Poverty Bay Hockey Association Meeting Minutes Monday 2nd May pm

Transcription

1 Poverty Bay Hockey Association Meeting Minutes Monday 2nd May pm Present: David Preddey (Chairman/LOB), Julie Hollamby (Committee), Gavin Kernahan (Committee/LOB), Maija lee Gooch (Administrator), David Mackey (Committee/YMP), Ngaio Haenga (Treasurer/GMC), Josie Morete (Committee/THC), Louise Teneti (Committee/GMC), Mini Smith (HKHTATTMHA), Venus Hongora (HKHTATTMHA), Apologies: Nil 1. Previous Minutes. Previous Minutes read as a true and accurate record 11th April Gavin Kernahan/Julie Hollamby. Carried. 2. Matters Arising: BBQ Application. Approved, Julie to pass a copy on to May. Gisborne Development Engineered Plans. Julie has spoken to her brother who can not make plans but is seeing if any of his contacts can. Tumu Application. Currently being processed. Changing Room Locks. Completed. Consents. Still working on them. Central Documents. These are able to be passed on to the PBHA only unless they have been recorded as in committee. Development Fees. There are still 3 outstanding and will be discussed in the financial report. Soccer. There has been nothing further from the GDC regarding games at Harry Barker. Soccer Training. Ultimately they need to confirm with the council rather than just with hockey. 3. Correspondence. Moved that the inwards is accepted and the outwards is approved. Julie Hollamby/Ngaio Haenga. Carried. Reports: 1. Financial Report. Very Similar to last months. Lights at $659, mid winter it sits around $700 $750. HBSFT first invoice of the year is in.

2 2016 Budget has been completed and we need to receive at least one of the wages or lease grants or run at a $20,000 loss. Sponsors are more important than ever. Committee members to speak to their teams to see if there is anyone wanting to sponsor. The pavilion as a venue to be pushed. Corporate night s need to be more frequent. Potentially offer sponsors spots in quiz nights. Development players. Jarrod Carter, Kobee Torrie and Lachlan Vause to be given 7 days to pay their outstanding development fees or they will be deemed unfinancial. The 7 Days will be from Tuesday the 3rd May Moved that report is accepted and accounts be paid. David Preddey/Gavin Kernahan. Carried. 2. RDM Report: Juniors. Numbers are up. Format approved as tabled. Noted that umpires are reminded to talk to Wade or May if there is any issues with coaches/sidelines. Gis Int. One team has requested goalie gear and balls. PBHA approve a facebook post requesting donations of goalie gear. Goalie Gear would be kept at hockey by the PBHA. The team will be issued 12 balls. This will not be a regular option for teams, but to support this team as they establish themselves. Events For All. There were sessions with Events For All during the holidays. They are very keen to book and use the turf during the holidays for other sessions ie soccer games etc. Goalie Course. 3 Goalies attended Stefan's course in Hawke's Bay. He aims to be here in the second week of the July holidays. U18 trials. These are taking place this weekend. Boys Lachlan Vause Jarrod Carter Kohere Tupara James Torrie Girls Maia Rickard Jess Candy Anna Ellingham Beth Torrie Ngahuia Wilson Kodi Campbell Cory Campbell Moelani Tureia Saitaga U13s. Registered for Rawleigh and Curtis. Umpiring Session. This is still penciled in for the 18th and 19th of May, awaiting confirmation. Volunteers. We need more volunteers to help with Juniors, especially saturday morning. Juniors to be put onto a duty roster basis. Fines of $40 will apply to those who do not comply. Report accepted as tabled. Gavin Kernahan/Louise Teneti. Carried. 3. Admin Report. May attended the Admin meeting with all Central Associations. Kathy has taken a number of items from the assns to action. Meetings will be held face to face every three months. Noted that Wade needs to attend. Report accepted. Gavin Kernohan/Julie Hollamby. Carried.

3 Noted that petrol costs should be milage at 74 cents per km. General Business: 1. Queens Birthday Weekend. Friday. Yes they can set up on Friday night, a time to be confirmed with May. Vats. Yes the vats will come with oil. Changing Rooms. May to contact the users of 3 6 to see if they are willing to release their changing rooms for the weekend. LOB have offered their changing room for storage purposes for those that agree. Emergency Template. Julie to adapt the emergency template for their use. Scoreboards. This is available with Team A Team B signs and numbers. If they want the names of the actual teams it will be at their cost. Names simply slid in and out. Registrations. Junior Registrations will be issued following the completion of the player registrations. Wade will be sending out the link later in the month. Payment on the 30th of May is fine. Meeting 12th May. Julie to attend. Year ⅚Contact List. Already on it as you have a registered year ⅚team. Thank you for attending the meeting 2. Maintenance. Plants. Ngaio to follow up with Squeak about lavender. Trees to be held off at this point. Lighting. Cable Ties. Gavin to talk to Bob Dyer about cable ties and the cost. Turf/Carpark Clean. Teams to be put on a roster to complete on a Sunday. One sunday per team for the season. Turf gutters, concrete area and carpark. Gloves, brooms and rubbish bags to be supplied. Teams to organise with May a time so the alarm etc can be turned off. HKHTATTMHA members left. Alarm Codes. Louise, Dave M and Josie allocated codes. Seagulls. Julie to organise a wet and dry vac to clean. Seagulls to be monitored. Turf Trainings. Teams to be reminded they can not enter the turf until their allocated time. Key. Second toilet key relocated. Solar Lights. Suggestion for solar lights to be installed on the lighting pole. Still waiting for GDC to respond regarding the security lights at the end of the grandstand. Wade to follow up. 3. Maternity Leave. May requested maternity leave. May to create a list of tasks and recommendations for the PBHA and submit by June.

4 Moved that the maternity leave is provisionally approved. David Preddey/Julie Hollamby. Carried. 4. Website Old Data. Noted that some results etc are old. The summer league/rawleigh items will remain as the suggestion was results were removed too early. All other results and data is current. Committee Members. This needs to be updated. Meeting Dates. These change the week of the PBHA meeting. 5. Cricket Letter of Support PBHA approve a letter of support. May to send a draft through for approval. 6. Admin/RDM Review. May requested more structure around the review process and the steps to be taken. Step One Review Panel set Ngaio Haenga, David Preddey, Julie Hollamby. Step Two Review Guidelines to be established. Julie to draft and to Ngaio and David P, May and Wade. Completed by May 23rd. Step Three. Review Reports written and submitted by 20th of June. Step Four. Meeting set with review panel. Step Five. Review Panel and Employees set goals and next steps. Step Six. Report submitted to PBHA. Completed by 4th July meeting. Noted that the dates are provisional and may be reviewed. 7. Injury Register. May to purchase an injury and report book from Warehouse Stationery. To be held by the senior noticeboard. Clubs to be notified to record an incidents here. 8. Health and Safety. Noted that following the Admin Meeting our Health and Safety Policy may be too broad. Other assns are having their systems audited or created by a professional. Central asking HNZ for more direction. Central Assns will look at sharing their policies. 9. Rep Documents. PBHA to review and approval via . This is to be completed by the 16th of May. 11. Competition Rules Floating Players. Clarity. Is this rule clearly defined? Should a team be allowed to choose 3 or 4 players from their A team as their floating players? How can this rule be tidied up?

5 Noted that the rules have been ratified for Now is not the time for rule changes. May has noted the floating player for discussion for next year. The competition sub committee currently has Louise, Dave M, Dave P, Claude, Wade, May. Anyone is able to come on board and notices and posts have been sent out asking for people. Draw. Has this been fair and transparent or has it been created for the benefit of a few? Noted that Wade uses a random draw creator and does not manipulate games or rounds to suit anyone in particular. There are a number of factors used when then allocating times and dates to the games, but rounds are not altered. Again the draw has been ratified by the PBHA. 12. Game Cards. Game Cards are still in consistently being completed. What steps need to be followed with items not completed correctly? D not recorded next to Day Regos Captains only signing not recording their names Umpires signing and not recording their names F not recorded next to Floating players Non registered players on the game cards with no Day Rego forms 4.10 Teams found to be fielding players that are not correctly registered, including non approved transfers, will be deemed to have defaulted the game concerned. As an additional penalty the offending team will have 3 competition points deducted 7.5 Defaulting teams shall notify the PBHA secretary no less than 48 hours before the date and time of the scheduled fixture. Teams who default a game will be deemed to have lost the game and the opposing team shall be awarded 3 competition points and a score line of 3 0. The defaulting team will also have 3 competition points deducted. Teams that play a non registered player but lose the game will result in the game score remaining as it is. Teams will not loose 3 competition points. The fault is not that of the winning team in this instance and they should not be penalised by losing their goal scorers. Fines. Teams to receive a $100 fine if they play non registered players. Teams to receive a $100 fine of they consistently complete the game card in correctly. Fines to be in place from the 3rd of May Governance Meeting 31st May

6 Julie, Louise, Ngaio, Josie, David P to be registered along with May. No one to go on the waiting list for the 3 session governance meetings. May to send through more details around the single meeting session. 14. TV/Couch/Change Table TV. Julie donating her old TV for a kids area. DVD Player. May donating a DVD player for the kids area. Toys. May to bring in some toys for the kids area. Couch. May to ask on facebook if anyone has any couches they are willing to donate. May able to purchase couch covers if they are needed. Changing Table. May to ask on facebook if anyone has a changing table they will donate. Portacot. May to bring in a portacot and blankets. TV Raffles. Wade to make 2 for 40 raffles to raise money to purchase a TV compatible with google chrome. Raffles to be housed at the bar. If one comes up for sale around $500 we will purchase and fund from the fundraising money. 15. Scooters. Signs to say no scooters, bikes or skateboards on the concrete areas. 16. Thursday/Friday Coffee Cart Gavin to follow up on a coffee cart attending thursday and friday games. 17. Saturday 7th May May to post asking for anyone able to run the sausage sizzle this saturday as Julie is away at Central Trials. Drinks and mouth guards can be sold at the table but it would be the sausage sizzle that we couldn't cover. 18. Staff Uniform. Wade to look into shirts for the PBHA staff. Prices and options to be sent to Ngaio. Meeting Closed 9.13pm. Next Meeting 13th June, following AGM.