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Monash University CC News

Committee Meeting 2, 2004

By Ben Townsend



Monash Gryphons Cricket Club
Minutes of the Committee Meeting

Date: 7th September 2004
Time: 7.00pm
Venue: Notting Hill Hotel


Attendees: Dave Bradshaw (Events)
Shelley Wilson (Treasurer)
Steve Pearson (President)
Belinda Pearson (Equipment manager)
Ben Townsend (Secretary)
Brad Sullivan (Vice President)
Megan Rourke

Apoligies Kelly Morris
Katherine Broome


1. The Secretary welcomed the attendees and opened the meeting.

2. Attendance was recorded.

3. The minutes of the previous meeting were accepted.
Proposed: Ben Townsend
Seconded: Shelley Wilson
Motion carried.

4. The Treasurer presented a brief report as to the current financial statement. It was noted that we have a positive balance at this point.

5. The meet & greet was discussed. To be held on Sunday 12th September at 3pm immediately following training.

The required purchases for the meet & greet were discussed. It was agreed that the Secretary would purchase the barbecue products (sauce, onions, 50 sausages, 30 hamburgers, 15 veggie burgers) and the Treasurer would purchase the drinks (2 slab heavy, 1 slab light, 6 bags ice) to be reimbursed by the club.

It was agreed that the club would sell items for $1 sausages, $1 hamburgers, $2 veggie burgers, $1 soft drink, $1.50 light beer and $2 heavy beer.

The events manager noted that he could not be present at the meet & greet.

It was decided that in the case of inclement weather the meet & greet would move to the Racecourse Hotel.

The Racecourse sponsorship was discussed. There will be a discount on alcohol (10%) but the sponsorship cannot be finalized until the sponsorship manager returns in approximately 2 weeks time.

6. The ground application forms have been received. The club has not received the invoice for ground fees at this time.

A copy of the audited annual report of the club is required – the secretary to request this from Monsu.

Details of the club’s public liability insurance are required. The secretary to request this from Monsu.

7. Captaincy applications were discussed for the Men’s 2nd XI and the Women’s XI.

For the men’s, an application has been received by Piyush.

For the Women’s XI, no applications have been received as yet.

Secretary to email all women’s team members regarding the captaincy.

Applications will be received until the 10th September.

If possible, a decision on captaincies to be made at the meet & greet on the 12th September.

Applications for vice-captain were discussed and it was decided that the captains should continue to pick their own vice captains.

8. Club insurance was discussed. The Monsu insurance is not adequate for the requirements of most associations the club is involved with.

The President and Treasurer have approached JLT for insurance cover. This is available for $125 per senior team plus $80 office bearers insurance ($580 for all club teams). This includes all necessary insurance to meet the requirements of the associations.

A motion was tabled to apply for insurance with JLT and pay for same at a cost of $580.
Proposed: Shelley Wilson
Seconded: Ben Townsend (et al)
Motion carried.

The Treasurer to arrange the insurance.

9. The Secretary raised the issue of communication specifically relating to the decision to have training on father’s day (5th September) and who had made that decision when the committee had previously agreed not to have an event on father’s day.

There was no acceptance of responsibility for this decision by any committee member present at the meeting.

There was general discussion around the issue of communication, with the outcome that a statement was made by the Treasurer that all official activities of the club needed to be notified to the executive – President, Treasurer, Secretary (at the least) and preferably to the committee in its entirety.

10. Coaching payments were discussed. It was requested that the men’s coach be paid 50% at the beginning of the season and 50% by the end of December.

A motion was proposed that this be undertaken.
Proposed: Ben Townsend
Seconded: Dave Bradshaw
Motion carried.

The President to discuss the logistics of this with Monsu as it requires a change to the usual terms and conditions.

It was noted that Adrian Wilson would provide a number of coaching workshops for the Women’s XI and that he did not require any payment.

11. The attire of the Women’s XI for the forthcoming season was discussed. It was agreed that the team would wear culottes.

12. The Secretary discussed Women’s XI coaching arrangements. A coach has not been found for the forthcoming season. However, Adrian Wilson has agreed to run 3 special workshop sessions for the women’s team. It was noted that the last of the three sessions may clash with the proposed practice match.

13. Sonsorship was discussed in detail.

The Racecourse Hotel sponsorship has been agreed as:

50 x $20 vouchers - $1000
Free function room hire to the value of $400
$200 bar tab for four functions - $800
Total: $2200

The Treasurer also noted that she would like to approach local Subway outlets with regards to sponsorship. The committee agreed that this was a good idea and should be pursued.

14. The Trivia Night was discussed.

It was noted that the original proposed date was not possible at the Racecourse Hotel, so the new date is 23rd October.

The events manager requested a projector and screen. The Treasurer offered to contact Monsu for this.

The proposed format is:

7.30pm – doors open
8.00pm – start
8 sections of questions
No meal provided
Tables of 8
Drinks at the bar
Events manager to MC

It was agreed that it might be beneficial to talk to representatives of the Football Club regarding their format, as this seems to be successful.

Catering at the Racecourse was discussed, and it was agreed that the food costs would be too expensive.

The events manager to write a proposal for the format and conduct of the night and present it at the next meeting.

15. Equipment purchases were discussed. The equipment manager noted that balls had been ordered but that no other major equipment purchases were required at this time for the forthcoming season.

16. Merchandise was discussed. Rob Passante has ordered 15 felt hats. There is no current inventory for the merchandise stored at the club rooms, so it was agreed that merchandise purchases would be held off to the start of the season, and that a survey would be conducted to gauge demand for the various items. The Vice President to co-ordinate this.

17. Willowfest was discussed. It was agreed that a survey would conducted to gauge commitment for Willowfest. If the club was to put forward a team, it would require payment of fees from the players prior to the closing date for Willowfest entries. The President to pursue this with the players.

18. The role of the VWCA delegate was discussed. The President expressed a preference to appoint the delegate as a Women’s Secretary. The President to pursue this with the delegate, as she was not present at the meeting.

19. Practice matches were discussed. A possibility is the 26th September at East Caulfield Reserve and Moorabbin Park. The details of the practice matches have not yet been confirmed. The President to advise the committee as soon as details are available.

20. The kiosk was discussed. It was noted that the possibility is that Southside have abrogated their half share of the kiosk in favour of their current arrangements so the club may have a full share of the facility. It was agreed that there was no point making arrangements for the kiosk until such time as it was allocated to the club.


21. The MCA fixture was discussed. There are modifications to the 1st 2 games (1 day), and the 1st 2 games after Christmas (1 day). There are 8 sides in A-grade. The 1st 2 games of the season will be played with white balls, supplied by the MCA and paid for by the club.

22. A motion was tabled to pay the Victorian Cricket Centre the sum of $1056 for training facilities.
Proposed: Ben Townsend
Seconded: Belinda Pearson
The motion was carried

23. The next meeting was set on the 29th September 2003. Venue to be confirmed.

24. The meeting was closed.

25. The secretary thanked the attendees and closed the meeting.

The original copy of the minutes of this meeting is held by the secretary of the club.