Victorian Croquet Association Inc. A0001560E ABN 91 903 ... · Devlin, Kate Patrick, John van der...

Victorian Croquet Association Inc. A0001560E ABN 91 903 271 264

trading as Croquet Victoria

of 6

Croquet Victoria Council Meeting

held at Victorian Croquet Centre, 65 Nobel Banks Drive Cairnlea 3023

Monday 24 February 2020

1 Attendance

1.1 Present:

1.1.1 Directors:

Jim Clement (President), Kate Patrick (Vice-President), Sarina Cevaal-Hewitt (Secretary), Lorraine Gutcher (Member), Lynne Roberts (Member), Charles Rees (Member, Wimmera), Eric O'Donnell (Member), Nancy Hatherell (Ballarat and District), Roger Lee (Bayside), Wayne Worladge (Eastern Metro), Butch Hollier (Geelong), Robert Smallwood (Gippsland), Kenn Boal (Goulburn Valley), Ian Potter (Murray Valley), Maurice Cevaal-Hewitt (North Eastern), Janet Leckie-Brunton (Member, SEMCA), Margaret Kelson (South West), Brian Rowe (WMCMA).

1.1.2 Observers:

Ian Kelson (Warrnambool).

1.1.3 Administrator:

Sandra Kastanaras.

1.2 Apologies:

Hetty Veldman (NDCA). 2 Opening

The President opened the meeting at 10.32 am.

3 Adoption of Minutes of Previous Council Meeting

The Meeting agreed to adopt the Minutes of the Croquet Victoria Council Meeting held 16 December 2019 with the following amendments: Resolved on the motion of Roger Lee and Brian Rowe 'that 3.1.1 Provision of JBWere Monthly Earnings: The President reported on his meeting with the Auditor and informed the meeting that the Asset Revaluation Reserve is the accumulation of the monthly increases or decreases of the value of our investments less drawdowns. A reconciliation of this Balance Sheet account to be forwarded to Jim Clement, Kate Patrick, Jim Saunders, Brian Rowe, and Roger Lee. Action Administrator be amended to 3.1.1 Provision of JBWere Monthly Earnings: The President reported on his meeting with the Auditor and informed the meeting that the Asset Revaluation Reserve is the accumulation of the monthly increases or decreases of the value of our investments with adjustments for drawdowns and the monthly investment income provision. A reconciliation of this Balance Sheet account to be forwarded to Jim Clement, Kate Patrick, Jim Saunders, Brian Rowe, and Roger Lee. Action Administrator' Resolved on the motion of Kate Patrick and Maurice Cevaal-Hewitt 'that 7.1.4 Selection Sub-Committees Recommendations for Junior Scholarships: Resolved on the motion of Jim Saunders and Lorraine Gutcher ' that the Croquet Victoria Committee of Management recommend to the Croquet Victoria Council that each of the two junior members who have submitted applications for funding support from the Croquet Victoria Junior Scholarship receive $1,000.00 upon production of receipts after acquittal of their $500.00 Croquet Australia Under 21 Golf Croquet Scholarship. Prior claims against the Croquet Victoria Scholarship to be deducted before further payments approved. be amended to:

20200224Council.doc of 6

7.1.4 Selection Sub-Committees Recommendations for Junior Scholarships: Resolved on the motion of Jim Saunders and Lorraine Gutcher ' that Croquet Victoria approve that each of the two junior members who have submitted applications for funding support from the Croquet Victoria Junior Scholarship receive $1,000.00 upon production of receipts after acquittal of their $500.00 Croquet Australia Under 21 Golf Croquet Scholarship. Prior claims against the Croquet Victoria Scholarship to be deducted before further payments approved'. Roger Lee sought clarification of the President's comment made at the December 2019 Council Meeting re the President's power of veto to ignore a previously minuted motion. The President explained that Council (not the President) could make a resolution to ignore a previously minuted motion. The meeting agreed that in future any record of a motion to rescind a previous motion to include a 'Secretarial Note' to reference to the previous motion. Action Secretary

3.1 Business Arising from Minutes of Previous Meeting:

3.1.1 Reconciliation of Asset Revaluation Reserve:

Resolved on the motion of Roger Lee and Brian Rowe 'that from the next Croquet Victoria Council Meeting the Treasurer's Report include information requested at August 2019 Council Meeting'.

3.1.2 Caretakers Contract:

Ongoing.

3.1.3 External Review of Accounting Systems:

The President reported that and external review of accounting practises and audit of financial accounts could cost up to $40,000.00. Resolved on the motion of Brian Rowe and Roger Lee 'that an independent audit be conducted to review accounting practises and procedures to ensure that the financial books of the current financial year are a true and fair representation of the record of accounts'. Carried without dissent Resolved on the motion of Margaret Kelson and Kate Patrick 'that Brian Rowe seek quotes for review and audit of accounting practices and procedures'.

4 Financial Report Attached as Annex A

Resolved on the motion of Jim Clement and Brian Rowe 'that the Financial Report be adopted subject to the resolution of the discrepancy in the balance recorded for Bendigo Bank - Grants Account ($25,816.56) and Grants Receivable in Advance ($25,301.27).The drawdown of $50,000 from the JBWere Investment Account was approved'.

4.1 Business Arising from Financial Report:

4.1.1 How to deal with Financial Bequests:

Ongoing.

4.1.2 September Finance Documents:

Secretarial Note to be added to both October 2019 Council Meeting Minutes and the January 2020 Committee of Management Meeting Minutes noting amended September Balance Sheet is attached to January 2020 Minutes. Action Secretary

5 Consent Items

5.1 Correspondence: Attached as Annex B

5.2 Reports:

5.2.1 Secretary's Report: Attached as Annex C

5.2.2 CoM Reports: 21 January 2020 Minutes distributed 25 January 2020.


5.2.3 Marketing & Publicity Report: Attached as Annex D

5.2.4 DHHS Mandatory Working Group Report: Attached as Annex E

5.2.5 Strategic Plan 2021-2025 Working Group Report: Attached as Annex F

5.2.6 Strategic Plan Implementation Sub-Committee Report: Attached as Annex G

5.2.7 Together More Active Project Report: Attached as Annex H

5.2.8 Portfolio Reports:

5.2.8a) Building Maintenance Report: Attached as Annex I

5.2.8b) State Coordinator Job Description Review:

5.2.8c) Discussion re how to progress your Directors Portfolio:

5.2.9 Sub Committee Minutes Received:

M & P: 4 January 2020, 3 February 2020 DHHS Mandatory Board Quota Working Group: 26 November 2019, 2 January 2020, 10 February 2020 Strategic Plan 2021-2025 Working Group:2 December and 5 December 2019, 3 January and 29 January 2020. Strategic Plan Implementation Sub-Committee: 5 January 2020 Golf Croquet Selection Sub-Committee: 2 February 2020 Together More Active Project Working Group: 28 November 2019, 19 December 2019, 10 January 2020.

Resolved on the motion of Janet Leckie-Brunton and Charles Rees 'that Consent Items be adopted'.

6 Business Arising from Consent Items

6.1 Correspondence:

6.1.1 Resignation of Jim Saunders:

Resolved on the Kate Patrick and Janet Leckie-Brunton 'that Jim Saunder's service to Croquet Victoria be noted.' The motion was passed by acclamation

6.1.2 Pathway for Junior Development:

State Coordinator for Under 21 Croquet, Nancy Hatherell, noted that currently one third of junior players do not have a registered handicap and are affiliated with clubs spread widely apart making the scheduling of competitive games for Under 21's difficult, suggesting they should play socially against adults before attempting competitive events. Interschool competitions could be an opportunity for competitive play. Casterton Croquet Club to be so advised. Action Secretary

6.1.3 Hoop Setting Program:

Whilst training in hoop setting is included in a Referee's Qualification the President advised that Croquet Queensland has an existing program to train members in hoop setting. Croquet Queensland to be contacted to request approval to use the program. Action Secretary

6.2 Reports:

6.2.3 Marketing & Publicity Report:

Kate Patrick reported on Joint State Publicity Initiative to encourage all croquet clubs across Australia to celebrate World Croquet Day 2020in the first weekend in May with a theme of Fire and Drought with potential to raise funds for an organisation of the club's choice. Kate Patrick informed the meeting that the Marketing & Publicity Sub-Committee would be contacting regions to ascertain if they would accept a teardrop banner.

6.2.5 Strategic Plan 2021-2025 Working Group Report:

6.2.5a) Small Group Discussion:

Members of Council broke into small groups to discuss a number of


strategies proposed by the Strategic Plan Working Group for inclusion in

the Strategic Plan 2021- 2025, focusing on those strategies where

responsibility for action was unclear.

Following reports from each group on their discussions, it was agreed to omit three of the proposed strategies, relating to:

succession planning for employed staff

performance review for volunteers

external usage of VCC In place of the suggested performance review for volunteers, it was agreed to insert the development of a system of support for State Coordinators.

On the motion of the President, other items were endorsed for inclusion

in the Strategic Plan, as noted in the updated paper attached to Annex

F. The updated draft of the Strategic Plan is also attached to Annex F.

Secretarial Note: This Agenda Item addressed after lunch break. 6.2.6 Strategic Plan Implementation Sub-Committee Report:

The meeting agreed to update the Strategic Plan Implementation Plan as per Report.

6.2.7 Together More Active Project Report:

Kate Patrick requested that Directors encourage clubs/members in their regions to complete the online survey if they were interested in hosting a coaching workshop or in attending a workshop. The meeting agreed to the purchase of an upgraded Survey Monkey Plan.

6.2.8 Portfolio Reports:

6.2.8a) Building Maintenance Report:

The meeting noted that proposed repairs as listed in the Building Maintenance Report could total $200,000.00. Portervac to be contacted to update quote for supply and fit of gutter guard. Action Administrator Resolved on the motion of Maurice Cevaal-Hewitt and Charles Rees 'that Council authorise the Committee of Management to accept quote for above work up to $5,000.00'.

6.2.8b) State Coordinator Job Description Review:

To be an Agenda Item for April Council Meeting. Action Secretary

6.2.8c) Discussion re how to progress your Directors Portfolio:

To be an Agenda Item for April 2020 Council Meeting. Action Secretary

6.2.10 Regional Reports:

Wimmera - Charles Rees provided an oral report. Secretarial Note: This Agenda Item addressed after lunch break.

7 General Business

7.1 Matters for Decision:

VCA

7.1.1 Elections:

All elections were by secret ballot, requiring approval by majority resolution of the Directors. Treasurer: Brian Rowe was elected as Treasurer.


The following nominations were endorsed by Council. Court Director: John Grieve. Together More Active Player Development Project Working Group: Tricia Devlin, Kate Patrick, John van der Touw and Sarina Cevaal-Hewitt. Association Croquet Selection Sub-Committee: Mike Cohn, John Grieve, Chris Grant, Gail Hopkins and Brian Foley. Golf Croquet Selection Sub-Committee: Ruth Duffy. Nominees to be advised. Action Secretary

7.1.2 Change of Bank Signatories:

Change of Bank Signatories to be actioned to reflect the election of Brian Rowe as Croquet Victoria Treasurer. Action Secretary Resolved on the motion of Kate Patrick and Charles Rees 'that all Financial Institutions the Croquet Victoria deals with be advised that the only eligible signatures be two of the following: President - Jim Clement, Secretary - Sarina Cevaal-Hewitt or Treasurer - Brian Rowe. The change to be effected as soon as practicable for each Financial Institution'. Action Secretary

7.1.3 Adoption of Budget: Attached as Annex J

Resolved on the motion of Kate Patrick and Brian Rowe 'that the Committee of Management research sourcing funds to cover proposed building maintenance costs and review/audit of Croquet Victoria financial practices and procedures and to report to April Council Meeting'. This Committee of Management Report be an Agenda Item for April Council Meeting. Action Secretary Resolved on the motion of Brian Rowe and Roger Lee 'that Budget as presented be approved as Operational Budget until review at a later meeting'.

1.12 pm Sandra Kastanaras leaves meeting.

1.14 pm Sandra Kastanaras returns to meeting.

7.1.4 Constitution Amendment:

To be an Agenda Item for the April 2020 Council Meeting. Action Secretary

7.1.5 VCC Function Profitability:

Brian Rowe spoke to his research into function profitability over a three year period. Moved Brian Rowe, seconded Maurice Cevaal-Hewitt 'that Council endorse the Committee of Management decision to cease function hire as soon as practical and seek to realise the savings available'. Resolved on the motion of Kate Patrick and Roger Lee 'that above motion be amended by the addition of "and monitor the savings achieved"'.

The amended motion was carried Secretarial Note: This Agenda Item addressed after lunch break.

7.1.6 Yearly Affiliation Fee:

Clubs to be informed of yearly affiliation fee. Action Secretary

7.1.7 Online Meeting Platform Training:

Grant funding to be applied for. Action Secretary

7.2 Matters for Discussion:

7.2.1 VCA:

7.2.1a) Review of Adverse Playing Conditions Policy:

Recently amended Policy to be disseminated. Action Secretary

7.2.1b) Our Community 'Step In, Step Up' Training:


Charles Rees and Maurice Cevaal-Hewitt to complete this online training. This to be an Agenda Item for April Meeting. Action Secretary

7.3 Matters for Noting:

7.3.1 VCC

7.3.1a) Gardening Contractors: Refer to Secretary's Report

7.3.1b) Replacement of Lights on Light Tower:

The President advised that two lights had been replaced on a light tower.

7.3.1c) Drinking Fountain: Replacement drinking fountain has been installed.

7.3.2 ACA:

7.3.2a) Notice of Motion to Croquet Australia AGM: Attached as Annex K

7.3.3) WCF:

The President advised that Reg Bamford was the Association Croquet World Champion with two Australians reaching the Semi-finals. MySportLive to be thanked for efforts during livestreaming. Action President

1.34 pm Ian Potter leaves meeting.

Secretarial Note: Amendment re Nancy Hatherell below as per Council Meeting 20 April 2020 Nancy Hatherell left meeting prior to Small Group Discussion Agenda Item at 3.00 pm. 2.56 pm Wayne Worladge leaves meeting

8 Close: 3.40 pm

9 Next Meetings: CoM 10.30 am Tuesday 17 March 2020

Council 10.30 am Monday 6 April 2020

Annex A Financial Report

Annex B Correspondence List

Annex C Secretary's Report

Annex D Marketing & Publicity Report

Annex E DHHS Mandatory Working Group Report

Annex F Strategic Plan 2021-2025 Working Group Report

Annex G Strategic Plan Implementation Sub-Committee Report

Annex H Together More Active Project Report

Annex I Building Maintenance Report

Annex J Adoption of Budget

Annex K Notice of Motion Croquet Australia AGM

Briefing Paper for Council Meeting 24th February 2020

Financial Report

Overview VCA finances are, overall, healthy, although there is a cash flow concern. Sandra has completed a cashflow projection as at the end of January, which shows:

• Operating Bank accounts* $43,632 • Anticipated receipts of. $11,805 $55,437 • Open invoices $16,003 • Forecast Expenditure February $19,312 • Forecast Expenditure March $39,143 $74,458 • Estimated Cash shortfall $19,021

* Excluding Grants Account

VCA Current Assets

• Bank Account balances as at 31 Jan 20 = $43,632 (Balances as at 31 Dec 19 was $81,840, a decrease of $38,208)

• JB Were managed portfolio as at 31 Jan 20 includes: o Cash $60,555 (previous month $$56,882) o Fixed interest $1,115,641 (previous month $1,107,337)

JB Were managed Investment Portfolio The monthly report shows that the market value of the Investment Portfolio, as at close of business 31st January 2020 was $4,304,525, an increase of $101,180 over last month’s market value of $4,203,345. Recommendation Recommend that Council authorise the drawdown of $50,000 from the JB Were Cash Account.

Jim Clement President

Sarina

Text Box

Annex A to Croquet Victoria Council Meeting Minutes 24 February 2020

Appendix 1 to

Annex A to

Croquet Victoria Council Meeting Minutes

24 February 2020

Selected Period Budgeted Last Year

INCOME

VCA AFFILIATIONS $109,241.40 $103,422.00 $101,965.82

ACA AFFILIATIONS/INSURANCE $96,373.02 $87,364.00 $79,014.30

MERCHANDISE/PENNANT $5,937.13 $10,000.00 $4,399.18

TOURNAMENTS $24,953.25 $13,700.00 $8,265.06

MSV $3,537.21 $5,000.00 $4,445.45

CATERING/BAR $13,132.25 $22,000.00 $19,516.59

PREMISES/COURTS/RENT $36,730.09 $45,450.00 $35,041.73

BEQUESTS $0.00 $33,723.97

DEPARTMENT OF AGING $0.00 $3,000.00 $3,000.00

INTEREST BANK/JB WERE $114,028.50 $140,300.00 $113,686.36

Total INCOME $403,932.85 $430,236.00 $403,058.46

Gross Profit $403,932.85 $430,236.00 $403,058.46

EXPENSES

ACA AFFILIATIONS/INSURANCE $94,756.46 $85,864.00 $75,971.40

ADMINISTRATION VCA $40,913.11 $74,445.00 $41,684.36

COMMITTEES $4,116.07 $16,900.00 $4,025.22

MSV $4,481.06 $5,000.00 $4,279.82

COUNCIL/COM travel $5,206.38 $10,000.00 $4,271.25

DEPARTMENT OF AGING $0.00 $3,000.00 $3,372.76

UNDER 21S SCHOLARSHIP $834.28 $5,000.00 $0.00

TOURNAMENTS $17,954.42 $10,350.00 $5,485.06

MERCHANDISE/PENNANT $3,880.35 $7,500.00 $1,083.49

WAGES $151,935.20 $191,951.00 $148,939.24

VCC BUILDING $84,239.63 $129,350.00 $86,744.62

CATERING/BAR $4,546.35 $12,100.00 $7,945.02

VCC COURTS $28,748.38 $47,200.00 $20,575.72

STATE TEAMS G & A $6,272.76 $10,000.00 $545.45

CROQUET EQUIPMENT $345.45 $500.00 $0.00

Total EXPENSES $448,229.90 $609,160.00 $404,923.41

Operating Profit ($44,297.05) ($178,924.00) ($1,864.95)

Net Profit/(Loss) ($44,297.05) ($178,924.00) ($1,864.95)

Victorian Croquet Association Inc.

65 Nobel Banks Drive

CAIRNLEA VIC 3023

Profit & Loss [Budget Analysis]April 2019 To January 2020

Victorian Croquet Association Inc.65 Nobel Banks Drive

CAIRNLEA VIC 3023

ABN: 91 903 271 264

Email: [email protected]

Created: 14/02/2020 11:08 AM

Balance SheetAs of January 2020

This report includes Year-End Adjustments.

Page 1 of 1

Assets

Current Assets

Bank Accounts

Bendigo $29,176.58

Bendigo - Grants Account $25,816.56

CBA $19,817.99

Bendigo Direct Debit Card $387.56

Total Bank Accounts $75,198.69

Total Current Assets $75,198.69

Withholding Credits

Accounts Receivable $2,019.75

Total Withholding Credits $2,019.75

JBWERE - Investment A/c $4,304,655.75

Fixed Assets

Cairnlea - Land/Building $5,250,000.00

Plant & Equipment

Plant and Equipment $197,447.77

Accumulated Depreciation -$144,831.48

Total Plant & Equipment $52,616.29

Total Fixed Assets $5,302,616.29

Total Assets $9,684,490.48

Liabilities

Current Liabilities

Accounts Payable $15,178.46

Total Current Liabilities $15,178.46

Tax Payable

GST Collected $125,688.12

GST Paid -$115,782.76

Payroll Liabilities $6,686.22

Superannuation Liabilities $1,497.85

Total Tax Payable $18,089.43

Grant Liabilities

Grants Receivable in Advance $25,301.27

Total Grant Liabilities $25,301.27

Total Liabilities $58,569.16

Net Assets $9,625,921.32

Equity

Reserves

General Reserve $7,703,572.44

Asset Revaluation Reserve $892,396.04

Retained Earnings $1,040,525.92

Current Earnings -$44,297.05

Bequest - Late Jean A Rentoul $33,723.97

Total Equity $9,625,921.32

Sarina

Text Box

Appendix 2 to Annex A to Croquet Victoria Council Meeting Minutes 24 February 2020 Balance Sheet as at January 2020

200224Correspondence List Council.docx Page 1 of 2

CORRESPONDENCE 5.1 In:

Email:

16 Dec 2019 Bluegum Electrical Solutions - quote for replacing 4 light on tower $8950.70

17 Dec 2020 Sec Cc'd - Dorothy Lapham - interest in contributing to TMA Foundation Funding Project

DEJPR - Advice of grant funding instalment

19 Dec 2010 Significant Sporting Events Program - unsuccessful grant submission

21 Dec 2020 Consumer Affairs - notification of Constitutional change accepted

23 Dec 2019 Sec Cc'd Roger Lee - query re Asset Revaluation Reserve and power of veto to ignore previous motion

24 Dec 2019 Horsham Rural City Council - status of City to River Master Plan

Wombwell family - thank you for junior scholarship funding

30 Dec 2019 Athlete Pathway Travel Program

6 Jan 2020 Jim Saunders - resignation - all Croquet Victoria positions

10 Jan 2020 Casterton Croquet Club - re change in venue for 2021 Under 21's - pathways for junior competition

20 Jan 2020 Boschen - Quote to repair roof

21 Jan 2020 Ivanhoe Park - recommend independent audit Attached

23 Jan 2020 Seniors Festival - confirmation of rollover of remaining funds

24 Jan 2020 Good Sports Accreditation

24 Jan 2020 Bluegum Electrical Solutions- revised quote to install two lights $6832.10

27 Jan 2020 Harley Johnstone Attached

28 Jan 2020 Ian Petersen - proposal for hoop setter program Attached

29 Jan 2020 Sec Cc'd - Quote for replacement of stolen drinking fountain - insurance claim

30 Jan 2020 ASR Research - on behalf of Monash City Council - seeking background information to support upgrade of Monash Croquet Club facilities

JBWere - updating authorised signatories and authorities

4 Feb 2020 Golf Croquet Selection Sub-Committee - Under 21 Scholarships

5 Feb 2020 ACA - seeking Discussion Forum topics

6 Feb 2020 Horsham Rural City Council - seeking letter of support for feasibility study

Various eBulletins, event flyers, notification of region delegates to SGM, scams, confirmation of Seniors Festival participation, nominations

Out:

Email:

12 Dec 2019 Sec Cc'd - Dorothy Lapham - outlining TMA Foundation Funding Project

17 Dec 2019 SEMCA, Bayside and Belvedere Heritage Croquet Club - notification of Belvedere Heritage Croquet Club transfer to Bayside Region

Clubs - Child Abuse specific insurance fact sheet

20 Dec 2019 Call for nominations to Player Development Project Working Group

27 Dec 2019 Athlete Pathway Travel Grant - Lana Harries - name of Eire Cup Team

2 Jan 2020 Call for nominations to Association Croquet Sub-Committee

3 Jan 2020 Clubs/Directors/Regional Secretaries and Presidents - crucial date leading to 2020 AGM and outline of current gender balance on Council

4 Jan 2020 Active April - list of participating clubs

8 Jan 2020 Clubs/Directors/Regional Secretaries and Presidents - Notice of Croquet Australia AGM

21 Jan 2020 Croquet Australia - Agenda Item - World Croquet Day

23 Jan 2020 Seniors Festival Victoria - seeking permission to rollover remaining grant funds

Croquet Australia - Notice of Motion

Annex B to Croquet Victoria Council Meeting Minutes 24 February 2020

200224Correspondence List Council.docx Page 2 of 2

25 Jan 2020 Ben O'Brien - seeking approval to delay forming Working Group for Together More Active Foundation Funding

3 Feb 2020 ASR Research - supply of requested information

12 Feb 2020 Horsham City Council - Confirmation of receiving Letter of Support

Various Brimbank Council - seeking names of local contractors

Harley Johnstone 1/8 Ardoyne St Black Rock VIC 3193 The Secretary Victorian Croquet Association Dear Sarina, I note that nominations have been called for the position of Croquet Victoria Treasurer. I follow the VCA’s website’s record of minutes of meetings, and the various reports to those meetings. It seems obvious various important financial issues, questions of governance and accountability need to be addressed

Accounting discrepancies in the July financial report led to that report not being accepted; and a motion was passed calling for more detailed information in future reports. Subsequently, the President chose to ignore this motion.

A further issue of governance arises from the minutes of the latest (21st Jan 2020) Committee of Management meeting. Attached to the minutes are the corrected September Profit and Loss and Balance Sheet. An earlier version of these accounts is still attached to the minutes of the October Council meeting. How confusing.

The need for a “balancing account” to balance the books has continued since September, even after the auditor was advised of the discrepancies

The September Committee of Management minutes record: That the Administrator make the necessary journal entry so that Grant Liabilities equals the balance of the Grants Account in the Balance Sheet'. In the August balance sheet grant liabilities looked to be understated by some $10,000 (compared to the bank balance). In the September balance sheet, grant liabilities equalled the grant bank balance, but it was difficult to see how the (sizable) adjustment had been made. To sum up, it is good that the VCA website carries all this information, for interested croquet players such as myself. But I do find off-putting the serious lack of openness and transparency with this financial information. It is my belief that before any new appointment is made as Treasurer of the Association, there is an urgent need for a full independent investigation of VCA finances undertaken by an outside professional firm. Harley Johnstone

To the VCA Committee of Management,

A Proposal to organize and put in place a new VCA position for a Director of Hoop-setters, as

well as a Proposal to create a qualification for a VCA accreditation for Hoop-setters using the

relevant and appropriate module/s within the Refereeing exam as the requirement for

qualification without needing to do the whole Refereeing course or be an accredited Referee in

order to set hoops for Tournaments.

At present we have Brian Rowe who has volunteered and has been organizing a group of players

to help him set hoops at VCA Tournaments. He would seem to be the natural person for the role

of Director of Hoop-setters upon ratification of the role.

This has been necessary as the current Hoop-setters that seemed only to be known by word of

mouth are mostly unavailable at present due to various reasons including health and work. This

coincided with a change-over of available Tournament Managers, which created an information

and knowledge gap.

Having a VCA standard for hoop-setting taught by experienced Hoop-setters and tested by

players who are approved by the State Director of Referees, will give VCA a pathway for regions

and clubs to encourage their own members to step forward and become accredited Hoop-setters

without the information overload of having to do the full Referee study and exam, thus

facilitating a less onerous pathway and trickle down effect to benefit everyone.

I have spoken to John van der Touw, the Director of Referees, about this idea and John said he is

comfortable with the concept.

If given approval I would like to flesh out the details of this proposed program and look for

appropriate people to become Trainers and to develop and implement a system to judge aptitude

and accredit prospective Hoop-setters. I would also plan to talk to a larger selection of our more

experienced Hoop-setters for differing views and ideas.

Thank you in advance for your consideration of this program.

Regards

Ian Petersen

SCGC

200224Secretary's Report to Council.docx Page 1 of 2

SECRETARY'S REPORT VCC: Maintenance: Addressed in the Building Maintenance Portfolio Working Group Report. Agenda Item 5.2.9, Landscaping: Further calls for quotes have issued. No progress as yet. Brimbank Council contacted for names of contractors who may work in landscaping. It is against Council policy to supply these names. VCC Development Working Group: The term of this Working Group has expired. Functions at VCC: Agenda Item 7.1.5.

VCA By-Law Amendment: Honorary Members category added to Croquet Victoria By-Laws. Amended By-Laws uploaded to website. Policies: Revised Reimbursement of Expenses Policy (now including reimbursement related to grant funded activities) uploaded to website. Together More Active Player Development Project Working Group Terms of Reference uploaded to website. Policy for Review in 2020: Croquet Victoria Child Safe Policy. Job Descriptions for Review in 2020: State Coordinator Job Descriptions. Club Data: Fifteen clubs have yet to update the information held about their club. Three reminder emails have been sent. Clubs Child Safe Policy: Nine clubs have yet to advise adoption of a club child safe policy. Seniors Festival 2019: Seniors Festival Victoria Coordinator has agreed that small amount of grant remaining can be rolled over to next year. Athlete Travel Pathways Grant Program: No response as yet. Marketing and Publicity Sub-Committee Casual Vacancy: Clubs were advised on 23 November 2019 that there was a casual vacancy on this Sub-Committee. To date no nominations have been received. State Coordinator of Association Croquet: Margaret Kelson elected at December 2019 Council Meeting. Croquet Victoria Membership:

Annex C to Croquet Victoria Council Meeting Minutes 24 February 2020

191216Secretary's Report to Council Page 2 of 2

Our current membership is 2941 in our 88 clubs (14 January 2020). Regional Reports to Council: 24 February 2020 Wimmera

6 April 2020 Ballarat, Bayside, Geelong

17 August 2020 EMCA, Gippsland, GVCA

19 October 2020 MVCA, NDCA, SEMCA

21 December 2020 NEDCA, SWCA, WMCMA

200224M & P Report to Council.docx Page 1 of 2

Marketing and Publicity sub-committee report

BACKGROUND The Marketing and Publicity sub-committee are tasked with promoting croquet across Victoria and southern NSW. UPDATE 1. Sub-committee membership We understand that nobody has nominated for the current vacancy on the sub-committee, caused by Dianne Wilson’s resignation due to ill-health. We hope to identify somebody interested for nomination to the next meeting of Council. 2. Sub-committee budget 2019/2020 We have recently ordered an additional 2000 trifold leaflets, with refreshed images. These have been paid for out of the Marketing section of the Together More Active grant. We expect to spend some of the Croquet Victoria allocation to Marketing and Publicity within the next month, on pens and bumper stickers, which are nearly out of stock. We also intend to purchase some teardrop banners for interested Regions. We are still trying to source long-shank ball markers. 3. Work with club Publicity Officers and publicity contacts We are maintaining a monthly newsletter to our club publicity network. It was pleasing to hear from a club with two members in the Worlds, who were keen to promote their involvement to local media. Key initiatives at the moment are:

This Girl Can: TGC Victoria are inviting clubs to promote local events to be held during This Girl Can week, from 23 to 29 March

Active April: clubs can now sign up via the Active April website to promote local activities during April

World Croquet Day: the first weekend in May. We are cooperating with the other State Associations to support clubs celebrating World Croquet Day on Saturday 2 or Sunday 3 May. Croquet Australia has provided a grant of $5000 towards this. We have agreed with the other states to promote the use of this day by clubs to raise money towards assisting communities affected by bushfire and/or drought

Mid year calendar and club sign boards We are seeking contributions to this year’s calendar. One page will probably be allocated to club signboards – we have been running a signage competition, and have received shots of some very interesting examples.

4. Government House presence on Australia Day Croquet Victoria again contributed to the Open Day at Government House on 26 January. A team of twenty-one volunteers from nine clubs participated. Thanks to all of them, and to Monash, MCC, and Brunswick, who lent equipment. About 140 people wrote their details in our visitors book, and most provided feedback. The dominant comment was FUN!

Annex D to Croquet Victoria Council Meeting Minutes 24 February 2020

200224M & P Report to Council.docx Page 2 of 2

Many people gave us their postcode and email address, and we plan to send them the details of their local club. 5. High resolution photographs Three photographers have recently been very active in taking shots of the Croquet Vic presence at Government House, the AC Worlds, and other croquet events. Thanks to their work, we are accumulating a stock of high resolution photographs for use in publicity. We are considering using some of the new photographs to refresh the Croquet Victoria bookmarks, which are nearly out of stock.

FOR INFORMATION

Kate Patrick for the Marketing and Publicity sub-committee

202024DHHS_MandatoryBoardQuotaCouncilReport.docx Page 1 of 1

DHHS Mandatory Board Quota Working Group Report

BACKGROUND Council established the DHHS Mandatory Board Quotas Working Group in June 2017. At its meeting in June 2019, Council extended the Working Group’s term of office to 30 June 2020, and updated its terms of reference.

The group is currently asked to

examine all aspects of Department of Health & Human Services requirements for mandatory board quotas, including consideration of what cultural change may be required to encourage the participation of women in governance at state level, and make recommendations to Council accordingly.

CURRENT ACTIVITY The working group is still concerned that membership of Council is currently exactly 40% women. If there is any change which reduces the number of women Directors, or which adds a man as a member of the Committee of Management, we will fall below the mandatory 40% and will have to take action to coopt outside member/s if we are to retain our Government funding (currently $30,000 a year in ongoing grants plus additional grants for special purposes such as international events and elite athlete travel).

Recently members of the working group have attended two regional meetings which have provided an opportunity to present and discuss current Council activities and opportunities for women to engage with the work of Council. Distance is obviously a major issue for members in regions far from Melbourne, and we are hoping that some of them may connect with working parties and subcommittees via Skype or telephone.

We have arranged to attend two more regional meetings: Murray Valley in early March and SEMCA in late March. We are yet to hear back from three regions.

In line with the procedure agreed last year, the importance of “balancing the board” and the current balance of numbers was highlighted when the timetable for the 2020 AGM is circulated to clubs and regions in January.

We are now considering what to recommend Council put in place when our working group winds up in June: how Council might carry forward its commitment to inclusiveness, and encourage more women to participate in governance at State level.

FOR INFORMATION

Kate Patrick, Tricia Devlin, Sarina Cevaal-Hewitt, Jim Clement (ex officio) DHHS Mandatory Board Quota Working Group

Annex E to Croquet Victoria Council Meeting Minutes 24 February 2020

Developing a new Strategic Plan 2021 to 2025

BACKGROUND

Croquet Victoria’s current Strategic Plan runs to the end of 2020. In April 2019 Council approved terms of reference for a working group to coordinate the development of a new Strategic Plan for the period 2021 to 2025, and in June Charles Rees, Sarina Cevaal-Hewitt and Kate Patrick were appointed to the working group, which also includes the President ex officio.

The scope of the 2021 – 2025 Strategic Plan includes

vision for 2025

goals to support achievement of the vision

budgeted activity

initiatives agreed as part of the Infrastructure Plan approved in April 2019

the programs funded by the State Government under the Together More Active program

other initiatives needed to achieve the agreed goals

In August 2019, Council discussed Croquet Victoria’s current strengths, weaknesses, opportunities and threats (SWOT) as a starting point for the new plan. In October, Council agreed on a draft vision, a set of strategic priorities, and goals statement, to be circulated to clubs and regions for feedback along with the SWOT. In December, Council approved an amended version of the vision, strategic priorities and goals.

Strategies to support achievement of the goals

This meeting of Council is asked to consider and finalise a set of strategies to achieve the goals as approved in December.

The attached draft incorporates:

strategies which are part of Croquet Victoria’s regular budgeted activity

strategies which have already been endorsed as part of a government funded project

strategies which were approved as part of the 10 year Infrastructure Plan 2020 to 2030

new strategies which are proposed for approval

If these strategies are to be effectively implemented, it needs to be clear who has responsibility for leading and/or coordinating action. For most (but not all) of the agreed strategies, this is already obvious.

It would be helpful if this meeting of Council could discuss who might take responsibility for those strategies where leadership is not obvious. These are identified with asterisks in the attached document and listed on the next page for discussion in small groups.

FOR DISCUSSION AND DECISION

Sarina Cevaal-Hewitt, Kate Patrick, Jim Clement, Charles Rees

Annex F to Croquet Victoria Council Meeting Minutes 24 February 2020

Strategy Leading responsibility Who else might be involved

CAPABILITY / SPORT DEVELOPMENT: Support the growth of all forms of mallet sports Grow croquet as a sport as well as a recreational activity.

Follow through tournament manager training Coordinator GC

Set targets for referee and coach numbers Ref and coaching coordinators

Clubs

Encourage round robin competitions between / within professions and between schools

Professions: clubs

Schools: Under 21 coordinator

Schools: Trudy Serafini

GOVERNANCE / MANAGEMENT Support and develop leadership and effective and inclusive governance. Further develop the capability of the organisation.

Investigate employment of a Sport Development Officer President

Establish succession plans for employees OMIT

Review the constitution at 3 to 5 year intervals Secretary Council

Revisit the current performance review system and consider extending it to volunteers Develop system of support for state coordinators

Members responsible for performance review CoM to consider

Upskill Directors in technology CoM to consider Working group?

MEMBERSHIP / RECRUITMENT / PARTICIPATION Build membership and participation Extend the demographic of participants in croquet

Engage with local government authorities re development of new clubs.

From Infrastructure Plan (approved April 2019):

New court development: EMCA, SEMCA, NDCA.

Possible regional facility: Cardinia, Casey.

New clubs: Whittlesea, Wyndham, Hume, Geelong/Surf Coast, Melton

Regional Secs, Directors CoM

Club members

Develop lighting plan (by 2025) and relevant competition structures CoM to consider Croquet Australia

Consider options for consolidating clubs As required

Improve recording of demographics in database Secretary Clubs; Croquet Australia

FINANCIAL SUSTAINABILITY / FUNDING / SPONSORSHIP Improve Croquet Victoria’s financial position. Enable investment in the development of croquet at club and regional level.

Benchmark fees with like sports Maurice Cevaal-Hewitt

Draft long term budget for duration of plan, prioritising expenditure

Treasurer Roger Lee

Allocate task force to monitor funding opportunities President MandP

VCC subcommittee to extend VCC usage; possible joint ventures, aiming to break even by 2025. Reconfigure function room...

OMIT

Collect information (pro and con) on use of artificial turf surface Maurice Cevaal-Hewitt

VISION: To extend the public recognition, the development and the sustainability of croquet as a sport and a recreational activity for people of all ages and abilities.

Page 1 of 3

Strategic priorities

Current status (from SWOT) Goals for 2025

Agreed/funded strategies and possible new initiatives – Proposed responsibility italicised.

Capability / sport development

Gender neutral sport balancing mental and physical challenge.

Recognised host for national and international events

ACA coaching system in abeyance.

Small membership, limited income, so limited ability to employ professionals, attract funding from sponsors or government.

Support the growth of all forms of mallet sports

Grow croquet as a sport as well as a recreational activity.

AGREED

Run tournaments and other competitive activities. ............................................................. T&F

Maintain network of qualified officials (referees, coaches, tournament managers) .......................................................................................................... Coordinators

Develop player pathways from Novice to Advanced. Run player development training sessions around state (funded under TMA). ...................... TMA Project

Support elite players. ........................................................................... Selection Committees

Maintain VCC as state/national/international sporting facility. ...................................... Council

Develop training pathways for officials (eg referees, coaches, tournament managers, handicappers). ................................................................. TMA project

Follow through tournament manager training. ................................................. Coordinator GC

Set targets for referee, coach numbers. ................ State Coordinators Refereeing, Coaching

NEW

Coordinators of GC, AC, Ricochet and Gateball to prepare plans for growing participation in their code. ...................................................................... Coordinator.

Encourage round robin competitions between / within professions; ................................. Clubs between schools. ................................................................................... Coordinator Under 21

Implement coach development project. ............................................................... Coordinator

Governance / management

Established governance processes and policies. 10 year infrastructure plan in place.

Involving women at state level a challenge. Agenda needs to be of interest to regions. Travel a problem for potential Directors. IT skills may be lacking.

Support and develop leadership and effective and inclusive governance.

Further develop the capability of the organisation.

AGREED

Investigate employment of a Sport Development Officer. .......................................... President

Fund Council and committees; provide governance training. Encourage women. Implement Directors’ portfolios. ...................................................................... Council

Manage finances, budget, investment account. ........................................................... Council

Manage compliance with regulatory requirements. .................................................. Executive

Continue to report against implementation targets. Review progress on strategic plan regularly. ..................................................................................................... SPIC

Liaise with Croquet Australia, other state associations. .................... Officers as appropriate.


Page 2 of 3




NEW

Review constitution at 3 - 5 year intervals. ................................................................. Secretary

Revisit performance review system. ...................................................................... Supervisors

Develop support system for State Coordinators ................................................................. CoM

Upskill Directors in technology. .......................................................................................... CoM

Membership / recruitment / participation

All-age year-round sport. Offers gentle exercise, mental activity. Few physical barriers. Cheap, challenging, sociable. Clubs across state, loan equipment available. Time efficient. Uses courts in daylight.

Few clubs with lights for out of hours play.

Croquet a “target sport” in school curriculum.

Demographic change: more part-time workers, retirees.

Community and LGA partnerships growing.

Build membership and participation

Extend the demographic of participants in croquet

AGREED

Set targets for club engagement with LGAs, allied health practitioners; planned membership. ....................................................................................................... SPIC

Develop school based programs. Encourage clubs / regions to engage with schools, develop junior programs. ................................................................. Coordinator

Recruit participants from under-represented groups; family memberships. Extend hours when facilities are used. .................................................... Clubs

Engage with LGAs re development of new clubs. New court development in Eastern Metro, SE Metro, Northern District. Support development of a regional facility via conversations with Cardinia, Casey; new clubs via conversations with Whittlesea, Wyndham, Hume, Geelong/Surf Coast, Melton. ................................................................ CoM; Clubs; Regions

Document use and impact of lighting. ............................................................................... SPIC

Lighting provision initially in metro clubs; lighting plan by 2025. Develop relevant competition structures. ................................................................... CoM to determine

Support facility upgrade and renewal; ground upgrade and renewal. ...... Council and regions

Annually update data on club facilities. .................................................. Secretary and clubs.

Measure participation rates. .................................................................. Secretary and clubs.

Consider options for consolidating clubs. ............................................................... As required

Continue to provide opportunities for state level competition and social play for non-elite players. .................................................................................. T&F and clubs

More participants in come and try events, inc. involvement of community groups. Annual Try Croquet Day; opportunities for social participation. ........................ MandP

NEW

Improve recording of demographics in database. ...................................................... Secretary


Page 3 of 3




Financial sustainability / funding and sponsorship

Restricted income. Low numbers make it hard to obtain sponsors.

Hard to make effective use of VCC facilities.

Maintenance costs, water bills. Aging infrastructure. Pressure to use artificial turf.

Some sports reinstalling turf.

LGAs looking for funding from clubs, CV; concerned with viability issues.

Improve Croquet Victoria’s financial position.

Enable investment in the development of croquet at club and regional level.

AGREED

Manage distressed building defects (VCC), maintain courts; manage functions; manage staff....................................................................... CoM and office-bearers

Integrate existing activities into new Strategic Plan. .............................................. SPWG SPIC

NEW

Benchmark fees with like sports. .........................................................Maurice Cevaal-Hewitt

Draft long term budget for duration of plan, prioritising expenditure. .......................... Treasurer

Allocate task force to monitor funding opportunities. .................................................. President

Collect information on use of artificial turf surface. ................................Maurice Cevaal-Hewitt

Image

Clubs hospitable to new members. Developing club publicity officer network. Developing bank of resources including videos. Good social media connections including by many clubs. Live streaming.

Predominance of retiree members. “CWA mentality”.

Some clubs have noone with promotional skills; some do not currently engage with social media

Croquet seen as pastime for seniors, cf bowls seen as a glamour sport. Image update needed.

Enhance the image and build the profile of croquet in Victoria.

AGREED

Provide professional standard marketing resources. .................................................... MandP

Partner with other states in publicity matters. ................................................................ MandP

Promote: develop campaign; review templates, resources and materials. Share success stories. ................................................................................. MandP

Partner: collaborate with VicHealth eg This Girl Can; LGA older adult providers. .................................................................................................... MandP and clubs

Support use of social media. Measure progress. ......................................... MandP and clubs

NEW

Publicise croquet as a competitive sport. ...................................................................... MandP

200224Strategic Plan Implementation Sub-Committee Report to Council.docx Page 1 of 2

Strategic Plan Implementation sub-committee Report

BACKGROUND

The Implementation Plan is designed to help Croquet Victoria progress towards the aims in its Strategic Plan – currently the Plan for 2015 – 2020. Work on the Implementation Plan is coordinated by the Strategic Plan Implementation Sub-Committee, whose members are Sarina Cevaal-Hewitt, Kate Patrick, and Maria Harvey, along with Jim Clement (ex officio).

At its meeting on 16 December 2019 Council approved an updated version of the Implementation Plan, incorporating

information about the training and recruitment of referees in 2019

information on coaching initiatives in 2019

updated information on the publicity officer network

activities funded by the State Government under Together More Active

2020 activities from the Infrastructure plan

At that time information was not available about the proposed strategic activities of state coordinators in 2020. Most of them have now provided proposals for 2020 which are recommended for endorsement at today’s meeting.

UPDATES TO THE IMPLEMENTATION PLAN

Council is now asked to consider the following updates to the Implementation Plan (highlighted in yellow in the attachment). The relevant State Coordinator is indicated in square brackets after each proposal.

MEMBERSHIP

Collect information on Under 21 initiatives Hold Under 21 social competition at VCC [Under 21]

Visit EMCA, MV, NDCA, Gippsland to promote Ricochet [Ricochet]

Visit clubs; provide information on AC [AC]

IMAGE

Two regions (additional to Goulburn Valley) hold inter-school competitions [Under 21]

CAPABILITY

Player development project includes Under 21 sessions at VCC [Under 21]

Coaching weekends at VCC continue (AC, GC) [Coaching]

Regional workshops in tournament management for club and regional tournament managers: outcome more tournament managers willing to officiate at VCC [GC]

Support tournament managers [AC]

Assess need for more Ricochet coaches and referees [Ricochet]

Accredit 5 new referees, 8 new umpires; reaccredit 20 referees. Appoint 2 new tutors. Run 10 refresher days and 4 seminars on new laws from June 2020. [AC referees]

Accredit 8 new referees. Discuss and decide preferred number and distribution of GC referees in preparation for next Strategic Plan. [GC referees]

Determine targets for coach numbers at different levels for regions and clubs. [Coaching]

Annex G to Croquet Victoria Council Meeting Minutes 24 February 2020

200224Strategic Plan Implementation Sub-Committee Report to Council.docx Page 2 of 2

Develop email contact list and information sharing network for coaches. [Coaching]

A new Croquet Australia coaching system is to be rolled out in 2020 for GC, then AC, followed by the initial stage of a system for Ricochet and Gateball. In this context the following is proposed by the Coordinator Coaching:

Pilot reaccreditation sessions for presenters / assessors – GC then AC.

Arrange reaccreditation sessions for lapsed coaches

Arrange accreditation sessions for high performance coaches

Offer other coaches reaccreditation sessions in new system

Arrange refresher workshops for coaches around the state.

FOR DECISION

Sarina Cevaal-Hewitt, Kate Patrick, Maria Harvey

200224Together More Active Interim Working Group Report to Council.docx Page 1 of 1

Together More Active, Croquet Victoria Player Development Project

The interim working group for the Player Development Project met for the first time on

20/11/2019 after being notified of the grant application success. New dates for the timeline

for delivery of the project were agreed for discussion with Ben O’Brien (SRV) due to the late

notification and the fact that we are funded for just half of the requested amount.

Initial personnel to be contacted for involvement in the setting up and/or delivery of the

project were decided, and included lead coaches, State Coordinator of Coaching and a

member of Tournaments and Fixtures.

Draft Terms of Reference for the Project Working Group were drawn up for submission to

Council and the Initial Project Outline was updated.

The Role Description of the Lead Coaches was written and publicity for the project was

begun, with Malletsports articles in both December and January editions and postings on

Facebook and the VCA website.

At the meeting with SRV on December 12th 2019, we were advised that the new timeline

would be satisfactory for that department and that further funding, while not guaranteed,

would be likely provided the project was progressing as planned.

Expressions of interest for the final Project Control Group have been requested and

nominations are to be considered at the February 24th VCA meeting. Coordinators of all

codes have been invited by email to nominate, or to simply receive minutes of our meetings.

Lead coaches have been asked to begin preparing material for the first Novice workshop

together with an outline of the material for all three workshops at this level in both AC and

GC.

John Van der Touw (GC), Kenn Boal and Stephen Forster (AC) are currently working on

this, and Lester Hughes and Terry Hopkins may be contacted for some assistance but are

unavailable for the full lead coach role.

Further discussion will be needed to ascertain that our work aligns with the proposed new

ACA coaching accreditation system, but our grant timeline requires that a start be made on

this project even if that system is not yet ready.

A survey has been created to gauge interest among players to attend workshops, plus we

have sought expressions of interest from clubs, via regions, to host the workshops.

Malletsports, website, and emails to regions have been used for this.

The use of the free version of Survey Monkey has been inefficient and this group requests

that VCA purchases the full version for the duration of this project, to enable collection of

data and participant feedback from workshops. Reporting of numbers is mandatory

according to the terms of our grant. FOR DECISION

Further tasks planned for the Project Control Group, when elected, include preparing a set of

Guidelines for clubs hosting a two day workshop for this programme, preparing for the

project launch, with VCA accredited coaches attending and preparing a budget in line with

the funding available and the timeline planned for the project.

Tricia Devlin for TMA interim working group, February 2020

Annex H to Croquet Victoria Council Meeting Minutes 24 February 2020

200224 Building Maintenance Portfolio Working Group report to Council.doc Page 1 of 1

BUILDING MAINTENANCE PORTFOLIO WORKING GROUP REPORT

As a member of the Building Maintenance Portfolio Working Group I require clarification of what

we are responsible for.

Does the building maintenance portfolio include the exterior of the building and surrounding

paths or is it restricted to the interior of the building? Are Shade Shelters and Light Towers a

responsibility of this Portfolio Working Group.

Does maintenance include suggestions as to stabilising the foundation of the building or has

the previous recommendations of consultants been disregarded for now? FOR DECISION

I have emailed Jim Saunders and Sandra Kastanaras to seek clarification as to what work can be

allocated to Repairs and Maintenance and what work can be allocated against Building in our

2019-20 Budget. I have received no clarification.

I have conducted a visual inspection of each item listed on the Maintenance spreadsheet

supplied by our Secretary and Sandra Kastanaras.

My recommendations for works to repair issues at Cairnlea: Issue Status Quote

Water Leaks Mark Boschen has repaired the roof above the

flat and kitchen and is the process of reflashing

and repairing roof over the upstairs balcony.

$17,230.40

$10,000 paid.

The rear door of the men's toilet

needs to be removed and

replaced with a complete new

door as the outer trim is too thin to

warrant repair. This becomes a

safety issues as far as the security to

our staff and of the building itself.

The handyman has advised that plinths need to

be installed above the door openings (men's

toilet, ladies toilet, administrators office and

laundry)before any of the repairs to doors and

architraves can be addressed. Sandra is

seeking quotes for this work to take effect.

The rollers for all external glass

sliding doors are to be inspected

and replaced if necessary.

Replace existing two rollers under each door

with four rollers to carry the weight easier.

$3,450.00 for this amount two

written quotes needed

The external guttering requires a

pressure wash to blow out all the

contaminants and needs gutter

guard to stop the birds from nesting

and filling the gutters with crap

which will causes the build up of

water in these gutters that will

eventually leak back into the roof

We have received quote from Portervac for this

work but no decision has been made to

accept this (my interpretation of this quote is

that no gutter guard is supplied). The Croquet

Victoria Procurement Policy requires that we

have two quotes. However it is very difficult to

get any company to come to Cairnlea to do

any work that is required. Do we require

another quote from another company?

$2,150.00 for this amount two


Cracks in eaves. $43,593.00 for this amount three


Cracks in interior ceilings.

I recommend that at the same time as sourcing

quotes to repair eaves we get quotes for the

interior cracks in the ceilings and repaint the

ceiling all the way through the building.

$18,128.00 for this amount three


Worn carpets: The carpets in the

Office area needs replacing along

with new carpets in the main areas

of the building.

We are currently obtaining quotes for carpet

replacement.

Quote from Carpet

Call Watergardens

of $8,496.00

Quote Western

Distributors

$12,730.00 for this amount three


FOR INFORMATION

Maurice Cevaal-Hewitt

Member Building Maintenance Portfolio Working Group.

Annex I to Croquet Victoria Council Meeting Minutes 24 February 2020

MYOB / Excel

Budget 2020/2021 Budget 2019/2020 Actual Jan 2020 Notes to the Budget 2020/2021

INCOME

VCA AFFILIATIONS

VCA Affiliation $113,100.00 $100,000.00 $105,613.94 $42.00 up $2.00 based 2923 members + Adjustments

Club Affiliation $2,160.00 $2,050.00 $2,000.24 $27.00 up $2.00 based 88 clubs

Regional Association $500.00 $472.00 $472.68 Regional Fee $42.00 up $2.00

Brimbank Contribution Fee $1,000.00 $900.00 $1,081.82 Based on Club's membership numbers

Total VCA AFFILIATIONS $116,760.00 $103,422.00 $109,168.68

ACA AFFILIATIONS/INSURANCE

ACA Affiliaton $82,370.00 $76,364.00 $78,804.24 $31.00 up $1.00 based 2923 members + adjustments

Player Insurance ACA $9,500.00 $9,000.00 $10,424.71

ACA Income Catering/Dinner $2,000.00 $2,000.00 $7,066.30

Total ACA AFFILIATIONS/INSURANCE $93,870.00 $87,364.00 $96,295.25

MERCHANDISE/PENNANT

Books/Manuals $3,000.00 $8,000.00 $3,188.91 Still New Rules left in stock to players to purchase

Marketing and Publicity $800.00 $0.00 $1,374.56

Combine Badges and Clothing $500.00 $145.47Clothing $250.00 $0.00 $45.45

Gauges $500.00 $0.00 $610.01

AssociationPennant $300.00 $500.00 $177.27 Autumn Pennant invoicing due before end fin year.

Golf Shield $1,000.00 $1,000.00 $395.46 Autumn Shield invoicing due before end fin year.

Total MERCHANDISE/PENNANT $5,850.00 $10,000.00 $5,937.13

TOURNAMENTS

Bronze/Silver Medal A & G $1,000.00 $1,000.00 $1,089.09

Country Week Swan Hill/Cobram $400.00 $400.00 $45.45

Women's Inviation A & G $700.00 $250.00 $700.00

Selectors Inviational A & G $2,000.00 $2,000.00 $1,622.73

Gateball $500.00 $500.00 $0.00

VicGoldCup SilverBron Shields $700.00 $700.00 $0.00 Money to be banked still $525.00 less GST

Women's Championship A & G $800.00 $800.00 $636.37

Men's Championships A & G $800.00 $800.00 $795.45

Divisional Champs A & G $200.00 $350.00 $200.00

Victorian Croquet Association Inc

2020/2021 Budget

Page

Sarina

Text Box

Annex J to Croquet Victoria Council Meeting Minutes 24 February 2020

MYOB / Excel

Handicap Champs A & G $450.00 $350.00 $681.82

Victorian Open Singles A&G $1,100.00 $1,100.00 $477.27

Victorian Open Doubles A&G $1,100.00 $1,100.00 $363.64

Golf Croquet Regionals $1,060.00 $700.00 $504.54 per region Increased $75.00 to $90.00

Golf Croquet Australia Day $750.00 $750.00 $0.00 To be banked still $425.00 numbers down Jan 2020

Cairnlea Classic take out $600.00 $0.00

Dot's One Day Challenge $500.00 $500.00 $470.91

WMR Easter Tournament taken out $0.00 $600.00 $454.55

ACA Trans Tasman Event finished $0.00 $0.00 $7,795.98

ACA Interstate Shield Event finished $0.00 $0.00 $6,871.81

WCF International Events $0.00 $1,200.00 $0.00

Total TOURNAMENTS $12,060.00 $13,700.00 $22,709.61

MSV

MSV $3,500.00 $5,000.00 $3,537.21 Malletsport online now subscription decreased

Total MSV $3,500.00 $5,000.00 $3,537.21

CATERING/BAR

Bar Sales $5,000.00 $22,000.00 $13,132.25 No functions just croquet tournaments

Total CATERING/BAR $5,000.00 $22,000.00 $13,132.25 AC spend more at the bar than GC

PREMISES/COURTS/RENT

Courts $2,500.00 $2,500.00 $1,818.18

ACA Courts HIre $12,380.00 $10,000.00 $14,401.00

Premises $0.00 $20,000.00 $9,930.00 No functions for 2020 at this stage

Caretakers Rent $11,700.00 $11,700.00 $9,450.00

Advertising $500.00 $500.00 $0.00

IT/Photocopying/Hire/Postage $750.00 $750.00 $454.55

Total PREMISES/COURTS/RENT $27,830.00 $45,450.00 $36,053.73

DEPARTMENT OF AGING put into Grants $0.00

Seniors Week put into grants $0.00 $3,000.00 $0.00 To be removed to grants in advance

Total Department of Aging Remove $0.00 $3,000.00 $0.00

INTEREST BANK/JB WERE

Bank Interest $50.00 $300.00 $15.77

JB Were Investment Provision $125,000.00 $140,000.00 $100,494.00

Total INTEREST BANK/JB WERE $125,050.00 $140,300.00 $100,509.77

Total INCOME $389,920.00 $430,236.00 $387,343.63

Gross Profit $389,920.00 $430,236.00 $387,343.63

EXPENSES

ACA AFFILIATIONS/INSURANCE

ACA Affiliation $82,370.00 $76,364.00 $79,172.73

ACA Insurance - Player $9,500.00 $9,000.00 $10,469.64

Page

MYOB / Excel

ACA Catering Dinner Expenses take out $0.00 $500.00 $5,114.09 This amount related to Interstate Shield Dinner

Total ACA AFFILIATIONS/INSURANCE $91,870.00 $85,864.00 $94,756.46

ADMINISTRATION VCA

Bank Charges $500.00 $500.00 $236.77

Merchant Fees $700.00 $700.00 $577.99

Honorariums $3,000.00 $3,000.00 $0.00

JB Were Management Fees $29,000.00 $25,000.00 $15,002.99

MYOB Support $1,400.00 $1,200.00 $1,189.09

Legal Fees/Employsure $7,000.00 $7,000.00 $4,257.50

IT/Photocopying/Hire Equip $2,000.00 $2,000.00 $827.18

Postage VCA $600.00 $600.00 $23.73

Presentations / Gifts $500.00 $1,000.00 $126.13

Profesional Development $1,000.00 $1,000.00 $118.18

Stationery $2,000.00 $2,000.00 $1,402.41

Telephone at Cairnlea $2,000.00 $2,000.00 $1,965.71

Advertising $1,000.00 $1,500.00 $145.00

VicSport $600.00 $565.00 $563.64

Audit Fees $5,000.00 $4,880.00 $3,400.00

Workcover $3,000.00 $3,000.00 $2,869.60

Upgrade Website $18,000.00 $18,500.00 $350.00

Total ADMINISTRATION VCA $77,300.00 $74,445.00 $33,055.92

COMMITTEES

State Co-Ordinator of Coaching $8,900.00 $4,000.00 $522.72

Fixtures & Tournaments $500.00 $500.00 $305.79

Croquet Scores Online $1,000.00 $1,000.00 $0.00

Marketing and Publicity $8,800.00 $7,600.00 $2,511.27

Selectors AC & GC $500.00 $500.00 $433.46

State Co-Ordinator GC Ref $500.00 $350.00 $0.00

State Co_Ordinator AC Ref $150.00 $150.00 $0.00

State Co-Ordinator Ricochet $2,000.00 $2,000.00 $0.00

State Co-Oridnator Under 21s $2,000.00 $0.00 $90.78

State Co-Ordinator GC New Line Item $1,800.00 $0.00 $0.00 To Cover New GC Co-Ordinator Acc/Travel

State Co-Ordinator AC New Line Item $1,800.00 $0.00 $0.00 To cover New AC Co-Ordinator Acc/Travel

Referees - Admininstration $300.00 . $155.82

VCC Development Working Group $500.00 $500.00 $0.00

Total COMMITTEES $28,750.00 $16,900.00 $4,019.84

MSV

Printing Newsletter $3,000.00 $3,000.00 $2,807.44 Malletsport online now subscription decreased

Postage Newsletter $2,000.00 $2,000.00 $1,489.00

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Total MSV $5,000.00 $5,000.00 $4,296.44

COUNCIL/COM travel

Travel/Expenses $5,000.00 $5,000.00 $3,625.36

Executive Expenses $5,000.00 $5,000.00 $1,187.27

Total COUNCIL/COM travel $10,000.00 $10,000.00 $4,812.63

DEPARTMENT OF AGING put into Grants $0.00 To moved into the Grants Advance Account

SENIORS GRANT $0.00 $3,000.00 $0.00

Total Department of Aging Remove $3,000.00 $0.00

UNDER 21S SCHOLARSHIP

Junior Scholarship $6,000.00 $5,000.00 $834.28 Increase of $1000.00

Total UNDER 21S SCHOLARSHIP $6,000.00 $5,000.00 $834.28

TOURNAMENTS

Bronze/Silver Medal A & G $500.00 $1,000.00 $399.34

Country Week Swan Hill/Cobram $400.00 $400.00 $98.41

Gateball $400.00 $400.00 $0.00

Vic Gold Cup Sil/BronzeShields $600.00 $500.00 $318.86

Mens Championships A&G $700.00 $700.00 $700.37

Womens Champs A&G $700.00 $700.00 $727.78

Cairnlea Classic take out $700.00 $200.00 $0.00

Selectors Invitation A&G $1,800.00 $900.00 $1,821.59

Div Champs A&G $300.00 $300.00 $109.08

Handicap Champs A&G $300.00 $700.00 $554.79

Women's Inviational A&G $700.00 $200.00 $0.00

Vic Open Singles A&G $1,300.00 $1,000.00 $396.38

Vic Open Doubles A&G $1,000.00 $1,000.00 $307.95

Golf Croquet Regionals $600.00 $500.00 $516.36

Golf Croquet Australia Day $500.00 $500.00 $0.00

ACA Gold Medal $350.00 $350.00 $287.28

ACA International Events Feb 2020

remove

$1,000.00 $3,085.53

ACA Trans Tasman Event finished $0.00 $3,236.16

ACA - Referee Reimbursements $1,000.00 $0.00 $1,188.02

ACA Interstate Shield - finished $0.00 $2,289.34

Total TOURNAMENTS $11,150.00 $10,350.00 $16,037.24

MERCHANDISE/PENNANT

Books/Manuals $1,000.00 $5,000.00 $2,841.68 New GC Rule Books still plenty in stock

Badges $1,500.00 $0.00

Hoops, Gauges Badges Combine $500.00 $0.00 $831.40

Association Pennant $500.00 $500.00 $0.00

Golf Croquet Shields $500.00 $500.00 $207.27

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Total MERCHANDISE/PENNANT $2,500.00 $7,500.00 $3,880.35

WAGES

Administrator $64,854.00 $62,781.00 $49,907.31 CPI

Long Service Leave $12,000.00 $10,000.00 $0.00 Long service 2020 /2021

No Bar Staff required $10,000.00 $3,578.40 No bar staff required no functions

Caretaker $23,205.00 $22,800.00 $27,770.37 Hourly rate Employ sure will notifiy changes July 2020

Casual Staff $20,000.00 $22,200.00 $14,152.14 The actuall will increase with WCF event Feb 2020

Greenkeeper $49,760.00 $48,170.00 $38,292.51 CPI

Superannuation $14,000.00 $16,000.00 $11,939.55

Total WAGES $183,819.00 $191,951.00 $145,640.28

VCC BUILDING

Alarm $1,000.00 $800.00 $615.20

Cleaning Materials $3,500.00 $3,500.00 $2,337.70

Cleaning/Carpets/Windows $1,800.00 $400.00 $2,020.00

Fire Extinguishers $250.00 $250.00 $67.00

Gardens $3,500.00 $3,500.00 $2,000.00

Insurance - Cairnlea $10,000.00 $9,000.00 $9,087.27

Regns. Subs. Licences $1,500.00 $1,500.00 $1,487.19

Electricity $10,000.00 $10,000.00 $5,688.94

Gas $1,500.00 $1,500.00 $1,088.00

Rates - Council/65 $15,000.00 $15,000.00 $8,112.56

Rates - Council/65A $1,600.00 $1,600.00 $636.15

Water Rates $25,000.00 $20,000.00 $11,418.54

Repairs & Maintenance $25,000.00 $25,000.00 $20,250.49

Roof Repairs finished by March 2020 $0.00 $0.00 $4,349.00 Mark Boschen to finish roof March 2020 other section

Lights $7,500.00 $15,000.00 $0.00

Building $15,000.00 $15,000.00 $0.00

Sanitary Bins $300.00 $300.00 $300.00

Waste Disposal $5,000.00 $5,000.00 $3,516.40

Sundry/Equipment $2,000.00 $2,000.00 $590.91

Total VCC BUILDING $129,450.00 $129,350.00 $73,565.35

CATERING/BAR

New Item Line Tea Coffee Milk Sugar

Bar Expenses/milk tea coffee $5,000.00 $11,600.00 $4,156.53

Miscellenous $500.00 $500.00 $0.00

Total CATERING/BAR $5,500.00 $12,100.00 $4,156.53

VCC COURTS

Court Consulting $500.00 $500.00 $140.00

Fuel Mower $1,700.00 $1,700.00 $678.70

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Chemicals $14,000.00 $14,000.00 $3,835.68

Fertiliser $16,000.00 $16,000.00 $9,561.46

Line Paint Only $1,700.00 $1,500.00 $198.00

Renovations Scarify Top Dress $3,500.00 $3,767.48 No figure this year provided by James

Turf Machinery Repairs $8,000.00 $8,000.00 $3,003.83

VCC Courts Contingency $2,000.00 $2,000.00 $2,515.87

Laser Top Dress $4k per court $3,500.00 $0.00 $2,600.00

Total VCC COURTS $47,400.00 $47,200.00 $26,301.02

STATE TEAMS G & A

State Team Payments/Team Entry $10,000.00 $10,000.00 $5,727.30 Grant may cover this Sarina will advise if this happens.

Total STATE TEAMS G & A $10,000.00 $10,000.00 $5,727.30

CROQUET EQUIPMENT

Mallets/Hoops/Balls $1,000.00 $500.00 $345.45Total CROQUET EQUIPMENT $1,000.00 $500.00 $345.45 Mallets Under 21s shorter handles

Total EXPENSES $609,739.00 $609,160.00 $417,429.09

Net Profit/(Loss) ($219,819.00) ($178,924.00) ($30,085.46)

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Australian Croquet Association Inc

Incorporated in the ACT. A2004 ABN 90 330 745 920

ABRN 089 265 707

200123Notice of Motion to Croquet Australia 2020 AGM.docx Page 1 of 2

Notice of Motion for Consideration at 71st Annual General Meeting Monday, 23rd March 2020

(Must be lodged with the ACA by Wednesday, 5th

February 2020)

Lodged by: Sarina Cevaal-Hewitt

Croquet Victoria Secretary On behalf of: Croquet Victoria Date: 23 January 2020

Background

In recent years Croquet Australia has had the best of intentions in relation to marketing and publicity. Its most recent Strategic Plan included a substantial set of objectives in the area of marketing and publicity. But nothing has been done and the image of croquet has not changed.

The website is in disarray, Croquet Australia has yet to develop a marketing strategy, there is no sign of a common logo or slogans, there is no concerted attempt to publicise croquet, and no revitalised Croquet Australia magazine. The public image of croquet most often seen on television is a shot of retirees playing croquet, used to illustrate a story about pensioners.

Work on publicity does not appear to be part of the job description of the Croquet Australia Executive Officer. We believe that professional expertise is needed to organise a national publicity campaign and to support clubs and state associations in collective publicity initiatives.

Senior members of the various State Associations have recently been discussing publicity issues and potential common approaches via a series of informal Skype meetings. Members of this group would be prepared to assist Croquet Australia in working with a professional on such a project.

Rationale It is more than time Croquet Australia put some of its resources into publicity for croquet as a sport. Hiring a sports-orientated professional could desirably achieve the following:

Updating the image of croquet as a sport for energetic young and working age players as well as retirees – see for instance the youth-oriented recruitment leaflets developed by Croquet NZ

Sharing the benefits of croquet as an interesting, intellectual and relaxing game

Positioning croquet as “new again” and growing in popularity

Encouraging potential players to contact their local club and begin playing croquet

An example hook would be World Croquet Day (first weekend in May – in 2003 this is 2 and 3 May), which could be promoted nationally and where clubs might be offered assistance

Motion: That commencing in 2020, Croquet Australia allocate at least $15,000 from its annual budget to support the engagement of professional publicity services, aimed at invigorating the image of croquet.

Annex K to

Croquet Victoria Council Meeting Minutes

24 February 2020

200123Notice of Motion to Croquet Australia 2020 AGM.docx Page 2 of 2

in writing and placing local stories.

The meeting of members from the various State Associations has been discussing the possibility of linking World Croquet Day with a focus on fund-raising to support communities affected by fire and drought, which could be part of the publicity message.

Financial considerations / implications

We note that the Croquet Australia administrator is now located in a rent-subsidised office which must constitute significant savings.

In any case $15,000 is not a huge amount of the Croquet Australia budget. This project should be more productive for croquet across Australia than the $8000 allocated in 2019 to employing a Croquet Ambassador at the University of Queensland.

Based on the experience of Croquet Victoria in employing a publicist at the time of the GC Worlds in 2017, $15,000 should cover about ten weeks work, including a week for initial preparatory work.

Other necessary motions / amendments: if the motion is adopted May require amendment to the 2020 budget.

Implementation: timeline etc

Should this motion be approved the following steps would be required:

Incorporate this expenditure in the current Croquet Australia budget

Decide how to manage the Publicity project (ideally incorporating involvement of the state associations); establish an appropriate working party or sub-committee to take the project forward as below.

Prepare a project brief including outcomes and measures of success. Develop a brief for the publicity consultant. Decide on the initial term of the appointment.

Agree communication strategies with the State Associations.

Identify suitable candidates to be approached

Request proposals, short list and interview applicants, take up references, make an appointment.

Provide input and support for the successful applicant; review progress at agreed intervals.

Report at agreed intervals to the Croquet Australia Board and to the State Associations.

Provide a report on the project (including achievements and areas for improvement) in time for consideration as part of Croquet Australia’s budgeting for 2021.

Victorian Croquet Association Inc. A0001560E ABN 91 903 ... · Devlin, Kate Patrick, John van der...

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