Club Administration
Club administration is the backbone of a well-run athletics club. It ensures that training sessions, competitions, finances, memberships, and communications all flow smoothly, allowing coaches and athletes to focus on performance. Good administration keeps the club compliant with governing body requirements, supports long-term planning, and helps create a safe, organised environment for everyone involved. From managing schedules and equipment to coordinating volunteers and securing funding, effective administration turns passion for sport into a sustainable, successful club experience.
Below, you’ll find useful resources that can support club administrators in strengthening their systems, improving efficiency, and helping the club thrive.
Constitution
A constitution is the foundational governing document of an athletics club. It sets out the club’s purpose, structure, and rules so everyone understands how the organisation operates and who is responsible for what.
Purpose of a constitution:
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Defines the club’s aims and values – It clarifies why the club exists and what it strives to achieve.
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Establishes clear roles and responsibilities – Outlines the duties of committee members, coaches, volunteers, and officers.
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Provides rules for decision making – Details how meetings are run, how votes are taken, and how major decisions are approved.
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Creates procedures for membership – Covers how people join, leave, and maintain their membership.
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Protects fairness and transparency – Ensures processes are consistent and not dependent on individuals’ preferences.
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Manages conflict and change – Sets out how disputes are handled and how the constitution itself can be amended.
Why constitutions are important:
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Legal and governance clarity – Many governing bodies and funding organisations require a formal constitution to recognise or support a club.
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Stability during leadership changes – A written framework ensures continuity even when committee members change.
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Accountability – Committee members and leaders can be held to clear standards and responsibilities.
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Trust and confidence – Members, parents, partners, and external bodies can see the club is well run and credible.
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Protection for the club and its volunteers – Clearly defined procedures help prevent misuse of authority and safeguard against disputes.
In short, a constitution is essential because it provides structure, stability, and integrity helping an athletics club operate smoothly, fairly, and sustainably.
Incorporation Requirements
To be, or remain, eligible for affiliation with NSW Athletics NSW, your club must be incorporated or actively in the process of becoming an Incorporated Association under the Associations Incorporation Act 2009.
What Is Incorporation?
Incorporation is a voluntary, simple, and cost-effective way to create a legal entity that is separate from its individual members.
Once incorporated, your club becomes its own legal body with:
- Defined rights and legal protections
- Reduced personal liability for members
- Clear responsibilities and governance obligations
This legal structure helps ensure stability, transparency, and good management within your club.
How to Become Incorporated
To become an incorporated association, your club must complete the following steps:
1. Understand Your Obligations
Review the requirements set by Fair Trading NSW, which regulates incorporated associations.
2. Have at Least Five Members
Your club must have a minimum of five individuals to apply.
3. Develop and Lodge a Constitution
Your constitution sets out the purpose, structure, and rules of your club.
Lodge your constitution with Fair Trading NSW using:
Form A6 – Application to Register Change of Objects or Constitution
4. Appoint a Public Officer
Your club must appoint a Public Officer who:
- Is over 18 years of age
- Is a resident of New South Wales
- Acts as the official contact for Fair Trading NSW
- Is an authorised signatory for your association
The Public Officer must lodge:
Form A9 – Notice of Appointment of Public Officer and Notice of Change of Association Address
This must be submitted within 28 days of their appointment or any change to the official address.
5. Provide an Official NSW Address
Your club must maintain a physical address located within New South Wales.
6. Lodge Annual Financial Documents
To remain incorporated, your club must submit an annual financial summary within one month after your AGM.
Lodge the following with Fair Trading NSW:
Form A12 – Annual Summary of Financial Affairs
7. Apply for Incorporation
Submit the required form and fee at any Service NSW Club:
Form A2 – Application for Registration of Association
The purpose of a disciplinary procedures and appeals process (or by-law) for an athletics club is to provide a fair, transparent, and consistent framework for managing misconduct, resolving disputes, and protecting the integrity of the club.
An overview can be found below with a more detailed template that your club can adapt:
Notice of Allegation - Where the Committee considers that the actions of a member give cause for disciplinary proceedings to be commenced, the Secretary shall, as practicable, serve on the subject a notice in writing.
Decision of the Committee - The Committee must conduct a fair hearing by ensuring no conflicts of interest, allowing the member to speak, and considering any written statements. If the Committee is satisfied that the breach occurred, it decides on any appropriate sanctions and provides reasons for its decision. If a sanction is imposed, the Secretary must notify the member in writing within seven days, including information about their right to appeal. Any sanction will not take effect until the appeal period has passed, or if an appeal is lodged until the decision is upheld.
Sanctions - They must be fair, reasonable, lawful, and based on evidence. The Committee will consider factors such as the seriousness of the behaviour, any prior warnings, mitigating circumstances, the impact on the individual, and any representations made. If a breach is proven, possible sanctions range from apologies or warnings to counselling, withdrawal of awards, role changes, suspension, or expulsion. Any sanction issued will include a warning that future similar breaches may lead to more serious consequences.
Appeals - A member may appeal the Committee’s decision by submitting a written notice and grounds for appeal to the Secretary within 14 days. The Secretary must then inform the LANSW CEO, who will arrange a Judiciary Committee hearing within 28 days. All relevant correspondence is provided to the Judiciary Committee, and both the member and a club representative may attend or submit written statements. The Judiciary Committee reviews the case and its decision is final.
Effective Complaint Handling
An effective complaint-handling process is essential to ensuring a fair, transparent and responsive environment for all members of the centre community. Complaints provide valuable insights into how services are experienced and highlight opportunities for improvement. A clear and accessible procedure helps people feel safe and confident to raise concerns, knowing they will be treated with respect and without prejudice.
Good complaint handling is built on timely acknowledgement, open communication and impartial decision making. Whether a concern is minor or complex, it should be listened to carefully, assessed thoughtfully and resolved wherever possible at the earliest stage. Clear documentation, consistent follow through and the ability to escalate matters when necessary help maintain accountability and trust.
By responding to complaints constructively, centres not only address individual issues but also strengthen their practices, ensure compliance with expected standards and foster a culture of continuous improvement. Ultimately, a strong complaints process supports better outcomes for participants, families, staff and the broader community.
If you run out of age patches or are close to exceeding your allocated bib range, pleae use this form here to order more.
Requests will only be accepted via the form and not by email.
If an athlete loses their bib, please take a bib number from the existing range your club has and update the number within the athletes profile on the clubs RevSport portal. There is no charge for a lost bib.
Risk Management
Effective risk management at centre level is essential to ensure a safe, positive, and enjoyable environment for everyone involved in athletics. By identifying, assessing, and managing potential risks, centres help protect the health and wellbeing of athletes participating in the sport, as well as parents and guardians who may be assisting or spectating, and the many volunteers who generously contribute their time. Strong risk management practices support safe participation, reduce the likelihood of incidents, and help create a welcoming environment where everyone can learn, develop, and enjoy athletics with confidence.
Accurate first aid and incident reporting is an important part of maintaining a safe and well-managed athletics club. All first aid and incident report records can be accessed through your RevolutioniseSport portal, where clubs can download approved templates and securely record all incidents.
Keeping these records up to date supports effective follow-up, helps identify potential risks, and ensures centres meet their duty of care and reporting requirements.