PROJECT & INVESTMENT PROPOSAL

The process is designed to shift the conversation from:

“Can we ask the Club for money?”

to:

“Why should the Club invest its limited funds, volunteer time and resources here, ahead of other priorities?”

A good proposal helps the Committee understand:

• What is being proposed

• What problem or opportunity it addresses

• Who will benefit

• What it will cost

• What resources will be required

• What risks should be considered

• What alternatives were considered

• How it supports the Club's priorities

• What decision is being requested

Not every good idea will necessarily be approved. The Committee needs to balance individual proposals against the Club's broader priorities, available resources and other commitments.

A proposal may be required when a member is seeking approval for:

• A significant purchase or equipment investment

• A new program or initiative

• A project or facility improvement

• A new event or substantial change to an existing event

• A new service or ongoing financial commitment

• A policy change with financial, operational or member implications

• Other significant uses of Club resources

Routine operational expenditure that has already been approved within the Club's budget or delegated authority does not normally require a Project & Investment Proposal.

The Committee may also request a proposal where it considers additional information would help inform a decision.

The form uses three levels so that small purchases do not require the same level of detail as major projects.

Routine purchases and low-risk initiatives.

Examples include:

• Training balls

• Cones

• First aid supplies

• Coaching resources

• Small equipment replacement

These proposals require a simple explanation of what is being proposed, why it is needed, the estimated cost, funding source and approval sought.

The objective: Make it easy to request small, sensible investments without unnecessary administration.

Moderate purchases, programs and initiatives.

Examples include:

• Goalkeeping equipment

• Team shelters

• Coaching courses

• Club events

• Small facility improvements

These proposals require additional consideration of:

• Expected benefits

• Strategic alignment

• Costs

• Risks

• Alternatives

• The specific approval being requested

The objective: Ensure moderate investments provide clear value to the Club and its members.

Significant purchases, projects, programs or ongoing commitments.

Examples include:

• Portable goals

• Facility upgrades

• New development programs

• Major events

• Technology systems

• Long-term contracts

These proposals require more detailed information, including:

• Proposed solution

• Expected short-term and long-term benefits

• Strategic alignment

• Detailed costs and ongoing commitments

• Funding sources

• Resource requirements

• Risks and mitigation

• Alternatives considered

• How success will be measured

The objective: Give the Committee enough information to properly assess significant commitments of Club resources.

You don't need to be an accountant or project manager to submit a proposal.

The best proposals are clear, concise and evidence-based.

1. Clearly explain the problem or opportunity

Don't start with the solution.

Explain what is currently happening and why the Club should consider doing something differently.

Less useful:

We should buy new goals because our goals are old.

More useful:

Our current fixed goals limit training flexibility and require multiple groups to share the same equipment. Portable goals would allow coaches to set up additional training areas and better accommodate different age groups.

2. Explain the benefit

Be realistic about who benefits and what will improve.

Not every proposal needs to benefit everyone.

Consider:

• Players

• Coaches

• Volunteers

• Families

• The Club

• The wider community

Focus on tangible outcomes rather than generic statements such as "this will improve the Club."

3. Consider the full cost

The purchase price is not always the full cost.

For larger proposals, consider:

• Purchase

• Installation or setup

• Annual operating costs

• Maintenance

• Future replacement

• Subscriptions or other ongoing commitments

Where possible, support estimates with a formal quote, supplier pricing or previous purchase information.

4. Consider alternatives

The preferred option isn't necessarily the only option.

Consider:

• A cheaper alternative

• A different approach

• Hiring instead of purchasing

• Phasing the project

• Delaying the investment

• Doing nothing

The purpose isn't to prove that every alternative is bad. It is to demonstrate that the preferred option has been considered against realistic alternatives.

5. Be honest about risks

Every proposal has risks.

Consider both:

If we proceed:
What could go wrong, and how could it be managed?

If we don't proceed:
What are the consequences of doing nothing?

Identifying a risk does not mean the proposal is bad. It helps the Committee understand and manage the risk.

Westside Panthers' decisions are guided by our Five Core Values and the priorities identified in the Club's 2026 Plan on a Page.

Our Core Values

Respect & Inclusivity

We create an environment where everyone is welcomed, valued and treated with respect.

Integrity & Accountability

We act responsibly, communicate honestly and take ownership of our decisions and commitments.

Player-Centric Development

We put the development, experience and wellbeing of our players at the centre of what we do.

Teamwork & Community

We work together and strengthen the connections between our players, families, volunteers and wider community.

Innovation & Adaptability

We remain open to new ideas, continuously improve and adapt to the changing needs of the Club and its members.

Player Experience Enhancement

Improve coach and player satisfaction, supporting strong coach and player retention through feedback, coaching improvements and a positive and engaging environment.

Resource Optimisation & Financial Sustainability

Maintain up-to-date equipment and resources while supporting the Club's financial sustainability through responsible spending, sponsorship and fundraising.

Player Growth & Development

Attract new players and support the retention and development of existing players, including stronger female participation.

Community Engagement & Feedback

Strengthen engagement with members through events, coach engagement and regular feedback, and use that feedback to make tangible improvements.

You don't need to force a connection where one doesn't exist.

Select the Core Values and Strategic Priorities that genuinely relate to your proposal and briefly explain how.

For example:

Proposal: Purchase portable training goals

Strategic Priority: Player Growth & Development

Alignment: Additional portable goals will increase training capacity and allow coaches to create more appropriate training areas for different age groups.

A clear and specific connection is more useful than selecting every available option

The Committee considers proposals as part of the Club's overall priorities and available resources.

Depending on the size and nature of the proposal, consideration may include:

Strategic Alignment

Does the proposal support the Club's values, priorities or objectives?

Member Benefit

Who benefits and how significant is the expected benefit?

Financial Impact

Is the cost reasonable relative to the expected benefit, and can the Club sustainably support the investment?

Risk

What are the risks of proceeding and not proceeding, and can they be appropriately managed?

Volunteer Capacity

Can the Club realistically provide the people, time and facilities required?

Long-Term Value

Will the proposal provide an ongoing benefit or support the Club beyond the immediate purchase or activity?

These considerations are intended to support Committee discussion rather than act as an automatic pass/fail test.

1. Submission

The member completes the Project & Investment Proposal form.

2. Committee Review

The Committee reviews the proposal and considers it alongside the Club's existing priorities, budget and commitments.

3. Additional Information

The Committee may request clarification, supporting evidence, quotes or other information before making a decision.

4. Decision

The Committee may:

• Approve the proposal

• Approve the proposal subject to conditions

• Request further information

• Defer the proposal

• Decline the proposal

• Refer the matter to a General Meeting where required

5. Implementation

Where approved, a responsible person will be identified and the proposal will be implemented within the approved scope, budget and conditions.

6. Review

For significant projects or investments, the Committee may review the outcome against the expected benefits and success measures identified in the original proposal.

A good idea isn't automatically a good investment

The Committee may support the idea but decide that the timing, cost or available resources aren't right.

"No" doesn't necessarily mean "never"

A proposal may be deferred because of competing priorities, funding availability, volunteer capacity or timing.

Evidence helps

Quotes, supplier pricing, member feedback, participation data, previous experience and other relevant information can help the Committee make a better decision.

Keep it proportionate

Don't over-engineer a small proposal. A $300 purchase should be simple. A $15,000 project deserves more detailed consideration.

We want members to bring forward ideas

The purpose of this process is not to discourage ideas.

It is to give good ideas a fair, consistent and transparent way to be considered.