyone involved in soccer must play their part and ensure that the following guidelines are adhered to in order to prevent similar incidents occurring in the future. Northern NSW Football is committed to making safety a top priority in the game at all levels. These guidelines are designed to attract as much attention as possible at local levels, to the potential dangers of using goalposts if the necessary checks and precautions are not made and taken. Whether played at school, in a park or for a club, soccer should be fun, enjoyable and most importantly, safe! By raising this awareness, Northern NSW Football aims to create a safer environment for all.


FIXED AND PORTABLE GOALPOST SAFETY 1. Definitions a. A portable goalpost can be defined as any freestanding soccer goal designed to be moved at any point in time, both on and off a field. These goals can be either full size, used outdoors for adult football games or training, or smaller goals used outside for junior games and training. The smaller goals are also used for the purposes of indoor soccer games. A fixed goalpost can be defined as a permanent fixture which remains in one position.

2. Components and Design and Construction a. Goalposts should be constructed of aluminium, steel tubing, a combination of both materials, or of polyvinyl chloride (PVC) plastic tubing. Timber frames are not recommended as they tend to be less durable. Goalposts which are ‘home-made’ or which have been altered from their original size or construction should never be used. They do not have the built-in safety features and may be particularly hazardous for younger players. b. All portable goalposts should be in good condition and properly constructed according to good engineering practice. c. A rear ground bar which connects the two side supports, should form part of the portable goal at all times. This will ensure that weight is added to the rear of the structure, increasing its stability and reducing the risk of the goal overbalancing. Particular attention is drawn to the fact that if not properly assembled and secured, portable goalposts may topple over. The rear ground bar is an effective anchor on which to secure the goalpost. d. As defined by Standards Australia, with the exception of netting, the materials used in the construction of portable goalposts “should be designed to maintain their structural integrity for outdoor use for at least a period of five years, but preferably longer, depending on whether the goal is stored indoors or outdoors. e. Any materials used in the construction of the portable goalposts should be protected against corrosion.

3. Stability, Support and Fixture a. For safety reasons, goalposts of any size must always be anchored securely to the ground. b. Portable goalposts must be pinned or weighted down by the use of chain anchors or appropriate anchor weights to prevent them from overbalancing. If possible, this equipment should be permanently and securely attached to the goal frame and can be in any of the formats as identified below:

Outdoor Goalposts i.

ii. iii.

Steel pegs – stake or ‘J’ Hook style. Varying in lengths and diameters of 250mm (10 inch) to 600mm (24 inch) for the stake style and ensuring that a ‘J’ hook has a curved top which is designed to fit over the side or rear ground bar. Sufficient stakes are required to support each goal, taking the size of that goal into consideration. The ‘J’ hook should be angled toward the front of the goal, driven fully into the ground, but clearly visible to prevent anybody potentially tripping. Anchors can fit over a ground bar with staking holes for steel pegs or spiral styled screws, which secure fully into the ground. A semi-permanent anchor requires that the main support is a permanently secured base that is buried underground. A semi-permanent anchor connects the underground base to the goals by means of two tethers, or utilises a buried anchor tube with a threaded opening at ground level. The goal is positioned over the buried tube and the bolt is passed through the goal ground shoes and rear ground shoe and screwed into the threaded hole of the buried tube.

Indoor and Outdoor Goalposts iv. For both indoor goals and those located outside where the ground surface cannot be penetrated, sandbags or counterweights may be utilised. The number of bags required to support the structure should be adequate and relative to the size of the goal. Indoor goals can also be secured by bolting the frame to the playing surface and/or to the rear wall of the venue. c) Ground conditions can affect the stability of goals and it is therefore important to take into consideration weather patterns and the geography of the land. d) Ideally, portable goalposts should not be left in place after use – they should be dismantled and removed to a place of secure storage.


e) It is strongly recommended that nets should only be secured by plastic hooks and tape, and not by metal hooks. Any metal hooks should be removed and replaced. Net pegs should not be used to anchor the goal structure.

4. Testing a) Before use, organisers should test the structure to ensure that they are stable by exerting a downward pressure on the crossbar, backward and forward force on both upright posts. It is essential that the structure’s security has been established prior to commencing usage. b) Goalposts should be of correct dimension, with imperative stability and crossbar strength requirements. Condition of the goalposts together with the adequate fixture of netting, is paramount to general safety. Should any components of the goal be damaged or missing, replacements should be sought immediately to provide optimum protection to all.

5. Safety a) Under no circumstances should children or adults to include players, officials or spectators use the goalposts and/or the goal netting as gymnastics equipment. Climbing, swinging or playing on, or around the structure and/or any of its supports is not endorsed and should not be permitted at any time as it may cause severe bodily harm, permanent injury or even death.

6. Insurance a) Safety and the successful implementation of these guidelines has an effect upon both personal accident and public liability insurance provided by Northern NSW Football. Any potential reduction of premiums that may result from the continual implementation of these guidelines will improve the safety standards of the code, and in turn will clearly be beneficial to all parties concerned.

7. Conclusion and Implementations a) Both indoor and outdoor goalposts are to be inspected once every six (6) months in conjunction with the issue of these guidelines. Steel components showing signs of rusting or warping should be replaced, as should any other component which needs repair or replacement. Should goalposts be owned, and therefore maintained by the local Council, please ensure that they are informed in writing of the repairs required. In the meantime, the goalpost should be removed and stored in a secure area. b) All portable goalposts are to be securely anchored to the ground at all times during usage. If the goal post can be disassembled and stored, it should be stored in a place where children cannot gain access. Goalposts which are not secured are not to be used. c) Always ensure that adequate personnel are available to move a portable goalpost taking into consideration the weight and assuring that the correct lifting technique is utilised at all times. This also applies to the hanging of goal nets – under no circumstances should any person attempt to jump up in order to secure the netting. A stepladder or other stable object should be provided to elevate a person to the correct height whereby goal nets can be hung and removed from the goalposts safely. An acceptable alternative is the use of a specially constructed extendable pole to avoid overreaching from the ground level. d) All portable goalposts should be fixed securely to the ground to prevent any overbalancing. e) Goalposts are to be used for their intended purpose. It is essential that steps are taken to ensure that both children and adults do not climb, swing on, or play with the netting and structures of the goalposts. f) Ownership of the goalposts should be clearly determined and defined and placed in writing. This formal record must be retained by the club at all times. If the equipment is hired, or leased, record of ownership should also be kept in writing. g) Records need to be maintained, clearly identifying all user groups of the goalposts. Bibliography: 1. Standards Australia International Ltd. Playing Field Equipment – Soccer Goals – Safety Aspects AS4866.1-2007. 2. The Football Association. (2001/2002). London.


PORTABLE GOALPOST SAFETY REMINDER Clubs, Associations, officials and participants involved are reminded of the importance of securing portable goalposts and the dangers associated with children climbing and swinging on goalposts. Northern NSW Football requires that all existing medium and full size portable goalposts are affixed with yellow Warning stickers alerting of the dangers of playing and climbing on goalposts. Stickers are available upon request from Northern NSW Football by phoning 49648922.

Soccer goalposts All moveable soccer goalposts supplied since 1 March 2005 must comply with the applicable product safety standard required by law. The current mandatory standard for Moveable soccer goals applies to goals weighing 28kg and above and requires them to meet certain requirements in the Australian Standard AS 4866.1 -2007 Playing field equipment – Soccer goals – Safety aspects. Some of the key requirements relate to anchor points, labelling and testing. The laws were introduced because unstable moveable soccer goalposts have been implicated in death and serious injury, both here and overseas. It is likely that most existing moveable goalposts will not meet the stability requirements. They should always be checked before use to make sure they are safe. The best option is to have moveable goalposts placed in the ground and there are sleeve systems available which should be to a depth of at least 300mm. Goalposts purchased prior to 1 March 2005 can be redesigned so that they use an in-ground multiple sleeving system. If this cannot be done, the moveable soccer goalposts should be secured in such a way to ensure that each goalpost complies with the suggested methods in the Standards Australia Handbook HB 227-2003, Portable soccer goalposts – Manufacture, use and storage. All NSW football authorities have been provided with a copy of the Handbook. The four steps to soccer goalpost safety 1. Check it Ensure your soccer goalposts are stable by always performing the following quick safety check: • make sure there are no children around • carefully shake the goalpost vigorously by using both hands and pushing from behind • if the goalpost falls over, or fails to return to its upright position, then it must not be used until it’s properly secured. Also check the goalpost to ensure: 54

there are no sharp exposed corners or edges • there are no gaps greater than 5mm where the ground frame meets the upright post • the ground frame doesn’t extend past the front or sides of the upright post. IMPORTANT: Your existing soccer goalposts should be clearly labelled in three places (shown in red on illustration) with the following words: ‘WARNING – ALWAYS ANCHOR GOAL – NEVER CLIMB ON GOAL OR HANG ON CROSSBAR. Unanchored goals can tip over causing serious injury or death.’ •

2. Secure it While there is no immediate requirement to stop using current goalposts, it is critical to make sure they're stable and secure. If they are not, they will need to be fixed securely or replaced. Soccer goalposts must be secured by using at least 200kg to evenly weigh down the base of the whole goalpost. This equates to one of the following: 10 stakes (at least 300mm long)

12 bags of sand

10 bags of cement mix

3. Test it Before every use, including games and training, a club official must test all moveable soccer goalposts to make sure they are stable and secure. You will need to complete the following steps: • make sure there are no children around • carefully shake the goalpost vigorously by using both hands and pushing from behind • if the goalpost falls over or it fails to return to its upright position, then it must not be used until it’s properly secured. 55

4. Respect it When the portable soccer goalposts are not being used on the field, they should be securely stored away. Above all, do not allow people to climb, swing or play on a moveable goalpost. This can be extremely dangerous. If you see anyone doing this, report them immediately to club officials. Remember, before every soccer game and before all training sessions, follow these 4 steps: 1. Check it 2. Secure it 3. Test it 4. Respect it Completing the necessary safety checks and precautions will ensure that the moveable soccer goalposts are stable and secure. Always play it safe!


LOTTERIES AND GAMES OF CHANCE Lotteries and games of chance may be used by businesses to promote a particular product or service, to raise money for non-profit organisations or by registered clubs to increase membership. You must comply with the requirements of the Lotteries and Art Unions Act 1901. If a lottery is conducted to raise money for a charity, an authority under the Charitable Fundraising Act 1991 may be required. A nonprofit organisation is defined as a body of persons which is not formed for private gain, and includes charities, social clubs, registered clubs, political parties and trade unions. This page contains quick facts on the various types of lotteries and a link to the fact sheet outlining the rules and regulations that apply. Permits may apply for selected lotteries and an application fee may also apply.

Art Unions An art union lottery is conducted to raise money for a non-profit organisation when the total prize value is more than $25,000. A minimum of 30% of gross proceeds must go to a not-for-profit organisation. The total value of money prizes is capped at $25,000. A permit is required for this lottery. A Games of Chance Application Form – Arts Union must be lodged.

Card Jackpot Games This is a free entry lottery and usually involves a pack of 52 playing cards plus a joker laying face-down on a board. Participants are given the opportunity to turn over one of the cards for the chance to win a prize. If the joker card is not drawn, the prize jackpots and the draw is repeated on another occasion. A card jackpot game is a form of trade promotion and a trade promotions permit is required for this lottery. A Trade Promotion Lottery Application form must be lodged. An application fee applies. Lottery rules - also known as terms and conditions - must be readily available to all entrants for free. A template for terms and conditions can be found in the Card Jackpot Game and other Similar Games Guidelines. If a card jackpot game is conducted in conjunction with a raffle, the Card Jackpot Game and other Similar Games forms (Part A, Part B and Part C) must be attached to the trade promotion application. This includes the signed declaration (Part C). The raffle proceeds must NOT be used to fund the jackpot. A minimum of 40% of gross proceeds must go to the not-for-profit organisation.

Charity Housie Housie is also known as bingo and is a game played with tickets or cards bearing numbered squares or symbols, a number or symbol is marked or covered on the ticket or card after the announcer calls that number or symbol which is selected at random by a device. A win is constituted if the player is able to mark or cover certain squares on the ticket or card. Charity housie can only be conducted for the purpose of raising funds for a charity. A minimum of 12.5% of gross proceeds must go to a charity. Cash prizes are permitted. A permit is required for this lottery. An Application to Conduct Fundraising Games of Chance must be lodged.

Chocolate Wheels Chocolate wheels are games of chance where participants are sold numbered tickets. A wheel which has numbers corresponding with those on the tickets is spun. After the wheel has come to rest on a specific number, the participant holding the numbered ticket corresponding with the number on the wheel wins a prize. Conducted for the purpose of raising funds for a charity. A minimum of 40% of gross proceeds must go to a not-for-profit organisation. Maximum of $500 can be given away as a prize. A permit is required. An Application to Conduct Fundraising Games of Chance must be lodged.


Club Bingo This is a lottery that can be conducted at a registered club under the Registered Clubs Act 1976 only to promote patronage of a registered club by its members or guests. Cash prizes are not permitted. A single prize value cannot exceed $30 and the total value of prizes in one game is capped at $50. A permit is not required.

Football Doubles A football double is a lottery in which the ticket contains hidden numbers - the winner is determined by the ticket holder’s numbers corresponding with the football jersey numbers of the scorers of the first two try scorers in a particular football match - similar to no-draw lotteries. Variations of this lottery include Football Triples, Points Margin and Final Score. Conducted for the purpose of raising funds for a non-for-profit organisation. A minimum of 40% of gross proceeds must go to the non-for-profit organisation. Total prizes capped at $5,000. No permit is required.

Gaming Nights The format of gaming nights may vary but normally involve a participant being given or purchasing chips, tokens, play money or similar play pieces which are otherwise valueless. They can be used to play well known casino table games – roulette, blackjack, two-up and crown and anchor. Conducted as a social entertainment and/or raise funds for a not-for-profit organisation. These types of games are illegal under the Unlawful Gambling Act if players risk a stake on the outcome eg at the conclusion of the event using the chips to bid in an auction, if the player with the highest number of chips receives a prize and the chips cannot be redeemed for money or anything of value. A permit is not required.

Gratuitous Lotteries (also known as ‘lucky door’ or ‘lucky seat’ promotions) A gratuitous lottery is often used by non-profit organisations to raise money. Total value of prizes is capped at $25,000 and money prizes are prohibited. No permit is needed. The gratuitious lottery cannot be conducted for the purposes of promoting any trade or business. To promote a trade or business, a trade promotion permit must be obtained.

Guessing Competitions (refer to Raffles) Hundred clubs (refer Progressive lotteries) Lucky envelopes This is a game of chance in which participants win a prize if they expose a hidden number that is the same as a winning number displayed on a chart at the point of sale. Conducted for the purpose of raising funds for a charity. A minimum of 40% of gross proceeds must go to a charity. An Application to Conduct Fundraising Games of Chance must be lodged. Ticket cost determines prize value with lucky envelopes - $4, $10 or $20. A permit is required.

Mini-numbers A mini-numbers lottery where subscribers choose a smaller set of numbers from a larger set of numbers with the chance of winning prizes. It is similar to the game of Lotto.


A mini-numbers lottery can only be conducted to raise funds for a not-for-profit organisation. A minimum of 40% of gross proceeds must go to a not-for-profit organisation. Not more than one mini-numbers lottery may be conducted for the benefit of an organisation any one time and in any period of seven days. Not more than one mini-numbers lottery may be conducted on the premises of a registered club or hotel at any one time. Total value of cash prizes capped at $5,000. No permit is required.

Lotto-style lotteries (refer No-draw lotteries) No-draw lotteries No-draw lotteries are also called break-open or scratch lotteries. A no-draw lottery is a lottery conducted to raise money for a non-profit organisation. The tickets used in the promotion contain a hidden symbol or a number of hidden symbols that may be exposed by removing or scratching a covering of paper or other opaque material and are very similar to NSW scratch lottery tickets. Total value of prizes capped at $5,000. No permit is required.

Progressive Lotteries Progressive lotteries are lotteries or games of chance in which a number of draws may be conducted on various dates over a stipulated period of time. The most common types of progressive lotteries are 'hundred clubs' and 'silver circles'. Conducted as a social entertainment and/or raise funds for a not-for-profit organisation. If the total sales exceed $20,000, an Application to Conduct a Progressive Lottery must be lodged. Total value of money prizes is capped at $5,000. No authorising permit is required unless total sales exceed $20,000.

Promotional Raffles A promotional raffle can only be conducted at a registered club only under the Registered Clubs Act 1976 for the purpose of entertaining patrons. This is different to a raffle which is used to raise funds for a registered club. Maximum prize value is $100 with a one off single major prize not exceeding $500. No cash prizes are permitted. No permit is required for a promotional raffle. Read more about promotional raffles. For more information on raffles, see below.

Raffles A raffle is a lottery held by a non-profit organisation for the purpose of raising funds and has a total prize value not exceeding $25,000. A minimum of 40% of gross proceeds must go to a not-for-profit organisation. No permit is required for a raffle. .

Silver Circles (refer Progressive lotteries) Social Housie Social housie can be conducted for the purposes of social entertainment and/or raising funds for a charity. Social housie cannot be conducted on the premises of a registered club or licensed premises. Cash prizes are permitted. Total value of an ordinary game cannot exceed $30 and the jackpot cannot exceed $150.


A permit is not required for this lottery.

Sweeps/Calcuttas A sweep is a game in which a person (a player) buys a ticket for a chance to win, by lot, a participant in an approved event. A calcutta follows the same method as a sweep up to the completion of the draw. On completion of the draw, an auction takes place at which all ticket purchasers are entitled to bid for each participant as it is offered. Players who were successful in the draw may choose between selling the participant and receiving half of the proceeds of the sale, or retaining the participant by making (and paying half of) the highest bid. Anyone may conduct a sweep or calcutta for social entertainment or raising funds for a prescribed organisation. View the list of approved events. A permit is required when the total ticket sales will be more than $20,000. An Application to Conduct a Sweep or Calcutta must be lodged. Persons under 16 are not allowed to play or assist in a sweep or calcutta lottery.

Tipping Competitions A tipping competition is whereby a participant predicts or forecasts the outcome or results of a sporting or other contingency, where points are awarded for successful predictions. The prize pool is distributed to the people who accumulate the most number of points over a stipulated period. If conducted for the benefit of a charity, the promoter or organiser must also comply with the requirements of the Charitable Fundraising Act 1991. No trade promotions permit is required if the prize pool comprises the total amount paid as entrance fees less any costs and expenses properly incurred in connection with the conduct of the tipping competition or the prizes are less than $20,000. A trade promotions permit is required when there is no entry fee or the prize pool exceeds the total amount paid as entrance fees less any costs and expenses properly incurred in connection with the conduct of the tipping competition or the prizes are more than $20,000.

Trade promotions This is a free-entry lottery conducted to promote goods and services supplied by a business. This is sometimes called a sweepstake, competition, contest or giveaway. If an element of chance determines the award of a prize, a trade promotions permit is required for the competition. An application fee applies. Lottery rules also known as terms and conditions must be readily available to entrants for free. Further information Charitable Fundraising Act 1991 – outlines the requirements when a lottery or game of chance is used to raise money for a charity. Conduct of interstate lotteries – gives guidance to persons and organisations wanting to further the conduct of an interstate-based lottery in New South Wales. Prohibited prizes or prizes subject to restrictions – lotteries and games of chance may also have specific restrictions. Refer to the Money prizes - prohibited prizes fact sheet or individual fact sheets. Ready reference (PDF 312kb) - Summary of the various types of lotteries and games of chance that may be conducted.


SUN SAFETY Australians love being outdoors and playing sport. With our great climate and open spaces, sport and recreation is part of our way of life. But on a clear summer day in NSW, it can take just 15 minutes to get sunburnt. It's important that sporting organisations protect players and spectators from the sun. As a sporting organisation, you probably have rules and policies relating to the safety and conduct of your members and supporters to ensure that certain standards are met. For sport and recreational organisations, a sun protection policy is one of the best ways to ensure your organisation is fulfilling its duty of care with regard to sun protection. By developing and implementing a policy, you will provide your members and supporters with guidelines to improve their protection from the sun & reduce their risk of skin cancer.

Getting Started There are many ways to develop a sun protection policy. Here are a few ideas: • Start by raising awareness in your organisation about the dangers of sun exposure and the need for a sun protection policy. • Try to involve key people in developing your policy, including players, coaches, referees/umpires, officials, parents and supporters. • Provide information – the more informed people are about skin cancer and the need for the policy, the more likely they are to take notice. • You might need to allocate some money to implement the policy, such as for education/training, equipment, uniforms and shade cloth. • Review the policy annually. The policy should be a simple document for people to follow but one that adapts/changes in response to organisational needs.

Sun Protection Policy for Sporting Groups Cancer Council NSW has developed a comprehensive sun protection policy which sporting groups can adopt as their own. A sun protection policy should include the following key elements: • Outdoor events, games and training are scheduled wherever possible outside of peak UV times (10am – 2pm and 11am-3pm daylight saving time). • Sun safety is promoted when the UV levels are 3 or above. Check the SunSmart UV Alert. • Players, officials and spectators are encouraged to use shade from trees and buildings. • The organisation provides shade structures, and individuals are also encouraged to bring their own shade, eg, umbrellas. • The organisation provides or promotes sun protection items such as sun-safe clothing, hats, sunglasses and sunscreen, for players, coaches and officials. Communicating the new policy and the importance of sun protection is critical to ensure that the policy is implemented. To do this: 1. Officially launch the policy so that every level of the organisation is aware it has been endorsed by the managing committee. 2. Include a copy of the sun protection policy with every offer of employment and at enrolment for new members. 3. Ensure the policy is easy to find on the club website. 4. Include sun protection information in your newsletters and new member brochures. 5. Add the SunSmart UV Alert to your clubs’ website. 6. Promote sun protection at events over the loud speakers.


What should you do to improve sun protection behaviours 1. Complete the 10-Step Sun Protection Checklist for Sporting Organisations to see whether or not you are implementing best practice sun protection in your club. 2. Based on the answers to this, make a list of the changes you would like to implement for each sun protection recommendation. 3. Keeping in mind your budget, develop a plan and timeframe to achieve your recommendations for change (for example, ‘we need a more sun protective uniform by the start of the next season’). 4. Think about any issues or potential resistance that might arise from players, coaches and officials and how you will overcome these. 5. Monitor your progress. 6. Encourage senior athletes, coaches/trainers, referees and officials to role model sun protective behaviour to influence participants in the junior sports. 7. Ensure that sun protection is incorporated in the planning of all carnivals/meets.

For further information go to


PREGNANCY While many sporting activities are safe for pregnant women, there may be particular risks that apply to some women during pregnancy. Pregnant women should be aware that their own health and wellbeing, and that of their unborn children, should be of utmost importance in their decision making about the way they participate in our sport. FFA and Northern NSW Football recommend that pregnant women wanting to participate in our sport consult with their medical advisers, make themselves aware of the facts about pregnancy in sport, and ensure that they make informed decisions about participation. All sporting organisations owe a duty of care to pregnant players participating in their sport. A document formulated by the Australian Sports Commission (ASC) entitled ‘Pregnancy in Sport – Guidelines for the Australian Sporting Industry’, is available at: t This publication is intended as an information source for the Australian sporting industry, its administrators, coaches, officials and other staff, employed or voluntary. It is not intended as, nor is it suitable to be used as, advice to sports participants. Pregnancy in sport is essentially a medical issue, and it is therefore vital that pregnant women who wish to participate in sport obtain medical advice before doing so. A checklist has been developed to assist all clubs and associations in dealing with the issue prior to, and post notification of player pregnancy and advises that: • Continued participation in football during pregnancy poses theoretical risks to them and to their unborn child. Under no circumstances should you advise, issue guidelines or discuss those theoretical health risks of continued participation in soccer, but rather direct the player to the general concept. Providing advice or issuing guidelines of this type is potentially dangerous, as you then become potentially liable for their correctness. • Pregnant players should always seek advice from an appropriately qualified medical practitioner as to the risks involved in participating in soccer and related activities while pregnant and whether it is safe for them to continue participating in football while pregnant and, if so, for how long should they continue to participate. This advice should be given by the player’s own doctor to avoid further liability. If you are aware that the player either has not obtained appropriate medical advice or is ignoring such medical advice, there is a duty of care to take positive steps to protect both the mother and the unborn child. These steps may include arranging for the player to see an appropriately qualified medical practitioner (not associated to the club or association) or to provide counselling to cease competing of her own accord, or out of regard to the unborn child. Please ensure that your players are directed to the JLT insurance policy (copy located on the Northern NSW website) and that they pay particular attention to the exclusions contained therein.


ALCOHOL Below is a list of the Top 10 liquor laws for Football Clubs: • • • • • • • • • •

If your club sells liquor it MUST hold a liquor licence All staff/volunteers/committee persons involved in the sale or supply of liquor MUST hold an RSA certificate issued by an approved training provider All RSA certificates MUST be kept in an RSA register which MUST be produced to police or an inspector upon request Your club or an individual MUST NOT sell or supply liquor to a minor Your club or an individual MUST NOT sell or supply liquor to an intoxicated person All liquor MUST be sold on the licensed premises of the club All liquor sold by the club MUST be consumed on the approved licensed premises only All liquor sold by the club MUST be supplied in open containers The club MUST submit a list of dates annually (games, club functions, presentations) to the Casino Liquor and Gaming Control Authority for approval. You can only sell liquor on these approved dates The Club MUST display the required statutory signage at all bars where liquor is sold and supplied.

Some exemptions requiring obtaining a licence do apply. Refer the following link to a olgr fact sheet: For further information about what you need to know about NSW Liquor Laws including:

• • • • • • •

Limited Licence (for multiple functions) Underage Drinking Laws Applying for a Liquor Licence Licence Checklist Liquor Promotion Guidelines Intoxication Guidelines Exclusion from Licensed Premises visit the NSW Office of Liquor Gaming and Racing’s website at:


FOOD What is the Food Authority doing to help charities that provide food? The NSW Food Authority and NSW Government recognise the valuable work charities, organisations and volunteers do in providing or selling food for charitable purposes. This includes providing food free of charge during emergencies like bush fires or other natural disasters. These activities cover the legion of volunteers who support organisations like the Rural Fire Service and State Emergency Service. To help make sure these organisations can continue their valuable work in the community, their special role has been recognised in our food regulations and certain exemptions may apply to their activities.

What if the charity provides food for free? The regulations applying to commercial food businesses, including those which require notification and/or licensing, do not apply to anyone providing food free of charge.

Examples include: • Making food for volunteer fire fighters during the bush fire season. • A free sausage-sizzle for the junior soccer players. Providing free food in these types of circumstances is not regulated by the Food Authority – nor does the Food Authority require notification or licensing.

What if the charity sells food for a fundraising event? Anyone who sells food at a fund raising event for community or charitable causes is not required to notify the Food Authority - provided the food does not pose a possible health risk, or is eaten immediately after thorough cooking.

Examples include: • • • •

School fetes where the proceeds are donated to a charitable organisation. A sausage-sizzle to raise funds for the junior soccer players club. A lamington drive to raise money for the victims of a natural disaster like the South-East Asian Tsunami. Selling chocolates to raise money for the Red Cross

What about training for people preparing food? People who are preparing food that is sold to raise money for charitable purposes do not require any formal skills or knowledge providing the food does not potentially pose a health risk, or is eaten immediately after thorough cooking.

Examples of food that could potentially pose a health risk: • • •

Cooking a large amount of a meat-based food that will be stored and transported prior to reheating and serving; Ready to eat foods that would normally be refrigerated to keep them safe such as raw shellfish, cooked meats or cooked rice; Dairy or egg based desserts.

These sorts of meals have more potential for public health problems than a vegemite sandwich or pack of dried biscuits. There are significant food safety issues, such as temperature control, cross-contamination and storage that need to be considered by food handlers.


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What do volunteers need to know? Food handlers should have knowledge and skills appropriate to the type of food they are preparing, particularly if it is potentially hazardous or is not going to be thoroughly cooked immediately prior to consumption For instance, a volunteer making vegemite sandwiches would not require any formal training. Whereas a volunteer who was making a large number of hot meals with numerous ingredients would need to understand temperature control and how to avoid cross contamination. This is to protect public health.

So when does a charity need to notify the Food Authority about fundraising events? •

Any organisation selling food for a community or charitable purpose needs to notify the Food Authority only if it is selling potentially hazardous food or food that is not thoroughly cooked immediately before consumption.


Notification allows the Food Authority to trace the source of a possible food-borne illness outbreak to protect public health and make sure it doesn’t happen again.

For further information about what you need to know about NSW Food safety guidelines visit the website at:


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GOOD SPORTS Alcohol and sport are historically closely linked in Australia. Most major sporting competitions and teams promote and advertise alcohol consumption and many sports clubs have a tradition of heavy drinking. A large number of clubs depend on revenue from alcohol to finance club activities. The Good Sports program is an initiative of the Australian Drug Foundation (ADF) to develop safer and healthier communities. The program helps sporting clubs manage alcohol responsibly and reduce alcohol related problems such as binge and underage drinking. Good Sports is recognised in the community health sector for its extensive research. The program is evidence-based and evaluation continues on an on-going basis. Displaying the Good Sports logo sends an important message to club members and the community. It confirms that the club promotes a responsible attitude towards alcohol and that it provides a safe environment for players, members, families and supporters. It’s a big picture approach to tackling a big problem Good Sports is an award winning program and has grown into the biggest health initiative in Australian sport, with a network that covers every level of sport – from grassroots to elite. We’re working to tackle key health issues of alcohol, smoking, obesity and mental health. Clubs move through the three levels of the program over 3+ years and Good Sports is there to help every step of the way. Clubs involved in Good Sports reap the rewards of having more participants, spectators and sponsors, along with a vastly improved environment for children and families. Good Sports Good Sports’ major focus is to support sporting club committees progressively change the way alcohol is managed in all activities within the club’s grounds and associated functions. Good Sports provides guidance to meet State and Territory laws, provides support to reduce alcohol related risks and change binge drinking culture. Level 1: • Liquor license • Bar management Strategies • Responsible Service of Alcohol (RSA) training • Smoke-free environment Level 2: • Maintenance of Level 1 criteria • Enhanced bar management (RSA training, etc.) • Food and drink (low and non-alcoholic) options • Safe transport policy • Diverse revenue generation Level 3: • Maintenance of Level 1 & 2 criteria • Alcohol management policy At each level of accreditation the club must promote their involvement to members through signage, newsletters and social media as appropriate. Sporting clubs that do not serve or consume alcohol may still participate in Good Sports by registering in an alternative Level 0 program. - See more at:

Level 0:


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• • • • •

Alcohol-free facilities Smoke-free Promotion of Good Sports Safe transport policy Alcohol management policy

Good Sports has been adopted by a diverse range of community sports clubs. It is currently operating in the majority of states in Australia (and the Northern Territory) with a total of over 5000 clubs involved. Evidence, gathered over the past two decades, demonstrates that community-based sports clubs contribute to alcohol problems by accepting and promoting excessive drinking and providing inappropriate role models for young people. Research has been conducted over a number of years to gauge the size of the issue and how Good Sports, over time, is supporting clubs to change their culture. In a national survey of sports clubs: • one in five consume 7 or more drinks in a night • 45% of men and 41% of women aged 18-30 drink at levels known to harm long-term health • 27% of club members aged 18-30 are driving home after 5 or more drinks.

These statistics are not exclusive to sport. Excessive drinking is having harmful effects across Australia. Recent statistics show that: • more than 3,000 Australians die each year as a result of harmful drinking • one in five school students aged 6-17years is drinking alcohol at harmful levels • almost half a million children live in homes where they are at risk of exposure to binge drinking by at least one adult v • alcohol abuse costs Australian taxpayers $15.3 billion each year from crime and violence, medical treatment, loss of productivity and death



2014 Administration Resource Manual

VOLUNTEER Community sport and recreation relies on more than 1.7 million volunteer Australians each year. Sport and recreation organisations, along with the volunteers who create and sustain them, make a vital contribution to the community. Sport and recreation is just one of several sectors in the economy that benefits from volunteers. However, many clubs and sporting organisations need more volunteers. For clubs that do not have enough volunteers, recruiting is an important first step. Once the club has recruited volunteers, it needs to look after them so they remain with the organisation. This may include appointing a coordinator to look after volunteers, or recognising and rewarding them. A well-designed and thorough orientation and training process is important for new volunteers. The orientation process is critical to ensure volunteers are welcomed, that they feel a valued part of the club and most importantly, that they are comfortable in their role and can work productively. An important way to encourage your volunteers to remain with your club is to give them adequate recognition. To be effective, recognition should be consistent and ongoing. Volunteers can quickly lose motivation if they feel their work is not valued. It is important that recognition is given to the volunteer soon after the work is performed, is personal and specific, is consistent, is positive and upbeat, and does not favour certain volunteers.

Newcastle Permanent Building Society Volunteer of the Month Each month, Northern NSW Football will select one (1) volunteer from across each of Northern NSW’s 7 zones to receive a ‘Volunteer of the Month’ award proudly supported by the Newcastle Permanent Building Society. Each winner will win a Volunteer of the Month Certificate and a prize compliments of Northern NSW Football & Newcastle Permanent. To nominate a volunteer, simply click on the link below & fill in the form outlining your volunteer's achievements along with a photo of them at work on game day if available. Include your name and phone number. Tell us a bit about your fantastic volunteer and how they contribute to your clubs success and your player’s football experience! The commitment volunteers make in terms of their time is substantial. Volunteers are vital to the successful running of your club. Often many volunteers feel their dedication and commitment goes unrecognised. This lack of appreciation is a key consideration for clubs who want to recruit and retain good volunteers. Clubs rely on volunteers to take an active interest in the future of their organisation and their specific roles within it. If the volunteers in the Club are viewed and managed as creative, motivated people who seek responsibility, then they are likely to exhibit high levels of performance.

What is Good Practice? 69

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The key to good practice in volunteer management in clubs is effective leadership. Good leadership facilitates the development of a motivating environment, which results in high standards of performance and satisfied volunteers.

Conflict management Conflict is inevitable in any organisation. Due to the emotive and personal nature of the activities of most clubs, there is great potential for conflict. While some people feel uncomfortable with conflict, it is recognised that a certain level is required for organisations to function effectively. Positive outcomes include airing previously hidden problems and developing new ideas, while negative outcomes include stress and poor communication. Some of the conflict management options available are: • • • • •

avoidance — suppression of conflict accommodation — resolving conflicts by placing another’s needs and concerns above one’s own forcing — satisfying one’s own needs at the expense of another’s compromise — a solution to conflict in which each party gives up something of value collaboration — resolving conflict by seeking a solution advantageous to all parties.

Generally, compromise and collaboration are the preferred outcomes.

Further information is available from



2014 Administration Resource Manual

CODES OF CONDUCT FFA Football Code of Conduct The National Code of Conduct applies to all Members and governs: (a) bringing FFA or football into Disrepute, including through discriminatory behaviour, offensive behaviour and incitement of hatred or violence; (b) liability for spectator and supporter conduct; (c) betting, match-fixing and corruption; and (d) disparaging public or media statements.

Player 1. Play by the rules 2. Never argue with an official. If you disagree, have your captain, coach or manager respectfully and politely approach the official during the break at the appropriate time. 3. Control your temper. Verbal abuse of officials or other players, deliberately distracting or provoking an opponent is not acceptable or permitted in any sport. 4. Work equally hard for yourself and your team. Your team’s performance will benefit and so will yours. 5. Be a good sport. Applaud all good play whether it is from your team or the opposition. 6. Treat all players, as you would like to be treated. Do not interfere with, bully of take unfair advantage of any other player. 7. Co-operate with your team coach, team-mates and opponents. Without them there would be no game. 8. Play the game for the fun of it, not just to please parents and coaches.

Coach 1. 2. 3. 4. 5.

Remember children participate for their enjoyment. Winning is only a part of the fun. Never ridicule or yell at a child for making a mistake or losing. Be reasonable in your demands on young player’s time, energy and enthusiasm. Teach your players to follow rules. Whenever possible, group players to ensure that everyone has a reasonable amount of success. 6. Ensure that equipment and facilities meet safety standards and are appropriate to the age and ability of your players. 7. Avoid overplaying the talented players. The average players need & deserve equal time. 8. Develop team respect for ability of opponents and for the judgement or officials and opposing coaches. 9. Follow the advice of a physician when determining when an injured player is ready to recommence training or competition. 10. Keep up to date with the latest coaching practices and the principles of growth and development of the child.


2014 Administration Resource Manual

FFA SPECTATOR CODE OF BEHAVIOUR A spectator at a Match or otherwise involved in any activity sanctioned or staged by, or held under the auspices of FFA, a Member Federation, a District Association or a Club must: (a) respect the decisions of Match Officials and teach children to do the same; (b) never ridicule or unduly scold a child for making a mistake; (c) respect the rights, dignity and worth of every person regardless of their gender, ability, race, colour, religion, language, politics, national or ethnic origin; (d) not use violence in any form, whether it is against other spectators, Team Officials (including coaches), Match Officials or Players; (e) not engage in discrimination, harassment or abuse in any form, including the use of obscene or offensive language or gestures, the incitement of hatred or violence or partaking in indecent or racist chanting; (f) comply with any terms of entry of a venue, including bag inspections, prohibited and restricted items such as flares, missiles, dangerous articles and items that have the potential to cause injury or public nuisance; (g) not, and must not attempt to, bring into a venue national or political flags or emblems (except for the recognised national flags of any of the competing teams) or offensive or inappropriate banners, whether written in English or a foreign language; (h) not throw missiles (including on to the field of play or at other spectators) and must not enter the field of play or its surrounds without lawful authority; and (i) conduct themselves in a manner that enhances, rather than injures, the reputation and goodwill of FFA and football generally. Any person who does not comply with the Spectator Code of Behaviour or who otherwise causes a disturbance may be evicted from a venue and banned from attending future Matches. These Code of Conducts are supplementary to the mandated National Code Policies available at the Policy section of this manual.


2014 Administration Resource Manual

SPORTS RAGE Sport rage is any violence, foul language, harassment, abuse or bad behaviour in sport. Sport rage is bad for sport - reducing enjoyment, risking safety and tarnishing club reputations. The impact of sport rage on officials The Australian Bureau of Statistics released data in January 2002 indicating that there had been a 26% decline in the number of officials participating in sport between 1997 and 2001. In addition, national research conducted by the Australian Sports Commission (ASC) in March 2002 indicated that lack of respect for, and abuse of officials, significantly contributed to the decline. The research shows the most common reasons for an official quitting are the high level of abuse they receive and the lack of respect for their role in sport. As a result, the industry faces a major challenge in the recruitment and retention of officials. The impact of sport rage on clubs, in addition to officials quitting their posts, is also reflecting badly on clubs involved. In many cases this is resulting in: • An unsafe environment for players, officials, coaches, spectators and volunteers • A decrease in levels of player participation • Withdrawal of much needed financial support from sponsors • An increased risk of litigation against the club. Sports Rage Prevention Kits are available free of charge to all Clubs. For more information visit:


2014 Administration Resource Manual

FFA NATIONAL POLICIES Member Protection Policy The Football Federation Australia Member Protection Policy aims to ensure that core values, good reputation and positive behaviours are maintained. It assists us in ensuring that every person involved in our sport is treated with respect and dignity and is safe and protected from abuse. This policy also provides the procedures that support our commitment to eliminating discrimination, harassment, child abuse and other forms of inappropriate behaviour. This Member Protection Policy is an essential part of an organisations proactive and preventative approach to tackling inappropriate behaviour. Some examples are: Anti-Harassment Policy, Child Protection Policy, Pregnancy Policy & many more. For further information visit

Privacy Policy Football Federation Australia recognises that privacy is important and that an individual has a right to control his or her personal information. This Privacy Policy is based on national privacy principles in the Privacy Act 1988 and governs how FFA handles the personal information it collects/uses/discloses and stores. This policy relates to personal information on constituents. For further information visit

Anti-Doping Policy FFA condemns the use of prohibited substances and methods in sports and in particular football. The use of prohibited substances and methods is contrary to the ethics of sport and potentially harmful to the health of athletes. For further information visit


2014 Administration Resource Manual

WORKING WITH CHILDREN CHECK New South Wales The new online Working With Children Check (which commenced June 2013) covers more people, is more comprehensive and provides better protection for children. The new model is also consistent with other state and territory Checks. A Working With Children Check involves a national police check and review of findings of misconduct involving children, and the result is either a clearance to work with children for five years, or a bar against working with children. If the outcome is a clearance, the Check can be used for any child-related work (paid or voluntary) in NSW. A Check is a prerequisite for anyone in child-related work, but it is not the only resource available to organisations to keep children safe. Find out more about creating child-safe environments at Who needs a Working With Children Check? Only people in child-related work need to apply for a Working With Children Check. There are other checks available for non-child related workers (e.g. national police check). Child-related work means face-to-face contact with children in a child-related sector, or work in a stipulated, child-related role. Some additional roles will require a Check, including prospective adoptive parents, adults who share the home of an authorised carer and adults who share the home of a family day care service provider or homebased education and care service provider. For more details, refer to the Child Protection (Working With Children) Act 2012 and the Child Protection (Working With Children) Regulation 2012. The information is also available as a fact sheet, “what is child-related work?” on the website fact sheet and resources page. When to apply If you are starting a new job in child-related work, you must apply for a Check before you start. If you are already in paid child-related work or you are a volunteer, you will be phased in over a five year period, according to your industry sector. The phase in schedule is available as a fact sheet from the website fact sheet and resources page. If you are self-employed, you can continue to use your Certificate for Self Employed People until it expires. If you don’t have a Certificate or it has already expired, you must apply for the new Check before you take on any new child-related jobs. How to apply STEP 1 Fill in an online application form at If you cannot access the online system, call a Customer Support Officer for assistance on (02) 9286 7219. When you have completed the application, you will get an application number. This application number cannot be used for the online verification process until you completed STEP 2. STEP 2 Take your application number and proof of your identity to a NSW motor registry or NSW Council Agency that offers RMS services. If you are in paid work, you will also need to pay an $80 application fee. The Check remains free for volunteers, students, potential adoptive parents and adults who reside in the home of; an authorised carer, family day care service provider or home-based education and care service. Once your application has been processed, you will receive the outcome by email (or post if you do not have an email address). Most applications will be processed within 48 hours.


2014 Administration Resource Manual

Results of a Check There are only two outcomes of a Check – a clearance or a bar. If the outcome is a clearance, your Check will be valid for five years for any child-related work in NSW. If it is a volunteer-class Check, it may only be used for unpaid work. All cleared applicants will be subject to ongoing monitoring and relevant new records may lead to a bar and the clearance being revoked. If a bar is being considered, you will be contacted in writing and asked to submit information which must be considered in the final decision. If a bar is applied, you will be notified in writing. While a bar is in place it is an offence to engage in any child-related work, paid or unpaid. In most cases, you can apply for a review of a bar to the Administrative Decisions Tribunal. Timeline for change For more information on the transition arrangements refer to the Transition arrangements fact sheet, available from Exemptions There are specified exemptions from the Working With Children Check. People covered by these exemptions are not required to have a Working With Children Check. The exemptions are: • Children (under the age of 18) • Administrative, clerical, maintenance or ancillary work not ordinarily involving contact with children for extended periods • Very short term work: o A worker who works for a period of not more than a total of 5 working days in a calendar year, if the work involves minimal direct contact with children or is supervised when children are present o As a visiting speaker, adjudicator, performer, assessor or other similar visitor for a one off occasion, in the presence of one or more other adults • Informal domestic work (not on a professional / commercial basis) • Work only with close relatives (except as an authorised carer) • Volunteering by a parent or close relative (except where the work is part of a formal mentoring program or involves intimate, personal care of children with a disability): o with the child’s school, early education centre or other educational institution o with a team, program or other activity in which the child usually participates or is a team member • Co-workers and supervisors where a child works • Interstate visitors: o can work or volunteer at a one-off event such as a jamboree, sporting or religious event or tour, for up to 30 days a year without a NSW Working With Children Check o can work or volunteer in any child-related work for up to 30 days a year, if the person holds an interstate Working With Children Check, or is exempt from the requirement to have such a check in his or her home jurisdiction o health practitioners working in NSW from outside the State for up to five days in any three month period o FACTSHEET:Interstate applicants (<~~DocAnnotation.type.295~~> <~~DocAnnotation.size.295~~>) o FACT SHEET: Overseas applicants (PDF 104KB)


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• • •

Home carers with a current police certificate for aged care where the clients are not primarily children NSW Police or Australian Federal Police officers in the role of police officer Private practice health practitioners who do not ordinarily treat children without other adults present.

Part 2 of the Child Protection (Working With Children) Regulation 2013 also gives specific instances of work that is not child-related (which means it will not require a Check). Refer to the exemptions fact sheet for details. FACT SHEET: Exemptions (PDF 114.6KB) Employer responsibilities – (Clubs) Employers must: • Register online with the new Working With Children Check • Verify every new paid employee online before hiring them • Verify current paid workers and all volunteers (new and current) online as they are phased in to the new Check (see phase in schedule at ANNEX A) • Ensure their own Working With Children Check is verified online by an appropriate person in the organisation (employers cannot self-verify) • Remove any barred or unauthorised person from child-related work (see part 10) 2.Register as an employer Even if you were previously registered under the old system, you must still register with the new online Working With Children Check for child-related work. The process to register is quick and simple: 1. Go to 2. Click the Start here button on the right hand side of the page. 3. In the Employer registration section, click Register. 4. This will take you to the registration form. Enter your organisation’s name, address and ABN. You will also need to nominate at least one person (maximum of two people) within your organisation who will be notified in the event a child-related worker becomes barred. 5. Click Submit. If you need help, there is a video tutorial on the Employer registration process, available from Look for ‘Online tutorials’ under the Seminars and events section. Where can I get further information or resources? • Office of the Children’s Guardian


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2014 Administration Resource Manual

GOVERNMENT GRANTS Each year a number of State Government grants are available to sporting organisations in NSW. Many Northern NSW Football Clubs have been the recipients of these grants over the years and Club administrators should be aware of the opportunities existing for financial support to help further develop their Club. Grants are a valuable source of finance for activities, events and facilities. There are a number of organisations both in New South Wales and Australia that offer grants to sport and recreation clubs. For further information visit

Grants Financial assistance and grants are available to sport and recreation groups and individuals through a number of sources, including the Sport and Recreation Grant Program.

Participation and Facility Program The focus of this program is to provide increased opportunities for participation in sport and recreation and assist with the funding for the development of local and regional level sport and recreation facilities in NSW. There are two distinct project types within the Participation and Facility Program, these being: • Participation projects – that deliver a sport or physical activity participation experience to an identified group of people • Facility development projects – building new or upgrading sport and recreation facilities. Applicants will be required to identify the type of project for which they are applying upfront, as different information is required for different project types. For example, information confirming planning consent and quotes are required for a facility project type.

Sport and Recreation Events Program The primary focus of the Sport and Recreation Events Program is to attract financially viable sporting events to NSW. The Program will provide funding for events that are international or national in focus, are recognised by the relevant sporting authority and provide an opportunity for talented athletes, officials and coaches to develop their skills through exposure to and participation in these events. The Program will also support events conducted in regional and rural areas that promote participation in sport and physical activity and provide a focal point for community building and engagement.

For great opportunities for your club visit


2014 Administration Resource Manual

APPLYING FOR A GRANT Grant funding is generally for specific projects. Be clear about what type of project you want to undertake. Then find an appropriate grant to apply for. To help you successfully apply for a grant, follow these steps: •

• •

• •

Guidelines and forms Carefully read all the guidelines and application forms before you start to fill them out. Make sure your project fits the guidelines. Discuss requirements Talk to the funding body about the requirements. Check the program target group and whether there are any new or expanded services available. Canvass support Get support from other organisations and explore local political support if necessary. Deadlines Be aware of, and adhere to the application deadline. Double check your application – have you attached all relevant supporting material? Confirmation Get confirmation from the funding agency that your submission has been received. Successful applicants If you are successful, keep the funding up to date with the progress of the project. Acknowledge the funding agency on signage or promotional material.


2014 Administration Resource Manual

CONTACTS Football Federation Australia

Macquarie Football

P: 02 8020 4000 E: W:

P: 4953 0800 E: W:

Football Far North Coast

Newcastle Football

P: 6625 1444 E: W:

P: 4957 7001 E: W:

Football Mid North Coast

North Coast Football

P: 6585 0351 E: W:

P: 6651 2159 E: W:

Hunter Valley Football

Northern Inland Football

P: 4990 4354 E: W:

P: 6766 6335 E: W:

Northern NSW Football P: 4964 8922 E: W:

NNSWF Contacts: Key Responsibilities: NNSWF’s Premier Competitions. Skills/Game & Senior coaching courses. To identify and assist clubs that have the potential to compete in NNSWF’s Premier Competitions.

Gary Fisher Senior Club & Referee Development Officer P: 4964 0709 E: Ross Hicks Club & Referee Development Officer P: 4964 0705 E:

Key Responsibilities: Grassroots coaching courses. Duty Officer training. National Club Accreditation Scheme. Funding assistance. Volunteer training.

Nyssa Suchanow Female Participation Officer P: 4964 0706 E:

Key Responsibilities: recruitment and retention of female participation. Deliver grassroots coaching courses. Coordinate & deliver instructing referees courses. Coordinate female participation activities.

Mat Fox MiniRoos Development Officer P: 49417225 E:

Key Responsibilies: Conducting MiniRoos club training & match day visits. Presenting Grassroots & Game Leader courses. School football festivals & Kick Off programs.


2014 Administration Resource Manual

Key Responsibilities: First Touch Football Supplies. For all your football uniforms or equipment.

Julie Taylor Merchandise Administrator P: 4964 0777 E:

Key Responsibilities: Special competitions. Special tournaments. Summer 6’s.

Sophie Milton Football Operations Coordinator P: 4964 E:

Key Responsibilities: coordinate high

Jen Willmott performance programs. Eg emerging jets & High Performance Administrator SAP. P: 4964

References NSW Sport & Recreation

NSW Institute of Sport

P: 13 13 02 E: W:

P: 9763 0222 E: W:

NSW Office of Liquor, Gaming and Racing

Australian Institute of Sport

P: 9995 0300 E: W:

P: 6214 1111 E: W:

NSW Office of Fair Trading

Australian Sports Commission

P: 13 32 20 W:

P: 6214 1111 E: W:

The Cancer Council Australia

Working with Children

P: 13 11 20 E: W:

P: E: E: W:

131 450

Cancer Council NSW P: 9334 1900 W:


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Northern NSW Football wish to thank the following organisations for their continued support ‌

Copies of this Resource and Information Booklet are available for members via email in PDF format upon request to Northern NSW Football.


2014 Administration Resource Manual