Minutes of the 3rd Committee of Management Meeting Held Sunday 10th April, 2011 at Strathdale Hockey Club Rooms,

Ashley Street, Bendigo. Start time 8.15am

3.1 Present Toni Domaschenz, (Chair), Maree Wayman, Kay Aitken (minutes), Katrina Bales, Kylie Evans, Iain Aitken, Brian Hinneberg, Sally Anderson. Apologies Received Nil. Ratification of Previous Minutes Minutes of the meeting held 7.3.11 were accepted with the following amendments. Moved SA/KE. Carried. 1.7 Website Management - KB to co-ordinate web & monitor throughout the year. Motion - That KA have access to the website to upload COM documents. Moved MY/SA. Carried. Action - KA to arrange Mysport logon. General Business Invited Guest Tricia Corrie Regarding Sandhurst Hockey Club Training 2011. Kylie Evans left the meeting for the duration this discussion and decision. Tricia Corrie was invited to attend the meeting and outlined to the committee issues faced by Sandhurst Hockey Club had regarding the change of training night. Motion That a discount of 25% be offered to Sandhurst hockey Club for training fees for 2011 only. Moved KB/SA. Carried. Action TD to notify Tricia Corrie of outcome. General Business President - Toni Domaschenz

3.2

3.3

3.4

3.4.1

Current Activities & Progress (Brief description including dates) Updating HCV logo - current Liaising with CoGB re clubrooms - ongoing Monitoring club feedback/issues - ongoing Outcomes/Achievements Since Last Meeting (Brief description including dates) Turf maintenance quotes received, assessed and voted on. Talk to Kylie Evans regarding portfolio and presidents meeting 11.3.11. Talk to Kay Aitken about portfolio and improving meeting process 12.3.11. Presidents Meeting 20.3.11. Meeting with Maree Wayman on portfolio 22.3.11. Finance Sub-committee meeting 23.3.11. Assist with Competitions portfolio 22.3.11 to 31.3.11. Actions Outstanding from Previous Meeting 1.8.1 Sandhurst Training Write to T. Corrie for further information Completed. 1.8.2 Reply to Correspondence from P&D Munro Completed letter of reply sent.

2.4.1.1 Catering Options Under discussion.

HCV COM 3 Meeting 10 April, 2011

rd

th

Page 1 of 10

2.4.1.3 Cabinets for Green Shed Club Interest Complete. Refer to 3.4.1.1. IC2.23 Turf Cleaning Resolved by Circular Motion 10.3.11 Motion - That Tiger Turf be engaged to perform the 2011 Annual Maintenance for the two synthetic surfaces at the HCV Hockey Complex. Moved KB/KE. Motion carried. Action - TD to liaise with Tiger Turf to arrange dates.

2.4.7.4 Forward Sponsors Names to IA Completed by KB. Items Referred to COM for Guidance, Ratification and/or Resolution 3.4.1.1 Cabinets for Green Shed Interest received from 3 clubs to purchase cabinets. A charge of $550 (plus GST) per cabinet will ensure cost recovery. An upfront payment plan will be made available to clubs. Clubs will be required to sign a lease for the space at zero cost to them. Motion - That Greg Anderson is engaged to construct storage cabinets on quotation received. Moved KB/MW. Carried Action BH to prepare contract for lease of cabinets by clubs. Action - TD to arrange building of cabinets with Greg Anderson. 3.4.1.2 Dates for Turf Maintenance and Impacts on Clubs Motion - That HCV confirm dates of Monday 18th and Tuesday 19th April for turf servicing in 2011. Moved MW/KE. Carried. Action - KB to check club training requirements and advise of water pitch being unavailable. 3.4.1.3 Moving Forward Paper Heldover. 3.4.1.4 Shelter at the Ground Discussion paper presented further information required. 3.4.1.5 Pitch Watering Discussion paper presented further information required. Action MY to provide further information and costs to next meeting. 3.4.1.6 2011 Fees Motion - That turf hire fees remain at 2010 levels (absorb GST) and competition fees are increased by 3% (absorb GST). Moved KB/KE. Carried. 3.4.1.7 Bendigo Junior Tournament 2012 2011 Bendigo Junior Tournament was a financial success. SWOT analysis completed by KB. Motion - That based on financial implications (only) the Bendigo Junior Tournament be supported in 2012. Moved KB/SA. Carried. Action KB to circulate SWOT analysis. 3.4.1.8 HCV Sponsor Fund Motion - That the development portfolio review the HCV Sponsor Fund, with view to have a policy and program in place by August 2011. Moved KB/KE. Carried. Action - MY to HCV Sponsor Fund and develop policy and program.

HCV COM 3 Meeting 10 April, 2011

rd

th

Page 2 of 10

3.4.1.9 CV Blazers Financial Management Motion - That CV Blazers sub-committee review and update their develop a 5 year plan (plus include 5 years retrospective) for financial management. Moved KB/SA. Carried. Action - SA to review and update financial management plan. 3.4.1.10 Purchase of Computer & Internet Package for Record Secretary Resolved by Circular Motion on 23.3.11. Motion - That HCV purchase a laptop combination to the value of $900 for use by Pennant Records Secretary and for Coach, Umpire and Club development purposes. Moved KKB/KE. Carried. Restrictions - The purchase includes appropriate software and internet connection for the indicative budget. A working arrangement will need to be drawn up (within 1 month) for the management and handover of the computer. Action - TD to arrange purchase of computer and draft working agreement for computer use. 3.4.1.11 Annual Service of Turf Recommendation from the Finance Sub-committee that budget available (and not required) for annual servicing be invested in maintenance/ upgrades of turf and surrounds. 3.4.1.12 Catering Options Strathdale Hockey Club Letter received from Strathdale Hockey Club. Action - Deferred to next meeting. 3.4.1.13 Discretionary Administration Funds Motion - That each committee member be allocated $150 administration funds per annum with sign off by the Treasurer. Moved KB/KE. Carried. 3.4.2 General Business Vice President/Development Maree Wayman

Current Activities & Progress (Brief description including dates) Met with Toni to have portfolio explained. Met with Sally to understand Blazers portfolio Reading information on development portfolios Actions Outstanding from Previous Meeting 2.4.2.2 Coffee vendor Details & Progress Two vendors available but due to small number of coffees sold, felt could not commit to full season. 2.4.4.6 Complete Paperwork for Financial Signatory Action - Paperwork to be completed by MY. 2.4.7.4 Email Fresh FM information to IA Completed. Items Referred to COM for Guidance, Ratification and/or Resolution 3.4.2.1 6 A-side Tournament Maryborough 2011 Paperwork sent to all clubs. 3.4.2.2 1st Aid Training for Coaches & Umpires Work in progress.

HCV COM 3 Meeting 10 April, 2011

rd

th

Page 3 of 10

3.4.3

General Business

Secretary, Kay Aitken

Current Activities & Progress (Brief description including dates) By-law Update mapping of needs underway. Calendar of Dates to be finalised and uploaded to web. HCV - 2011 Correspondence List No. Item/Topic C011 C012 C013 C014 C015 C016 C017 C018 C019 C020 C021 C022 C023 C024 C025 C026 C027 C028 C029 C030 C031 C032 C033 C034 C035 C036 C037 C038 C039 C040 C041 C042 C043 C044 C045 C046 Blazers sponsorship Bgo City Framers Chq $165 Blazers sponsorship Landmark supplies Chq $82.50 St. Killians After School Care Chq $135 Zoe Schenken - $300 CVHA BB Statement - $45,512 CVHA Cheque book CVHA MEU Statement - $24,264.65 CVHFMA BB Statement - $8,071.31 CVOS - $136.74 CVHA BB Statement - $176,991.31 Umpires availability J. Barnard Bgo Community Telco - Invoice No. 11423386 -$25.12 Bgo Community Telco Invoice No - 21010126 - $25.12 TRU Energy - $27.89 World Wide Sports Directors & Officers Sports Suzanne Hartney - Re loan of Marquees Hockey Vic 2011 Membership - Request for player numbers Atlantic Involvement - Clothing offers Albury Easter Carnival Invite Sporting Pulse - Partnership with Rebel Sports & Amart 2011 Senior Mens Country Championships Chq - Echuca Moama Hockey Club $300 Declaration of Hobby Status - Umpire - Judith Barnard Declaration of Hobby Status - Umpire -Lisa Humphrys Umpires availability J. Moresi P&D Munro - Invoice 11005 - $352.50 - Ground Mowing Spots Focus - Liquor Licence Seminar - Wed 23.3.11 Tricia Corrie - Sandhurst Training Response Sports Focus - "Strategies for Dealing with conflict on BOD & Committees Recreation Newsletter - March/April Hockey World Contract - Season 2011 Bgo Community Telco - Invoice 14423386 - $25.12 Ellwaste Sanitary Services - Remittance Advice $154.00 ATO Installment Activity - CVHA ATO Business Activity Statement - HCV Victorian Teachers games - Invite to host
HCV COM 3 Meeting 10 April, 2011
rd th

Action To To To To To To To To To To To To To To To To To KB KB KB KB KB KB KB KB KB KB KB KB KB KB KB TD/KB - Agenda KB

To Club Presidents To Club Presidents/CC COM To Club Presidents & KE To TD. Discussed with SA see report To KB To Umpires/CC KE To Umpires/CC KE To Umpires/CC KE To KB To club presidents/COM Agenda To club presidents/COM To club presidents/COM To TD To KB To KB To KB To KB Circulated to COM 5.4.11. Add to Agenda.
Page 4 of 10

C047 C048 C049 C050 C051 C052 C053 C054 C055 C056 C057 C058 C059 C060 C061 C062 C063

Clearance form - Gina Arpea Clearnace form - Nicole Vulgar CV Blazers Consent Form - Brent Goodes Bendigo Bank - Dishonored Cheque $400 - Senjuns Lahn Electrics - Repairs to Lamp holder - $658.15 TRU - Gas - 27.89 Mark Weragoda Signs - Sponsor Invoice & Chq - $110 Megan Lyall - Association squads Invoice B1016 - Chq $135 Insight of Health - Sponsor Invoice - $82.50 2011 Registration & Insurance Form - Gina Arpea Sporting Pulse - Bread promotion - Bakers Delight Clearance - David Bosse Hockey Vic 2011 Membership - Request for player numbers Clearance - Luke Roney Origin Energy - Electricity - $870.81 Clearance Victoria Baker Strathdale Hockey Club Sponsorship Proposal

To To To To To To To

KE KE SA KB KB KB KB

To KB To KB To SA To Clubs & COM To KE Replied to by KB To KE To KB To KE Agenda

Actions Outstanding from Previous Meeting C002 Sportslink Registration - Sports Focus Contact details updated. C003 City of GB Survey of Plaques & Memorials Completed and returned.

2.4.3.2 Request by Strathdale HC to Receive Minutes & Financial Documents Minutes of 1st COM meeting e.mailed to club presidents and uploaded to website. 2.4.3.1 2011 Meeting Dates After much discussion via circular motion and no result, the following meeting dates have been set: Sunday 10th April 8:15- 9:45 am Sunday 1st May 8:15- 9:45 am Sunday 6th June 8:15am-9:45am (As set at Meeting Monday 7th March) Sunday 10th July 8:15am-9:45am Thursday 4th August 7:30pm-9pm Items Referred to COM for Guidance, Ratification and/or Resolution 3.4.3.1 Hard Drive Purchased for Secretary Position Motion - That Kay Aitken be reimbursed $69.00 for the purchase of a hard drive. Moved KA/KE. Carried Action - KB to arrange reimbursement. C026 Loan of Marquees by Senjuns Hockey Club Request for loan of marquees received. Costing and contract to be completed. Action KB to arrange costings. Action BH to arrange contract.

C046 Invitation to participate in Victorian Teachers Games Invitation to participate in games has been received. Games will be held Monday 26th September 2011. Closing date for interest Friday 6th May, 2011. Action MY to request further information.
HCV COM 3 Meeting 10 April, 2011
rd th

Page 5 of 10

3.4.4

General Business

Treasurer Katrina Bales

Current Activities & Progress (Brief description including dates) Signage for scoreboards underway Country week budgets underway Shelter quote underway Scoreboard control boxes made CVHFMA debtors made contact & outcome pending Insurance Cover increase underway Term deposit research underway Outcomes/Achievements Since Last Meeting (Brief description including dates) Bgo Junior Tournament completed CV Blazer Budget completed Actions Outstanding from Previous Meeting C005 Insurance Request for public liability inclusion underway. C009 Bendigo Community Telco Account discrepancy completed.

2.4.4.2 Fixed Term Deposit Advice re. Fixed term deposit amount & length of term underway. 2.4.5.3 Use of CVHA Match Books - Note on Insurance Policy Completed. 2.4.7.4 Forward Sponsors Names to IA Completed. 2.4.7.5 E.mail Address hcv.mediapromotions@gmail.com Completed. 2.4.7.7 Reimbursement to IA of Ink Cartridge Completed. Items Referred to COM for Guidance, Ratification and/or Resolution 3.4.4.1 HV Insurance - Increase of Required Cover Awaiting final cost. 3.4.4.2 2011 HCV Insurance The cost of insurance from Hockey Victoria has been increased due to an increase in policy requirements. The actual cost of increased policy is awaited. Clubs to be offered a payment plan to assist in paying off additional costs. Motion - 2011 Insurance charge per senior player $16 and U18 $6. (increase of $1 per player from 2010 season) Motion lost. Motion - That the increased cost of insurance to be affiliated with HV be passed to clubs as a direct cost. Moved BH/MW. Carried. Action - KB to notify clubs when actual costs are known and offer payment plan to clubs. 3.4.4.3 2011 Umpire Charge-outs Motion - That Umpire Charge outs to clubs remain the same as 2010 but include GST. Snr game $22, U17 $10 U15/U13 $5 per game. Moved KB/KE. Carried. Action - KB to notify clubs of 2011 costs.
HCV COM 3 Meeting 10 April, 2011
rd th

Page 6 of 10

3.4.4.4 Financial Reports Motion - That reports be received. Moved KA/KE. Carried. 3.4.5 General Business Competitions Kylie Evans

Current Activities & Progress (Brief description including dates) Junior Draw- all entries closed March 30. Draft 3 sent to clubs. Final draw to be on Sporting Pulse on April 6th. RSL Fixture Finalisation- Shepparton Game times- in progress Gathering Information from Club Presidents for RSL Meeting- April 11- in progress Umpire Rostering for May- HCV/RSL- Seniors- with Sheryl Hartney Umpire Email Out- Junior Availability with Sheryl Hartney Sporting Pulse Registrations with Toni, Kat and Club Presidents-juniors to be finalised when draw available Junior Umpire Representative- U13 & U15- still require Umpires Phone - Received from Claire Beagley Information on Presentation Night- possible venues Outcomes/Achievements Since Last Meeting (Brief description including dates) st HCV Umpire Session- 21 March- Sheryl Hartney th Umpire Clinic held April 4 - Hockey Victoria- Scott OReilly Pennant Record Secretary- confirmed pending ratification Junior Umpires U17 Coordinator- confirmed pending ratification st Presidents Meeting- Senior and Junior Competitions- March 21 th th Junior Round Robins- U13,U15,U17- 25 and 28 March th th Senior Competitions underway- March 26 /March 27 Permit Application now in use- all clubs following process. Actions Outstanding from Previous Meeting 2.4.3.1 Book Strathdale Hockey Club Meeting Room for June 5th COM Booked. 1.7 Sub-committee Nominations Notify Successful Nominees Complete.

2.4.5.1 Sample Budget for Incidentals for Competitions Portfolio Discussions taking place with Finance Sub-Committee. Items Referred to COM for Guidance, Ratification and/or Resolution 3.4.5.1 Permit Sub-committee Motion That Sharon Welsh be ratified as a Permit Sub-Committee member. Moved KB/SA Carried. Action - KE to notify Sharon Welsh of successful nomination. 3.4.5.2 U17 Coordinator & Members of Umpires Sub-committee Motion That Kara Lahn be ratified as U17 Umpires Coordinator and members of Umpires Sub Committee. Moved KE/MW. Carried. Action - KE to notify successful nomination. 3.4.5.3 Record Secretary Nomination Motion - That Stuart McCleary be ratified as Records Secretary for all HCV competitions in 2011. Moved KE/KB. Carried. Action - KE to notify of successful nomination.

HCV COM 3 Meeting 10 April, 2011

rd

th

Page 7 of 10

3.4.5.3 Presentation Night 2011 Guidance on next step for Presentation Night- Friday 9th September- Coordinator and sub committee? Action Deferred to next meeting. 3.4.5.4 Watering of Wet Pitch Refer to Presidents report 3.4.1.5 3.4.5.5 Letter of concern Round 2 - 3.4.11 Unduly Rough Play Letter received and discussed. Action - KE to liaise with Strathdale and Senjuns. 3.4.6 General Business Representative Squads Sally Anderson

Current Activities & Progress (Brief description including dates) Circulation of CV Blazers Mens and Womens Squads for ratification. WWC & licences being faxed/emailed from coaches/managers and bus drivers. CV Blazers Sub-Committee - Sally Anderson (co-ordinator), Greg Anderson, Paul Lahn, Andrew Grech, Mick Lawlor (coaches), Kara Lahn (umpiring/functions), Tim Burnham (media/promotions), Kat Bales (finance) Paul Trimble (Sporting Pulse). CV Blazers Ball printing of tickets and flyers to be produced and circulated. Stu McCleary has offered to assist with organization of Assn senior squads. Nominations for coaches/managers will be advertised in the following weeks Sally/Kat. Working on a budget for the Senior Mens & Womens Country Weekend. All nominations for senior squads will be on the website Kat Bales for assistance here. Outcomes/Achievements Since Last Meeting (Brief description including dates). Uniforms have been ordered awaiting arrival due 5/4/2011. UK & ESO discussions held and contracts being sent Kat Bales. th Ball has been booked 28 May @ Wild Mint Kara Lahn (Flyer on notice board). All forms (medical/insurance/WWC/drivers licences) in circulation and being returned to managers and convenor. All Stars Prac Match great day, many in attendance :) Cabinets have been installed in the shed for housing of CV Blazers equipment and Association Squads equipment. Whiteboards have been hung in wet turf dug outs thanks Anderson family. Busses booked for season through Bendigo Coach lines Geraldine. Items Referred to COM for Guidance, Ratification and/or Resolution 3.4.6.1 Ratification of CV Blazers Mens Playing List - Ratified by circular motion on 24.3.11. Motion - That HCV ratify the following players, managers and bus drivers for CV Blazers in 2011.Moved SA/KB. Carried. Restrictions - Managers and bus drivers must have current WWCC sighted, signed and filed. Non-financial members are ineligible to play until financial. 3.4.6.2 Ratification of CV Blazers Womens Playing List Ratified by circular motion on 28.3.11 Motion - That the attached list of players for CV Blazers women's representative teams be ratified. Moved: Sally Anderson Seconded: Katrina Bales. Motion Carried. Restrictions - Managers and bus drivers must have current WWCC sighted, signed and filed. Non- financial members are ineligible to play until financial.

HCV COM 3 Meeting 10 April, 2011

rd

th

Page 8 of 10

3.4.6.3 CV Blazers Members Sub-Committee CV Blazers Sub-Committee 2011 - Sally Anderson (co-ordinator), Greg Anderson, Paul Lahn, Andrew Grech, Mick Lawlor (coaches), Kara Lahn (umpiring/functions), Tim Burnham (media/promotions), Kat Bales (finance) Paul Trimble (Sporting Pulse). Motion That the CV Blazers Sub-committee be ratified. Moved SA/KE. Carried. 3.4.6.4 Buses for Senior Country Weekend Action Deferred to next meeting. 3.4.6.5 Association Senior Squad Organisation Stu McCleary has offered to assist with organization of Association senior squads. Motion That Stu McCleary be ratified to assist with organising Association Senior Squads. Moved SA/KA. Carried. Action - SA to notify Stu McCleary of successful nomination 3.4.6.6 C031 -Entry for Senior Mens Country Weekend Coaches, managers and bus driver positions have been advertised. Positions to be filled before any teams are entered into Country Weekend. Action Agenda for next meeting. 3.4.6.7 Additional Womens Blazers Squad Members 2011 Motion - Moved that Sue Hird be ratified as CV Blazers SLW manager. Moved SA/KE. Carried. Motion - Moved that Jessica Harrison, Dale Conn, Tam Armstrong, Helen Butcher, Monica Isip & Abbey Ferguson be ratified as CV Blazers Squad players. Moved SA/KB. Carried. 3.4.7 General Business Media & Promotion - Iain Aitken

Current Activities & Progress (Brief description including dates) List of known Media Contacts. KB advise me of her existing media contacts. Now adding to list via direct contact with media. Will continue to develop list of possible Media/Promotion options. Considering options on how to distribute 56 No. CVHA Pins made available from previous committee. Promotion of Junior Hockey in the Bendigo Advertiser via the Junior Sports supplement on a Tuesday. Promotion of Senior Hockey (including RSL) in the Bendigo Advertiser via the Sports Scoreboard on a Wednesday or Thursday. Promotion of CV Blazers Hockey in the Bendigo Advertiser via an article on a Wednesday or Thursday. st Will commence promoting RSL Competition Round 1 being Sunday 1 May. Any Portfolios (other than CV Blazers) wanting some media exposure please contact me with details. CV Blazers are being prepared and submitted by Tim Burnham. Outcomes/Achievements Since Last Meeting (Brief description including dates) th th Articles in Bendigo Advertiser for: Bendigo Junior Hockey Carnival (19 & 20 March), th st Junior Hockey (29 March), and CV Blazers (31 March). nd Photos in Bendigo Advertiser 22 March. Successful completion of match scores by umpires at half-time & full-time in Rd 1 & 2 of senior hockey competition to assist with media report. Actions Outstanding from Previous Meeting 2.4.7.2 Hockey stickers Options for Fridge Magnets Ongoing.
HCV COM 3 Meeting 10 April, 2011
rd th

Page 9 of 10

2.4.7.4 Current list of HCV Sponsors Received. 2.4.7.5 Media/Promotion email Email address received hcv.mediapromotions@gmail.com. 2.4.7.7 Ink cartridge reimbursement Proof of purchase to KB and payment received. Items Referred to COM for Guidance, Ratification and/or Resolution 3.4.7.1 Media/Promotion Subcommittee Representative for CV Blazers Motion That Tim Burnham be added to Media/Promotion subcommittee representing CV Blazers reports to the media. Moved IA/SA. Carried Action IA to notify Tim Burnham of successful nomination. 3.4.7.2 Discuss the Issue of Circular Motions Via Email The use of circular motions was discussed and it was resolved that they be used for urgent matters only. Questions need to be phrased to ensure yes/no answers can be given, otherwise formal discussion will need to occur. Circular motions are to be sent out by the Secretary with a CC to the President. 3.4.8 General Business Grants & Sponsorship Brian Hinneberg

Actions Outstanding from Previous Meeting 1.8.2 Draft Competitive Tender Document for Mowing of Grounds In progress. Risk management issues from contractor to be added to contracts. 2.4.4.3 Contract for 2011 Hockey Suppliers Contracts completed and sent to suppliers. C006 Liaise with Heather Scanlon Regarding Minor Sponsorship Develop Sponsorship policy for discussion.

3.4.9 Other Business 3.4.9.1 Letter to Toni Domaschenz to Iain Aitken Regarding Behaviour on COM Letter being processed. Action IA to forward copy of letter to COM. Action Agenda for next meeting. 3.5 Next Meeting 8.15am Sunday 1st May, 2011. Meeting Closed 10.11am.

3.6

HCV COM 3 Meeting 10 April, 2011

rd

th

Page 10 of 10