Victoria Petanque Clubs Inc. Registration No. A0056483K 4 Fairway Drive, Gisborne, Victoria 3437 www.petanquevictoria.com.au Secretary Peter Wells peter_wells@fastmail.com.au President Graham Jones grahamj894@gmail.com Committee Meeting Minutes Caulfield Park Petanque Club Balaclava Road, Caulfield North, 3161 7.00 pm, Monday 20 June 2016 1. Attendees Graham Jones (President) Graeme McIntyre (Vice President) Rodney Deakin (Treasurer) Peter Wells (Secretary) Danny Green (ex-officio, State Director of Umpiring) 2. Apologies Guy Mercier (Member) Patrick Dufresne (ex-officio, National Director of Coaching) 3. Correspondence In: From Grampians Petanque Club to become a Member Club of VPCI (Item 7.2 Attachment 1) 4. Minutes of Previous Committee Meeting Motion: That the Minutes of the VPCI Committee Meeting of 11 April 2016 are a true record of that meeting. Proposed: Peter Wells Seconded: Graeme McIntyre Vote: Passed unanimously 5. Treasurer s Report Rod Deakin presented a brief overview of the current finances. His report is attached (Attachment 2) Opening balance on 4 April 2016: $4889.02 Income to 15 June: $1126.50 Expenditure to 15 June 2016: $ 720.00 Closing balance as of 20 June: $5295.52 It was further agreed that the Treasurer would circulate a notice to all current 22 VPCI Member Clubs requesting they pay their $50 Annual Membership fee by 30 June. 6. Business Arising from the Previous Minutes 6.1 2016 State Super 4 Teams (a) Open: Report on Matches held No report presented Page 1
(b) 60+: Report on all Matches played to date Of the 8 teams participating, 4 have played 5 games and 4 have played 4 games. The final full round is scheduled at St Andrew s Beach Petanque Club on Sunday 14 August. The teams are to be advised that all games are to be completed by 31 August and results sent to the VPCI Secretary. (c) 60 +: Issue arising at Dove PC on 5 June regarding use of substitutes/replacements in the Caulfield team. This was resolved. The Caulfield Park Petanque Club team will be contacted to confirm the replacement player and the substitute used on 5 June. It was resolved to write to PFA at the conclusion of the State Super 4 Qualifying Rounds requesting some consideration be made to more clearly explain the rules of this competition for future situations. (d) Date of Round 3 at St Andrews Beach. The final full round for the 60+ teams is scheduled at St Andrew s Beach Petanque Club on Sunday 14 August. The Committee expressed their thanks to the umpires and officials who have helped during this event to date. 6.2 2016 TransTasman Report Not available. 6.3 Committee Vacancy The VPCI have been advised that Terry Barter of the Camberwell Petanque Club has offered to fill the vacant position on the VPCI Committee. The Secretary will contact Terry to express our thanks to her and to invite her to the next VPCI Committee Meeting. 6.4 PFA 2016 Grant Report This has been prepared in draft form and the final document will be circulated to all Committee Members in the near future for approval before sending to PFA. 7. Other Business 7.1 2017 Calendar (a) Call for clubs to host events in 2017. A document (Attachment 3) was approved to be sent to all clubs as soon as possible. (b) Dates to avoid. It was agreed to attempt to avoid the following dates for major Victorian Calendar Tournaments. Sunday prior to Labor Day: Sunday 12 March Easter: Sunday 16 April Mother s Day: Sunday 14 May Father s Day: Sunday 3 September It was also agreed, where possible, to avoid PFA tournament dates, including the Easter Nationals, the TransTasman and the State Super 4 Finals. (c) Dates of VPCI events. The following Championship events will also be scheduled to fall in the Eastern Daylight Saving period from 2 April to 30 September inclusive. Victorian Championship Triples Victorian Championship Doubles Victorian Championship Mixed Doubles Page 2
In addition, VPCI will hold the Victorian Shooting Championship during 2017. It was also resolved to seek advice from the Victorian Clubs as to whether a Victorian Championship Mixed Triples would be received favourably. 7.2 Membership Application for the Grampians Club Motion: That the Grampians Petanque Club be accepted as a Member Club of VPCI. Proposed: Graeme McIntyre Seconded: Rod Deakin Vote: Passed unanimously The Secretary agreed to write to the Grampians Petanque Club to notify them that their application to join VPCI was approved and to welcome them as the 23 rd Victorian Petanque Member Club of VPCI. 7.3 Peninsula Summer Petanque Competition Graeme McIntyre presented a report concerning the suggestion to conduct a series of Saturday petanque events over the summer period on the Mornington Peninsula. The Secretary will write to Main Ridge Petanque Club, who initiated this concept, and advise them that they have the full support of VPCI and that we will assist them in any way possible as they develop their program. 7.4 St Kilda Winter Competition It was agreed that the St Kilda Winter competition was considered by VPCI as a single event (over 8 days) and that the current arrangement for their player levy paid to VPCI was appropriate. 7.5 Umpires and Coaches It was agreed that the National Director of Umpiring and the National Director of Coaching would be contacted with a request to provide up-to-date details of the current list of accredited Umpires and Coaches in Victoria, and their accreditation levels. 7.6 Payment to Umpires and Coaches It was agreed that the Treasurer was authorised to pay invoices (without further reference to the VPCI Committee) that were received from Umpires and Coaches who had been contacted, through Danny Green, State Director of Umpiring, and Gerard Finette, State Director of Coaching, to provide services to clubs and tournaments in Victoria. 7.7 Umpire Update Activity Danny Green advised the committee that he would be holding an Umpire Update activity on the 16 July and requested around $70 from VPCI to defray the cost of a modest lunch for the attendees. This was approved, 7.8 Expenditure Authorisation Motion: That the VPCI Committee authorises the Treasurer to make the following payment: (a) $70 to Danny Green as agreed to in Item 7.7 above Proposed: Graham Jones Seconded: Graeme McIntyre Vote: Passed unanimously 8 Date of Next Committee Meeting The next VPCI Committee Meeting will be held at Caulfield Park Sports Complex on Monday 15 August 2016 at 7.00 pm. Page 3
The meeting closed at 8.55 pm --------------------------- ------------------------- Graham Jones Peter Wells President ` Secretary ------------------------------ Date Page 4
Attachment 1 - Application from Grampians Petanque Club Page 5
Attachment 2 - Treasurer s Report I have established the following new Payee in the VPCI Bendigo Bank Account Dove Petanque Club. I also changed the banking details (BSB and Acc. No.) for Caulfield Park P.C. Using the new payee entity and other existing payees I paid the following monies in the period 12-Apr-2016 to 20-Jun-2016: $120, Peter Wells (costs associated with purchase of N-W Region Cup) $100, Pyrenees P.C. (local primary school petanque initiative) $200, Guy Mercier (umpire duty) $100, Main Ridge P.C. (hosting State SUPER 4 Over 60 division) $100, Dove P.C. (hosting State SUPER 4 Over 60 division) $100, Peter Mangan (umpire duty) In the period 12-Apr-2016 to 20-Jun-2016 the VPCI received the following monies: $95, Camberwell P.C. (Player Levy, Mixed Doubles) $39, Main Ridge P.C. (Player Levy for S-E Region Cup) $90, St Andrews Beach P.C. (Player Levy, Mixed Triples) $138.50, Pyrenees P.C. (Player Levy, Avoca Doubles weekend) $62, Caulfield P.C. (Player Levy, Doubles) $70, Macedon Ranges P.C. (Player Levy, N-W Region Cup) $72, Dove P.C. (Player Levy, Doubles) $440, PFA (20% of Entry Fees for State SUPER 4) $120, Weird Entertainers & P.C. (Player Levy, Over 60 s Mixed Doubles weekend) Account Summary for the period 04-Apr-2016 to 15-Jun-2016 Opening Balance $4889.02 Income $1126.50 Expenditure $720.00 Closing Balance $5295.52 The current account balance is $5295.52 (Mon-20-Jun). Membership Membership fees are due by 30th June. There are 22 member clubs and the fee is $50 so expected revenue is $1100. A review of previous Treasurer s reports shows that: (i) Apollo Bay paid a second VPCI membership fee in Nov-2015. (see Treasurer s Report 07-Dec-2015, (ii) Item A1, p.3) Smythesdale paid an extra amount of $20 to VPCI for PFA Player Licenses. (see Treasurer s Report 07-Dec-2015, Item C2, p.8) (iii) Smythesdale and Main Ridge paid $30 each to VPCI for PFA Player Licenses. These monies were not transferred to PFA as clubs were told to deal directly with PFA and not use VPCI as an intermediary. In light of these over-payments I intend to inform Apollo Bay and Smythesdale Petanque Clubs that their 2016 Memberships have been paid, and that the 2016 Membership fee for Main Ridge is $20. Rod Deakin, Treasurer, VPC Inc, Mon 20-Jun-2016 Page 6
Attachment 3 Note to all Member Clubs Regarding the 2017 Calendar Call for Offers for Club to Host Victorian Calendar Events for 2017 As we did at this time last year, VPCI is asking all Victorian Petanque Clubs to consider putting in requests to offer to host Victorian Calendar Petanque Tournaments for 2017. As always, every Victorian PFA-Affiliated Club (and there are now 23 of them, as the application by the Grampians Petanque Club to become a member of VPCI was unanimously agreed to on Monday 20 June) has the right to host at least 1 Calendar event each year, and traditionally VPCI have guaranteed that large Metropolitan Clubs will be assured of hosting at least 2 such events. Clubs should restrict the number of offers to 4. VPCI will start building a draft 2017 Calendar on the existing Calendar Page of its website from early in August. If you do put in a request to host a Victorian Calendar event can we please ask you to do the following: Put your requests in writing to any Member of the VPCI Committee by 1 August 2016. If you do put in a request, please indicate a priority for the events if more than 1 is requested. Also please indicate if the date of the event is flexible or not (alternate dates will assist us). From 1 September, clubs may put in further requests if there are vacant dates on the Draft Calendar. It is our intention that the 2017 Draft Calendar will become the confirmed 2017 Calendar as of 1 October 2016. After that changes will only be made to the Calendar on the agreement of the relevant clubs involved. In addition to Clubs hosting Calendar Events, we also need to get offers from the Victorian Clubs to host Victorian Championship Tournaments. As a general guide, clubs wishing to host these Championship events must be able to provide a minimum of 16 pistes for a Triples event and 24 pistes (of the appropriate dimensions) for a Doubles event. In 2017 we hope to run the following tournaments: Victorian Championship Shooting Competition (number of pistes is irrelevant) Victorian Championship Doubles (with separate Men and Women Divisions) Victorian Championship Mixed Doubles Victorian Championship Triples (with separate Men and Women Divisions) The last 3 of these tournaments will be scheduled in Eastern Daylight Saving Time; October to March inclusive. If you do have questions on these events, please get back to a Member of the VPCI Committee straight away. And a few reminders: For Club-hosted Calendar events, VPCI levy a fee of 10% of the total adult player registrations fees to assist in funding the development of petanque in Victoria. For Clubs that host Victorian Championship Tournaments, VPCI pays the hosting club 20% of total adult player registration fees. For the Championship events, the current VPCI policy of awarding cash prizes will continue. VPCI will consider running separate Finals Sections in these Championship events based on Victorian Player Rankings, if player numbers warrant it, to encourage less experienced players to participate. Any Club hosting a Calendar event, especially for the first time, may request financial assistance to get the necessary resources to enable them to host the event. All Calendar events shall be conducted according to the rules of FIPJP/PFA, and clubs should request Danny Green to allocate an accredited umpire for each tournament (VPCI will pay the umpire costs). As a general rule VPCI will not clash Calendar events, and will endeavour not to clash them with major PFA tournaments. VPCI may clash events that are designed specifically as Regional Tournaments. VPCI will provide the assistance of a scorer if requested, using the SPORT scoring software. VPCI website: www.petanquevi9ctoria.com.au VPCI, 22 June 2016 Page 7