Club Administration is often where the back bone of sports clubs lie, clubs with good administrative practices are much more functional than those without. Club administration is the behind the scenes day- to-day running of the club.
All club administrators are volunteers and very vital in our sport. Club administration is often another 40 hour job that is unpaid, it is always a good idea to acknowledge your club administrators.
There are many areas that are covered by Club Administration; this is not an exhaustive list, but a good step towards understanding how a Waka Ama Club operates.
At the bottom of this page you will find documents attached with more information. If you have any questions please contact firstname.lastname@example.org
Financial management is managing money received or spent. Doing it well is essential to any Waka Ama Club. Financial management has three basic parts; planning (on how to raise and spend money), record keeping and and reporting.
Good financial management does not rest solely on the treasurer of the club. The committee members must also have input into the financial running of the club. To make the treasurers job easier and ensure the smooth running of the club all paddlers and affiliated members must do their part and keep up to date with membership payments.
The attached information will cover basic financial management areas, but it is recommended that your club talk to an accountant or someone with finance experience to get your head around the key concepts. For more info check
- Sport Manawatu – Finance and Funding
- Community Net Website – Financial Planning
- Sport New Zealand Financial Management
Club Rep Role
The Club Representative is the administrative link between the Club and Nga Kaihoe O Aotearoa (Waka Ama NZ) Inc.
The Club Rep is appointed by the club and it is their responsibility to monitor and maintain the Club Membership Account on the website. There can be more than one Club Rep in each Club. The Club Rep is often the Club Secretary but can be other members from the committee See attached document for more information.Head to the 'For Clubs' tab on the website for Club information
The Club Secretary manages the club’s administrative procedure. They are the main link between the committee and the club’s members. Usually the Secretary is the first point of contact an outsider has with the club.
The role of the Secretary includes:
- Assisting the President in preparing agendas for meetings
- Sending notice of upcoming meetings and circulate previous minutes
- Having a good knowledge of the club’s policy and constitution
- Communicating information to the members
- Keeping records and correspondence
- And keeping everyone well informed.
All paddlers affiliated to a Waka Ama Club are required to pay a set fee to become an NKOA registered member. There are many benefits to becoming an affiliated member; the document attached or click here to find out more information.
To check if paddlers are affiliated you can use the affiliation checker
Club code of conduct or Club
An important component of maintaining a quality club culture
is to set standards of acceptable behaviour. An important tool for defining and communicating acceptable standards of
behaviour is a documented ClubCode of Conduct.
A Code of Conduct is only worthwhile if it is not only read but understood by every one within the Club; and they support and act within the Code. A Waka Ama Code of Conduct Template is attached.
Club membership form
This is a useful document for new members to a Waka Ama Club. This is a good way for the club to gather information about the paddlers such as medical details, date of birth etc.
In the event of an emergency, especially with children, emergency contact details must be readily available.
Club contact details
The contact details of your club and committee members should be kept up to date. Email email@example.com if details of your club change.
All clubs are listed on the Waka Ama Website here; this is the easiest way for prospective club members to find a club in their area.
A club email account is a good idea, this way all club correspondence will go to one place. This account does need to be checked regularly by the Club Rep or Secretary.
See the below map for a list of affiliated clubs