The aim of the Club Affiliation Policy is to encourage clubs, and potential clubs, affiliated with the Tasmanian Ultimate Association Inc. (TUA) to adopt and implement sound governance principles and strategies.

The Club Affiliation Policy outlines the following aspects of club affiliation:

• Who can affiliate with the TUA
• How affiliation is obtained and maintained
• The responsibilities of the affiliate
• The benefits of affiliation

• The “AFDA” is the Australian Flying Disc Association Inc.
• A “Club” is any group of 10 or more individuals who meet the eligibility criteria of this policy.
• An “Affiliate” is any club who has successfully applied for affiliation, and is recognised by the TUA as continuing to meet the criteria of this policy.
• The “Executive Committee” is the TUA Executive Committee; consisting of the President, Vice-President, Treasurer, and Secretary of the TUA.
• The “Committee” is the TUA Committee as defined in the TUA constitution.

Any club that wishes to affiliate with TUA must meet, and be able to continue to meet, the following criteria:

• The club must be incorporated under Australian law.
• Adopt a constitution, and lodge a copy of the constitution with the TUA.
  • The primary goals of the club's constitution must be to support Ultimate within Tasmania.
• Have, and be able to maintain, a minimum membership of 10 persons.
  • At least 90% (preferably 100%) of club members, and people participating in activities under the control of the club, must be current AFDA members.
• Provide the TUA with any reasonable information needed to determine the club's status.
• Adhere to all TUA policies which are applicable to club's operations.
• Appoint at least 1 member of the club's executive to act as representative of the affiliate to the TUA.
• Have a club representative attend the TUA Annual General Meeting.
• Club representatives must liaise with the TUA Committee on a regular basis.
• The club must pay a prescribed annual affiliation fee to the TUA.
• A natural personal may not hold an executive/board position within the TUA and an affiliate, or within more than one affiliate.

The following process will be followed when a club applies to affiliate with the TUA:

• A club wishing to affiliate with the TUA must write a letter to the TUA Secretary stating their desire to affiliate. The letter must outline how the club satisfies the criteria outlined in this policy, and also supply copies of:
  • The club's constitution.
  • Minutes from the club's most recent Annual General Meeting.
  • The club's annual financial statement for the previous year.
• The TUA Secretary will table the received application for discussion and approval by the TUA Executive Committee.
• Within 30 days of approval of the affiliation, the club must:
  • Pay the prescribed annual affiliation fee.
  • Advise the TUA of at least 1 member of the club's executive that will act as a representative of the affiliate to the TUA.
• If a club's request for affiliation is not successful, the TUA Secretary shall write to the club outlining why the application was unsuccessful.

For a club to maintain their status as an affiliate of the TUA, they must ensure the following requirements are meet:

• Payment of the prescribed annual affiliation fee within 30 days of it being due. The fee shall be due on March 1st each year.
• Provide a copy of the club's constitution to the TUA when any modifications have been made, within 30 days of such modifications taking effect.
• Provide a copy of the minutes from the club's Annual General Meeting, and any General Meetings, to the TUA within 30 days of such a meeting taking place.
• Provide a copy of the club's annual financial statement to the TUA within 30 days of the end of the affiliates financial year.
• Advise the TUA of the members of the club's executive that will act as representatives of the affiliate to the TUA when changes to the nominated representatives have taken place, within 30 days of the changes taking effect.

If a club affiliated with the TUA does not meet any of the above conditions, or the TUA believes that the club is no longer able to meet the criteria of being an affiliate:

• The TUA Secretary shall write to the affiliate outlining the requirements that are not being met, and giving the affiliate 30 days to respond.
• Should a satisfactory response not be received, the TUA Executive Committee may terminate the affiliation with the club. The TUA Secretary shall advise the club in writing of this decision.

If an affiliate believes it will no longer be able to maintain affiliation:

• The affiliate shall write to the TUA Secretary to advise that it wishes to terminate the affiliation.
• Termination of affiliation will be effective from the date of the letter, and shall be ratified by the TUA Executive Committee.

In recognition of the role clubs play in the development and continuing success of Ultimate in Tasmania, the TUA will endeavour to maximise support it can provide to each affiliate. It is envisaged that the support provided by the TUA will vary according to available resources and the strategic direction of the TUA from year to year.

Clubs affiliated with the TUA may receive the following benefits:

• Coverage by the TUA and AFDA insurance policies, as applicable.
• Preference may be given to affiliates in the bidding for and hosting of state events.
• Access to resources developed by the TUA.
• Access to equipment owned by the TUA (subject to any TUA equipment policies).
• Access to funding provided by the TUA. Additionally, funding from government organisations may only be available to associations that are affiliated with the TUA, due to it being recognised by the AFDA and the Australian Sports Commission.
• Administrative support
• Marketing support
• The TUA will represent the affiliate, and any concerns it may have, at a national level.
• By fulfilling the responsibilities to the TUA, clubs will become a better-run organisation, with better services and protection for their members.

The annual affiliation fee is an amount set by TUA Committee. The annual fee is an amount set by the Committee. The annual affiliation fee will be revised by the Committee from time to time as they deem necessary, and will be done in consultation with the affiliated clubs. The affiliation fee will initially be set at $0 and is not expected to be increased in the foreseeable future.

The following documents were used in helping to draft the TUA Club Affiliation Policy:

• (AFDA) Conditions of Affiliation - http://www.afda.com/showcontent.php?page=affil_costs
• (AFDA) Affiliation Benefits - http://www.afda.com/showcontent.php?page=affil_benefits
• (NSWFDA) Affiliation Policy - http://www.ufnsw.com.au/admin/documents/Affiliation_Policy.doc
• (WAFDA) Clubs Affiliation Policy - http://www.waultimate.com/component/option,com_docman/task,doc_download/gid,100/Itemid,43/