Scope

This policy applies to all clubs affiliated with Southern Peninsula Basketball Association (SPBA). It outlines the requirements and expectations for clubs in regard to child safety compliance, come and try days, team staff registration, club incorporation, club constitution, and club committee management.

Audience

This policy applies to all clubs affiliated with SPBA, including coaches, team managers, committee members, and other club volunteers.

Child Safety Compliance

Child safety is a critical issue for sporting clubs. Clubs are required to maintain up-to-date records of the people engaged in their club, including coaches, assistant coaches, team managers, committee members, and other club volunteers. To comply with child safety standards, clubs must:

• Maintain a register of Working With Children Checks for their volunteers and submit details to SPBA before the end of round three every season.
• Ensure all volunteers have a statutory declaration that has been witnessed in the past 24 months.
• Provide communication and education to club volunteers to comply with the Victorian Child Safe Standards and the SPBA Child Safe Policy.
• Report any incidents of suspected child abuse to SPBA.

Come & Try Days

Come & Try days are an excellent way to attract new members to clubs. Each club must run at least one come and try day at their allocated school/s in the lead-up to team registrations for each season. SPBA can provide support, upon request, by offering senior players/coaches, giveaways, media content creation, access to printing, and staff assistance on the day. Clubs are responsible for engaging with 1-2 schools defined by SPBA to be in their catchment.

Team Staff Registration

All team staff must be registered on PlayHQ to their respective teams by the end of round three. Any changes to team staff should be reflected in PlayHQ to ensure accurate records and communication.

Club Incorporation

SPBA requires all clubs entering ten or more teams to hold a Certificate of Incorporation. Incorporation is an important step for sporting clubs that wish to establish a formal legal structure. To incorporate a club, the following steps should be taken:

• Register the club with Consumer Affairs.
• Develop a constitution that outlines the rules and procedures for the club.
• Establish a committee to manage the affairs of the club.

SPBA can assist with the process of club incorporation upon request.

Club Constitution

A club constitution is a critical document that outlines the rules and procedures for the club. To develop a constitution, clubs should:

• Consult with relevant stakeholders, including members, staff, and volunteers.
• Include clear and concise rules for membership, meetings, and decision-making.
• Ensure that all rules are compliant with relevant laws and regulations.
• Regularly review and update the constitution to ensure it remains current and relevant.

SPBA can assist with the process of constitution creation and review upon request.

Club Committee

The club committee is responsible for managing the affairs of the club. To ensure an effective committee, clubs should:

• Establish clear roles and responsibilities for all committee members.
• Ensure that all committee members are appropriately qualified and experienced.
• Regularly review and update committee policies and procedures to ensure they remain current and effective.
• Promote a culture of transparency and accountability within the committee.

SPBA can assist with the process of forming and maintaining a committee upon request.