THE WEST
AUSTRALIAN CROQUET ASSOCIATION (INC).
BY-LAWS.
This edition of the By-Laws was approved by Council on the 24th July 2004 and was issued on the 28th July 2004 to take immediate effect.
When amendments are made an amended page will be issued, noting the amendment and the date. Amended pages should then be inserted in your copy of the By-Laws.
Refer to Constitution Clause 22 for altering and repealing By-Laws.
51. CLUBS
To become a member club of the West Australian Croquet Association (Inc) a club is required to :
51.1 have not less than 6 members.
51.2 be or be part of a legally constituted body.
51.3 forward a written application with an application fee of $10 to the Association Secretary. Information to be included with the application to cover 51.1 and 51.2 above is
51.3.1 the names, addresses, e-mail addresses where available and telephone numbers of office bearers.
51.3.2 situation of the club, number of courts, surfaces and sizes.
51.3.3 tenure and maintenance details.
51.3.4 a list of members, addresses, phone numbers, membership of other clubs and handicaps (if applicable)
51.3.5 furnish a copy of the club’s constitution.
51.4 Only upon acceptance as a Member Club will a Member Club and its Registered Players become eligible to enjoy the rights and privileges of the Association.
51.4.1 receive
information on all Association Croquet Tournaments to help players participate,
including information on tournaments across
51.4.2 receive information including minutes of meetings of the Management Committee and General Meetings, and notices of all General Meetings.
51.4.3 become part of a network of coaching organized by the Association Coaching Committee.
51.4.4 receive information and assistance from the Association Referees Committee.
51.4.5 have access to information and expert knowledge from the Association Match Committee on the conduct of the many types of tournaments and competitions.
51.4.6 apply to conduct tournaments within the Association framework provided lawns are within the tolerance of 2 yards (1.8 m) of the standard 28 yards by 35 yards (25.6 by32m)
51.4.7 have
Registered Players eligible to and play at Clubs and Tournaments anywhere in
51.4.8 have all Registered Players included in the State Handicapping system.
51.4.9 receive legal guidance through the WA Sports Federation of which the Association is a member.
51.4.10 become eligible to receive a New Club Grant from the Australian Croquet Association (Inc).
51.4.11 become part of
an extended croquet community within the State,
51.4.12 have
Registered Players receive concessions for entertainment and social activities
arranged by the Association.
52. MEMBERSHIP SUBSCRIPTIONS
52.1 Member Clubs are responsible for the continuing Registration of all Registered Players of Clubs. The payment shall be accompanied by a statement listing
52.1.1 the names of the office bearers
52.1.2 names, addresses and telephone numbers of all Registered Players, noting new players and players previously registered with another club.
52.1.3 persons not continuing as Registered Players shall be noted.
52.1.4 a summary showing calculation of fees submitted.
52.2 Procedure for Registration of a new player.
52.2.1 When a player becomes a financial member of a Member Club, the full name, address, phone number, handicap, (if available) and date of joining shall be advised to the Secretary.
52.2.2 When, after having paid the annual subscription, a Member Club admits a playing member who is not already a Registered Player, that Member Club shall notify details of the player for registration by the Association and forward the additional membership subscription as per 2.2.1 above. That registered player shall henceforth be entitled to all the benefits and shall assume responsibilities as set out in the Constitution and the By-Laws.
52.2.3 A player shall be a registered player of one club only but may hold club membership in more than one club.
53. PAYMENT
53.1 Subscriptions shall fall due for payment on the first day of November each year.
53.2 Clubs subject to timetabling difficulties with this date may arrange with the Treasurer to pay part by the first day of November and the balance by the thirty-first day of December.
53.3 Clubs having made arrangements as in 53.2 above will not be categorised non financial and thus subject to the initiation of expulsion procedures prior to the first day of January of the following year.
54. DUTIES OF OFFICE BEARERS
54.1 The President shall –
54.1.1 take the chair at all Management Committee and Council meetings at which She/he is present
. 54.1.2 be responsible for the proper conduct of the Association affairs as set out in the Constitution.
54.1.3 co-ordinate and monitor the implementation of Association policy.
54.1.4 monitor the conduct of Association Office Bearers to ensure that all duties of said officers are carried out in a competent, efficient and professional manner.
54.1.5 represent the Association at functions or delegate this responsibility when necessary.
54.1.6 be an ex-officio member of all Standing Committees, but not be entitled to vote.
54.2 The Vice – President shall
54.2.1 assist the President in his / her duties.
54.2.2 if the President is unable to perform his/her duties, the Vice-President shall perform the duties of President.
54.2.3 be an ex-officio member of all Standing Committees, but not be entitled to vote.
54.2.4 be the Management Committee reference person for Standing Committees.
54.2.5 assume responsibility for the implementation of any approved Association Strategic / Operational Plan.
54.3 The Secretary shall
54.3.1 subject to the control of the Management Committee shall attend all General and Management Committee Meetings and be responsible for correct minutes of the proceedings of all such meetings.
54.3.2 perform such duties usually associated with the office of Secretary as may be required by the Management Committee.
54.3.3 be responsible for the custody of, and access to all documents, records and registers of the Association and the common seal pursuant to clause 23 of the Constitution.
54.3.4 maintain an up to date record of the Constitution of the Association in the Association Handbook and upon request of a registered player, shall provide a copy of the Constitution and the person may at cost have a copy of or take an extract from the Constitution but shall have no right to remove it for that purpose.
54.3.5 maintain a record of the names and the residential or postal addresses as well as telephone numbers of the Office Bearers and the Management Committee members and all persons authorized to use the common seal of the Association pursuant to the Constitution. Such record or records shall be made available to any Registered Player upon request to the Secretary.
54.3.6 maintain an up to-date record of the By-Laws, Regulations and Guidelines in the Association Handbook.
54.3.7 be an ex-officio member of all Committees, but be not entitled to vote.
54.4 The Treasurer shall
Subject to the control of the Management Committee she/he shall –
54.4.1 generate and supervise the implementation of the Financial Plan of the Association as approved by the Management Committee including an annual Budget Plan and a five year projected Budget Plan.
54.4.2 keep correct accounts and books of the Association which explain the financial transactions and financial position at all times and present financial statements to each Management Committee and Council Meeting
54.4.3 keep the accounting records in such manner as will enable true and fair accounts of the Association to be conveniently and properly audited.
54.4.4 be responsible for the collection and banking of income to an account in the name of the Association and give proper receipts for same.
54.4.5 arrange all payments and disbursements by cheque with the proviso that any single item of expenditure involving a consideration exceeding two- hundred dollars ($200) must be approved by the Management Committee in advance.
54.4.5.1 ensure that all cheques are signed by any two of the Treasure, President or Secretary.
54.4.6 open bank accounts or such other investment accounts for the purpose of earning higher rates of interest as authorized by the Management Committee.
54.4.7 at the close of each financial year prepare for submission to the AGM, together with the auditor’s report, a statement explaining the financial transactions for the year and showing the financial position of the Association at the end of that year.
55 STANDING
COMMITTEES – General
55.1 Members of Standing Committees shall be elected at the AGM as per the Constitution.
55.2 A quorum for each Committee meeting shall be a simple majority of members.
55.3 COMPLAINTS
Any complaint arising from the activities of any Standing Committee which may require investigation and the passing of a judgment must first be directed to the Committee concerned in writing by the complainant (s). If satisfaction is not achieved the complainants can then refer the complaint to the Management Committee for resolution.
56 STANDING
COMMITTEES – Powers and Duties – General
Each committee shall :
56.1 hold its first meeting no later than one month after the AGM to elect a Chairman, Secretary and a person to represent them at Council Meetings and any other meetings if so required.
56.2 send minutes of all meetings and recommendations for consideration by the Management Committee to the Association Secretary.
56.3 send a written report to the Secretary for each monthly meeting of the Management Committee.
56.4 present a written report to the AGM.
56.5 ensure that its list of operational guidelines in the WACA Handbook are current.
56.6 liaise with the Vice President with regard to any representation to the Management Committee.
COMMITTEES
– Powers and Duties – Specific
57.1 Coaching Committee :
Seven (7) elected members (who must be accredited Coaches), including the State Director of Coaching and additionally the State Coach.
57.1.1. To be responsible for all Association coaching within the State.
57.1.2 To be responsible for the recruitment and training of new coaches.
57.1.3 To appoint
a ) A State Coach with the power to co-opt assistants as necessary, to be responsible for the training of the State Squad and Team.
b) A Development Squad Coach, with the power to co-op assistants as necessary, to be responsible for the training of the Development Squad.
57.1.4 Applications for the appointment to the position of State Coach and Development Squad Coach shall be called for each year after the completion of the Interstate Cup contest and the result forwarded to the Management Committee and the Selection Committee prior to the announcement being made.
57.1.5 The appointed Coaches to take office within 3 months of the conclusion of the Interstate Cup.
57.1.6 Director of Coaching
Within one month of the AGM, the Coaching Committee is to elect one of its members to the position of Director of Coaching and inform the Association Secretary who will advise the Australian Croquet Association National Coaching Director of the appointment. The National Coaching Director is responsible for the administration of all coaching matters on behalf of the Association at State and National levels.
57.2 Handicapping Committee
Three (3) elected members.
57.2.1 Permanently record scores from all Association approved tournaments.
57.2.2 Revise all handicaps not less than two or more than four times a calendar year using a methodology approved by the Management Committee and making subjective assessments
57.2.3 Adjust at any time the handicaps of any player whose handicap is obviously in conflict with their level of skill.
57.2.4 Notify all Member Club secretaries of all such changes.
57.3 Match Committee
Five (5) elected members
57.3.1 prepare a calendar of Association and Association approved Events.
57.3.2 receive entries for Association Events and decide if any entries shall be declined and report the circumstances to the Management Committee.
57.3.3 make the draw for all Association Events and distribute to all participating players and all member clubs a schedule showing dates and venues of games to be played, and manage all such Events.
57.3.4 decide on what courts any Association Events shall be played.
57.3.5 delegate to any Member Club or Registered Player the management of any Event having regard to the rules already set down by the Match Committee
57.3.6 keep official records of results of all Association Tournament Events and advise winners and runners-up to the Association Secretary.
57.3.7 send copies of all completed charts of Events to the Handicap Committee Secretary.
57.3.8 furnish results of Association Events to the media.
57.3.9 use its discretion in emergencies and arbitrate on tournament matters as required.
57.4 Refereeing Committee
Five (5) elected members who must be qualified referees.
57.4.1 To be responsible for the administration of matters pertinent to refereeing in Association and Golf Croquet.
57.4.2 To encourage the study and understanding of the Laws and Rules of Croquet by all players.
57.4.3 To assist in the provision of referees if requested by Managers for Association and Association approved events . Managers may contact the Chairman and /or the Secretary of the Referees Committee for information on contact telephone numbers.
57.4.4 To give rulings on the Laws of Croquet and also Rules of Golf Croquet.
57.4.5 To conduct Committee Meetings with observers at least every two months including discussion of incidents arising from recent tournaments or by a referral from other clubs or other sources. The aim is to ensure that an adequate standard of refereeing is available at all times.
57.4.6 To keep all Referees informed on matters of interest.
57.4.7 To appoint suitably experienced referees to become State Examining referees. Such list is to be advised to the Australian Croquet Association National Director of Refereeing annually.
57.4.8 Administrative and secretarial work is to be handled by the Refereeing Committee.
57.4.9 Director of Refereeing
57.4.9.1. The Refereeing Committee is to elect one of the elected members of the Refereeing Committee to the position of Director of Refereeing within one month of the A.G.M. The Association Secretary is to advise the Australian Croquet Association National Director of Refereeing of the appointment when there is a change to the appointment.
The Director of Refereeing shall ensure:-
57.4.9.2 that the appropriate refresher courses and training courses are conducted.
57.4.9.3 that mechanisms are in place to keep referees up-to- date with new interpretations and developments.
57.4.9.4 that there are sufficient examining referees.
57.5 Selection Committee
Five (5) elected members who must be experienced present or past Division 1-2 players preferably with Interstate playing experience and the State Coach (in an ex-officio role) to select :-
players for the State and Interstate Cup events.
players for the State team Squad and the Development Squad.
players for Association Invitation events.
shall appoint the State Team Captain and the Vice Captain.
57.5.1 No one who is a member of the Selection Committee shall be considered as a candidate for selection in the State Team whilst he/she is a member of that committee.
57.5.2 Shall consult with the State Coach on Squad members ability and suitability for Interstate competition.
57.5.3 may consult with the past Team Captain.
57.5.4 selectors to be autonomous in the execution of their duties.
57.6 Publicity / Promotions Committee
Three (3) elected members
57.6.1 Maintain a relationship with media outlets so as to encourage as much as possible a broad range of publicity for the sport of croquet in all areas of the State.
57.6.2 Seek sponsorship arrangements wherever there appears to be benefit to the Sport.
57.6.3 Help and encourage clubs to be active in the areas of publicity and promotion so as to improve the image of croquet and encourage participation in the sport by the broader community.
Appointments to these committees are ongoing and can be changed at WACA’s direction.
Activities Sub Committee
This sub-committee consists of representatives from WACA and North Perth Croquet Club.
The Association will appoint a minimum of three (3) Registered Players to represent WACA on the Activities Sub-Committee.
The role of the Activities Sub-Committee :-
57.7.1 Initiate and coordinate activities.
57.7.2 Train and co-ordinate hosts.
57.7.3 Manage non tournament activities for outside groups.
57.7.4 Manage tournaments hosted by the Association.
57.7.5 Maintain lawns, lights and horticultural assets.
57.7.6 Reports to the Management Committee prior to each Management meeting.
57.8 Lessees Sub-Committee
The Association will ensure that two Registered Players are appointed to represent WACA on the Lessees Sub-Committee.
The Lessees Sub-Committee consists of two
representatives from each of the lessees of
Administration of Forrest
Park Pavilion in conjunction with the maintenance and upkeep of all assets at
58 COUNTRY WEEKEND – MEETING OF DELEGATES (to be held during
Country Weekend Competition ).
Each country Member Club is entitled to appoint one delegate and one deputy delegate.
The Association President is to chair the meeting with the assistance of the Secretary.
Delegates are to be given the opportunity to discuss any items nominated to the Secretary up to (2) two days prior to the meeting. Suitable recommendations may be made for consideration by the Management Committee.
Representatives of any committee may be invited to attend for resource information.
Any registered player may attend as a visitor.
59. CORRESPONDENCE
Member Clubs and Registered Players should address correspondence to the Association Secretary, except for routine matters which may be addressed directly to the relevant committee or person concerned.
60. COLOURS
The colours of the Association shall be Black and Gold.