(Information for Prospective, New and Existing Clubs)
Starting a Club
For anyone starting an archery Club, here are a few basics.
You need to create a Club Constitution and Rules and must seek Incorporation. Incorporation is governed by the Associations Incorporation Act & Regulations. Download the latest copy of the Act and Regulations at the State legislation site: www.legislation.sa.gov.au
For any Club to be established and registered with ARCHERY SA, the proposed Club must submit a list of at least three of its adult members (Name, Gender, DoB and Address, including PostCode and e-mail address), together with a copy of its Constitution (or draft). If the Club is Incorporated, the details must also be advised. If the proposed Club is not Incorporated, evidence of an application for Incorporation should be provided (and advice provided of the Notice of Incorporation as soon as possible after it is received). For any Club to remain affiliated with ARCHERY SA, Incorporation is mandatory.
In order to apply for government and other grants, an Australian Business Number (ABN) is also required. Apply at the Australian Business Register website.
You also must ensure you have “covered off” on the following:
- Required clauses for archery Club Constitution & Rules (updated February, 2018)
Here’s what is expected from new membership applicants (and renewing members)
- Application for Membership Template (Word document – updated December, 2019)
For those people who cannot complete their application to join or renew their membership online (there should be very few!), this application form can be used. It contains all the required (and mandatory) declarations that all applicants (including those who RENEW their membership) must acknowledge the same declarations as if completing an online application.) These declarations are the minimum expected by Archery Australia and ARCHERY SA.
All Clubs are required to complete and process any hard copy applications received, online.
If Clubs choose to use their own form, they need to ensure that the declarations contained in the Template are provided on their application form.
Does your Club re-invent the wheel every time you elect a new Treasurer? Use a system which is FREE, can be easily backed up, is transferable to any computer (does not require a specific operating system) and is transparent and rigorous. It also provides consistent reporting, requiring little interpretation.
SourceForge’s GnuCash is a personal and small-business financial-accounting software, freely licensed under the GNU GPL and available for GNU/Linux, BSD, Solaris, Mac OS X and Microsoft Windows. Designed to be easy to use, yet powerful and flexible, GnuCash allows you to track bank accounts, stocks, income and expenses. As quick and intuitive to use as a cheque book register, it is based on professional accounting principles to ensure balanced books and accurate and understandable reports.
- Double-Entry Accounting
- Stock/Bond/Mutual Fund Accounts
- Reports, Graphs
- QIF/OFX/HBCI Import, Transaction Matching
- Scheduled Transactions
- Financial Calculations
Spreadsheet to work out the potential costs involved in starting & running a Club
Persons who are contemplating starting a Club need to give consideration to the costs (and potential income) involved to help determine the viability of such a venture. ARCHERY SA has created a spreadsheet in which you can enter the expected Income and Expenditure to provide a picture of “where to from here” – CLICK HERE …. feel free to contact ARCHERY SA if you need further assistance.
CHART OF ACCOUNTS
Clubs are expected to publicly report their financial position in a consistent manner and develop a Chart of Accounts that meets minimum standards. Not-For-Profit Charities are already required to do this.
A document has been produced which can assist Clubs in this regard. CLICK HERE and stay “ahead of the game”. ARCHERY SA can arrange assistance to Clubs.
Our Community has a wealth of resources for Club Treasurers (and Clubs in general) – you are urged to make use of this free resource!
Become a STARCLUB
A STARCLUB encourages all members of the community to become involved with the club and provides a welcoming environment for everyone. A STARCLUB is committed to ensuring that all people, regardless of their cultural background and ability, have equal access to sport and recreation opportunities. STARCLUBs also consider how off-field behaviour, such as social functions, can reflect this openness.
For a Club to become a STARCLUB (and achieve one of the desirable criteria for the State’s sports funding programs) click on the STARCLUB logo to start the process.
Volunteers: Clubs have access to an online tool to help “Find Them, Keep Them, Back Them” – it is the V-Star volunteer management tool to help Clubs manage volunteers and provide for successful succession planning (click on the V-Star logo to take you to the volunteer management home page)
Inclusive Clubs – That is What We “Aim” To Be!
Clubs wishing to host a competition on behalf of ARCHERY SA…
- Application to Host an ARCHERY SA Tournament at Mylor (for inclusion in the State Calendar of Events: “hosteventformMYLOR”)
(Updated August, 2019) (Fill in the relevant fields, save it to your computer and e-Mail it.)
- Application to Host an ARCHERY SA Tournament at another venue (for inclusion in the State Calendar of Events: “hosteventform”)
(Updated December, 2018) (Fill in the relevant fields, save it to your computer and e-Mail it.)
For Clubs contemplating holding a tournament or QRE, please note the following.
Archery Australia’s 2020 Rules require…
7.4.1 A competition is an open tournament if:
- It is advertised online and open to entrants from any other affiliated Club
- The entry form and entering process is provided online
- It is registered with Archery Australia or, for international status, is also registered with World Archery
- A minimum of 6 people compete when there are competitors from at least two Clubs, OR a minimum of 10 people compete when there are competitors from only one Club
- An Accredited Judge(s) officiates
- An Equipment Inspection is undertaken
- A DOS officiates (target, indoor and clout)
- The event is conducted in accordance with Archery Australia and World Archery Rules (and/or WCSA rules, if appropriate)
- Archery Australia official scorecards are used, in conjunction with online scoring using the approved Results and Scoring Program
- Placings are assigned in the results to each competitor
- Results are validated by the presentation of awards AND
- An event verification form is completed and sent to the AA Tournament and Records Committee.
IF any of these requirements is not met, the event will not be an Open Tournament.
The consequences of an event NOT being an Open Tournament include:
- No Australian Records may be claimed
- The scores recorded cannot be used in any claims for Master Bowman (and above)
- Questions relating to the event cannot be considered by the AA Tournament & Records Committee AND
- These limitations should be stated on the entry form.
(7.1.3 Activities or tournaments which do not comply with the requirements for Open Tournaments, even though listed on a Recognised Governing Body (RGB) or Club calendar, may be conducted under such rules as designated by the host, so long as those rules or limitations are clearly stated on the entry form.)
A QRE, by definition is not a tournament, as placings are not assigned and results are not validated by the presenting of awards. That said, the scores achieved in an Open Tournament can be used for Qualification & Ranking purposes.
Each RGB may have its own additional conditions in relation to Open Tournaments, so it would pay to check.
Clubs that have held an activity…
- ARCHERY SA collects data about how many people attend each Club, including spectators, at regular Club shoots, tournaments, coaching courses, demos, Come’N’Try sessions, etc. The data is now collected annually (in July) via a simple form provided to Clubs.
Online Membership and Event Entries
Clubs across Australia are required to accept online membership applications/renewals (payment by credit/debit card or Paypal). It reduces the workload for hard-working volunteers, improves accounting practices and provides the ultimate convenience for prospective and existing members.
Entry to tournaments are also only online. This is one of the requirements that provides entrants eligibility to claim Master, Grand Master & Elite Awards and National Records.
To assist Clubs, ARCHERY SA has resources and training available:
- membership & events fees calculator (updated)
- online event entries (training available)
- set-up a Club’s (free) website using the SportsTG system (training available)
The process adopted by the Board in 2017 for any increase in ARCHERY SA membership (affiliation) fees is predicated each year on referring to the Adelaide: All Groups CPI (6401.0) as at 31 March.
Unless the CPI increase reaches a threshold of $2.00 against the Adult Metro membership fee, there won’t be an increase, unless exceptional circumstances require it. (In any increase, all individual member types will be altered by the same $ amount. The increase of family membership rates will rise by a factor of 2 (i.e if the individual rate increase is $2, the family rate increase is $4).
|from 1 July||
$2 Threshold Reached – YES/NO
Approved Fee for the following year
Affiliation fees – effective 1 July, 2019 (Clubs also charge a membership fee – view the relevant total fee via the membership portal – see “New Members JOIN”) (at the very top of this page). Some Clubs may also charge (for new members) a Joining Fee – enquire with the Club about that. (Fees review: ARCHERY SA, 9 August, 2018.)
*Fees subject to change
The Sports Vouchers program is a Government of South Australia initiative administered by the Office for Recreation, Sport and Racing. The program provides an opportunity for primary school aged children from Reception to Year 7 to receive up to a $100 discount on sports membership/registration fees. The purpose is to increase the number of children playing organised sport by reducing cost as a barrier to participate. (Make sure to use the relevant year’s Voucher.)
Is your Club participating? (It should be!) For further information, visit the Sports Vouchers website.