NSW Police Council of Sport - NSW Police Games

Please find below the process for affiliation for any potential club wishing to become affiliated or re-affiliated to the NSW Police Council of Sport Inc.

Clubs are to provide the relevant material listed below to the Chief Executive Officer,
Mr Max May at -
PO Box 3372
Tamworth West NSW 2340
Email: maxmay@bigpond.com

1) Written application/letter for affiliation to the NSW Police Council of Sport Inc, including the request for a financial grant for the forthcoming calendar year (approved by members at the Annual General Meeting) and estimates of anticipated expenditure for the ensuring calendar year.

2) A list of Clubs Executive Officers with postal address, a list of financial members, a copy of the Clubs Constitution, a copy of the Clubs annual income and expenditure report or balance sheet, plus the two nominated delegates to the Annual General Meeting.

Please note -
Clubs must indicate that some of their Executive Officers are serving members of the NSW Police, and that their members are also members of the NSW Police Council of Sport Inc. Their members should also come from a broad area of NSW (both the metro and country areas, i.e. they are not all to be located at the one Police Station, Command or Region).

3) A letter is to be obtained from the NSW Police approving the use of the word "Police", in the title of the affiliated Sports Club.

4) Club affiliation fees (currently $20.00 per annum) should be paid to the Chief Executive Officer, by way of cheque or electronic funds transfer (subject to availability).

THE ABOVE IS REQUIRED 14 DAYS PRIOR TO THE ANNUAL GENERAL MEETING OF THE NSW POLICE COUNCIL OF SPORT INC. WHICH IS CONDUCTED IN OCTOBER OF EVERY YEAR.

NEW CLUBS SEEKING AFFILIATION TO THE SPORTS COUNCIL ARE NOT APPROVED UNTIL THEY HAVE MADE THEIR PRESENTATION AND HAVE BEEN VOTED ON FOR ADMISSION AT THE AGM.

5) Clubs seeking financial grants at the Annual General Meeting MUST have two club representatives at that meeting to speak on behalf of their application for finding.

NO MONEY WILL BE ACCEPTED ON THE DAY AT THE ANNUAL GENERAL MEETING.

NEW SPORTS CLUBS SEEKING AFFILIATION TO THE COUNCIL OF SPORT have to be admitted as an affiliated club prior to making an application for funding at the annual general meeting.

Notification of Annual General Meeting for 2005/2006

The Annual General Meeting of the NSW Police Council of Sport Inc. is scheduled to commence at 10am on Friday October 28, 2005 in the Cullen Bullen Room, Mezzanine Level, of Police Headquarters at Parramatta.

Through the perseverance of Jim Prendergast the following documentation in relation to your club should have already been provided (please ensure these documents have been provided by your club).

1. A certificate from the New South Wales Police Department enabling the use of the word Police within your Club's name.

2. Evidence of the Incorporation of your club.

3. Your Clubs Constitution (including a Code of Conduct for members). This Constitution must indicate that there is to be at least one serving operational police officer on the Clubs Executive Committee.

REQUIREMENTS FOR CLUB AFFILIATION AND GRANTS FOR 2006

To affiliate your club and secure your club's financial grant for the 2006 calendar year the following information is required.

1. The annual affiliation fee for clubs, which still remains at $20.

2. A copy of an audited financial statement for the 2004 - 2005 financial year of the club. This statement is to clearly identify all grants, sponsorship, donations and public fundraising and to whose benefits these were applied. Each club shall supply either an Income and Expenditure Statement or a Financial Statement. Whatever documents are provided these must be audited by a Certified Practicing Accountant. If these financial records are not prepared by an accountant they must be certified by a person independent from your club, as being a true and correct recording of the club's financial transactions for the 2004-2005 financial year. Merely providing original or photostat copies of credit union or bank statements is unacceptable.

3. A copy of the annual report of the club, highlighting activities undertaken during the year and the objectives of the club for the following year.

4. Estimates of anticipated expenditure during the ensuing calendar year and detailed particulars of calls upon the Council, seeking financial grant assistance for 2006 calendar year.

5. A letter certifying the club's operations were in line with the Council's requirements and ideals and any relevant legislative or policy requirement.

6. A list of the current office bearers with their postal and email addresses. This list is also to indicate current serving police officers.

7. A list of the club's financial members.

8. The clubs two delegates to the AGM.

9. Clubs seeking grants at the AGM shall have two club representatives at that meeting to speak for their club's application.

10. Nominations are also called for executive committee council member positions, two places up for election. These applications shall be made in writing signed by two members of the association and accompanied by the written consent of the candidate.

These club affiliation and grant applications plus, the abovementioned nominations should be forwarded to the Secretary/Treasurer Mr. Max May at Post Office Box 3372 Tamworth West 2340, at least 14 days prior to the AGM.

However it is requested to ensure your documentation is in order for presentation at the AGM that these papers be received by September 30, 2005.

Yours truly
Max May
Secretary/Treasurer
August 9, 2005.

6) All Clubs are to obtain a copy of "Model Rules for Incorporated Associations" from the NSW Department of Fair Trading on www.fairtrading.nsw.gov.au or 13 32 20.

It is requirement that all affiliated Sports Clubs to the NSW Police Council of Sport Inc. become incorporated associations. The benefits being that it allows your organization to:

It is expected that all affiliated Sports Clubs to the NSW Police Council of Sport Inc. become incorporated associations. The benefits being that it allows your organization to:

7) Following the receipt of the above, a letter from the NSW Police Council of Sport Inc stating affiliation will be forwarded to the Secretary of the relevant affiliated Sports Club, advising of the process for payment of the financial grant for the upcoming year.