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Monash University CC News

Committee Meeting 1, 2003

By Shelley Wilson



Meeting Number One for the season 2003/04
Date & Time of Meeting: 18 June 2003 at 7:36pm
Meeting Venue: Rambler Room, MONSU

1. Preamble
Committee present:
Shelley Wilson President, chair
Stephen Pearson Secretary
Natalie Abbott VWCA delegate
Belinda Browne Vice President
Megan Rourke Member without portfolio
Don Baulch MCA delegate
Vanessa Henderson Equipment Manager (late)
Tracy Widdows Treasurer (late)

Members present:
Craig Robinson Life Member

Apologies:
Angie Dickson Events Manager
Akshay Atri Member without portfolio

2. Minutes of Previous Meeting (AGM)
The Minutes of the Annual General Meeting held on 28 May 2003 were presented for acceptance, without amendments. It was noted that the financial report is still to be finalised, pending further information from MONSU.
MOTION: ‘That the minutes of the Annual General Meeting held on 28 May 2003 be accepted’.
Moved: Megan Rourke
Seconded: Belinda Browne
CARRIED: Yes

3. President’s Report
SW advised that a survey of all club members will be circulated by email within the next month or so, to gain feedback on uniforms and merchandise, function and other fundraising ideas.

4. Association Affiliations
VWCA:
SP raised the question regarding which grades we will enter and what is required to complete our affiliations and when they are due.
NA will check with VWCA and advise SP of the dates. VWCA are likely to send out due dates and other information at the end of June.
NA reported that she, TW and CR would soon be surveying women players about their grade preferences and feedback on last season, but added that we are likely to enter 2 women’s teams again, in A and C grades. NA will advise the survey outcome at the next committee meeting.
NA also reported that MGCC will oppose any application by Frankston WCC to stay in A grade next season.

MCA & SDCCL:
SP reported that he needs to talk to players and work out which grades they wish to play in. The current preference is to enter A and C Grades in MCA, with a (Saturday) one-day synthetic competition in SDCCL.
DB added that Saturdays are preferred as Sunday sides are difficult to fill. SP said that if A grade play mainly Saturdays and C grade play mainly Sundays it would be easier to field full sides, especially if we get occasional fill-ins, but we still need to views of more players.
SP to survey male players by email and report at the next meeting.
Affiliations for MCA are due on 18 August at the AGM (refer to attached calendar of important dates.)

5. Correspondence In:
A flyer was received from ‘Amazing Entertainment’, offering a guaranteed $1000 minimum net return for their trivia night function. SW will give the flyer to AD for follow up.

6. Life Membership Guidelines:
SP read out the most recent draft of the guidelines.
CR disputed point number 4, regarding the requirement for the majority of current life members to approve any nomination, and pointing out that it puts him in a position of being able to restrict life membership to himself… forever!
MR suggested it could be a ‘majority of Life Members and Committee Members’. DB suggested it be 80% of Life Members and Committee Members. MR questioned whether it was ‘committee’ or ‘executive committee’ (ie. SW, SP and TW only)?
SW suggested we could elect life members the way that associations do (ie. by vote at AGMs). SP pointed out that it would be too big a group to reach consensus. CR added that the votes of new players to the club would be effectively meaningless in terms of assessing a candidate’s long-term contributions to the club. MR agreed that the maximum number of voters should be the committee and life members.
SW suggested dropping the clause all together. CR reiterated we should specify a percentage majority.
Further discussion followed and it was agreed that the vote should be taken from the Committee and Current Life Members, with Life Membership only being granted with 80% of this group voting yes.
MOTION: ‘That clause 4 of the Life Membership Guidelines be amended to read No person shall be elected a Life Member of the MGCC unless they have at least 80 percent of the votes from the current Committee and Life Members’.
Moved: Shelley Wilson
Seconded: Natalie Abbott
CARRIED: Yes

[8:00pm: VH arrives]
7. Other Business:
7.1. Indoor Training”
SP advised that the Stephenson Centre at Xavier College has been booked and the training dates published on the website. Xavier will bill MGCC later.
CR asked how will session be run, with respect to timing, division of nets etc.? DB suggested taking the digital timer and SP agreed.
SP pointed out we are still to recruit a men’s coach so the responsibility falls to CR for now – it is up to him to have net practice or set up an indoor match, and so on, depending on numbers.

7.2. Coaching:
SP advised that Leroy D’Alwis has withdrawn his application due to work commitments.
SW reported that she had spoken to Graeme Morna, but was not convinced as he seemed more interested in coaching the women. However, SW/SP should still arrange to meet and interview him.
Anyone with other ideas/contacts/connections should inform SP as soon as possible.
SW raised the question of how much money the club could raise to supplement the payment on offer by MONSU (in an effort to attract Adrian Wilson, who has shown interest but gets paid more elsewhere)?
DB asked what were Leroy’s reasons for withdrawing? SP said it wasn’t very clear, but at least it avoids the problem of his friends perhaps seeking payment to play.

7.3. Coaching Courses:
SP asked if we should poll members to see if anyone wishes to do Level 1 coaching, as we have lost 3 members who have done the course through club funding).
MR asked if MGCC pays for it and if so, is it on the condition that the person stays with the club for e certain amount of time? (SP said it wasn’t)
SW offered to include this question in the player survey. SP said we should offer it to one male and one female player, SW agreed.
CR reported that Bec MacLeod has approached him regarding her application to undertake Level 1 (self funded) and has offered her services as assistant coach, but not as an ‘official’ title. NA added that a likely motive would be to expand her CV, but she needs committee backing to do this.
SP explained the 4-week probationary period we would apply to such an appointment.
SW raised her objections on the grounds that 1) we would have 2 coaching positions for women and, as yet, none for the men; and 2) would we be doing it for the benefit of the club or of the individual?
NA pointed out that if CR has to run men’s and women’s training he will need assistance. SP responded that CR is not expected to coach the men, and nor would Bec be. CR pointed out that he will need help to coordinate net usage and so on.
SP asked do we want to appoint an ‘assistant coach’ for both genders? MR pointed out that a men’s assistant coach would take on that role.
CR suggested a different title. Discussion followed and it was vaguely settled as ‘Training Manager’. SP suggested that we should declare both positions open.
DB suggested that we make it a condition of the club funding Level 1 Coaching courses that the member contributes something at training.
MOTION: ‘That the club creates Training Manager positions for both the men’s and women’s teams’.
Moved: Shelley Wilson
Seconded: Vanessa Henderson
In Favour: 4
Opposed: 4
NOT CARRIED
SW suggested we revisit this at the next meeting and work out the title, roles etc. CR pointed out that the point is moot if we can appoint a men’s coach in the meantime. VH suggested we appoint a men’s Team Manager until such time as we have a men’s coach. MR suggested we set a time frame/deadline (2 July) for appointment of a men’s coach and defer any decision until then.
CR pointed out that indoor training is not so hard to manage due to the limited space and options, and he is happy to coordinate indoor training, but not outdoor.
SP moved discussion back to Bec’s proposal. BB suggested deferring it until we have a men’s coach.
DB expressed the view that there is merit in the club paying for Bec to attend Level 1 Coaching. SW agreed but added that the opportunity must be made available to all club members.
CR asked if the committee was happy for Bec to act in the type of role she has suggested? MR offered the idea that any senior player could run drills at training. SP reiterated that it still appears unfair to give Bec any sort of title until we have a men’s coach.
CR requested a decision be made within two weeks (ie. Before indoor training commences)

7.4. Coaching Payments:
CR reported that his second instalment from last season was still outstanding, and that TW had advised him that it was all with Frank awaiting processing.
CR is to confirm to TW that the money is not in his account as of today and get her to follow up with Frank.
SW to check with TW regarding the payment of the bonus as agreed at the last meeting of 2002/03.

7.5. Turf Training:
SP reported that he is still waiting for Clayton to get back to him.
BB suggested we try for Murrumbeena Park – SP to talk to GECC.
SP will also contact North Caulfield/Glenhuntly to enquire.
DB offered to ask at work regarding use of McKinnon’s nets.

7.6. Women’s Uniforms:

NA reported that she sent an email survey to all women players and received 10 responses so far, all in favour of wearing long pants in A grade. BB raised that it should be for both grades to easily facilitate movement up or down from week to week.
NA explained that C grade uniform rules are more relaxed so it would not be an issue, whereas a decision to stay in culottes in A grade would mean that Leah, for example, would need a doctor’s certificate to wear long pants.
SW offered to make up 3 pairs of long pants for the kit, as emergencies.
NA advised that a more thorough survey of women players is forthcoming and she will include a question about pants again.
The committee had no objection to the women’s A grade side all wearing long pants.

7.7. VWCA Delegates Meeting – Rule Changes:
Players aged less than 19 years as of 1 September 2003 must now wear a helmet whilst batting and whilst fielding “in close”, which is defined as closer than 10m from the stumps, except in slips.
A maximum of 2 “short pitched” deliveries (defined as pitching between the shoulder and the top of the head) per over may be bowled and any after that are to be called no balls.
Batters in C grade must again retire at 35
C grade uniform may now be ‘predominantly white’ pants, shorts, skirts etc. and may include branding stripes and so on (this is so that players who do not have ‘correct’ uniform are still able to play)
The next VWCA meeting is 7 August 2003.

7.8. Rules for Eligibility for Awards:
BB raised the difficulties that the awards sub-committee had last season when determining who got each award. To rectify this, she has now put the conditions in writing, which cover such issues as late payment of membership fees, minimum criteria for batting, bowling awards, etc.
Discussion followed on the unfairness and hassles of chasing award winners for their memberships before presentation night.
BB wishes to publish the rules – see attachment 2. SW agreed to reinforce these in the membership showbags.
All to read and discuss at next meeting, especially with regard to setting a cut-off date for payment of membership fees in order to be eligible for trophies.

7.9. Vic Health Grant:
BB advised that we applied for two people to attend first aid training courses last year but both were declined.
BB to look into seeing if we can get some feedback about why they were not successful, to strengthen any future applications.

7.10. First Aid Courses:
BB sought committee approval to subsidise one male and one female club member to undertaker first aid training.
CR, MR and Glenn Wadley can already do this. SW to survey club members to see who else has this training/skill.
MR pointed out that if we already have qualified first aiders at the club, it is not a good financial decision to pay for more.
SP said that we need a record of who actually has the first aid qualifications. SW added that it should probably sit with our safety policy.
It was suggested that we change MR’s portfolio to ‘First Aid’. MR said she would need to see some guidelines first.
[9:00pm: TW arrives]

BB said the rle should have responsibility for First Aid Kits. SW said the names of qualified people should be in the safety policy.
SP requested that MR review the current safety policy in terms of a possible First Aid position. TW to forward policy to MR.

7.11. Equipment:
BB advised that an end-of-season stocktake was done, and a number of bats repaired. BB to forward inventory to VH.
SP advised that some bats still need Shoo Goo on the bottom.
NA asked what is the procedure for equipment requests. SW said there is not one.
TW suggested that we could dispense with committee approval for purchases under $20. SP said that all should go through committee.
There will be NO reference in the showbag regarding to how to request equipment purchases.
VH asked where the gear is and what she should do next. BB advised that 2 kits (a male and a female) are in the ‘cage’ in the gym, for ease of access for indoor training, and the remainder is in the storeroom.
NA asked if they can take the kits for the “batman’s nightmare” on 25 June? VH asked how many members are participating? NA said 15 in total, with 2 non-Gryphons. It was agreed as OK.
BB advised Nat to just go and get the keys from the gym. SW cracked it and asked about how secure our gear is if someone can just go to the gym and ask for the key. Discussion followed on security.
CR suggested we get a signature list to Frank that must be signed when the key is taken. SW to contact Frank and provide something along the lines of “The following people are authorised to access the MGCC equipment and must show ID”.
SP/BB advised they have some cups, bats and an eski at home, and will return them. DB advised he has a scoreboard at home (in need of repair).
DB queried if we have to buy match balls from MCA? He will talk to Rebel about alternatives (ie. Do they have the MCA stamp?)
TW asked where the merchandise is? NA to locate at home and confirm it is there – then provide TW with an inventory of what is left over and what was sold last year.
NA to bring kits and rugby tops and ¾ sleeve tops to first indoor training.

7.12. Outstanding Debt with GECC:
SP reported that an amount of $752.94 for ground fees at ECR has never been through committee for approval, according to his records (minutes). Frank apparently said ages ago that MONSU look after this invoice – but they have not done so to date. Then, last week, Frank advised that we are supposed to submit a cheque requisition for it…
MOTION: ‘That the club pays Glen Eira City Council $752.94 for ground fees as invoiced’.
Moved: Shelley Wilson
Seconded: Tracy Widdows
CARRIED: Yes

7.13. MONSU Paperwork:
SW advised that we need to get new signatory forms and green handbooks (for the new committee). BB to arrange and collect from MONSU.

7.14. Meeting Dates:
SP noted that we had 17 committee meetings last year. MR suggested that monthly would be often enough. SP suggested that the executive would need to meet more often (say, fortnightly, subject to cancellation if not required) and the whole committee could come together monthly, with association delegates only required to attend the committee meeting immediately following an association meeting.
Dates for meetings of entire committee:
· Monday 14 July 2003
· Wednesday 20 August 2003
· Wednesday 10 September 2003
· Wednesday 1 October 2003
· Monday 27 October 2003
· Monday 24 November 2003
· Monday 15 December 2003

SW/SP/TW to negotiate executive committee meeting dates as required.

7.15. Function Dates:
CR suggested we defer setting all the dates until the fixtures are known, with the exception of a Pre-season Function (28 September 2003) and the Christmas Function (date to be settled next meeting).

7.16. Practice Matches:
SP advised that he had commenced negotiations (at indoor cricket) for a women’s practice match on 28 September. CR/SP to discuss details outside of the meeting.
SP is also to organise a men’s practice match on the same day, and hopefully at the same or nearby location.

7.17. Sponsorship and Fundraising:
MR reported that chocolate sales done by the Gryphons FC were successful and she would look into it and bring some to the first indoor training.
MR also suggested the entertainment voucher books that Kelly Morris’s callisthenics club sells might be a good idea, although the timing of them means they are easier to sell at the end of the season. TW also pointed out that they cost $55, and might not sell well in a club where members don’t pay their fees.
VH suggested she might be able to get beer cheaply…
All to think about options by next meeting.

8. Treasurer’s Report:
TW reported she is still awaiting final information from Frank and will forward to SW when she has it.
MOTION: ‘That the club pays Greg Chappel Cricket Centre $125 for bat repairs as invoiced’.
Moved: Shelley Wilson
Seconded: Belinda Browne
CARRIED: Yes
TW will have the budget ready by the next meeting.
TW reported that the maximum grant will be $7200, as per last year.
TW to contact Frank to confirm how to do the budget.
Our insurance claim for stolen equipment is still outstanding.

9. Other Business:
MR asked if she is eligible to be a committee member if she is not playing cricket? TW advised that we are looking at creating a ‘social member’ category, to be discussed further at a future meeting.

10. Date of Next Meeting
Date & Time of next meeting: 14 July 2003 at 7:30pm
Place of next meeting: 67 Rennie Street, Thornbury (Shell & Don’s Place)

Meeting closed at: 10:00pm


Attachments
1. Important Dates:
· Monday 14 July, Committee Meeting (7:30pm)
· Wednesday 23 July, Indoor Training @ Xavier College (7 – 8pm)
· Wednesday 6 August, Indoor Training @ Xavier College (6 – 7pm)
· Thursday 7 August, VWCA AGM
· Monday 11 August, MCA AGM
· Wednesday 20 August, Indoor Training @ Xavier College (6 – 7pm)
· Wednesday 20 August, Committee Meeting (7:30pm)
· Wednesday 27 August, Indoor Training @ Xavier College (6 – 7pm)
· Wednesday 3 September, Indoor Training @ Xavier College (6 – 7pm)
· Sunday 7 September, Indoor Training @ Xavier College (10 – 11am)
· Wednesday 10 September, Indoor Training @ Xavier College (6 – 7pm)
· Wednesday 10 September, Committee Meeting (7:30pm)
· Sunday 14 September, Indoor Training @ Xavier College (10 – 11am)
· Wednesday 17 September, Indoor Training @ Xavier College (6 – 7pm)
· Sunday 21 September, Practice Match (TBA)
· Sunday 28 September, Practice Match (TBA)
· Wednesday 1 October, Committee Meeting
· Monday 27 October, Committee Meeting
· Monday 24 November, Committee Meeting
· Monday 15 December, Committee Meeting


2. Eligibility for Awards:

To qualify must satisfy the following conditions (in accordance with club rules):
· Must have played a minimum amount of 3 games for the club
· Must have paid membership by the New year of the season (eg. For the 2004 – 2005 season, must have paid membership by 1 Jan 2005)

For the bowling awards, must have:
· Bowled a minimum of 35 overs for the average
· Taken more than 15 wickets for the aggregate

For the batting awards, must have:
· Made a total of 150 runs for the season.

If there are no players who are eligible under the above conditions, then look at them at intervals of 5 for the bowling and intervals of 50 for the batting.

e.g. if there are no players that have completed the 35 overs, then look at those who have bowled 30, then down to 25, etc. For the batting, look at 150 runs, then down to 100, then down to 50.

There should be some consideration for those sides that play in a one-day competition, as there is only 1 innings where in most 2-day games there are 2. Maybe there should be a set of rules for each type of competition.


As a side note, something to think about:
The awards committee should be set up at the start of the season, and when the match report is completed for each of the sides, a copy goes to the awards committee to enable them to keep an up to date record of the position of each of the awards so they are calculated through the season.