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Monash University CC News

Committee Meeting 6, 2003

By Shelley Wilson



Meeting Number Six for the season 2003/04
Date & Time of Meeting: 3 December 2003 at 8:13pm
Meeting Venue: ECR Clubrooms, Caulfield

1. Preamble
Committee present:
Shelley Wilson President, chair
Stephen Pearson Secretary
Belinda Pearson Vice President
Vanessa Henderson Equipment Manager
Angie Dickson Sponsorship Manager
Kelly Morris VWCA delegate

Apologies:
Tracy Widdows Treasurer
Megan Rourke Member without portfolio
Don Baulch MCA delegate
Akshay Atri Member without portfolio

2. Minutes of Previous Meeting
The Minutes of the Meeting Number Five held on 27 October 2003 were presented for acceptance, without amendments.
MOTION: ‘That the minutes of the meeting held on 27 October 2003 be accepted’.
Moved: Vanessa Henderson
Seconded: Angie Dickson
CARRIED: Yes

3. President’s Report
SW reported that she has not contacted Rohan Tennakoon regarding the sponsorship deal. All present agreed that it would probably have been not worthwhile in any case, however the issue of the two club bats in his possession remains.
SW reported that cash flow from drink sales was good and that she and DB would continue to removed money from the till and purchase drinks with that.

4. Treasurer’s Report
TW called SW just prior to the start of the meeting with her apologies and a brief report, as follows.
Current cash in TW’s possession approximately $4600, of which $3300 will be banked in the next week. Committee members are to advise her of any significant expenditure forthcoming so that she can keep enough money aside for it.
· KM needs $181.50 for VWCA fixtures and levies, and $50 for fines, which are die by 31 December in order to avoid points penalties. SW gave KM $50 from the drinks takings to cover the fines, to be paid at the next VWCA meeting.
· AD needs to be reimbursed $54 for equipment purchased (SW has receipt).
· BP needs money to pay for the new caps (30 x $14 = $420) and will use club money held by SP/BP to cover this.
· SP reported he has approximately $1500 in cash at hand, being from match fees and memberships.
· SP advised there is a $10 fine for SDCCL out of uniform (we were only fined once for the five players in black shoes). He will pay at next SDCCL meeting from his cash at hand.
· The MCA account is currently clear, however a new account will be issued 15 December for $2705 ($2,100 balance of ground fees, $600 for last set of balls, $5 in fines for late score notification)
MOTION: ‘That the club pay MCA $2705 for ground fees, purchase of balls and fines’.
Moved: Shelley Wilson
Seconded: Belinda Pearson
CARRIED: Yes
· We will also need more MCA balls (approximately $600), payment for which will be due 10 January 2004.
· SP advised that the second installment of ground fees for GECC (approximately $300) will also be invoiced some time this month.

5. Merchandise
BP and AD to be reimbursed for purchased (as indicated in Treasurer’s Report).
SW raised discussion on purchase of more rugby tops (smaller sizes). Committee decided to leave it until next season and focus on playing uniform sales instead.
6. Memberships
SP advised that most of the First XI have now paid up. SW checked her list of paid members and confirmed that we currently have around 16 men and 16 women fully paid up. Captains to continue chasing debtors for their subs.

7. Practice Balls
Women who have paid are already receiving their practice balls.
SP will start distributing men’s practice balls from next week (there are enough in stock, as checked by VH).
8. Christmas Party
AD advised it is booked for 13 December 8pm at the Racecourse Hotel.
Flyers to be distributed this weekend at matches.
VH volunteered to be door ‘vulture’ (she said something else, but I can’t print that!)
SP will wear the Santa suit (DB to bring along)
AD to buy lollies/treats
KM to donate a door prize
Entertainment – captains to do a Best On Ground mid-year review and give out Racecourse meal vouchers retrospectively.
9. Sponsorship
AD advised that the sponsorship agreement letter had been delivered to the Racecourse Hotel and she was just waiting for it back.
Asked for 73 meal vouchers and participation in BBQ nights (as previously minuted).

10. Willowfest
SW confirmed that the women’s team had been withdrawn.
SP advised that men are still in at this stage, although 5 pulled out today (Dave, Dave and Ben, and Don), leaving only 8 (Steve, Gurav, Akshay, Akshay, Akshay, Farat, Ben Bliss and Seb). SP to confirm numbers by Saturday and make a decision then. If we go ahead, SP will pay the $500 entry fee from his cash on hand. KM suggested getting a deposit from each player to confirm his commitment.
The last day for entry/pull out is 10 December.

11. Correspondence
SP reported Willowfest entry information received.
Also 2004 Sports Injury Prevention grants, due 5 March 2004. We were knocked back last year because we do not have junior teams, but KM advised pushing the women’s teams and the fact that we have younger players in them. BP to look over guidelines and application and decide if it is worth submitting again.

12. Equipment
VH reported a shortage of cones for boundary marking (due to men’s teams taking them home instead of bringing them back to the rooms). As we only have 2 sets, it was decided that VH would buy 40 cones for the club.

13. VWCA Report (Kelly Morris)
Finance - We have received our invoice for Fixtures and Levies, totalling $181.50 for the two teams. This is due by 31st December. Teams who have not paid will lose points for every round until it is paid.
We have been fined five times for late match confirmation, and for not ringing scores into the hotline. Therefore, we owe the VWCA $50.
· Round 2, did not call through to score hotline (A Grade)
· Round 3, late confirmation (A Grade)
· Round 3, did not call through to score hotline (C South East)
· Round 5, did not call through to score hotline (C South East)
· Round 6, late match confirmation, no batting or bowling figures (A Grade)
Ladders - Monash Gryphons A Grade are currently 8th on the ladder, out of ten teams. Monash Gryphons C South East are currently 7th on the ladder, out of seven teams. This information is from the official ladder, which takes into account lost points, and withdrawn teams.
Fixtures - As a number of teams have withdrawn from the competition, the fixtures have been amended. The new fixtures should be on the web, but KM has a copy, if anyone would like one.
Clearances - We have officially received clearances for Katherine Broome, Niranjana Ponniah and Jessica Shelton. Catherine Jones has been granted a permit to wear pants again this season.
Mid Week Competition - As our C South East team is struggling for numbers, I thought it might be worth inquiring about the 8-a-side midweek competition, in case C South East team is forced to withdraw from the competition. The mid-week competition runs two ‘seasons’ each year, pre-Christmas and post-Christmas. The post-Christmas competition commences on the 4th of February. It is held on Wednesdays, at Caulfield Park. We would need to pay to enter this competition.
Boundaries - A number of councils have stated that physical objects cannot be used as a boundary, including fences, and that all physical objects must be marked off by three metres. Therefore, our boundary needs to be three metres from the fence for Oval #1.

14. Results Vault
SP asked if the women were now on top of this. AD advised that C grade is, SW advised that TW is on top of A grade also.
Captains/person with the scorebooks also to let Steve know match summaries so he can email out with results every Monday.

15. Website
Matt Healy from the Football Club approached SP for advice as the footballers also want a website.
A discussion followed (Ben Townsend arrived and joined in) and it was agreed that the football club could have a link from our site (and vice versa) and that SP should advise them of a domain name to use (that is sufficiently different to ours so as not to confuse the punters, eg. Gryphonsfc.org.au or something – just to put them off the scent of using gryphons.net.au, which would cost them money anyway and would be hard to get.
16. Date of Next Meeting
Date & Time of next meeting: Monday 12th January 2004 at 8:00pm
Place of next meeting: ECR Clubrooms

Meeting closed at: 9:40pm


Attachments
1. Important Dates:
· 15 to 19 December, VWCA U15 Championships
· 13 December – MGCC Christmas Party
· December – MCA Delegates Meeting at Carnegie CC
· December – MCA Ground Fees and Ball Fees for second half of season due
· December – VWCA Executive Committee Meeting
· 27 to 30 December, Willowfest
· Wednesday 31 December, VWCA Fixtures and Levies Fees due

Stay tuned for 2004 dates!