Board Checklist for Sports Clubs

Annual General Meeting held and notified on time

In accordance with deadlines specified in the club constitution/bylaws.

Signed minutes stored and archived centrally

Saved so that future board members always have full access.

Official club registry / authorities updated

New board officers and authorized signatories officially registered.

Club constitution readily accessible to all members

Published on the club website or member portal.

Mandatory background/safeguarding checks obtained for all coaches

Renewed and verified before the start of each sporting season.

Annual log and registry of verified certificates maintained

The club can document full compliance in case of audits.

Clear codes of conduct displayed in clubhouse and online

Clear guidelines on locker rooms, travel, and communication with youth.

Bank signatories updated with the club's financial institution

Remove departed officers and onboard new treasurer and president.

Dual approval on all major payments and disbursements

At least two authorized officers must sign off on significant expenses.

Annual club budget approved by the full board

Reconciled against expected dues, commercial sponsors, and grants.

Municipal subsidies and grant applications submitted on time

Facility subsidies, youth activity grants, and sports funding.

All sponsorship agreements signed in written contracts

Eliminate verbal agreements that get lost during board turnovers.

Follow-up on agreed deliverables (banners, jerseys, social media)

Ensure sponsors receive the full exposure agreed upon in the contract.

Renewal review dates scheduled 90 days before expiration

Prevent partner churn by initiating extension dialogs well in advance.

Fixed board meeting calendar set for the full year

Shared across all committee members at season kickoff.

Meeting agenda sent out at least 5 business days in advance

Gives all participants ample time for thorough preparation.

Digital task tracker with named owners and clear deadlines

Tasks are distributed transparently instead of piling up on the president.