Victorian Croquet Association Inc. A0001560E ABN 91 903 271 264

trading as Croquet Victoria

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Minutes of Croquet Victoria Council Meeting

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

10.30 am Monday 17 December 2018

1 Attendance

1.1 Present:

1.1.1 Directors:

18

Jim Clement (President), Kate Patrick (Vice-President), Sarina Cevaal-Hewitt (Secretary), Jim Saunders (Treasurer), Lorraine Gutcher (Member), Janet Leckie-Brunton (Member, South Eastern), Lynne Roberts (Member), Trish Watts (Member), David Johnston (Ballarat & District), Brian Foley (Bayside), Wayne Worladge (Eastern Metro), Butch Hollier (Geelong), Michael Fry (Gippsland), Kenn Boal (Goulburn Valley), Ian Potter (Murray Valley), Maurice Cevaal-Hewitt (North Eastern), Barb McKean (South West), Ken Amoore (WMCMA) and Charles Rees (Wimmera).

1.1.2 Observers:

Margaret Kelson (Warrnambool Croquet Club).

1.2 Apologies:

Hetty Veldman (NDCA), Hamish Menzies (Gippsland), Brian Rowe (WMCMA), Sandra Kastanaras (Administrator).

2 Opening

The President opened the Meeting at 10.32 am.

3 Adoption of Minutes of Previous Meeting

Resolved on the motion of Kenn Boal and Maurice Cevaal-Hewitt ' that Minutes of the VCA Council Meeting held 8 October 2018 be accepted as a true and correct record'.

4 Adoption of Financial Report Attached as Annex A

Resolved on the motion of Jim Saunders and Butch Hollier 'that Financial Report be adopted with the following amendment: 'that Council authorise drawdown of $50,000.00 from JBWere Investment Account'.

10.35 am Kate Patrick entered the Meeting

4.1 Business Arising from Financial Report:

The Treasurer reported that the success, or otherwise, of the recent Sport Australia Infrastructure Grant Application was not yet known.

4.1.1 How to deal with financial bequests:

Whilst a recent received bequest was deposited to a little used bank account, the meeting agreed that further investigation was required as to the legalities of dealing with bequests, setting up a Foundation and appointing Trustees. Action Committee of Management This topic to be an Agenda Item for February 2019 VCA Council Meeting. Action Secretary Directors to forward suggestions for how Croquet Victoria may use this bequest to the Secretary. Action Directors

5 Consent Items

5.1 Correspondence: Attached as Annex B

5.2 Reports:

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5.2.1 President's Report: Attached as Annex C

5.2.2 Secretary's Report: Attached as Annex D

5.2.3 M & P Report: Attached as Annex E

5.2.4 Growing Croquet Infrastructure Planning Project Working Group Report: Attached as Annex F

5.2.5 DHHS Mandatory Board Quota Working Group Report:

Matters arising from this Working Group are dealt with as Agenda Items 6.2.6a) and 6.2.10.

5.2.6 VCC Development Working Group Report:

Sarina Cevaal-Hewitt reported that a draft process to begin work on development of Business Plan had been distributed.

5.2.7 State Coordinators Reports: Attached as Annex G

5.2.8 Sub Committee Minutes Received:

M & P: 1 October 2018, 7 November 2018, 5 December 2018. DHHS Mandatory Board Quota Working Group : 4 November 2018, 26 November 2018. Association Croquet Selection Sub-Committee: 8 December 2018.

Resolved on the motion of Kenn Boal and Janet Leckie-Brunton 'that Consent Items be accepted with the additional item listed in Correspondence received - Governor of Victoria'.

6 Business Arising from Consent Items

6.1 Correspondence:

6.1.1 Casterton Request to Affiliate with Wimmera:

Resolved on the motion of Kenn Boal and Charles Rees 'that Council approves the transfer of Casterton Croquet Club Inc from South West Croquet Association Inc to Wimmera Croquet Association Inc as of 1 January 2019'. Casterton Croquet Club, SWCA and Wimmera Croquet Association to be informed. Action Secretary

6.2 Reports:

6.2.3 M & P Report:

Kate Patrick verbally added to the previously distributed M & P Report that Croquet Victoria would again be participating in Australia Day 2019 activities at Government House, Victoria - after not participating in 2018 - and that promotional bumper sticker stock was running low.

6.2.5 DHHS Mandatory Board Quota Working Group Report:

6.2.6a) Procedure to Meet Quota: Attached as Annex H

Resolved on the motion of Kate Patrick and Maurice Cevaal-Hewitt that the Procedure to meet Mandatory Board Quota be adopted. This procedure to be distributed to Regional Presidents and Secretaries early in January 2019. Action Secretary

6.2.6 VCC Development Working Group Report:

Directors were requested to consider joining this working group.

6.2.7 State Coordinators Reports:

State Coordinators to be requested to provide updates of activities against targets in Strategic Plan and VCA Budget. Action Secretary

6.2.9 Regional Reports: Attached as Annex I

6.2.10 Small Group Discussion:

Secretary to collate responses to constitutional changes proposed to meet Mandatory Board Quotas and forward to DHHS Mandatory Board Quota Working Group. Action Secretary

1.10pm Wayne Worladge leaves the Meeting.

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7 VCC

7.1 WHS Issues:

Fire response procedure to be reviewed. Action President

7.2 VCC LED Lights: Refer Secretary's Report

7.3 Light Tower Report: Attached as Annex J

The Treasurer reported that a further report was expected, when received it is to be distributed to Directors. Action Secretary

7.4 Building Report: Attached as Annex K

7.5 Victorian Croquet Centre Lettering:

The design and location of new lettering was agreed by the meeting, with flashing at front edge of verandah to be investigated prior to installation of new signage. Action Jim Saunders

7.6 Victorian Croquet Centre Billboard Signage:

Previously sourced quote for design and manufacture of signage was accepted by the meeting, to be erected on storage shed west of entrance to Victorian Croquet Centre.

8 VCA

8.1 Portfolios for Committee of Management Members/Directors:

List of portfolios to be presented to June 2019 Council Meeting for consideration of Directors. Action Secretary

8.2 Policies:

8.2.1 Review of Current Policies:

8.2.1a) Adverse Playing Conditions:

Ongoing. Action President

8.2.1b) Council Induction Policy:

Ongoing. Action Secretary

8.2.1c) VCA Child Safe Policy:

See President's Report.

8.2.1d) Privacy Policy:

Resolved on the motion of Maurice Cevaal-Hewitt and Michael Fry 'that Privacy Policy as distributed be adopted with minor amendments'. Amended Privacy Policy to be uploaded to website. Action Secretary Link to Privacy Procedure be uploaded to member data entry page. Action Secretary

8.2.1e) Provision of Liquor and Catering at VCC Policy:

Ongoing. Action President, Vice-President, Administrator

8.2.1f) Reimbursement of Travel and Accommodation Costs Policy:

Resolved on the motion of Jim Saunders and Trish Watts 'that Reimbursement of Travel and Accommodation Policy as distributed be adopted with correction of spelling error'. Amended Reimbursement of Travel and Accommodation Costs Policy to be uploaded to website. Action Secretary

8.2.1g) State Team Allowance Policy:

Resolved on the motion of David Johnston and Trish Watts 'that State Team Allowance Policy as distributed be adopted'. Policy as distributed to be uploaded to website. Action Secretary

8.2.1h) Sponsorship Policy:

Resolved on the motion of Janet Leckie-Brunton and Kenn Boal 'that Sponsorship Policy remain unchanged'.

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8.2.2 Policies for future review:

8.2.2a) Wet Day Procedure:

Policy to be reviewed. Action Charles Rees

8.2.3 VCA Job Descriptions Review:

8.2.3a) State Handicapper/s Job Description:

Resolved on the motion of Jim Saunders and Brian Foley 'that the State Handicapper Job Description as distributed be adopted with the following additional bullet point -

review individual members Handicap Card/s as necessary. Refusal will result in a member being ineligible for competitive play in line with ACA policies'.

8.3 Strategic Plan Implementation/Update:

This to be and Agenda Item for January Committee of Management Meeting and February Council Meeting. Action Secretary

8.3.1 Region/Club Strategic Workshops Update:

Kate Patrick reported on the previous three workshops and the future workshops scheduled.

8.3.2 Holmesglen TAFE Bachelor of Sport Business - Governance & Strategy Partnership:

Strategic Plans have been received and will be reviewed.

8.3.3 Strategic Plan 2020-2025 Working Group:

Kate Patrick, David Johnston and Sarina Cevaal-Hewitt expressed interest in populating this Working Group.

8.4 SVSR Funding:

8.4.1 Expenditure Against Funding:

Kate Patrick highlighted the amount still available to host Club and Regional Strategic Plan Workshops on Governance, Social Media, Recruitment and Sharing the Load.

8.5 Simultaneous Uploading of Malletsports/hardcopy Distribution Trial:

Resolved on the motion of Kate Patrick and Trish Watts 'that Croquet Victoria trial simultaneous uploading of Malletsports to Croquet Victoria website and hardcopy distribution.

8.6 Dates of 2019 Meetings:

To be uploaded to VCC Calendar. Action Secretary

9 ACA

9.1 Request for membership data:

ACA to be contacted for clarification. Action President Other Croquet States to be contacted re this request. Action Secretary

9.2 Golf Croquet Rule Books:

Resolved on the motion of Kate Patrick and Charles Rees 'that undistributed Golf Croquet Rules Books received from ACA be returned for credit and that the original digital file of the rules be requested to allow printing by Croquet Victoria with bigger font size and different colour cover'.

10 Close: 14.58 pm

Next Meetings: CoM 10.30 am Tuesday 15 January 2019

Council 10.30 am Monday 18 February 2019

Attachments Annex A Finance Report

Annex B Correspondence

Annex C President's Report

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Annex D Secretary's Report

Annex E M & P Report

Annex F Growing Croquet Infrastructure Planning Project Working Group Report

Annex G State Coordinators Reports

Annex H Procedure to meet DHHS Mandatory Board Quota

Annex I Regional Reports

Annex J Light Tower Report

Annex K Building Report

CROQUET VICTORIA - ADVANCING CROQUET IN VICTORIA

Patron – The Honourable Linda Dessau, AM, Governor of Victoria

FINANCE REPORT, NOVEMBER, 2018

VCA Finances

The Balance Sheet and Profit and Loss Statement as at 30 November, 2018 are

attached.

The Balance Sheet includes Grants received, $34,791, but not yet expended.

The budgeted VCA trading loss for the year ending 31 March, 2019 is $259,257

VCA Bank Accounts The bank account balances as at 30 November, 2018 are as per the Balance Sheet.

Total bank accounts 30 November $103,180

Total bank accounts 31 October $103,765

This indicates a decrease in cash held of $585

The J B Were portfolio holds in

Cash $142,255 (last month $148,126)

Total Fixed Interest $899,324 (last month $903,560)

There are no imminent cash concerns.

J B Were Investment Portfolio J B Were reports indicate the portfolio has a market value of $3,846,532 at 30

November, 2018 compared to $3,895,107 the previous month.

The change from last month’s report indicates a decrease in the market value of

the portfolio of $48,575 (last month the portfolio valuation decreased by

$143,664).

VCA Matters The Australian Sports Commission’s original advice that applicants to the

Community Sport Infrastructure Fund 2018 would be advised in early

November, 2018 has not eventuated.

Jim Saunders

Honorary Treasurer

7 December, 2018

Annex A to Croquet Victoria Council Meeting Minutes 17 December 2018

Selected Period Budgeted Last Year

INCOME

VCA AFFILIATIONS $97,567.62 $98,192.00 $90,529.07

ACA AFFILIATIONS/INSURANCE $66,917.53 $76,000.00 $62,372.69

MERCHANDISE/PENNANT $3,304.40 $10,300.00 $2,797.24

TOURNAMENTS $5,821.88 $13,150.00 $5,868.22

MSV $4,407.27 $5,000.00 $4,321.85

CATERING/BAR $11,881.78 $20,000.00 $11,967.87

PREMISES/COURTS/RENT $28,848.09 $45,950.00 $25,089.54

BEQUEST $33,723.97 $0.00 $0.00

SRV GRANT -SVSR $0.00 $14,000.00 $6,000.00

DEPARTMENT OF AGING $3,000.00 $5,300.00 $5,300.00

INTEREST BANK/JB WERE $91,331.02 $140,300.00 $94,360.53

Total INCOME $346,803.56 $428,192.00 $308,607.01

EXPENSES

ACA AFFILIATIONS/INSURANCE $75,971.40 $74,500.00 $71,771.87

ADMINISTRATION VCA $30,750.98 $80,250.00 $33,787.68

COMMITTEES $3,948.81 $16,383.00 $2,532.60

MSV $3,384.09 $5,000.00 $2,417.48

COUNCIL/COM travel $3,357.00 $10,500.00 $4,480.69

SRV GRANTS SVSR $0.00 $56,932.50 $1,178.46

DEPARTMENT OF AGING $3,281.85 $4,300.00 $4,200.00

UNDER 21S SCHOLARSHIP $0.00 $5,000.00

TOURNAMENTS $2,877.61 $9,750.00 $3,081.40

VCA CENTENARY $2,650.00

MERCHANDISE/PENNANT $859.40 $6,400.00 $431.70

WAGES $111,218.79 $176,685.00 $107,288.68

VCC BUILDING $67,677.14 $133,500.00 $62,547.17

CATERING/BAR $5,309.52 $12,100.00 $10,871.45

VCC COURTS $9,905.24 $83,875.00 $16,600.34

STATE TEAMS G & A $2,454.54 $11,000.00 $5,018.07

CROQUET EQUIPMENT $0.00 $500.00 $409.09

Total EXPENSES $320,996.37 $686,675.50 $329,266.68

Operating Profit $25,807.19 ($258,483.50) ($20,659.67)

OTHER

Net Profit/(Loss) $25,807.19 ($258,483.50) ($20,659.67)

Appendix 1 to

Annex A to

Croquet Victoria Council Meeting Minutes

17 December 2018

Victorian Croquet Association Inc.

65 Nobel Banks Drive

CAIRNLEA VIC 3023

Profit & Loss [Budget Analysis]April 2018 through November 2018

Victorian Croquet Association Inc.65 Nobel Banks DriveCAIRNLEA VIC 3023

Balance Sheet

As of November 20184/12/20181:44:37 PM

AssetsCurrent Assets

Bank AccountsBendigo $14,721.85Bendigo - Grants Account $33,875.76CBA $13,998.36CBA Online Saver $40,148.01Bendigo Direct Debit Card $436.73

Total Bank Accounts $103,180.71Total Current Assets $103,180.71Withholding Credits

Accounts Receivable $5,277.00Total Withholding Credits $5,277.00Other Current AssetsJBWERE - Investment A/c $3,846,532.05Fixed Assets

Cairnlea - Land/Building $5,250,000.00Plant & Equipment

Plant and Equipment $194,514.13Accumulated Depreciation -$132,242.48

Total Plant & Equipment $62,271.65Total Fixed Assets $5,312,271.65

Total Assets $9,267,261.41

LiabilitiesCurrent Liabilities

Accounts Payable $3,272.82Total Current Liabilities $3,272.82Tax Payable

GST Collected $110,546.32GST Paid -$104,106.48Payroll Liabilities $3,058.22Superannuation Liabilities $1,476.95

Total Tax Payable $10,975.01Grant Liabilities

Grants Receivable in Advance $34,791.43Total Grant Liabilities $34,791.43

Total Liabilities $49,039.26

Net Assets

$9,218,222.15

EquityReserves

General Reserve $7,703,572.44Asset Revaluation Reserve $462,670.46Retained Earnings $1,026,172.06Current Earnings $25,807.19

Total Equity

$9,218,222.15

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CORRESPONDENCE 5.1 In:

Email:

2 Oct 2018 ACA Sept 2018 Meeting Minutes

3 Oct 2018 The Hon John Eren MP - Athlete Pathway Travel Grant

9 Oct 2018 WCF - notification of vacant Treasurer position

10 Oct 2018 School Sport Australia - Michael Grant

Australia Sports Foundation - added as funding raising for sport contact

15 Oct 2018 Red Hate Society - Lilian Jury

16 Oct 2018 Goulburn Valley Croquet Association - Lefel Shield - at capacity

17 Oct 2018 DHHS - Community Sport & Recreation - notification of acceptance of acquittal

21 Oct 2018 Echuca Moama - return of two sets of hoops to VCC

20 Oct 2018 Eric Miller - acknowledgement of thank you

23 Oct 2018 DHHS - Community Sport & Recreation - acknowledgement of receiving Common Funding Agreement - Athlete Travel Pathway - Eire Cup Team support

25 Oct 2018 SRV - Ben O'Brien - re complaint lodged with The Hon John Eren's office

30 Oct 2018 ACA - Survey of ISS participants

30 Oct 2018 SVSR - request for Annual Report by 30 November 2018

1 Nov 2018 Active April - becoming a Active April partner.

CrossFit Hawthorn East - enquiry about barefoot croquet at Cairnlea

14 Nov 2018 Croquetwest - Report stemming from survey seeking ways to address decline in number playing Association Croquet

15 Nov 2018 ACA - resignation of Greg Whymark and Ron McBride, appointment of Martin Clarke as Golf Croquet HPM

20 Nov 2018 Casterton Croquet Club - request to affiliate with Wimmera Croquet Association Attached

Sport Australia Community Sport Infrastructure Grants - applications still be processed

22 Nov 2018 SVSR Interview (Nicole Adamson) - confirmation of receiving feedback

Croquet

23 Nov 2018 Vicsport CEO Lisa Hasker - clarification as definition of 'management position' for 2019 LEAP program received

ACA - Graeme Thomas - Minutes of November Meeting

27 Nov 2018 Brimbank Croquet Club - agreement to meet half of cost of installation of pedestrian gate off Ken Jordan Drive

30 Nov 2018 Croquet World Online Magazine seeking drone photos of croquet facilities

3 Dec 2018 P J Yttrup & Associates Pty Ltd - Report on VCC defects

4 Dec 2018 Craig Feather - Insurance Claims Assessor - inspection of water damage

5 Dec 2018 ACA - Request for membership database to comply with NSO recognition agreement

Sport & Recreation - Justin Burney - advice of new Senior Minister of Sport - Martin Pakula MP

Lismore Croquet Club - notification of closure

Various Seniors Festival activities feedback, Growing Croquet Facility Infrastructure Planning Project responses from clubs and regions

Hardcopy:

17 Dec 2018

Athlete Pathway Travel Grant application approval. Governor of Victoria - notification of Australia Day activities

Annex B to

Croquet Victoria Council Meeting Minutes

17 December 2018

Page 2 of 1

Out:

Email:

28 Sept 2018 ACA - advice of Golf Croquet & Association Croquet Gold Medal entry fee

5 Oct 2018 Brimbank Croquet Club - quotes being obtained to provide rear access gate

8 Oct 2018 Terry Wilson - Advice of election as State Coordinator of Ricochet

17 Oct 2018 DHHS - Community Sport & Recreation - acquittal of Athlete Pathway Travel Grant

20 Oct 2018 Eric Miller - thank you for Selection Sub-Committee Service

24 Oct 2018 Cc'd ACA - Coaching Accreditation Program

School Sport Victoria - Howard Louis re access to distribution newsletter

25 Oct 2018 Government House Victoria - request to be included in 2019 Australia Day activities

5 Nov 2018 Ben O'Brien - clarification of 40% quota on CoM or Council

22 Nov 2018 Boschen Roofing - request to inspect damage after water leak into clubroom

Active April 2019 - confirmation of participation in 2019

23 Nov 2018 Vicsport CEO Lisa Hasker - clarification as definition of 'management position' for 2019 LEAP program

24 Nov 2018 Thank you to Daphne Alcorn - assistance at Handicapping Workshop

25 Nov 2018 Brimbank Croquet Club - request to meet half of cost of installation of pedestrian gate off Ken Jordan Drive

27 Nov 2018 Ben O'Brien - SVSR 2018 Annual Report and 2019 Workplan

28 Nov 2018 Red Hat Society - confirmation of booking

3 Dec 2018 Croquet State Secretaries - division of tasks into portfolios

4 Dec 2018 Ben O'Brien - information about next round of SVSR Grant funding to SSA's

Various ACA - when will rule books arrive?

President’s Report

Since my last report to Council I have attended the Ballarat & District Croquet Association’s centenary luncheon, held on 18th November 2018. Ballarat & District was the first croquet association formed within Victoria, just four years after the formation of VCA. On the 20th November, following the regular CoM meeting, I represented VCA at the Vicsport AGM held at Albert Park. VCA was a foundation member Vicsport’s forerunner, the Sports Council of Victoria which was founded in 1966. On 24th November, I travelled to Casterton, to provide an update to that club’s junior members who are competing in the ACA U21 GC Championship in Adelaide next month. VCA also arranged for Ian Petersen of Belmont CC to provide coaching, prior to the competition, which he did yesterday, 16th December. On my way home from Casterton, I visited the Coleraine CC, which is not affiliated with VCA, and where I made up a foursome for some doubles, and the Hamilton club where I was in time to talk to members over afternoon tea and to celebrate a member’s 94th birthday On 6th December, I attended a Child Safety Forum, organised by Vicsport and presented at the offices of Lander & Rogers,Lawyers in Bourke St. This was an excellent forum, with speakers from the Commission for Children & Young People, Gymnastics Victoria’s full time Child Safety Coordinator, the Institute for Child Protection Studies and the Centre for Multicultural Youth On 10th December, Kate Patrick & I made a presentation on our Growing Croquet Facilities project to the SRV Metropolitan Council Forum. Afterwards, during the networking lunch, we were approached by representatives of two councils, who spoke about croquet clubs in their municipalities. On 13th December, I attended the SRV briefing on funding for the four years from 1 July 2019, after the current Supporting Victorian Sport & Recreation program concludes. During the period, I have also visited various club and national tournaments, presented workshops and attended meetings of various sub-committees and working groups, either physically or via Skype.

Annex C to Croquet Victoria Council Meeting Minutes 17 December 2018

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SECRETARY'S REPORT VCC: Water Leaks in Clubrooms: During a storm on 20 November 2018, water entered the clubroom via the air-conditioning unit. An insurance assessor has inspected the damage. We await the report. WHS Report: The Administrator, Sandra Kastanaras, reported that all First Aid Training for staff and Tournament Manager had been undertaken and all had passed with two yet to register relevant information online. Light Tower Footings and Building Inspection Both reports from P J Yttrup & Associates have now been received. VCC Development Working Group: Two Directors have agreed to develop a pathway to providing the Business Plan specified in the Terms of Reference for this Working Group. This process has begun. VCC Interior Lighting: All clubroom and function room lights are now at LED standard. Quote to be sourced to bring exterior lights to LED standard (under eaves etc). Cost of this upgrade to be included in 2019/2020 Budget. VCC Signage: One quote for a sign to be erected on Noble Banks Drive has been sourced,(1220 x 2440 mm - $390.00, includes GST). Quotes are being sourced to replace faded 'Victorian Croquet Centre' signage above front entrance. Installation of Rear Pedestrian Gate off Ken Jordan Drive: Two quotes were sourced and the cheaper quote accepted. Brimbank Croquet Club agreed to contribute half the cost of installation, as it is being installed chiefly for use by their members. VCA Grant Funding: It is expected that grant funding for the Growing Croquet Facilities Project, Seniors Festival and Athlete Pathways will be fully expended. The following are the unexpended SVR funds: November 2018 December 2018 Capability: $3544.14 $3113.54 Tournament Management: 1421.03 949.80 Governance: 700.00 700.00 Workshops: 2691.43 2334.25 (after $315.00 for NEDCA Workshop still to be paid) Marketing: 13871.62 10871.62 Professional Development: Applications are now open for Vicsport 2019 LEAP (Lead, Engage, Achieve, Promote) program to develop talent and leadership skills of female administrators in sport. A position on the Croquet Victoria Committee of Management meets the definition of 'female administrator'.

Annex D to Croquet Victoria Council Meeting Minutes 17 December 2018

Page 2 of 2

Policies: The following policies are currently being reviewed:

Adverse Playing Conditions

Privacy Policy

Provision of Liquor and Catering at VCC Policy

Reimbursement of Travel and Accommodation Costs Policy. It has been determined that the following policies need not be changed:

Financial Payments Authorisation Policy

Junior Scholarship Policy. As per the guidleines in the Croquet Victoria Council Induction Policy feedback has been sought from Directors new to the role as to the induction procedure/process. The State Coordinator of Ricochet Job Description has been uploaded to the website. Bi-Annual Reports from State Coordinators: In line with the reporting requirements outlined in the Job Descriptions for each of the Croquet Victoria State Coordinators, which are either report twice per annum or regularly via the Secretary, all Coordinators were requested to provide a report on activities and spending to this December Meeting. Three (of seven) have done so. Victorian Club's Child Safe Policy: The President and attended a Child Safe Forum facilitated by Lander & Rogers. 2018 Victorian Seniors Festival: Payments to clubs has been finalised. Premiers Active April 2019: Croquet Victoria agreed to participate in this campaign and considered the option of offering four double passes to each of the first four days of the Golf Croquet Trans-Tasman to be contested at Cairnlea in April 2019 as prizes. As guests of Croquet Victoria, the winners of these prizes would receive lunch and refreshments. The text relevant to Croquet Victoria on the Active April website has been agreed upon but will need to be amended to include above double passes and responses to request to clubs who wish to participate in 2019 which may, or may not, include those clubs who participated last year. Croquet as a School Sport: Croquet Victoria to connect with teachers who participated at the Teachers Games at Ballarat in 2018, and use this avenue to promote the playing of croquet in Victorian schools. Australian Sports Foundation: Our application to become a Fundraising4Sport partner of the Australian Sports Foundation has been approved. We are at the stage of creating a fundraising project for Croquet Victoria. Regional Reports to Council: February 2019 Wimmera

April 2019 Ballarat, Bayside, Geelong

August 2019 EMCA, Gippsland, GVCA

October 2019 MVCA, NDCA, SEMCA

MARKETING AND PUBLICITY SUB-COMMITTEE REPORT 1. Achievements 2018 to date

1.1 Membership

Publicity materials for clubs have been reprinted and distributed. The trifold leaflet and bookmarks have been refreshed with new images.

Members have nearly exhausted our stock of 500 bumper stickers – there are only 8 left.

We ran out of Croquet Vic badged ballpoints and had to order more.

Measure:

Membership has been growing steadily for the past three years. This year about 420 new members joined, though of course others have dropped out. The total membership of 2866, as at 1 December, is nearly 100 more than at the same time last year.

1.2 Image

We sold out of the midyear calendar, with a variety of representations of croquet.

Our Facebook page is frequently updated, and items usually attract positive comments, Likes and shares. We have shared stories featuring a variety of members. Popular images included a member celebrating her 93rd birthday, and another of a young member (aged 12) playing croquet with his grandmother.

Facebook posts are now routinely fed to Twitter which has a different audience.

Newspaper stories about croquet are regularly reported on the Croquet Vic website.

The Croquet Vic website also carries regular news reports from members and clubs about croquet tournaments and events across Victoria and southern NSW.

We ran a video competition aimed at tertiary students under 30. This attracted a lot of interest, with over 500 hits to the competition page, however the number of entries was disappointing. We are asking our judges to advise whether a prize should be awarded.

Measure:

Our Facebook page has the most Likes of any croquet association Facebook page in Australia (probably not as many as some clubs, though).

Facebook mention of the Livestreaming of the recent AC Presidents Eights contributed to the audience of nearly 400.

The Press seem to be picking up stories about young croquet players – though often contrasting them with older players.

2. Work in progress

We are currently working on:

2.1 Allied Health videos

We are collaborating with physiotherapists from the Australian Physiotherapists Association to develop a storyboard for two videos to publicise croquet to allied health practitioners and their clients. We have made contact with two potential videomakers who are interested in participating, with filming hopefully in January.

Annex E to Croquet Victoria Council Meeting Minutes 17 December 2018

2.2 Midyear calendars

We have asked regions to submit pictures (with appropriate permission forms) for use in next year’s calendar. We have already received some photos.

High resolution landscape format pictures are preferred.

2.3 Croquet Facility Guide

MandP members have redrafted a section of this Guide at the request of the Growing Croquet Infrastructure Working Group.

2.4 Templates for clubs

Casterton CC requested that we provide templates for clubs to use to prepare their own leaflets. We are looking into this.

2.5 Publicity campaign with the other states

We have included this in our draft budget and we are writing to all the other state associations to propose a joint campaign.

2.6 Deductible Gift Recipient status

We were pleased to learn that Croquet Victoria has been approved as a participant in the Sports Foundation. Donations to the Croquet Victoria Foundation will be tax deductible.

When the arrangements for the foundation have been finalised we are planning to approach potential donors.

FOR INFORMATION

2.7 Government House

Croquet Victoria has belatedly been invited to participate in the Government House Open Day on 26 January. We have sent invitations to the volunteers for the 2018 Open Day (where the invitation was withdrawn at very late notice); several of them are keen to come, we are now looking for about 6 more.

FOR ACTION

Kate Patrick for the Marketing and Publicity sub-committee

Growing Croquet Facilities infrastructure planning project Progress report

BACKGROUND

In late 2017 the Department of Sport and Recreation awarded Croquet Victoria a grant of $40,000 to fund the development of a ten year infrastructure plan for croquet across the area of Croquet Victoria, to run from 2020 to 2030.

Jayson Moran of Insight Leisure Planning was appointed as the consultant to undertake the project. Directors will recall that he presented an initial summary of issues and opportunities at the August Council meeting.

A reference group for the project has also been established, comprising two SRV representatives (Ben O’Brien and Kirsty Reidy), a local government officer (Mark Patterson, Manager of Sport and Active Living at Ballarat City Council), and the CEO of a statewide sporting association (Sam Watson, General Manager, Lacrosse Victoria). The reference group met on 26 June and is now scheduled to meet again in the New Year.

UPDATE

Following Jayson’s presentation to Council, Regions were invited to comment on a series of questions arising from his Issues and Opportunities paper, and to provide feedback on the facility hierarchy framework and the club information included in a supporting Background Research Report. The consultation period closed on 30 November. Responses were received from ten regions: Ballarat, EMCA, Murray Valley, NEDCA, SEMCA, South Western, Goulburn Valley, Wimmera, and Western Metro. Comments were also received from individual clubs, including a few from missing regions: Drouin and Traralgon (Gippsland); Eastern Park (Geelong) Elsternwick (Bayside); Albury (NEDCA) and Casterton (South Western). Email comment was received from Northern District.

An analysis of the feedback and proposals for updating the draft recommendations was provided to the GCF Working Group in the week of 10 December, and discussed at a phone conference between Jayson and the WCFWG on 13 December.

Also in the week of 10 December, the President and Vice President contributed a short presentation on the project to a sports infrastructure forum organised by Sport and Recreation Victoria for metropolitan local government representatives.

The project is now on hold until mid-January as Jayson is taking a break over Christmas. Key steps from that point are:

Early February Draft report to local government for feedback (including LGAs without a croquet club) Draft report to Committee of Management for email feedback Draft report and updated Croquet Facility Guide to Reference Group for discussion Draft report to Council for discussion 18 March Updated report and Croquet Facility Guide discussed at CoM 15 April Full report and updated Croquet Facility Guide presented to Council for approval

FOR INFORMATION Kate Patrick, for the GCF working group

Annex F to Croquet Victoria Council Meeting Minutes 17 December 2018

Gateball Report – November 2018

High Level Play

The state of high level play in Victoria remains very healthy. A team based out of Kew Croquet Club,

and containing three Victorian players, competed at the World Gateball Championships in Brazil in

September. The team won their group by recording two wins and one loss (on countback) in the

group stage. The team progressed to the knockout Round of 16 where they were defeated by the

eventual tournament runners-up.

This was the best performance by an Australian team at the World Championships. No other

Australian team has ever progressed past the group stage to the knock-out stage.

Beginners Level

The introduction of new players to the sport remains a key issue for gateball in Victoria. Too often

gateball is considered an add-on to the Croquet club rather than a core part of the club. Club

Presidents and Club Administrators are frequently happy to attempt to use gateball to attract new

members to a club, but are far less likely to actually get involved themselves.

For gateball to work at a new club it requires a member of the club to champion it. It can’t be run

from outside the club structures. A club official is the perfect person, but it need not be so. Any

enthusiastic person can become an effective club gateball champion.

This need for a local gateball champion at each club is my experience and has been echoed by

gateball contacts in other states.

A come-and-try day is scheduled for Traralgon on December 2.

Tournaments

The Victorian Teams championships and John Bradley Pairs Championship were both played this

year in April. To accommodate the National Championships being held at Cairnlea in November

2019, the 2019 Victorian championships were shifted to earlier in the schedule (29 March).

The Terang Gateball Tournament was held on November 3 and 4.

The Victorian Pro-Am tournament was held at Brunswick this year.

Half Yearly report from State Co-ordinator of Coaching 10.11.2018

Dear VCA Council

I have to report that ACA National Director of Coaching AC Greg Whymark resigned his position on the 18th October 2018 and the week prior to this Ron McBride resigned as ACA National Director of Coaching GC/ HPM.

I have spoken with Don Close ACA board co-coordinator for coaching and at present future developments in coaching are in limbo. I wait on the future developments from ACA after their boarding meeting which was due to take place 5th November, Don will contact me with outcome. At time of writing this report I haven’t been able to gain information as to way ahead with ACA's coaching program. Any information I gain I will pass on to the council either in the form of a written report or via the President who I have been keeping abreast of the situation.

Consequently ACA will not be holding a national meeting of State directors of coaching in November.

Stats on Coaches in Victoria to date

Presenters/Assessors

I am delighted to share that Mike McKenzie (Belmont) has recently become a P/A in GC and Ricochet.

Foundation Level 1 Coaches

Association 5

Gateball 1

Golf 7

Ricochet 2

2018 Total

Association 5 25

Gateball 1 1

Golf 11 44

Ricochet 5 8

! 1

Three potential AC coaches are awaiting assessment and one GC. I have contacted Philip Brown to find out if there are any players wishing to be assessed as Gateball coaches and at time of writing this report there aren’t any.

Previous Coaching system

Emails have been sent out to O Level Coaches (27.2.19) to date one has replied that they are not going to re accredit and one has sent in their documentation and a date is due to be set.

Earlier Development Squad Coaching Opportunity for coaches to further develop their coaching skills by attending early development weekends run by Lester Hughes at Cairnlea, despite emails being sent out to all coaches the uptake was very poor.

RuthDuffy STATE CO-ORDINATOR OF COACHING

coaching@croquetvic.asn.au 0418415368

Level 0 Expired Level 0 Expire

Golf 5 8.2.20 7 27.2.19

! 2

To: Victorian Croquet Association From: John Grieve Re: Half-Yearly Report – State Co-Ordinator of Association Croquet The 2018-2019 Season has been relatively trouble-free and certainly a keen interest in many events by players at the lower levels. The top level events continue to see smaller numbers. The Australian AC Open was hosted by VCA at Cairnlea – and at that level the numbers were disappointing. It all points to changing patterns of interest and commitment. The main issue is fewer new players coming through the levels compared with the older players being unable to commit to tournaments through injury, poor health etc. The Victorian Championships will be limited to a maximum of 24 players as we will access to 5 courts only for the event. It is pleasing to note a number of very new players attending tournaments and gaining confidence. We have attempted to identify players with potential and add them to the relevant squads. The assistance of club officials in negotiating the calendar (in both AC and GC) was much appreciated. The number of regions sending in regional requests for tournaments has increased – this does lessen the workload in planning the calendar. I wish to record my appreciation to Kevin Beard and Brian Reither for stepping up to manage events at Cairnlea during my illness. The VCA is extremely well served by members willing to assist when asked. I am very grateful for the support I have received throughout the croquet community. Referees are in very short supply. The support from player-referees is essential for the conduct of major events. The referees who regularly attend VCA for events are fantastic. Their knowledge and support is greatly appreciated by the players. As indicated in my last report we have conducted two Regional Seminars for Tournament Managers and people interested in being TMs . The general seminar held at Cairnlea was a great success. Many thanks to Kate Patrick and Sarina Cevall-Hewitt for their effort in producing the booklet that went with the seminar; to Brian Reither for his input to the booklet and his conduct of the seminar at Cairnlea. It is gratifying to hear so many positive comments about the day. Further consideration will be given to further regional seminars during 2019. A number of VCA AC events have been re-scheduled to work around the maintenance of the courts at Cairnlea. While a little inconvenient we have managed to cater for the changes. The Bronze Medal was moved to Shepparton and once again proved to be very popular and successful. The Shepparton Croquet Club is to be commended for their support. The presentation of their courts and help we received was top class. We will look to continue this use of country venues for particular events to spread the word of AC. John Grieve

STATE COORDINATOR OF ASSOCIATION REFEREES Half Yearly Report

We have qualified three Association Croquet referees so far since 1 July 2018 and have another have a dozen in various stages of training Brian Foley

MANDATORY BOARD QUOTA PROCEDURE

Introduction From 1st July 2019, State Sporting Associations such as Croquet Victoria will require a minimum of 40% female Board (Council) membership in order to be eligible for grant funding from either Sport & Recreation Victoria (SRV) or from VicHealth.

Advice from SRV is that there is not necessarily a need for constitutional change, and that a state sporting association’s governance procedures will only be investigated if the percentage of women on their board falls below 40%.

Experience has shown that women are not represented at state level in the same proportion as at club and regional level. In order to rectify this and ensure there are sufficient numbers nominating from both genders, it would be helpful for Croquet Victoria to encourage both men and women to broaden their knowledge of governance and volunteer for service at state level. Council has been discussing what needs to be done to achieve this.

In the meantime, this draft procedure details how Croquet Victoria will enlist the support of regions in maintaining a minimum 40% female membership of its Council.

Background Croquet Victoria’s Council consists of 21 members, 22 in the two years following the election or appointment of a new president. These 21 members consist of:

Eight (8) elected members of the Committee; and Thirteen (13) members, each appointed by one of the thirteen Regional Associations

which are the voting members of Croquet Victoria.

Committee members are appointed for a two (2) year period with half retiring each year, the details of which are covered in the Croquet Victoria Constitution, Rule 24.2. The positions due to be filled each year are detailed in Annex A. The Regional Directors are also appointed for two (2) year periods with half being appointed in alternate years, as required by the Croquet Victoria Constitution, Rule 23.3. A listing of which regions appoint in which years is maintained by the Secretary, and also appears in Annex A.

Procedure When distributing the list of critical dates for the elections each year, the Secretary is also to send an analysis of the potential gender composition of the Council to all Council members, Regional Secretaries and clubs. This analysis should show the gender proportions of the continuing members of Council and the number of women to be elected in the current year if the 40% target is to be met.

See Annex B for an illustrative scenario.

Regional Secretaries whose regions are due to nominate Regional Directors are asked to consult each other about potential appointments of Regional Directors.

Clubs and regions are asked to consider this in nominating members to positions on CoM.

Regional Delegates to the AGM are asked to consider the Secretary’s analysis as another factor in their election of CoM members.

Annexes:

A. Timing of Election of Committee Members & Appointment of Regional Directors B. Example Scenario

Annex H to Croquet Victoria Council Meeting Minutes 17 December 2018

Annex A to Mandatory Board Quotas Procedure

Timing of Election of Committee Members,

Appointment of Regional Directors

Odd Years President, Treasurer, and 2 Ordinary Committee Members. Ballarat, EMCA, GVCA, NEDCA, SEMCA, SWCA Even Years Vice-president, Secretary, and 2 Ordinary Committee Members Bayside, Geelong, Gippsland, MVCA, NDCA, WMCMA, Wimmera Note: In the event of a casual vacancy in committee, the member who fills that vacancy is appointed only until the next AGM, so there may be more than four positions open for election. Some Committee members may be/are also Regional Directors.

Mandatory Board Quotas Procedure

Example Scenario 2019 Elections

Current (2018) Council Composition:

Committee 2 male* 6 female* Regional Directors: 10 male 2 female Totals 12 male* 8 female Percentages. 60%. 40%

Notes: * Regional Directors include 1 (not counted) who is also a Committee member.

Appointments being carried forward

Council composition, assuming no change in the Regional Directors whose appointments expire in 2020: Committee: 0 male 4 female

[this includes one whose term expires in September 2019]

Regional Directors 6 male 1 female Totals 6 male 5 female Percentages 55 % 45 %

If we are to maintain a 40% ratio, at least four of the ten positions to be filled in 2019 need to be occupied by women. Positions to be filled in 2019 Retiring members – all are eligible to stand again Committee of Management: President (currently male), treasurer (currently male), two ordinary members (currently both female) Regional directors: Ballarat, EMCA, Goulburn Valley, NEDCA (all currently male); SEMCA, and South Western (both currently female).

Sarina

Text Box

Annex I to Croquet Victoria Council Meeting Minutes 17 December 2018

1

NEDCA Regional Directors Report to

VCA December 2018 Council Meeting

NEDCA currently has twelve clubs, six located in Victoria and six

located in New South Wales, with a total membership of 399,

which is a nett increase of 28 since 2016.

Four of our clubs share a court surface with tennis clubs, one has

croquet courts set up on former bowling greens and one shares

greens with a bowling club. Two are part of Golf Resorts. Four

clubs have dedicated croquet courts. Eight of our clubs use

shared clubhouse facilities and two have court lighting. We have

43 'A' courts across the region.

From Bright (east) to Cobram (west) is 174 kms. This is the greatest

distance travelled within our region.

Of our 399 members 22 play Association Croquet and about 30

play Ricochet. Approximately 393 play Golf Croquet.

NEDCA conducts Singles and Doubles Championships in both

Association and Golf Croquet. Currently the only Pennant held is

for Golf Croquet and we generally have six clubs who enter

teams.

Benalla are in the last year of a two year term as the current

Administrators for NEDCA and will hand over the reins to Bright

Croquet Club in June 2019.

Albury Croquet Club is located on crown land and has two 'A'

courts, a very healthy membership of 53. Council staff greenkeep

their courts. Their members play five days per week and

predominantly use half courts. Golf Croquet is played chiefly with

a small number of members playing Ricochet or Association

Croquet. They hold two social days per year. They consider their

current clubhouse big enough to suit their needs.

Beechworth Croquet Club have two 'A' courts, one of which has

lighting for the use of their 32 members, most play Golf Croquet

but some are now trying their hand at Ricochet Croquet.

Beechworth shares a recently renovated clubhouse and kitchen

facility with other multiple users of the Seniors Citizens' facility. They

are responsible for the maintenance of their courts and surrounds

and have recently purchased a ride-on mower and built a shed to

house it. Located in a renowned tourist town they regularly host

national and international casual players visiting the area. They

hold one social day each year.

2

Benalla Croquet Club recommenced in 1993 at the Council

owned Benalla Lawn Tennis Club and is now a membership

category of the Benalla Lawn Tennis Club. They can provide 10 'A'

courts when called upon for Regional events and share the Tennis

Clubhouse which is not in the best of condition. They have very

little autonomous club space with no opportunity to display

trophies or club notices. Their courts are curated by the Tennis

Club greenkeeper. They interact closely with Goulburn Valley

Clubs. They have 38 members who play chiefly Golf Croquet with

two members who also play Association Croquet. The club holds

two social days each year. I asked each club what could VCA do

for you - Benalla - answered:

As we are incorporated with the Benalla Lawn Tennis Club

(Benalla Lawn Tennis and Croquet Club Inc). we, as a croquet

club, do not have the opportunity to apply for Grants

independently. We wish to erect collapsible shade protection for

our members during the summer months, as well as protection

from the rain during the winter, but unable to do so as this is not an

immediate requirement of the tennis club.

Bright Croquet Club has one 'A' court in the most picturesque

setting, on Shire land, yet caters for 31 members for three codes.

They consider themselves chiefly a social club, with increased

member participation during the tourist season. Two members

regularly play away in Association competitions. Members

maintain both the courts and clubhouse at Bright.

Cobram Croquet Club can put up eight courts when necessary

and share the Tennis Clubrooms. It has been some years since

Cobram hosted a social day or Country Week. As they are at the

most western location in our Region many of their members

interact with clubs from the Goulburn Valley Region such as

Mooroopna and Shepparton. A greenkeeper manages the tennis

courts and the tennis club maintains the clubhouse.

Corowa Civic Croquet Club has two dedicated 'A' courts which

were bowling greens. Their 21 members are fortunate as they can

play seven days a week. They share clubrooms with the Corowa

Civic Bowling Club but maintain their own courts and have

separate equipment storage space. Most play Golf Croquet.

3

Howlong Croquet is part of the Howlong Golf Resort. The club has

30 members who play Golf Croquet but some members have

attended Ricochet coaching days. Their courts are currently

being refurbished and at the end of January 2019 Howlong hopes

to have three 'A' courts. Whilst their courts are out of action some

members have travelled to other clubs to play. They host two or

three social days each year. Howlong acknowledges that they

lack coaches, would like Tournament Management training and

assistance to determine members handicaps, but haven't got

personnel who are willing to travel to Melbourne for workshops

Twin City Croquet Club is the youngest NEDCA club at three years

old and play on tennis courts at the Albury Tennis Association. The

Tennis Association is a privately owned facility graciously and

allow Twin City space for up to seven 'A' courts when required

outside tennis season but this number can increase once more

court equipment is purchased. Twin City has 15 members who

play Golf Croquet and Ricochet Croquet but there have been

rumblings amongst some members that we should play

Association Croquet as well.

Twin City plays three days per week, allowing for major tennis

events during the tennis season.

Twin City plans a Ricochet Tournament for Thursday 30 May 2019

and a Golf Croquet Tournament in September 2019 for which they

have secured $1500.00 in prize money. At this stage it is not known

whether this will be a Singles or Doubles event.

Twin City is also seriously considering bidding for the Australian

2019 Golf Croquet Handicap Doubles and Singles, but this event

would need to be scheduled no later than the first week in

October, which may not suit the ACA calendar.

Walla Walla Croquet Club has 19 members who play Golf and

Ricochet Croquet. They play on two courts which are 80% of an 'A'

court at the Walla Walla Bowling & Recreation Club. They host an

Annual two day Golf Croquet Tournament and are planning a

social day next year.

Wangaratta Croquet Club has 34 members who play Golf Croquet

and Ricochet Croquet on three 'A' courts on Council land.

Wangaratta is considered NEDCA's most centrally located club

and our Regional Meetings are held there. They maintain their

own courts and clubhouse and host two social days each year.

Their membership is expected to grow and they recognise that

4

their clubhouse will not be able to cater for this increased

membership.

Wodonga Croquet Club has 37 members and have been actively

recruiting over the past year. They received a grant to produce a

television commercial and regularly have media attend their

social days. They host social days and some NEDCA events.

Yarrawonga Croquet Club is the region's largest club with 74

members who play Golf and Association Croquet on three 'A'

courts at the privately owned Yarrawonga & Mulwala Golf Resort.

They hold two social days per year and their Christmas event is

eagerly anticipated by many NEDCA club members.

The don't consider that their clubhouse is big enough.

Another interesting fact about our Region is that the six Clubs who

are located on the NSW side of the border sometimes are

ineligible to apply for grants offered by Victorian Government

Departments because they are located in NSW and then find that

they are again ineligible to apply for NSW grants because they

are affiliated with a Victorian State Body. The Child Safe standards

that our clubs must meet depend on which state they are

located.

NEDCA has hosted two workshops. A pilot workshop for

'Tournament Management' at Benalla and a 'Recruitment and

Sharing the Load' at Howlong Golf Resort. A 'Handicap' workshop

is scheduled for February 2019 at Benalla Croquet Club.

The three newest Clubs although located in New South Wales

chose to affiliate with VCA because of the Regional Structure that

VCA offers, not available in New South Wales.

SWCA REPORT FOR COUNCIL MEETING 17TH DECEMBER 2I

I am pleased to present this report from the South West Croquet Association for the last six

months. All clubs have been working hard to build up their clubs. Hamilton, Portland,

Koroit, Terang and Warrnambool have been participating in events each club has held during

the year. Warrnambool and Hamilton have held tournaments, Portland had a social day and

Hamilton held Ricochet and Association Croquet for the South West Games which is held in

the areas of the South West.

Association pennant was held over 10 weeks with Portland. Hamilton, Terang and

Warrnambool who provided two teams incorporates 2 players from Koroit, this was

successfully concluded with an Association Day on Saturday, 8th

December. Warrnambool

Red were the winners and runners-up were Warrnambool Blue.

Hamilton Croquet Club has 40 members with a good turn up with both Ricochet and

Association. Over the winter months Indoor Croquet was played with an average attendance

of 10 players. When the weather improved returned to outdoors.

The surrounds have been given a new look after Western District Employment Access

volunteer worked two mornings a week.

Hamilton Tournament was held over two days. The club has provided catering for various

local businesses and sporting groups who have shown an interest. Last Thursday of each

month pass and new members catch up over dinner at Twilight Croquet is planned for six

weeks in February and March. A Christmas dinner was held last week to finish up the year.

Portland Croquet Club - This year with their Association Tournament in January which

attracted 40 players from around the state in South Australia. In March and April club

championship were held in Aussie, Ricochet, Golf Croquet and Association Croquet.

The club election of new office bearers at the AGM has seen the club continue to run

smoothly under the leadership of Alison Lepp. Lawns were closed for some time over

winter. In August over two days mostly dry winter social days were held with visitors from

other clubs and players from South Australia. They will finish the year with a Christmas

lunch.

Koroit Croquet Club – has a membership of 11 having picked up some players. They have

had local CWA ladies come for a game of Golf Croquet. Two members player with

Warrnambool Teams in the Pennant competitor. They finished the year with a Christmas

lunch.

Terang Croquet Club – has 40 members and Golf Croquet is our passion played eery

Monday rain, hail or shine. Wednesday afternoon is for Golf Croquet and Pennant practice.

As part of the South West Games, Terang hold 5 events - allabilities, singles and doubles

Golf Croquet and teams and pairs of Gateball. Terang is the only club in South West to play

Gateball.

They host all abilities groups every month with visitors from local day are centres.

Terang made casseroles and sweets for approximately 40 people as part of Blaze Aid, after

the St Pats firers over the past 12 months. They have hosted a night for the local hospital

plus Roterians and Terang College Students.

Warrnambool City Croquet Club – has had a successful year playing all year. Association

Croquet if offered Wednesday a.m. and p.m. and Saturday. Ricochet Wednesday, p.m. and

Saturday. Golf Croquet on Monday p.m..

A successful tournament was held in August with entries from Geelong, Queenscliff and

South Australia and local clubs, with players putting up with heavy showers of rain. We

provided two teams for pennant.

We had several groups come and try out the game. Diabetic Groups for Golf Croquet.

Emmanuel College tried different odes over six weeks – Two different year levels, King

College students played Golf Croquet

Small clubs around Albert Parks had a “Come and Try Day”. These clubs were Hockey,

Table Tennis, Bowls and Croquet with the people in charge having a go at each of the sports.

Several people came and try out the game.

Some of our players participated in tournaments at Horsham, Bendigo, Shepparton, Geelong

and Leongatha.

We have held a Twilight session 10 people enjoyed the evening despite the iffy weather. We

will try and hold another night in February or March.

Casterton Croquet Club – Many days had to be cancelled due to unfavourable weather.

The club has been engaged in fund raising to help finances. Last year floods made grounds

unplayable.

In October 13 junior players (Ages 8-14) were affiliated and have hopes of representation at

Under 21 Junior Nationals in Adelaide.

They have hosted several local groups EG: Men’s Shed, Foodworks, Social Clubs and

Bendigo Bank Staff,

The club received two grants during the year for defibrillator and to extend the roof of the

club/storage room. A retaining wall has been installed by Local Council.

Western Metropolitan Croquet and Malletsports Association (WMCMA)

Annual Report to VCA Council Meeting

Brian Rowe, Regional Director

17 December 2018

2018 12 Brian Rowe_Report to VCA Council Page 1 of 3

The Purpose of this Report is to inform fellow VCA Councillors on the key

attributes of the Western Metro Region. The aim of this Report (and other

annual regional reports) is to increase VCA Councillors knowledge on the

background, operations and issues in each region of the VCA. This transfer of

regional knowledge is intended to assist all VCA Councillors in carrying out

their duties in the best interests of the whole VCA.

1. BACKGROUND – Western Metro Region

1.1. History

1.1.1. Three of our clubs are long established: Brunswick 1911, Essendon 1912,

Williamstown 1926. Our more recent clubs include: Brimbank 2011,

Maribyrnong 2017.

1.2. Membership

1.2.1. Brimbank (17), Brunswick (50), Essendon (84), Maribyrnong (17),

Williamstown (53). Total membership in the region 221.

1.3. Management

1.3.1. There is an informal agreement between the clubs in the region that each

club will take a turn in filling the regional roles of president, secretary,

treasurer for a period of two years. This rotation system has worked well

in the past, however, with the advent of new clubs with smaller

memberships their terms have been delayed until they have sufficient

members to comfortably fill the regional roles. Currently, Brimbank club

members hold the positions of President (Rob Jurey), Secretary (David

Hinds) and Treasurer (Joyce Woods).

1.4. Sporting Tournaments

1.4.1. There is a great sporting ethos in the western metro region and a

significant number of club members compete in club, local, regional or

state competitions and tournaments.

1.4.2. Essendon run a Monday night pennant (under lights) using handicap cards

in the summer months. This in-house comp is so popular the 16 places

are readily filled, and a second comp is run on Tuesday afternoons as well.

In total 32 club members play in this in-house comp.

Western Metropolitan Croquet and Malletsports Association (WMCMA)

Annual Report to VCA Council Meeting

Brian Rowe, Regional Director

17 December 2018

2018 12 Brian Rowe_Report to VCA Council Page 2 of 3

1.4.3. Brunswick, Essendon and Williamstown all run an annual AC tournament.

1.4.4. Brunswick and Williamstown run an annual GC tournament.

1.4.5. The region held its inaugural GC Easter tournament at Cairnlea this year.

It was a very successful event, with 32 players. The success was in part

due to the meticulous planning by the tournament manager, Ken Amoore.

The region hopes to be able to run this as an annual event at Cairnlea.

1.4.6. The reason we used Cairnlea as the venue for the Easter tournament was

to encourage more players from other regions, particularly the country

areas, to come and utilise the first class facilities. Many players have the

misconception that events at Cairnlea are only for ‘top’ players. This is not

true, there are a range of events at Cairnlea and something for every VCA

member.

2. STRENGTH

2.1. The clubs in the western metro region, particularly the older clubs, are

very strong with sound management teams, well maintained courts (some

of the best in the state) and excellent clubhouse facilities. These solid club

foundations provide an excellent training ground for several of the state’s

most elite players (Elaine Coverdale, Gail Hopkins, Terry Hopkins, Lester

Hughes, Kevin Beard).

2.1.1. The Brimbank club is relatively new, and operates from the VCA Cairnlea

facility. It has developed an incredibly strong sporting ethos, and in four

GC Shield seasons (Metro Melbourne GC pennant) it has a remarkable two

wins and two runners-up. The region is very proud of the on-court

achievements of one of our newest clubs.

3. GROWTH

3.1. The clubs in the region have a ‘thirst’ for growth, in terms of increased

membership numbers at existing clubs, and to support the establishment

of new clubs.

Western Metropolitan Croquet and Malletsports Association (WMCMA)

Annual Report to VCA Council Meeting

Brian Rowe, Regional Director

17 December 2018

2018 12 Brian Rowe_Report to VCA Council Page 3 of 3

4. ACHIEVEMENTS

4.1. The Maribyrnong club was established in 2017, as part of the existing

Maribyrnong bowling club. It has made good progress since its

establishment and is steadily growing, now 17 members. Over the past

two years, clubs in the region have assisted with advice, equipment and

on-court training. We hope this club continues to grow and prosper.

5. PRESSURES

5.1. Most of the clubs in the region are in inner metropolitan Melbourne.

These areas are subject to urban renewal with higher density housing.

High density housing means public spaces become more critical and more

valuable. Local councils are under increasing pressure to fully utilise

public spaces. As a consequence, croquet clubs in the inner city are under

increased scrutiny in terms of the number of hours/day and the number

days/week courts are used. It is highly unlikely any of the existing inner

city clubs will be allocated land for expansion.

6. OPPORTUNITY

6.1. Although inner city land is scarce and highly valuable, there are

opportunities for the establishment of new clubs. One such opportunity

has recently been unearthed by David Hinds, WMCMA Secretary. David

has put in a determined effort in pursuing the university in the region. If

this is successful, it will in part due to the time David has spent in phone

conversations and face to face meetings, building trust and explaining the

potential advantages for both the university and croquet.

_______________________________________________________________________________

Light Towers Report, December, 2018

A report by P J Yttrup & Associates Pty Ltd (Yttrup) was received in late

October and considered by CoM at its November meeting.

The report included the findings of Black Geotechnical Pty Ltd (Black), who

were retained by Yttrup to do sonic testing of the efficacy of the light tower

footings. This work was necessary to determine the value or otherwise of

building up the existing footings to obviate damage that had occurred over time

to the footing heads and the base plate areas of the towers largely due to the

original footings being installed such that the footing heads were below ground

level.

Black reported inconclusive test results on five of the eight footings and, inter

alia, that the quality of the test results was poor.

CoM asked me to invite Commlec Services Pty Ltd (they have provided

ongoing R&M for the lights over several years) to quote on building up the light

tower bases during the time when courts 1-7 would be out of play in January –

February. Also, to quote on implementing the recommendations in the Yttrup

report.

I met with Leo Aiello on site at Cairnlea at the end of November. He expressed

concerns about undertaking such works immediately. The light towers would

need to be dropped for some time and suitable storage would be difficult.

Moreover, such an R&M exercise as was proposed would be of dubious value,

in his opinion, as the poles had passed their half life and there would be no

ongoing guarantees associated with such work.

He offered to write a paper expressing his views on best options. These might

well include seeking a major grant to replace the current lighting system. I am

still awaiting its delivery.

Jim Saunders

Courts Director

11 December, 2018

Annex J to Croquet Victoria council Meeting Minutes 17 December 2018

Building Report, December, 2018

A report by P J Yttrup & Associates Pty Ltd (Yttrup) was received in late

November. It has yet to be formally considered.

The report (69 pages) talked to on site inspections by Yttrup together with

comments on the Geotechnical Assessment conducted by A S James Pty Ltd

(James) earlier in 2018.

Council will recall that this document, amongst others, could not be located

either at Cairnlea or at the Brimbank Council.

Subsequent to receiving the Yttrup report Sarina and I have possibly made some

progress with regard to the 2004 report. It was commissioned by VCA

architects, Hayball Leonard Stent, who still operate. I have been in contact with

them twice seeking the report which is, hopefully, in their archives. I am

awaiting their response.

Yttrup has largely recommended remedial works similar to previous advice as

follows:

All existing storm water and sewer services to be checked to ensure no

damage and they are free draining. This should include CCTV

investigation and static head testing.

Obtain copies of the original soil test (James) and footing system design

to allow further comment on geotechnical investigation and footing

system design.

Remove the six trees to the north side of the building and grub out

stumps.

Remove the garden bed to the western end of the building and replace

with impervious ground cover and ensure surface run off is collected and

discharged.

Confirm existing perimeter site drainage to the building as per the

recommendation in the James report.

Ensure roof drainage is functioning adequately due to issues raised in the

James report. Remedial works to roof drainage may need to be

implemented to ensure roof water is collected.

Jim Saunders

Treasurer

Annex K to Croquet Victoria Council Meeting Minutes 17 December 2018

13 December, 2018