Step 1: CLUBSMARTTM Registration


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Club Details


Club Location


Membership

Club Affiliation


Club Fees


Number of Members


Club Officials Details


Financial and Assets Management Details


Technical Staff Details


Infrastructure and Assets

Examples: Soccer Balls, goal posts, etc.

CLUBSMARTTM Training Attendees

Candidate 1







Candidate 2








Date and Declaration

We, the undersigned, hereby declare that the information supplied above is to the best of our knowledge true and correct. We pledge that no attempt was made whatsoever to misstate or to exaggerate information supplied. We understand that this information is critical to gather precise and exact data of clubs in South Africa.



Step 2: Baseline Survey


This baseline survey is designed in order to recommend the best entry point and pathway in the pursuit of club development. It is based upon the CLUBSMARTTM QMI Index performance indicators and assists in identifying gaps within the organisation against the seven pillars of the CLUBSMARTTM QMI Index. A report will be provided with a recommended status level. However in order to be certified at that level, a club must complete the official audit and grading process.

Answers should be relevant for the past 6 months – 1 year.
While some answers might not be clear cut – go with the best suited option.

Click on the grey blocks to open the questions.

1. Signed constitution


2. Voting and nomination system defined in constitution


3. Executive committee or board of at least three members


4. Task teams/sub committees responsible for portfolios A smaller team of people/volunteers working with a staff/executive member. Examples: finance committee, marketing committee, fundraising committee, etc

5. Code of Conduct for club members and staff


6. Organogram An organogram is diagram that show the structure of an organization and relationships and relative ‘ranks’

7. Documented club targets and objectives


8. Admin policy


9. Election policy


10. Child protection policy


11. Marketing policy


12. Event management policy


13. Financial management policy


14. HR policy


15. Ethics policy


16. Business Plan


17. Most recent club election results available


18. Registration as a legal business entity registered as a company, an NPO, etc


19. Tax clearance certificate


20. Recent attendance at sport federation meeting


21. Most recent annual report available


22. Signed contracts for all staff


23. Signed contracts for players


24. Relevant club insurance in place


25. Contribute towards community upliftment


26. Registration/affiliation with relevant federation


27. Experienced administrator appointed


28. Basic and neat filing system for member/player IDs


29. Recent meeting agendas for an AGM, management meeting and staff meeting


30. Recent minutes of meetings of an AGM, management meeting and staff meeting


31. Basic and neat filing system for membership forms


32. Signed indemnity forms


33. Computer access for staff


34. Year calendar Well-populated includes year-round training activities, meetings, events. etc.

35. Functioning club email address


36. Email signatures in use


37. Club website

38. Club logo


39. Club letterhead


40. Business cards available (printed or digital)


41. Monthly departmental reports


42. Electronic data backup system


43. Cloud based data backup system


44. Meeting notification system for staff


45. Player recruitment plan documented


46. Player recruitment plan is being implemented


47. Filing system for transfer letters


48. WhatsApp or other casual communication


49. Regular email communication, or other more formal communication


50. Active social media accounts


51. Club marketing/advertising/promoting in within the community


52. Club signage and visibility at premises


53. Club database Basic - A list of members with basic info. Medium - includes data for payment amounts, different club roles such as executive members, coaches, etc with basic reporting. Advanced - filter functions, link profiling for communication, etc

54. Most recent club trial results available


55. Fitness testing results available


56. Injury prevention and management guide


57. Hold formal club award event


58. Hosting of competition/match games


59. Hosting of a coaching clinic


60. Fully ledged team

61. Training attendance registers are used


62. Pre-season strategy documented


63. League and competition contributor

64. Coaching qualification

65. Job descriptions exists for all staff, including executive


66. Job descriptions exists for any task teams/sub committees


67. Coaches hold first aid training

68. CVs are filed for all staff/executive members


69. Informal shadowing/connections/forums to develop coach


70. Personal development for coach, including a clinic/conference attendance


71. Personal development for administration and management staff


72. Skills audit for all staff


73. Club has a certified umpire/referee/official


74. Team doctor contact available


75. Team physiotherapist contact available


76. Team advisory fitness specialist contracted


77. Lease agreement/proof of ownership of facility


78. Updated asset inventory list


79. Equipment needs are met

80. Competition Kit


81. Training kit exists


82. First aid box readily accessible

83. Physical administration office on premises


84. Clubhouse on premises


85. At least quarterly reporting on facilities and assets


86. Equipment storage guidelines are in place


87. Equipment booking system documented


88. Current bank account


89. Three signatories


90. Basic bookkeeping system in place


91. Budget in place Basic: list of planned expenses and incomes against actual expenses and income, general and focusing on the bottom line, Formal: including departmental budgets, well organised and detailed

92. Experienced bookkeeper assigned


93. Qualified (finance related) treasurer/financial manager


94. External auditor appointed External and qualified auditor appointed to verify financial records and transactions


95. Short list of identified potential sponsor/funders


96. Two fundraising events held annually


97. Fundraising guidelines documented


98. Fundraising strategy in place


99. Other forms of income exist (e.g.: advertising, sponsorship)


100. Audited financial statement available



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