How To Become An Affiliate
The STEP-BY-STEP guide to becoming a TTV Affiliate
(Incorporated Association - INC)
1. Get the Process Started
Begin by forming a group of at least five individuals interested in joining the Table Tennis Victoria (TTV) family. For this example, we will refer to "Albert Park Table Tennis."
Meeting Resolutions:
- "Albert Park Table Tennis" resolves to affiliate with Table Tennis Victoria and undertake all necessary steps to achieve this.
- Resolve to register for an Australian Business Number and Tax File Number, and become an incorporated association in accordance with the Australian Taxation Office and Consumer Affairs Victoria.
- Adopt the "Model Rules for an Incorporated Association" as outlined by Consumer Affairs Victoria under the "Associations Incorporation Reform Act 2012."
A vote must be conducted to approve these resolutions. Detailed instructions can be found on the Consumer Affairs Victoria website, as well as resources like Ultimate Frisbee and Our Community. Attached to the bottom of this page is a copy of the Model Rules from CAV. There is also a wizard to help create a constitution that has been put out by Justice Connect, it's a much easier way to step by step create a constitution: https://apps.nfplaw.org.au/vic-rules-tool/
Consider roles within the club, such as treasurer, secretary, and president. Determine financial responsibilities, including affiliation fees to TTV, bank fees, and administrative costs. Ensure you have a comprehensive understanding before proceeding.
2. Establish a Club Email Account
DO:
- Choose an email address relevant to the club, memorable and easily identifiable.
- Use web-based services like Gmail, Outlook, or Yahoo to avoid issues with changing internet service providers or job transitions.
Examples of good email addresses:
DO NOT:
- Avoid personal or difficult-to-remember addresses linked to specific internet service providers or workplaces.
Examples of poor email addresses:
Maintaining a consistent club email ensures seamless communication as club roles change. It is crucial for staying connected with Table Tennis Victoria and your members.
The reason for this is for continuity of contact - when someone moves on from the club or someone new becomes involved, having a 'club' email that is used as the main point of contact saves a lot of hassle of having to constantly keep everyone up to date with who to send emails to. An email address is listed on the National Club Finder, and also on brochures that TTV produces from time to time. Vital information gets sent out from the TTV office via email all the time, so having a constant email address no matter who is in charge of it at the club end will maintain the lines of communication between TTV, your club, and your members.
3. Register as an incorporated association
Creating a constitution is essential for incorporation. Use the step-by-step tool by Justice Connect for guidance. Refer to the Consumer Affairs Victoria website for manual submission details and fee information.
https://apps.nfplaw.org.au/vic-rules-tool/
https://afda.com/incorporation-constitutions
4. Apply for a Tax File Number for Business
Once incorporated, apply for a Tax File Number using the Australian Business Register website.
5. Register for an Australian Business Number (ABN)
After incorporation, obtain an Australian Business Number through the Australian Business Register.
https://www.abr.gov.au/business-super-funds-charities/applying-abn
6. Open a Club Bank Account
Consider opening a club bank account. Initially, a personal account may suffice, but a dedicated club account will be necessary long-term. Note that an Australian Business Number and incorporation number are required for a business account.
For detailed information on bank accounts, refer to resources such as "Starting a Club Bank Account"
7. Fill out the Affiliation Application Form2024 TTV NEW AFFILIATION APPLICATION FORM
Optional Extras:
Register your Domain Name (URL)
Consider registering a domain name for your club's website. Table Tennis Victoria provides each affiliate with a RevolutioniseSPORT portal. The URL for these portals follows the format: https://www.revolutionise.com.au/CLUBNAME.
If you wish to have a custom domain, you will need to register it and direct it to the RevolutioniseSPORT portal.
Note: To register a .com.au or .org.au domain, an Australian Business Number is required.
Some hosting companies allow you to use the domain for email addresses (e.g., info@tabletennisvic.org.au). Be aware that using a hosting company’s email service may tie you to their platform, similar to an internet service provider. However, you can explore using Google Business to maintain flexibility.
Accounting Software
Investing in accounting software can be beneficial in the long term, beyond basic spreadsheets like Excel.
Xero is an excellent choice and offers discounts for not-for-profit organisations.
Note: This document is based on guidelines from Table Tennis Victoria's 2005 guide. While some information has evolved, the core principles remain applicable.
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