CBNZ Club BuilderOperating systems for volunteer run clubs

Guided worksheet

Club Budget Planner

Work through the money flows, inclusions, exclusions and financial controls before completing the budget worksheet.

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Question 1 of 8

Cost centres

List the activities that need separate internal tracking so one programme does not silently subsidise another.

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Junior programme; senior teams; events; facilities; representative travel; general administration.

Question 2 of 8

Local fees and inclusions

Parents and members should be able to see what the base fee includes. Separate routine season costs from optional extras.

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Junior fee $160: registration, local training, local competition, shared equipment and affiliation. Uniform pants and away tournaments are excluded.

Question 3 of 8

Excluded costs

Be explicit about travel, accommodation, uniforms, tournaments, specialist coaching and optional events.

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Away travel, accommodation, personal uniform items and optional tournaments will be separately charged or fundraised.

Question 4 of 8

Grant funded items

Match grant money to eligible, evidenced project costs. Do not assume grants will cover ordinary deficits or retrospective spending.

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Safety equipment, shared training gear, coach development and approved facility improvements, subject to funder eligibility.

Question 6 of 8

Travel and tournament costs

Separate ordinary local participation from optional travel. Include transport, accommodation, entry, food, officials and contingency.

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Each away event will have a separate team budget. Families approve the budget before entry; grants and fundraising reduce but do not automatically eliminate the family contribution.

Question 7 of 8

Apparel treatment

Avoid disputes by stating whether shirts, jackets, caps and pants are owned by the club, included in fees, loaned or on charged.

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Playing shirts remain club property and are returned. Players purchase personal pants. One cap is included in first year registration.

Question 8 of 8

Reporting controls

State who approves spending, who pays, how receipts are retained and how cost centres are reported to the committee.

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Two person payment approval, receipts attached to each transaction, monthly cost centre report and quarterly budget versus actual review.

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