MINUTES OF VOLLEYBALL TASMANIA GENERAL MEETING 1. INTRODUCTIONS & APOLOGIES DATE 31 st May 2017 MEETING OPENED VENUE MINUTES 6.00pm L1, 22 Elizabeth St Mick Adams MEETING CALLED BY TYPE OF MEETING CHAIR ATTENDEES APOLOGIES Volleyball Tasmania Committee meeting Mick Adams Peter Hutchinson, Mick Adams, Laura Coombe, Greg Anderson, Steph Hind, Rachel Kitson, Peter Johnson Stephen Ibbott, Jenny Macquarie, Sam Wardlaw, Chris Rice, Mark Thomas, Jake Morgan 2. CONFIRMATION OF PREVIOUS MINUTES (distributed and read) AMENDMENTS TO MINUTES Nil Moved: Peter Johnson Seconded: Mick Adams 3. CHECKLIST CHECKLIST CARRIED FORWARD / ONGOING COMPLETE 4. PRESIDENT S PRESIDENT S Stephen Ibbott (not present notes provided) WE ARE VOLLEYBALL New financial model for memberships where, instead of paying quarterly based on a predicted or past number of members, we simply contribute $10k (I think) p.a. to the fund and get $2500 back automatically under VA s participation re-investment agenda. We can also apply for a grant for additional new participation initiatives. WORLD LEAGUE, GRAND PRIX, AVC QUAL TOURN I have posted a news item and links to these events on our website. Please support them where possible. Yes I know state league R2 is on the women s GP weekend. MASTERS GAMES Volunteers required
5. TREASURER S TREASURER S Peter Johnson $17000 in invoices currently outstanding (12k is social comps) Two payments still outstanding from 2016 AVSC $2900 outstanding in 2017 TVA fees 6. COACHING COACHING Greg Anderson Need to get TVA coaches qualified to at least level 1 Greg has the experience for level 3 but needs support (from VTi $s) to get to it. $450 pp to attend 2-day course with VA presenter Greg to put together proposal - and info on what we can do in the short term... 7. COMPETITIONS COMPETITION Peter Hutchinson Affected teams by bye notified 3 weeks prior to end of season Treat State League as a separate competition with regards to club status State League finals might need to be changed if there are 6 teams in each division. - which might mean a longer Sat or Sunday finals... if both women's and men's... New Town High School are keen for us to use their gym - LC to confirm court numbers and cost Tas open person to run comp-completed 8. JUNIOR DEVELOPMENT JUNIOR DEVELOPMENT Laura Coombe Issue with net setup in Moonah hall 3 for school comps - needs to be sorted asap - 3 rounds left - also needs to be sorted for tas schools cup on 23 june Van Diemens to help run schools cup College divisions will be run on a different day - 1 Sept 9. MEMBERSHIPS MARKETING & INFORMATION Mick Adams General discussion around having a single start/finish date for memberships agreed on 31 March each year. Those due in September this year pay a seasonal fee to carry them through to 31/3/2018
Agreed to increase in costs - $60 per year and $40 per season 10. REFEREE REFEREE Mark Thomas (not present) See Attachment A for report. 11. BEACH VOLLEYBALL BEACH VOLLEYBALL Steph Hind Nothing new to report but Beach Sub-Committee will start working on 2017-18 competition dates soon. 12. SPONSORSHIP/FUNDRAISING/GRANTS BEACH VOLLEYBALL Rachel Kitson Nothing new to report. 13. GENERAL BUSINESS State League player nominations and requirement to play for southern league club Committee agreed that State League should be treated NEXT MEETING NEXT MEETING ANNUAL GENERAL MEETING MEETING CLOSED 6.00pm, Wednesday 19 th July 2017 Location: The New Sydney Hotel 7.45pm ITEMS FOR UPCOMING MEETINGS ITEMS None advised
Attachment A Volleyball Tasmania Referee Officer s report Previous Report summary Needed to clarify with Volleyball Australia how we can maintain our referee database and combine with their own for accurate record keeping. Volleyball Australia had a new online system for the administration of referee certification called Moodle. Needed to discuss with the committee what expectations should be for clubs / members to complete appropriate refereeing certifications. Actionable Items: 1. Discuss with Volleyball Australia necessity of using their online portal 2. Discuss with Volleyball Australia how we can combine our records with theirs 3. Decide on a schedule for Refereeing payment 4. Decide on regulations regarding those refereeing at tournament level Updates May 2017 1. Discuss with volleyball Australia necessity of using their online portal I have negotiated with Chloe (National Coordinator, in charge of Officiating) that we can continue to determine our own officiating certifications at the lower levels (1, 2 and 3) independently however we see fit with the proviso that we send them our course materials / combine it with their own course materials, vetted through Volleyball Australia, so that it is in line with the rest of Australia. We will not need to use Moodle at all. We can maintain our own certification operations for the foreseeable future however we should reassess this after they have changed their certification portal to be incorporated into the Fortix database system. 2. Discuss with Volleyball Australia how we can combine our records with theirs Volleyball Australia are currently working at finalising the Fortix database system so that it maintains coaching and officiating certification levels all in the same database. We will be able to send through to Chloe a list of our members who have achieved their certification levels to be included on the database we should be able to do this locally with our own membership base as well. As well as this we should be able to send through to Chloe directly any records that we have that may not be in the current national system for amalgamation. Doing this should ease some of the issues we have had previously with interstate events (i.e. school s cup) having difficulty determining our certification levels. 3. Decide on a schedule for Referee Payment
Currently we have set refereeing rates but we should set it in to a format for members to easily access, perhaps on the website. 4. Decide on regulations / requirements for those refereeing at a Tournament Level No direct action has occurred on this as I believe it is a committee issue. However my recommendations would be as follows: In the immediate future, perhaps for the winter / spring league 2017, Clubs would be responsible for ensuring that at least three (3) of the registered players who will undertake refereeing duties for the team are fully certified (and maintained on our list) at level 1 or they incur some type of penalty. For division 2 we could perhaps make it something like at least one (1) of the registered players for the team maintains certification. These requirements should be achievable as we are able to run our own certification courses as we see fit. New Items: 1. Registration of certification: Volleyball Australia charges a $22 fee for recognition that a particular level has been achieved / attempted. This is a one off fee, which will be invoiced to us when we change database records of members who complete certain levels. They suggest that we also match that fee, like most states, so that new refereeing level achievements would be a charge of $44. It didn t cross my mind to ask about historical records that we have maintained that will be moved to the national system 2. Payment of Referees: To be discussed in conjunction with the payment schedule, however I feel that we should incorporate the charge of getting certified as a return on investment i.e. Rather than charging up front we inform people that they can do the course and then not get paid for the first however many refereed games.
Refereeing Timeline Time Action to be completed Responsible Next committee All committee members meeting Determine: Payment schedule Referee expectations on clubs ASAP Provide Volleyball Australia a copy of what we would MT deem fit for Level 1 Certification June/July 2017 Hold a face to face Level 1 certification course MT & TBD June/July 2017 Inform clubs about necessity to have X amount of MT & Club heads Before above registered players per team fully registered to officiate games July 2017 after above Combine Tasmanian certification records with National database MT November/ December 2017 Consider increasing the amount of players necessary per team to be registered as officiating? Committee