VUHC committee meeting 19th May 2014
Official minutes
Present: Amy, Steph, Martin, Suan, Wolfy, Zach, Camille, Nina, Alex, Zoe
Apologies: Kev, Joel
Meeting commenced: 1610hr
Venue: Amy’s house
Official welcome by Amy.
Agenda item 1: Outline roles and responsibilities of members
VUHC is a separate incorporated association. Operate under Vic Gov rules and our own by-laws. Incorp Associations Act, Model rules and by-laws.
Amy gives quick run through Act and Rules. Encourages all committee members to have a read of these. Can be found online on the Victorian Consumer Affairs website. In relation to recent concerns, confirms that secretary is Public Officer and a Quorum is 10% of all members.
Amy provides run-down of core provisions: pgs 14-20 of Model Rules. This section outlines powers of the committee. Core positions are President, VP, Secretary & Treasurer. Confirms that we need to have 4 VUHC committee meetings per year. We must hold our AGM within 6 months of end of financial year.
Whilst VUHC is governed by IAA, we need familiarise with by-laws. VUHC also need to think about other responsibilities in regard to risk management, insurance and other laws that may apply, particularly in relation to holding public events. E.g. all those supervising juniors need to have working with children checks. VUHC also need to look further into public liability insurance.
2 – Handover from outgoing president
Wolfy welcomes Amy. Flags two main items that need further work, being finding new pools and junior development. Welcomes new fresh faces to the committee. Believes finding pools and new blood the two major hurdles in expanding sport in Aus. Expanding membership base a separate issue also. Both to be discussed under separate agenda items later in the meeting.
3 – Administrative matters
Camille and Martin explain process of submitting annual report to CAV. Discussion on email traffic. Committee email list to change, with two lists created. Further discussion on administrative matters.
4 – Responsibilities of Ordinary Members
Suggestion by Amy that each Ordinary Member take responsibility for a certain issue. Suggests following categories:-
Fundraising, Junior Dev, Membership (expanding membership base and getting new players), Coaching (assisting current coaches, capacity building), refereeing, operating procedures, communications, website, new pools.
Roles assigned as follows:-
Communications - Alex
Website - Suan
New pools - Steph
Fundraising – Steph, Amy, Suan
Operating procedures – Camille, Martin, Amy, Zoe
Junior development – Nina, Camille, Zach
Membership (inc managing existing, attracting new members in hockey, attracting new blood) – Alex, Camille.
Coaching – Amy, Wolfy
Refereeing–Martin, Joel, Kev
5 – New Pools
Problem: No one wants us.
Problem pools – Noble Park, MSAC, Melbourne High.
List is compiled.
Steph requests that we try and get a reference from Geelong Grammar (Handbury Centre). Maybe try Xavier for a reference too. Also Wonthaggi, Leongatha, Warragul, Hobart? Need to raise positives with pools, such as increased people through the gate.
Raise sports floor as an option? Maybe an item to add to long term goals. Should seek a grant for.
Alex suggests the possibility of using the plastic end of the MSAC pool.
6 – Discussion of committee goals
Discussion around both short term and long term. Need to remember we only have 6 months of this year. Short term goals need to be tangible action items. Long term goals can be a little looser.
7 – By-laws
Addressing a letter from Belinda Watts-Keeley. Amy suggests that from by-laws it’s clear that the VUHC does not have a role in providing input in selections of a team. However, we are responsible for appointing coaches and selectors.
Amy raises scenario whereby junior and local players miss the teams because of these international players. Raises ethical dilemma. Have a responsibility to promote development of sport within Vic and Aus. General discussion surrounding this view.
Don’t need to update VUHC by-laws based on UHA changes. Butneed to review by-laws. Won’t apply until selections process next year.)
8 – Selections of coaches/teams for nations
Amy – need to put together a framework for coaches, manager and selectors for nationals. Includes KPI’s, goals. Design very specific questions for applicants to respond to.
9 – State champs
Have booked Geelong Grammar for the 27th July. All clubs notified. Need to keep moving on this.
10 – Calendar for 2014
Running tight on timeline for coaches if selections are to happen in July with State Champs.
Junior development event. Nina – look at school holidays. .
Talk of social event, refs course. Align refs course with something? Refs course in September. Combine with 4s comp at Xavier. Check school holidays. Have refs/4s this side of school holidays.
AGM Nov, weekend after cup weekend.
Amy closes by readdressing long term goals. Will become further discussion points for the year.
Meeting closed: 1830hr.