The proper administration of your club largely revolves around your policies and by-laws, which establish the legal and administrative practices of the club. Well drafted and regularly reviewed and updated policies are a sound risk management tool in themselves. They are your club’s first line of defence and should be developed and treated as such.

Benefits

• They are a framework for action that helps members, volunteers and employees do the job they need to do.
• A policy or by-law can be applied to many similar cases in future, providing an efficient and consistent framework for decision-making.
• Your club can meet its legal obligations more easily.
• They are a useful tool to guide quality improvements.
• They help your club comply with any national, regional or sporting body accreditation standards or codes.

Essential policies every club needs:

• Financial management Sport NZ suite of financial policies (see Managing your finances pages) Health and safety
• Health and Safety at Work Act 2015; appointment of a dedicated Health and Safety Officer
• Child protection and safeguardingSpecific policies for working with tamariki and rangatahi; application of the principles of the Children’s Act 2014
• Privacy and data (see Legal pages and Digital marketing)
• Conflict of interest
• Code of conduct – -  clear expectations for behaviour for all members, officials, parents and spectators (often referencing good sportsmanship and fair play).
• Volunteer management – recruitment, retention, support
• Social media, media, technology and AI – opportunities and cautions
• Diversity, equity and inclusion

Other policies or by-laws to consider: 

• Risk and hazard management – identifying, assessing and controlling hazards (eg, faulty equipment, unsafe facilities, weather risks); maintaining a formal Hazard Register. See RISK MANAGEMENT 
• Incident reporting 
• Emergency action plan 
• Equipment maintenance schedule 
• Registration and fees schedule 
• Dispute resolution –– formal processes for resolving internal disputes, consistent with the principles of natural justice 
• Intellectual property – ownership, branding 
• Employment contracts if applicable 
• Events and fundraising – sponsorship, funding applications, grants 
• Coach development (consider Bret Reid for AI generated framework Note from email coms) 
• Police vetting 
• Traffic 
• Facility use and management – the Sport NZ – Spaces and places framework has been developed by Sport NZ for anyone planning or making decisions about spaces and places for physical activity. 
• COVID-19/pandemic management and/or recovery 
• Concussion protocol 
• Anti-doping – Adherence to the Sports Anti-Doping Act 2006 and the policies of Drug Free Sport NZ, especially for competitive clubs 
• Environmental sustainability