Board Calendar Checklist

Why a compliance calendar matters

Club directors operate under a stack of legislation — the Registered Clubs Act, the Gaming Machines Act, the Anti-Money Laundering and Counter-Terrorism Financing Act, and the Corporations Act, among others. Each carries its own deadlines, reporting periods and review points throughout the year. Mapping these onto a single calendar makes it far easier for boards to stay ahead of their obligations rather than scrambling to catch up.

This calendar has been built around a 30 June financial year end — if your club’s financial year differs, adjust the dates accordingly. Boards are also encouraged to layer in CEI seminars, regional meetings and club-specific events as they come up.

January

• Check for updated regulatory priorities from Liquor & Gaming NSW, typically released late in the previous year or early January
• Review insurance policy renewals, including Directors’ and Officers’ liability cover
• Note that AUSTRAC’s Annual Compliance reporting period has opened

February

• Complete a Club License self-audit (Liquor & Gaming NSW)
• Confirm gaming machine entitlements and compliance with your Gaming Plan of Management
• Finalise and review the business plan and budget for the financial year

March

• 31st — AUSTRAC Annual Compliance Report is due
• 31st — Not-for-Profit Self-Review due to the ATO
• Conduct your first quarterly financial performance review
• Confirm compliance with Easter trading laws (no takeaway alcohol)

April

• 25th — ANZAC Day; ensure compliance with special trading laws
• Check public holiday trading hours and pay rates against the Fair Work pay guide
• Conduct the annual performance review of suppliers and contractors
• Pay the annual liquor licence fee to Liquor & Gaming NSW

May

• Begin EOFY preparations — review financial statements and upcoming compliance filings
• Finalise the annual board evaluation, including performance review and skills assessment of directors
• Prepare for ClubsNSW membership renewal for the coming financial year

June

• Confirm changes to taxation rates and superannuation guarantee rates are ready to implement
• Conduct a mid-year risk assessment covering financial, operational and compliance risk
• Ensure the club’s liquor licence is paid to Liquor & Gaming NSW

July

• Confirm taxation and superannuation changes have been implemented
• Review and update the Risk Management Plan and Emergency Management Plan
• Conduct a half-year gaming compliance check

August

• Complete another Club License self-audit
• Review and update governance policies, including conflict of interest and code of conduct
• Confirm attendance to the ClubsNSW Conference and AGM
• Finalise ClubGRANTS annual returns (typically due between 1 and 11 September)

September

• Confirm gaming machine compliance audits are up to date
• Finalise the AGM agenda, including any constitutional updates
• Prepare for GambleAware Week in October

October

• Conduct a pre-AGM compliance review — ensure financial reports are audited and ready, and confirm director nominations comply with the Registered Clubs Act and constitution
• Host an education session for board members on AGM protocols and governance updates
• Check public holiday trading hours and pay rates
• Ensure information requirements under the Registered Clubs Regulation are complete

November

• 30th — Deadline for the AGM to be held under the Corporations Act 2001
• Submit post-AGM documentation to ASIC, including director changes and constitutional amendments
• Check public holiday trading hours and pay rates

December

• Review and update workplace health and safety policies
• Recognise staff and volunteers for the year
• Confirm compliance with holiday trading laws

Ongoing tasks

Monthly

• Review financial performance
• Monitor liquor and gaming compliance, including licensing and GPOM

Quarterly

• Hold audit and risk committee meetings
• Review directors’ professional development plans
• Complete quarterly financial reports as required under the Registered Clubs Regulation

Annually

• Review the constitution for compliance with the Corporations Act, Registered Clubs Act and other legislative requirements
• Audit key operational licenses, including food safety, liquor and gaming compliance

Making it work for your club

This calendar is a starting point — it’s worth reviewing it against your club’s own constitution, financial year, and specific licensing conditions, and adding in CEI training, regional meetings and any club-specific events as they arise.

This guide is provided for general information only and is not legal or professional advice. ClubsNSW recommends clubs seek independent advice before acting on any of the information in this guide.