This
document is designed as a reference for new Management Committee members and
those wishing to understand more about how the club operates.
Whilst it will be updated
from time to time it may not represent current policy and procedures as they are
changed to respond to immediate circumstance. It is intended to be used over a
number of years so specific dates are not shown, only the month that the event
normally occurs.
Calendar
The dates mentioned in
these procedures are approximate as the will change from year to year. An individual
calendar should be produced each year. Most critical dates are determined by
KDSA. The KDSA calendar is available from their website. The other critical
date is the registration days at the St Ives Village Shopping Centre.
Advertising/News
Banners
Banners are hung in locations
around St Ives on poles made available by Council. There are a range of
regulations governing the use of banners, the most
important is that Council will only allow them to be hung for two weeks.
Registrations for many sports occur at the same time so there is competition
for premium locations and it is important to book early. Banners can also be
hung at St Ives High school but the schools permission should be sought in
December before hanging the banner.
Banners are produced by
marketing companies such as Signwave in Hornsby. On
occasion there is a need for a new banner, these take
about 4 weeks to produce. More often the dates on existing banners need to be changed, this tends to take less time. Beware,
banner companies will close down over the Christmas break.
Banners hung illegally may
be removed and confiscated by Council.
Business Cards
Business
cards prove useful during the registration process. They can be handed
to those who wish to consider registering or if there is a crowd at the
registration desk during face-to-face registrations. Sheets of blank cards can
be obtained from large stationary suppliers and can be printed through most
printers. The cards should have the web address, an email address and the cost
of registering in various age groups.
Newsletter
The newsletter is managed
through our registration database. We send out a final reminder about
registering to last year's players in late January and then delete the list
(failure to remove the players may place the club in breach of anti-spam
legislation.
The newsletter allows both
plain text and HTML formatting. Newsletters should be sent regularly at time of
writing it Thursday was chosen so that mail going to work addresses could be
read on Friday.
Attachments should not be used as people are more wary of email with attachments, if a form needs to be made available it should
be made available via the web page.
Newspaper
KDSA arrange a general
advertisement to be placed in major press around the dates of registration. A
draft will be sent to each club to update with current dates and contact
information. This should be returned promptly to ensure it makes the deadline
for SMH etc.
Web Site
Two web
addresses are registered with the club, stivesfootball.com.au and
stivessoccer.com.au The web site is managed by Calford Green
as part of a package including the registration system. A default web page with
some management options is available through this system however to allow for
more flexibility the club has created and managed all its content. At any time
the club can revert to the standard system at no cost and without changing our
web address.
Each year
information on
registration, grading, critical dates, training times, financial reports etc
need to be updated. Where there is an existing page this can be copied to excel
or word, updated and then sent to a person with appropriate access to overwrite
the existing file. Where a link needs to be added, the webmaster should be
contacted. As a general policy, "news" type items are not added to
the web site buttons, they are sent out in the newsletter with a copy of the
newsletter placed on the web page. As a rule of thumb, if the link is going to
be current for 2 months or more, add a button.
Administration
AGM
The Annual General Meeting (AGM) is held in September. At the AGM each of the Management Committee positions are declared vacant
and elections held. The annual accounts are presented and members are free to
quiz the Committee on any aspect of the operation of the club. Notice of the AGM needs to be sent out a month prior
to the meeting together with any proposed changes to the constitution.
1)Executive of the Management
Committee (elected at the AGM -6 Positions)
The AGM can assign
any position to the executive, this allows the membership to give high priority
to a particular aspect however traditionally the positions are
- President
- Vice President
- Registrar
- Secretary
- Treasurer
- One other
2)Non-Executive of the Management Committee (elected at the AGM-6
Positions)
These are elected individuals with no specific assigned position or
duties. They are intended to represent our members across all age groups and
competitions. Non-executive members are required to attend Management Committee
meetings, usually once a month.
3)Appointed Positions (appointed by the Management Committee)
These are positions assigned specific duties and authority within the
Club. They are not required to attend meetings. They are included in emails and
discussion. Appointed positions may also be members of the Executive or
Non-Executive.
- Recorder (submits results to KDSA)
- Canteen Coordinator (stocks canteen, organises floats etc)
- Equipment Officer (order stocktake etc of balls, equipment, playing strip,
trophies)
- Special Needs (coordinate the special needs program)
- 5-a-side (coordinate the summer 5-a-side competition)
- Grounds (coordinate field dressing and other grounds issues)
- Over 35/45 Mens Registrar/Coordinator
- Men's All Age (18-35) Registrar/Coordinator
- Women's/Girls Registrar/Coordinator
- Junior Registrar (this has traditionally been filled by the club's
registrar but need not be)
- Age Group Coordinators for each Junior Age
- Marketing/Sponsorship
- Member Training and Development
- Social
- Web site
- Newsletter
Annual Returns
As an incorporated body, each
year the club is required to submit annual returns to the Department of Fair
Trading. The forms for preparing these returns are available form the
Departments web site, information required are Public Officer and a copy of the
accounts. These need to be submitted within 1 month of the AGM.
Insurance
There are three forms of
insurance associated with the club. The first is insurance of the property,
clubhouse equipment and directors insurance, a renewal notice is sent to the
club annually for this insurance. The second is the insurance cover provided by
Soccer NSW. This insurance is a form of public liability. Soccer NSW arranges
this public liability policy for all clubs. It covers all officially sanctioned
events such as training, matches etc. Where an event is extraordinary such as a
grading day, a clinic or a preseason match it is necessary to inform Soccer NSW
of the event. This is done using a sanction form (available from KDSA).
The third form of insurance
is player insurance. A component of the player registration
cost charged by KDSA covers player insurance. Information on the current
policy is available from the soccer NSW web http://www.soccernsw.com.au/home/hgahome.cl?&PT=ld&exp=3&L1=insurance&L2=insure.
Adult non-students pay a higher amount for insurance but are provided a payment
for loss of income (adult players pay the same amount whether working or not).
Claim forms can be obtained from the above web site and need to be signed by a
club official prior to being submitted.
KDSA AGM
The KDSA Annual General
Meeting (AGM) is held late in the year. Each club is assigned a certain number of
votes to cast based on its size, votes must be cast as
a block. Each club is only allowed two representatives present at the meeting
to cast those votes. Anyone wishing to stand for a position or put forward a
constitutional change must do so at least 21 days prior to the meeting.
Working
with Children
It is a requirement in NSW that any
person working with children sign a declaration in relation to offenses against
children. These forms are available from the KDSA web site. All club officials
including coaches and managers
are required to provide a signed form to the club Secretary. These forms can be
collected at team announcements or coaches and
managers evening.
Canteen
Canteen Roster
Two canteens are operated by the club,
Toolang and Warrimoo. The roster can be summarised as “you are there ….you are on duty!”
·
Each
canteen can usually cope with one person serving
·
The U6/U7/U8 team playing on field 1 at Toolang will be
on duty whilst their team play and for a short time
for handover.
·
Where two St Ives teams are playing, one
volunteer/conscript from each team otherwise 2.
·
Where no St Ives teams are playing, teams from field
2 or 3 are rostered on.
·
It is recommended each team manager prepare a roster
once the draw is published and exclude the coach and manager.
·
Similarly, if your team is playing at Warrimoo, your team is on canteen duty (but only while your
team is there)
·
With 9 home games you will need 9
volunteers/conscripts for about an hour each over the season.
Individuals can swap within the team to meet their
personal needs, coaches and managers need not carry this extra burden. If your
child can make it to the game, you can make it to the canteen. If you are on
duty and would prefer to watch the game you will need to swap with a parent
from the team playing before or after you.
Float and keys
Toolang has a grounds controller who will unlock Toolang and have the keys to
both Warrimoo and Toolang.
The first team on Warrimoo can pick up the float
from Toolang. The canteen at Warrimoo will close at 1pm and the float can be left at
Toolang canteen for collection (special needs finish at 2:30pm).
Proceedure –Toolang
-
·
Coffee is separate from canteen operations
-
·
Help dress ground ie take out goal posts and peg in
appropriate location
-
·
Flags are not required but are stored at Toolang for
use at St Ives Park Primary School
-
·
The canteen will be restocked each Thursday,
-
·
Copies of the weekend’s draw will be available
.
-
·
Prices will be listed inside canteen
-
·
Hooter needs to sound for the start and end of each
game, this will be done by grounds controller.
-
·
Remain in canteen until volunteer from next team
arrives
-
·
After all U6/U7/U8 games have been played, Special
Needs starts, so don’t pack up.
-
·
At about
1pm the takings
from Warrimoo will be dropped off
-
·
Special needs will ,
lock canteen.
Proceedure –Warrimoo
- Pick up keys and float from Toolang and 2 litres of milk from the service station. (first team
will also need to dress field)
- During the day leave the padlock locked on the
front door and place keys in cash box
- Switch off all power points (except
freezer/drinks)
- Lock all shutters and replace door draught
stoppers (sausages) so that drink machine cannot be seen from outside
through the cracks.
- Lock up canteen and then club door with padlock
ensuring bolt is pushed across and secured. (Please check it).
- Return all money and keys (including float) in
person to Toolang.
- AN ADULT MUST BE IN CHARGE AT ALL TIMES.PLEASE
- TAKE CARE MONEY IS NOT LEFT ALONE.
PLEASE –NO FREE PRODUCT OR IOU’S.
- Tea and coffee is gratis for volunteers.
Canteen
Re-stocking
The canteen coordinator will arrange
regular stocktake and re-ordering of consumable items
for both canteens.
Sweets and chips are purchased through W Brown, located very near KDSA HQ so can
be picked up regularly
Villies supplies pies and sausage rolls, these are delivered fresh then frozen
Soft drinks can be ordered through Schweppes however prices of 24 cans on
special at Woolworths or Franklins tend to be cheaper so can be used.
Clothing-
An appropriate level of stock for socks is the expected number of
players eg 900 players = 900 socks . An appropriate level of stock for shorts is to annually re-order
enough to fill the bays under the counter at Warrimoo.
Equipment Clothing
Clothing
The club's clothing falls into 4
categories
- The shirts worn whilst playing, these form part
of the kit provided to teams. The shirts are purchased from the soccer wearhouse. The brand is "State Blue",
generally, the sizes are 30 for U6, 32 for U7/8, 34 for
U9/U10, 36 for U11/U14, S for U14/U18, M or L for
AA men XL and XXL for Over 35's. Girls women teams
tend to wear S or M. Numbers on the shirts are required for competition
teams (U10 and up) with each player on the team having a unique number.
- Shorts and socks are purchased by the canteen for resale from the soccer wearhouse. Quantities required vary considerably from
year to year.
- Fleeces, hats have the emblem stitched on them
and are sold through the canteen or available on order for non-stock items
- Training shirts (drink bottles etc) are
purchased for give away to players and officials. These are obtained from
companies like Handy Imprints.
Quantities
Below is a table showing quantities ordered and on hand
|
Age |
Size |
Sold 2006 |
Ordered for2007 |
ordered for 2008 |
On Hand 2008 |
Ordered for 2009 |
On hand 2009 |
ordered for 2010 |
| Balls |
|
|
|
|
|
|
|
|
| U6-U1 |
size 3 |
|
70 |
80 |
280 |
150 |
351 |
|
| U13/14 |
size 4 |
|
50 |
|
100 |
100 |
183 |
|
| U15 Up |
size 5 |
|
70 |
270 |
100 |
300 |
376 |
|
|
|
|
|
|
|
|
|
|
| Shirts |
|
|
|
|
|
|
|
|
| U6 |
30 |
|
|
|
100 |
|
103 |
|
| U6/U7 |
32 |
|
|
|
70 |
|
49 |
|
| U8/U9 |
34 |
|
|
|
110 |
60 |
109 |
|
| U10/11/12 |
36 |
|
|
|
50 |
120 |
90 |
|
| U13/U14 |
s |
|
|
|
70 |
48 |
112 |
|
| U15/16/18 |
m |
|
|
|
70 |
|
71 |
|
| AA |
l |
|
|
|
50 |
60 |
46 |
|
| O35 |
xl |
|
|
|
? |
|
3 |
|
| O35 |
xxl |
|
|
|
? |
|
35 |
|
| |
women |
|
|
|
? |
|
|
|
| |
|
|
|
|
|
|
|
|
| |
Bibs |
|
|
|
400 |
|
|
|
| |
First aid |
|
|
|
60 |
|
|
|
|
|
|
|
|
|
|
|
|
| Canteen |
|
|
|
|
|
|
|
|
| Shorts |
|
|
|
|
|
|
|
|
| u6 |
24 |
60 |
|
|
40 |
40 |
41 |
|
| u7/8 |
26 |
30 |
|
|
55 |
50 |
76 |
|
| U9 |
28 |
50 |
|
|
30 |
50 |
40 |
|
| U10/14 |
s |
50 |
|
|
70 |
40 |
64 |
|
| U16/18 |
m |
60 |
|
|
120 |
|
67 |
|
| AA |
l |
50 |
|
|
70 |
40 |
34 |
|
| O35 |
xl |
70 |
|
|
110 |
|
110 |
|
| Total |
|
370 |
|
|
495 |
220 |
432 |
|
|
|
|
|
|
|
|
|
|
| Socks |
|
|
|
|
|
|
|
|
| U6/U8 |
S(7-2) |
80 |
|
|
70 |
100 |
100 |
|
| U9/U11 |
m(2-7) |
70 |
|
|
70 |
150 |
68 |
|
| U12 up |
l(6-10) |
70 |
|
|
70 |
150 |
240 |
|
| |
Xl(11+) |
30 |
|
|
|
40 |
36 |
|
| |
|
250 |
|
|
210 |
440 |
444 |
|
Equipment
Equipment is purchased to
assist in training. Much of this is available from soccer wearhouse
but may be purchased from other sports providers.
Kit
Kit describes the set of
clothing and equipment issued to each team. Prior to the commencement of the
season sets of kit are made up for each age group. A set includes,
cones, balls, first aid kit, bibs and playing shirt. Ideally each team will get
a new ball to be used as a match ball plus enough balls for each player to have
one at training. The sorting of balls is often time consuming so the club is
moving towards purchasing a particular brand for a particular size. Size
3 balls are used for U6-U10, size 4 by U11-U14 and size 5 by the remaining
teams.
Kit is issued to the
coaches or managers (usually at coaches and managers evening a week after team
announcements) and returned at the end of the season. Most kit items are
available from the Soccer Wearhouse. Each year in
October they have offered discounts for large/bulk purchases of playing gear
and balls. The club tries to anticipate the following years
needs and order these items at that time.
Kit comes in three parts
Shopping bag (eg woolworths green bag)
-shirts
-first aid kit
-goalie shirt (if required)
-goalie gloves (if required)
-trophy (if required)
-bibs (half as many as players)
Ball Bag
-Balls
-Cones
Keys (if any)
When returned, a stocktake of kit is carried out and an estimate of the
following year's requirements is prepared. Shirts are then issued to teams
playing in summer competitions.
Below is the contents of kit
for 2009
|
Age |
no of shirts |
goalie sh |
shirt size |
bibs |
f aid |
pump |
Whistle |
trophy |
gloves |
a-side |
team size |
| U6 |
6 |
|
30 |
6 |
1 |
1 |
1 |
1 |
|
4 |
5 |
| U7 |
7 |
|
32/30 |
7 |
1 |
1 |
1 |
1 |
|
5 |
7 |
| U8 |
6 |
|
34 |
7 |
1 |
1 |
1 |
1 |
|
5 |
6 |
| U9 |
9 |
1 |
34 |
5 |
1 |
1 |
1 |
1 |
1 |
7 |
9 |
| U10G |
9 |
1 |
36 |
5 |
1 |
1 |
1 |
1 |
1 |
7 |
9 |
| U10 |
9 |
1 |
36 |
5 |
1 |
1 |
1 |
1 |
1 |
7 |
9 |
| U11 |
11 |
1 |
36 |
6 |
1 |
1 |
1 |
1 |
1 |
9 |
11 |
| U12 |
13 |
1 |
36/s |
7 |
1 |
1 |
1 |
1 |
1 |
11 |
13 |
| U13 |
14 |
1 |
s |
8 |
1 |
1 |
1 |
|
1 |
11 |
13 |
| U14 |
14 |
1 |
s |
8 |
1 |
1 |
1 |
|
1 |
11 |
13 |
| U15 |
14 |
1 |
m |
8 |
1 |
1 |
1 |
|
1 |
11 |
13 |
| U16 |
14 |
1 |
m |
8 |
1 |
1 |
1 |
|
1 |
11 |
14 |
| MAA |
14 |
|
l |
8 |
1 |
1 |
1 |
|
|
11 |
16 |
| MO35 |
14 |
|
XL |
8 |
1 |
1 |
1 |
|
|
11 |
19 |
| MO45 |
14 |
|
XL |
8 |
1 |
1 |
1 |
|
|
11 |
20 |
| U12G |
14 |
1 |
wm |
8 |
1 |
1 |
1 |
|
1 |
11 |
14 |
| U14G |
14 |
1 |
wm |
8 |
1 |
1 |
1 |
|
1 |
11 |
14 |
| U16G |
14 |
1 |
wl |
8 |
1 |
1 |
1 |
|
1 |
11 |
15 |
| U18G |
14 |
1 |
wxl |
8 |
1 |
1 |
1 |
|
1 |
11 |
16 |
| WAA |
14 |
1 |
wxxl |
8 |
1 |
1 |
1 |
|
1 |
11 |
16 |
| WO35 |
14 |
1 |
wxxl |
8 |
1 |
1 |
1 |
|
1 |
11 |
20 |
| SN |
|
|
|
|
|
|
|
|
|
na |
25 |
Socks and Shorts for sale
Socks and shorts are sold through the
canteen. The canteen is open every Saturday morning
during the season.
In the pre-season the canteen is opened in the week prior to the season. The
canteen is staffed by volunteers, experience has shown that opening earlier does
not reduce the need to open in the last week for those who leave purchase to the
last minute. Rather than spend many nights opening the canteen, the final week
is chosen as an appropriate time.
Finance
Bank
The club has three bank accounts
held at the Commonwealth, St Ives. Takings from both registrations and canteen
are deposited. The cheque account requires two
signatures however enquires such as balance can be made by any one signature. Signatories
to the account are
typically the Treasurer, President, Registrar and Secretary. Credit card
takings from the canteen are deposited using the standard slips plus signature.
Payments taken on-line for registration are made manually on a summary sheet.
When a cheque or credit card payment is refused
(bounces) the bank account is debited and a letter sent from the bank. The
cheque
account is reconciled regularly by the Treasurer. The second
account is a high interest account. The third is an account used specifically
for those paying by direct deposit.
Budget
Each year the treasurer
prepares a budget for the coming year. The Club is a not for profit organisation so ideally should have a zero net income, in
theory, 50% of the time the club will operate at a profit and 50% of the time
at a loss however a small profit each year will result in the potential for
capital expenditure. Whilst this means present players are contributing to
facilities for future players they are also benefiting from previous
expenditure such as the clubhouse.
With the majority of
expenditure going to KDSA, the budget is best prepared after receiving their
list of charges (usually in December). KDSA charges are broken into two parts,
the cost per player and the cost per team. The bulk of charges are team costs
as it costs KDSA the same amount whether a team is 13 players or 16 players.
The player costs comprise an insurance component and a levy imposed on all
players by Football Federation Australia. The second major cost that may vary
from year to year is the cost of grounds used
for training (grounds used for matches are paid for by KDSA). At the time of
writing, the cost of one night of training under lights at Warrimoo
for the season was approximately $1,500 so additional/less training grounds can
impact on costs. Council's list of charges are
published annually on their web page.
Most other charges can be
budgeted for based on previous years expenditure
unless some form of special project/purchase is anticipated.
Below is a sample of a
table used to prepare a budget in 2006
|
Age
|
2006 fees
|
Teams
|
Players
|
Fees
income
|
KDSA
charge per team
|
KDSA
charge per player
|
Tot KDSA
Team Charge
|
Tot KDSA
Player Charge
|
Tot All KDSA
charges
|
Gross
Profit
|
balls
& equip @ $31 pp
|
Trophies @
$12
|
Training
Grounds
|
Other
expenses @ $22 per player
|
Total
Expenses
|
Net income
|
|
6
|
155.00
|
8
|
70
|
10,850
|
580
|
21
|
4,640
|
1,470
|
6,110
|
4,740
|
2,170
|
840
|
400
|
1,540
|
11,060
|
-210
|
|
7
|
155.00
|
6
|
55
|
8,525
|
580
|
21
|
3,480
|
1,155
|
4,635
|
3,890
|
1,705
|
660
|
360
|
1,210
|
8,570
|
-45
|
|
8
|
165.00
|
7
|
80
|
13,200
|
820
|
21
|
5,740
|
1,680
|
7,420
|
5,780
|
2,480
|
960
|
420
|
1,760
|
13,040
|
160
|
|
9
|
165.00
|
5
|
55
|
9,075
|
870
|
21
|
4,350
|
1,155
|
5,505
|
3,570
|
1,705
|
660
|
300
|
1,210
|
9,380
|
-305
|
|
10
|
175.00
|
3
|
45
|
7,875
|
1,135
|
21
|
3,405
|
945
|
4,350
|
3,525
|
1,395
|
540
|
500
|
990
|
7,775
|
100
|
All budgets are estimates, in the above
example U10's are assumed to have 3 teams of 15, if that were to become 4 teams
of 11 the club would receive the same income however incur an additional team charge of $1,000.
Teams are not made larger to reduce expenditure,
ideally we try to have teams with either 2 or 3 reserves with consideration
given to the complexity of a fee structure.
End
of Financial Year Reporting
The Club's financial year runs
September to August to match with the playing season. If using an accounting
package such as MYOB, at the end of the financial year it is a relatively
simple task to produce annual profit and loss and balance sheet for the current
year. These reports are presented at the AGM with copies
sent as part of the annual returns. After the AGM
we make our expenditure statement available on our web site
for members to view in the "about us" section. Traditionally a pie diagram
is prepared using excel to show the break-up.
Payments
All payments are made via cheque requiring two signature or by bank
transfer requiring two signatories sitting at the same screen. In most cases documentation
is retained for review after the end of the financial year (in some cases this
may not be possible). The accounts are not officially audited. With the great
bulk of expenditure being made in only a few transactions (KDSA, Soccer Wearhouse, trophies) and a large number of petty cash type
transactions, the cost of an audit was considered an unnecessary expense. Each
year a volunteer member of the club with accounting qualifications is called
for and asked to review the accounts.
Registration
Fees
Player registration fees are
the major source of income for the club. They are collected by the registration system via credit card as well as
cheque by mail. Cash is only taken at registration days when a receipt can be issued.
The fee structure is set each year as part of the budget
process. The club has a policy of reducing fees for those in hardship. Each
situation is considered on a case-by-case basis by the President and Registrar
ONLY (to ensure confidentiality), typically there are
one or two cases per year. The club also charges no fees to life members. In
2006 there were 3 life members still playing.
Payments to
KDSA
KDSA invoices throughout the year for various charges. Three of these are the
three largest payments made by the club. The first is for 100% of player costs
+ 50% of team costs. This is normally payable mid April. The second is the
second 50% of team costs and the third is for training grounds, both of which are normally payable in
late June. In addition to these charges, KDSA imposes fines for failure to
perform certain tasks such as incomplete match cards
or grounds not dressed.
Refunds/Rebates
The Club pays a fixed
insurance cost per player, regardless of how many games played. This insurance
is paid a short time after team announcements.
Players withdrawing within three days of team announcement receive a full
refund Players withdrawing more than three days after team announcement but prior
to playing are refunded fees less insurance costs. Refunds will be reduced by a
further 15% for each week of the season (after 6 weeks no refund). Players
joining after the season commences will have fees reduced by 5% for every week
missed. Refunds are given by cheque or credit card
reversal.
To assist families, the
club gives a 50% rebate to 3rd and subsequent members of a family registering
to play. These are normally tracked by address. It is not the intention of this
policy to give a rebate to households with a several income earners so the
policy limits a family to a maximum of two adults. The rebate is paid after the
commencement of the season.
How to issue a refund of
a credit card payment
Establish the Order ID number
:This can be done in two ways,
1) Check Emails
the easiest way is to search through the emails from verisign that
confirmed the transaction. A simple name search will find matching emails.
These look something like
Order ID: VLFR5A139D2B
Invoice: 212121212
Time Order Placed (Approximate):
Saturday, February 06, 2010 12:18:15 PM PDT
Amount of Transaction: 190.00
Payment Type: Visa
BILL TO
Joe Blow
161 Warrimoo Ave
St Ives
NSW 2075
Australia
9111-1111
2) Search Verisign/paypal
Log on to Calford green database
Open player
View player history
Identify payment date
Go to
https://manager.paypal.com/
Log on using your details, username and password
Search transactions.
This works well if you have the surname used on the credit card but not well if
another name was used.
Give refund
While still in Verisign
- Click virtual Terminal
- single transaction
- tender type: Credit card
- Transaction Type: credit
- enter order ID number
- submit
- confirm details
De-Register the player from Calford Green Database
Grounds/Clubhouse
Booking Grounds
The Club books grounds for one
off events such as grading days as well as school grounds for training. It is
not necessary for the club to book Council grounds for training (this is done
by KDSA) or grounds for normal weekend matches.
Most grounds used by the
club are controlled by Council. Council has a policy of only taking ground
bookings through peak bodies, in our case KDSA. Trying to book directly through
KDSA without first contacting Council can lead to some back and forth between
those concerned as can teams trying to arrange bookings depending on ground
availability. Out of this has grown a system where.
- The person looking for an available ground
contacts Council's open space section to locate a suitable ground. If one
can be found, they ask Council to pencil in a booking.
- The person then contacts the Secretary or Registrar
to arrange confirmation of the booking (in most cases the person
contacting Council will be the Secretary or Registrar)
- The Secretary or Registrar send an email to KDSA
requesting the ground and confirming its availability
- KDSA books the ground and advises the club
- At the end of the financial year, KDSA bills the
club for all bookings made.
- When a booking has been made well in advance (eg grading days) it is a good idea to confirm the
booking close to the event.
The Club also uses St Ives
Park Primary, St Ives Primary and, on occasion, the High School. The Department
of Education has a booking form that is completed and submitted together with a
copy of the public liability insurance. Negotiations are
direct with each school and may include charges.
Clubhouse/Canteen(s)
The Clubhouse and canteens are built on Council land and so not owned by the Club. Council does give
consideration to the organisation that funded the
construction of the facility. The Clubhouse was completed in 1980 using Club funds, the club leases the clubhouse from Council. The
Toolang canteen was built with funds from the Club and Department of Sport and
Recreation. There is no lease on the premises, exclusive access is granted to
the regular user of the facility (the Club in winter and cricket in the
summer).
Dressing
Each club is assigned responsibility for
dressing a number of fields. Clubs are fined if fields are not dressed and this
cost eventually leads to higher fees. St Ives has responsibility for dressing
Toolang, Warrimoo, St Ives Park Primary, Samuel King
and Barra Brui.
Toolang (U6
&U7 &U8 Special Needs)
Dressed by grounds controller
St Ives Park
Primary
Warrimoo (U12s and Up)
Saturday
First team Unlock change rooms, hang nets and put in place flags and
open gate for ambulance access. The key to unlock the gate and change rooms is
a red key.
The flags and nets will be stored in the change rooms, with a couple of chairs
to stand on and velcro
strips to hold the nets in place. Please allow a little time to put these up.
It is best to pull the nets over the bar and tie them on themselves,
this prevents the shower curtain effect.
Last team off needs to take down the
flags. Do not take down the nets (unless advised), they
are used on Sunday. Lock them in the change room (there is a sign)
and lock the ambulance gate.
Sunday
First team unlock change rooms, put up flags and open gate for
ambulance access (nets should be up).
The flags will be stored in the change rooms, The key
to unlock the gate and change rooms is a red key.
Last team needs to take down the flags and
nets. The nets are kept in large garbage bins which should be inside the
change rooms (there is a sign on the wall). Lock the change room and ambulance gate.
Samuel King
(U12s and Up)
Saturday
First team Unlock change rooms, hang nets and put in place flags and
open gate for ambulance access. The key to unlock the gate and change rooms is
a red key.
The flags and nets will be stored in the change rooms, with a couple of chairs
to stand on and velcro
strips to hold the nets in place. Please allow a little time to put these up.
It is best to pull the nets over the bar and tie them on themselves,
this prevents the shower curtain effect.
Last team off needs to take down the flags and nets. Lock them in
the change room (there is a sign) and lock the ambulance gate.
Barra Brui (U12s and Up)
Barra Brui is not only
shared by other soccer clubs it is also shared by other codes ie rugby. is a shared field. On some weeks there will be no games, on
some there will be games with only other clubs and sometimes there will be
games involving St Ives. At times, St Ives will not be playing the first game, we still have to dress the field. The process will be
the same as for Samuel King.
Saturday
First team needs to unlock both change rooms (red key), hang nets and
put in place flags, unlock gate and remove bollard for ambulance access.
The flags and nets will be
stored in the change rooms, with a step ladder. Velcro strips to hold the nets
in place. Please allow a little time to put these up. It is best to pull the
nets over the bar and tie them on themselves, this
prevents the shower curtain effect. Put the bins that hold the nets back in
change rooms. Unlock the bar/gate but don't remove.
The bollard is a little complex
- The red key unlocks the red post which holds the
key to the bollard.
- To unlock the bollard, you must first lift the
handle and take the weight off the lock.
- Unlock and lower (don't drop) the bollard a
little (past the locking mechanism).
- Turn the key back to the lock position and remove
the key
- Lower (don't drop) the bollard the rest of the
way into the ground.
- Place bollard key back in the red post and lock.
Last team Take down both nets and flags,
restore bollards, lock gate and lock change rooms.
Flags and nets need to be packed into the garbage bin and put in change the
change change room, there is a sign on the room . The security bollards look like two
metal squares in the ground near the toilet block. The centre
piece lifts as a handle. Lift and lock into place (no key needed). Lock change
rooms and gate/bar.
Keys
There are several keys giving access to
different locations, for easy of identification these are normally colour coded.
Red key -opens change rooms at Warrimoo, Samuel King
and Barra Brui as well as
ambulance gates.
Repairs/Maintenance
Most repairs are carried out
by Council. They need to be contacted for maintenace.
Training
Allocations
Each year KDSA along with
other peak sporting bodies is allocated grounds from Council. As training
happens after school/work and the sun sets at about 5pm in mid-winter, there is a high
demand for access to fields under lights. There is usually not an issue in
arranging training times on unlit Council and School grounds. Tuesday,
Wednesday and Thursday are the peak nights as players do not wish to train
either just before or just after playing a game.
KDSA asks clubs to nominate
the times they would like to train, invariably these will be reduced. KDSA then
publishes a table of fields and who has been allocated for training (blanks on
this table indicate the field is being used by another code eg
AFL). KDSA
later bills the club for these allocations so unused allocations should be
returned to KDSA.
At team
announcements, coaches
are appointed and training times organised. A table
of the available fields and times is placed on the whiteboard. Limited training
allocations means we need to restrict training times for certain age groups.
This also avoids children of too big an age disparity from being on the field
at the same time and causing and risking injury.
U6 and U7 are restricted to 3-5pm and weekends.
U8 and U9 are restricted to 3-6pm Tuesday - Thursday or anytime Mondays,
Fridays and weekends
U10-U16 are restricted to 3-7pm Tuesday - Thursday or anytime Mondays, Fridays
and weekends
Adult teams are allocated 7-9pm Tuesday -Thursday in consideration of the fact
that the majority need to train after work
NB Council cannot turn on lights on any field on Saturday or Sunday.
Wet Weather
In the case of wet weather, the decision to close grounds is
made by the local council (usually at 4pm on any day). This information is
then conveyed to the sporting bodies.
There are several ways to check grounds closure.
- The link from
the St Ives Website shows the latest information from KDSA.
-
When there
are closures, KDSA website features a cloud which can be clicked on for
details. KDSA also run a wet weather hotline 1 900 957 016. This
information will relate to several Local Government Areas (useful if you
are playing in Hornsby or Chatswood).
- Ku Ring gai Council lists closures of their fields on their
website http://www.kmc.nsw.gov.au/www/html/552-wet-weather-.asp?intSiteID=1 They also run a hotline 1902
213 398.
Internet/Email
See Also
Web Hosting and
Registration System
Player email system
The Calford Green system allows users to send
emails to players by team or age group. It has a basic HTML editor however it
has a few bugs and it is often better to compose the email using your regular
email software eg Outlook and once complete, view "source" and then paste the
source into the editor.
St Ives Football Email addresses
The address to access the football email addresses is
http://mailadmin.calfordgreen.com.au/HooDoo/lang/en/login.aspx
. The system allows a user to create an email address and redirect that email to
another address. For example,
secretary@stivesfootball.com.au has been created and any email sent to that
address is forwarded to the email address of the current secretary.
Officials
Coaches
Coaches prepare and train each team,
they are appointed at team announcements, at the time they are required to
complete a working with children form. Coaches are also asked to use the registration system to provide information that is
recorded by KDSA in relation to teams.
Coaching courses called licences eg the course that teaches about coaching juniors is called
the Junior Licence Course. KDSA conducts a number of
these courses and subsidises those who attend, as
further encouragement the Club pays the remaining costs of anyone
attending. People interested in undertaking the course can go to http://coaching.footballaustralia.com.au/public/coaching/courselist.asp for more information.
Managers
Managers re appointed at team announcements, at the time they are required to
complete a working with children form. Managers are also asked to use the registration system to provide information that is
recorded by KDSA in relation to teams. Managers perform the administrative
tasks associated with running a team. These tasks include completing a match card, ensuring a member of the team attends when rostered
on canteen duty or grounds dressing and holding player ID cards.
Management Committee
The Management Committee is elected
annually at the AGM with casual vacancies filled as
they arise. Positions typically include (but are not limited to) President,
Vice-President, Secretary, Registrar, Treasurer. The Management Committee holds
regular meetings, makes decisions on behalf of club members and represents
members on various committees and at various meetings with KDSA, Council etc.
|
|
|
Management Committee |
|
President |
|
Vice President |
|
Secretary & Member Protection Officer |
|
Treasurer |
|
Registrar |
|
Head Coach |
|
Non-Executive Member |
|
Non-Executive Member |
|
Non-Executive Member |
|
Non-Executive Member |
|
Non-Executive Member |
|
Non-Executive Member |
|
|
|
Support Positions |
|
Recorder (submits results to KDSA) |
|
Canteen Coordinator (stocks canteen, organises floats etc) |
|
Equipment Officer (order/stock take equipment, trophies) |
|
Special Needs (coordinate the special needs program) |
|
5-a-side (coordinate the summer 5-a-side competition) |
|
Grounds (coordinate field dressing and other grounds issues) |
|
Marketing/Sponsorship |
|
Web site/newsletter |
|
Public Officer |
|
Member Training and Development |
|
|
|
|
Grading Sub Committee |
|
President |
|
Registrar |
|
All Age Coordinator |
|
Women's/Girls Coordinator |
|
Men's Over 35/45 Coordinator |
|
Age Manager U6 |
|
Age Manager U7 |
|
Age Manager U8 |
|
Age Manager U9 |
|
Age Manager U10 |
|
Age Manager U11 |
|
Age Manager U12 |
|
Age Manager Boys U13 |
|
Age Manager Boys U14-U18 |
Referees/Linesmen
The role of the referee is to ensure the safety of players and enforcement of
rules. Referees for non-competition games are usually parent volunteers whilst
competition games will generally have a referee appointed (although this is not
always the case). Generally, spectators are asked to act as linesmen for games
on full size pitches. All adult teams are required to have several trained
referees in their ranks.
Referee training is provided by the KDSRA (the R stands for
referee). Details of these courses are available at http://www.kdsra.asn.au/join/courseregistration.asp The
club reimburses the costs involved.
Player(s)
Discipline
Players may face discipline for their actions, normally this is a red card from the referee. The
KDSA PD & DC Committee reviews all player discipline. A player sent from
the field is required to miss at least one match AND attend the PD&DC meeting. A
summary of the discipline procedure is available from our web site. For more
details, the full manual is available from the KDSA web site under LIBRARY -
MANUALS.
Girls
KDSA runs a mixed competition for
boys and girls for all ages and an exclusively girls competition from U9 up.
Few clubs choose to offer U9 or U10 girls teams
because there is little difference in ability between the genders at that age.
Clubs offering this option find their teams playing the same opponents
repeatedly because of the small numbers.
Most clubs offering the option to play in a girls only team offer it from U12 (girls aged 10 and 11). Girls
are permitted to play in the mixed competition for as long as they wish however tend not to because of both the physical
differences and a desire to be with other girls. Each individual is different
so for some girls the mixed teams are appropriate however it has been the
Club's experience that the vast majority of girls prefer to play in the girls only competition from U12 up.
ID Cards
A player ID card is issued to each player once they reach competition age
(U12). Cards
normally are used for 3 or 4 years however they need to be stamped and
initialed by the registrar each year. Player ID cards require a photo of the
player attached so a player's identity can be confirmed if necessary. Cards are
produced by the KDSA player registration system. They are automatically generated
when a new player registers or a player re-registers who's
card has expired.
Cards can also be requested by the Registrar. When a new
card is generated the KDSA registration system allows the printing of a temporary
ID card to allow players to participate until the official card id collected.
Temporary ID cards expire after 2 weeks. Once printed, ID cards need to be
collected from the KDSA office.
Registration Days
Registration days were the
traditional times when players were required to register. These have assumed
far less significance over recent times with the advent of on-line registration
but are maintained to allow those wishing to pay cash to do so. On these days
it is necessary to produce receipts for money paid. To avoid having the to re-enter information with the risk of transcription
errors, a screen based system is used to collect information and print
receipts.
St Ives Shopping Village, each year St Ives Shopping Village sets aside a day or weekend for all
the winter sports to conduct registrations. The club is competing for the attention of people. It is a good idea to
have a display that draws attention to the fact that we are soccer (rather than
St Ives Rugby, St Ives Bowling etc). This can be done by setting up a portable
goal post and with helium filled balloons shaped like soccer balls.
Registration Form
The registration form a
web based form for colleting information using the Calford
Green registration System. Requests to modify the questions need to be made in
December in order to be included in the following years form.
Registration System
The registration system collects information
and links to a payment gateway for credit card payment.
Players who have "registered" with St Ives are not
automatically registered with KDSA. The information is transfered
to KDSA once payment is confirmed and after team announcements, that way when players are recorded
in the system they can be associated with a team at the same time.
Training is provided each year by KDSA on operating their
registration system so details are not included here. The KDSA system also
collects information on officials. Each new official is asked to use the St Ives on-line player
registration system to provide their details, these
are then recorded on the KDSA system.
Summer Competition
KDSA runs an
outdoor summer 5-a-side competitions based on the Futsal rules for
5-a-side. Each team registers directly so the clubs have no involvement. As a
courtesy, the club provides players in this competition from the club playing
shirts. St Ives runs a 5-a-side competition for U6-U10.
Training Clinics
The club does not run training clinics however there are usually several run
in the local area during the school holidays. The club places information about
the clinics in its newsletter to assist players in choosing the correct clinic
for their child
Special Needs
Advertising
The Special Needs program does not advertise in the
same way as the mainstream programs. There are 4 clubs offering programs so one
club prepares a combined advertisement and provides it to each club. Each club
can then provide a copy to local special schools or disabilities groups in the
area. For St Ives these include
-Cromer
-Warriwee
-Verne Barnett
-St Lucy's
-Macquarie University
-Marjorie.Janz@wls.nsw.gov.au (produces a disability newsletter
for the north shore)
One club also ensures that information on association web
sites is updated
-Down Syndrome Association
-Autism Association
Registration
Registration for Special Needs can
occur at any time as there are no formal team structures. Although some
conditions do not pre-dispose players to greater risk of physical harm than
mainstream players, certain conditions may present physical issues eg down syndrome can be associated
with skeletal problems. As it is not possible for the club to diagnose a child's
individual condition, parents confirm that they know of no
medical issues at the time of registration.
Team(s)
Announcements
Following the grading and placing of players into teams the club holds a team
announcement day. This is normally a Saturday afternoon and takes between 30-45
minutes for each age group (U6 taking longer as most are first timers). Each junior
player in an age group with more than one team is asked to attend. The names of
the players and their teams are read out. Each team is asked to then elect a coach, a manager and nominate a training time. We encourage all players to attend
as it is often difficult to change inconvenient training times after the event.
The club prepares pre-printed sheets with contact details of
all members of the team together with the names of any person who indicated on
the registration form a willingness to coach or manage.
Coaches and managers are asked to complete a working with children form.
Coach Report
Each junior coach is asked to complete a coach report
at the end of the season. This provides information used by those grading players in the next year. A blank coach report is sent out to each
coach and made available via the web site. Once returned the coach report is
modified to conform with the team's result, this is
done in a two step process.
- Assign a
notional expected average to each team based on their results eg 105 for a top A team, 95 for a poor A team, 90 for
an average B team etc
- Determine
the average awarded by the coach and modify the coaches
score by the percentage necessary to meet the expected team average. For
example, a team has an expected team average of 90 but the coach has
awarded scores that average 100. All scores are multiplied by .9 to bring
players results in line
This modification technique is not perfect but allows a more
direct comparison of players across teams and divisions.
Grading (of players)
Grading of players involves a great
deal of preparation and planning. Only junior age groups with more than one
team are graded on grading days, adult teams are graded separately and usually
do so amongst themsleves.
- Examine
results for every St Ives team to determine an appropriate score for
comparison between teams
- Collate all
the coach reports and modify
them using the team score so that player scores can be more easily
compared
- In December book Warrimoo for 2 days
2 weeks after the shopping centre registration day.
- Ensure the
availability of air horn, bibs with numbers, pencils/pens etc
- After the
close of registration day at the shopping centre prepare grading team lists. Grading Team
lists should be based around last years teams for U7 and up and school for
U6's (as few will have been in a team before)
- Where a
school has more than one team group by friends if requested on registration form or else by
age
- Players who
were not with the club last year should be placed in a grading team based
on whatever information is available
-
Following is
a list of registered under 8 players broken into 8 teams/colours.
Grading will commence
11am
19th February at Warrimoo oval and run for about
30-40 minutes.
The process is fairly simple.
10:45 arrive at Warrimoo
oval and collect the correctly coloured bib from
outside the club house.
Warrimoo
will be broken into 4 fields. After collecting your bib go to your field (see
mudmap below and note where you are relative to the
carpark)
A "marshall"
will have a list of players and will record your child's bib number against
their list.
The children will have a run and a kick
and will see where we go from there.
Children who have not registered are
not covered by insurance so cannot take the field.
Lists will be printed at
8pm
on the Friday night, those who have not registered by
then will not be graded.
If you cannot make it to grading no
need to advise us, whilst we would like you to attend, the absence of a single
player does not effect the process and at this time of
the year we suffer significant email overload.
If your child is asked to stand aside,
it is only so the graders can see how other children perform
The teams the children have been
placed is based on last years teams, friends request, and the need to
have 8 teams for 4 fields. Late registrations were slotted in as best I
could manage to keep the teams even. It will not impact on final team
placement. This year you will be playing on a larger field but the fields will
be what your child is used to.
Don't worry if you can't find the
right shade of a particular colour, as long as it has
a number on it, the graders will be able to identify your child while they are
on the field.
Previous years tell us there will be
another 8-10 children register in the next week so we will be looking to
form 6 teams of 11 or 12 players. Late registrations will be slotted in to keep
the grading teams even. If any of your friends are missing please contact them
and ask them to register ASAP as we will be advising KDSA of the number of
teams we will be fielding in about 10 days.
{a list of names follows together with a map}
---------------------------------------------------------------------------------
---------------------------------------------------------------------------------
- As
additional players register, place them in teams to keep numbers balanced.
- Recruit
graders from last years coaches, Management
Committee etc. Ensure there are sufficient graders for there to be 2 on
each game plus one in the clubhouse and one in the canteen (rotate
positions to give graders a rest). Request volunteers referees from
spectators.
- On the
Friday before grading, print out multiple sheets with player names for
graders to score on.
- On grading
day, when players arrive direct them onto the field ASAP to prevent
crowding
- Graders
write bib numbers on sheet and game commences
- Graders need
not conform to a particular scoring system as their scores are modified.
If they are looking for a system suggest something like each player starts
on 5, +1 for ball skills +1 for teamwork, +1 for speed, +1 for accuracy +1
for endurance -1 for lack of ability, -1 for avoiding contact etc
- At
completion of the first match time the grader in the clubhouse sounds the
air horn, players are directed to their second field and games commence
after a 5 minute break.
- After
matches are completed graders scores should be collected and recorded
against each player. A single grader is nominated as the
"standard" and graders who observed the same games have their
scores modified to average the same, repeat for remaining graders against standardised graders.
Players into Teams
Each age group will have a person
responsible for selecting players for teams, this will usually be the registrar
for that age group.
Adult teams tend to be self selecting
Junior teams make up the bulk of players and team selection can be contentious.
The club policy
is that friends asking to play together can do so but the request MUST be mutual
and fit within the constraints of team size.
After preparing a draft team list, the Junior/women's registrar circulates the
list to the Management Committee or its delegated sub committee(s)
These committees can then suggest changes to the draft list (not required where
an age group has a single team).
At team announcements, players wishing to have a placement reviewed should do so
in writing on pre-printed forms.
Written requests for review should be provided to committee(s) for review
Where a request is based on training times, every endeavor should be made to
ensure alternative arrangements are made but should not be used by players to
dictate particular teams.
Committee review should be completed by the Wednesday following team
announcements to allow teams to be finalised and training commence.
Registrations after team announcements are generally placed at the Registrars
discretion without further reference to the committee(s)
Nominations (grading
of teams)
In early January, KDSA sends out a
set of forms that are used to indicate numbers of teams to them. The process is
slightly different for each group.
Non-comp (U6-U11) Each club sends
in a the number of teams it expects to field. KDSA
collates that information, divides the numbers into divisions (usually 8 teams
to a division) and then asks each club to nominate a what
teams they would like in what division. U6-U8 are
divided into North and South so that players from Berowra
do not have to travel to North Sydney for a game. The dividing line runs through St Ives and whilst we are usually
in the North, we have been placed in the South on occasion. After receiving
nominations, KDSA places teams into divisions, there is sometimes small
adjustments to ensure each division has an even number. After rounds 5,10 and 15 results are examined and teams are moved up or
down a division to ensure each team is appropriately placed.
Junior Comp (U12-U18) Each club nominates the number of
teams it wishes to field. KDSA collates that information, divides the numbers
into divisions and also recommends a division based on team performance in the
previous year. Clubs are given the opportunity to give reasons why these should
not be applied and KDSA prepares a final list of
teams and divisions.
Junior Women Comp (U10-U18) Same as for boys/mixed except different form
Adult Men (All Age Over35) Nominate for a particular division. Most divisions run on a squad based system (two teams each playing a
game but interchange between teams is allowed) eg AA4
and AA4 Reserves.
Adult Women (All Age Over 30) same as for men but different form.
Occasionally, adult teams are placed into a different
division to that requested. Once nominated, it is almost impossible to have a
competition team re-graded as the competition needs to run the course of the
draw with everybody playing everybody.
Photographs
Team photographs have been abandoned
as there has been problems over many years.
Training
Training times are arranged at team announcements. Once prepared training times are
published on the web site.
Games/Competition
Draw
The match draw is prepared by KDSA and can be viewed
on their web site.The advent of online systems have
meant that it is sometimes not available until less than a week before the
actual game. The draw is normally available for the year for competition teams
and in 5 week blocks for non-competition teams (to allow for re-grading of teams).
Gala Day
Gala day is a once a year event
where teams play a brief round robin of half length matches followed by a
knockout. The draw, rules etc are prepared by KDSA, clubs are assigned
management of certain grounds to ensure the smooth running of the event. Finals
are played at a central location and trophies and banners given to successful
teams
Match Cards
At the end of each match managers need to complete a
match card. A match card indicates the the players
that participated and the score. For non-competition games (U6-U9) each manager
records the result, each manager signs the opposition card and the card is
taken to the club's recorder. In competition games there are two sorts of card,
The first is a card that gives full details of the
players involved and the result, this is taken by the winning team and given to
the club's recorder. The losing team takes a much smaller card giving just the
result to the club's recorder. Each age group has a different coloured card so that it is easily recognised
and sorted when sent to KDSA. Match cards should be placed in the
recorders letterbox.
Results
The club's recorder submits results on-line based on match cards. Once both
teams have had (the same) result recorded it is posted to the KDSA results
system. The cards are then sent to KDSA as the official record of the game. system
Rules
Soccer is played according to the FIFA rules, a modified set of rules is used for the junior teams.
A summary of rules appears on the back of each match card, in addition KDSA
provide a summary which is published on our web site.
Wet
Weather
Soccer is played rain or shine (but not during lightning). Grounds are closed
by Councils from time to time after a period of wet weather to protect the
grass from damage. When grounds are closed KDSA are advised and the update a
recorded message and their web site. If a cloud appears on the KDSA it means
one or more Councils has placed restrictions on the use of one or more fields.
Clicking on the cloud will give full details of closures.
Trophies
Service Awards
The club recognises and honours players
when they reach milestones such as 5 years, 10 years. Prior to the end of
season, the registrar checks the number of years
service of each player. Where the player has reached a particular milestone
they receive an award. At 5 years it is a keyring
which is held in the storeroom. Greater milestones are honoured
with appropriate gifts determined by the Committee.
Trophies
In July of each year the Registrar
prepares a list of all players and sends it to each team manager for all junior
teams (adults are not provided with trophies) to verify all players are in the
their team. Once confirmed, the list is sent to the trophy supplier to produce
the trophies together with an appropriate personalised
plate.
Trophy Day
Over recent years
trophy day has been combined with Gala
Day . Whilst a busy day, most appreciate the finishing the season on a high.
Teams participate in normal Gala Day
events, when knocked out they come to Warrimoo. This spreads their arrival
throughout the day although between 11:30 and 12:30 is the busiest time. In 2009
the BBQ used 80KG of sausages, 90 loaves of bread, 20 Kg of bacon.
Social
BBQ
Before You Start
Woolworths and franklins sausages don’t sell as well, better to get better quality.
Par cooked sausages are par boiled and whilst quicker to cook are less appetising
Keep all prices to round dollars or 50cents, combinations that end with 20 cents mean a lot more change and handling
Don’t have the cook collect money, make clear where the money is collected.
Thin sausages from Peters meats St Ives will cost $6-$7 a kilo
Bacon will cost $7-$8 kilo
There are 13 sausages to a kilo
A loaf of bread will cost $2.50 -$4 depending on home/name brand
Free range eggs often have more colour and look more attractive
Eggs cost $5-6 a dozen
Frozen onions are more convenient but less aromatic and so less likely to draw people in
Simple memory approximation-A rasher of bacon, or a sausage, or an egg or two slices of bread each costs about 50 cents
Equipment
Cashier
Float, Coin box, Tokens for sale (poker chips are good eg red=$5), Signs showing prices, Table, Chair
Extras
Cake stall can increase profit considerably as no materials costs. People will often take away something on impulse. Best kept at cashier’s table.
BBQ
Long tongs x2 (short tongs and you have to reach across the heat)
BBQ
Gas Bottle (plus spare)
Matches/lighter
Egg slides x 2
Egg rings x 8
Bowl (filled with oil that egg rings can be dipped in)
Plastic gloves
Knife
Table for cashier
Table for condiment self serve
Napkins
Paper towels
Work area/table
Two metal “cake” tins each on the BBQ to keep cooked eggs and bacon warm. (bread crusts at the bottom absorb fat)
Aluminium foil
Auroguard or similar. Insects can be a problem sometimes, their presence is a real turn off. Spraying non-food areas like table legs, front of BBQ can help keep them away.
Esky & ice
Condiments
Self serve condiments increase sales as service is faster
3 squirt bottles of tomato sauce
3 squirt bottles of BBQ sauce
Table cloth
Large sauce bottle to re-fill as required
To get the layout right, think about two customers, each parents with 3 sandwiches putting them down, saucing etc
Food
Sausages, Eggs, Bacon, Oil, Bread, Onions
Quantity
Each situation will be different but here is the ratio of food used at a BBQ
at the Trophy Day
Item
|
|
Bacon
|
20kg
|
Eggs
|
na
|
Sausages
|
80kg
|
bread
|
90 loaves
|
Onions
|
25kg (before pealed)
|
Napkins
|
2 packets
|
at the High School Twilight Fair
Item
|
Used 9am-11am
|
Used by 3pm
|
Bacon
|
5kg
|
15kg
|
Eggs
|
6 Doz
|
18 Doz
|
Sausages
|
5kg
|
30 kg
|
Onions
|
?
|
12kg (before peeled and chopped)
|
Napkins
|
|
600
|
Pricing
Don’t be afraid of overcharging, it is optional for people to buy, it is for a good cause and people tend to not worry about an extra 50 cents for a one off purchase. Better to sell 100 sandwiches @ $1 profit than 150 @ 50 cents.
Suggest
Pre-preparation
Anything you can do before time means less waiting for customers and so more customers/sales
Separate the sausages, the cook can get caught up trying to break up sausages on the day.
Cut up onions and put approx 1-2 kilo in plastic bags
Preparation and process
Spray parts of the table not in contact with food with aeroguard before you start (eg legs underside)
Throw egg rings in bowl filled with oil, it stops egg from sticking and can be repeated all day.
Stick prices on the top of the table, not hanging from front, people standing at the table cannot read something at thigh height.
At cashiers table lay out napkin and bread in stacks
Customer arrives and pays money and takes a napkin two slices and coloured token.
Customer goes to the front of the BBQ and collects filling hands over token.
Customer self sauces
CONSTITUTION
1. Name
The
name of the Association shall be the
St Ives Football Club Incorporated
(referred to in these rules as "the Association") (formerly St Ives Soccer Club, established 1958)
2. Objects
The objects
of the Association, subject
to the Association's Incorporation Act,1984, shall be:
a.
to organise, control and foster the game of Soccer Football in the
junior and senior grades.
b.
to hire, rent, lease, purchase or otherwise acquire, maintain, develop
grounds and facilities.
c.
to buy, lease,
rent, sell and
generally deal in services,
sporting equipment and/or
materials, foodstuffs and beverages.
d.
to join, affiliate with,
amalgamate, or enter into partnerships
or ventures with
sporting bodies or
organisations to promote
any type of
sport or pastime.
e.
to carry on all
such activities as may be
deemed necessary and desirable by the Management Committee to achieve the
objects of the Association.
3. Membership
a.
Subject to these
rules the Members
of the Association shall be the
Members and Life Members of the Association immediately prior
to incorporation together with
such other people and organisations as the Committee admits to membership.
b.
Membership is
open to all
individuals and organisations
who accept the objects and
rules of the Association. An unincorporated organisation is not capable
of being a Member of the
Association, but it may
nominate individuals to
be Members to represent it.
c.
Individuals and
organisations wishing to
become Members of the
Association shall apply
to the Committee for membership
by
i. completing the
Association's membership
application form or
registration form, as applicable, and
ii paying the
fees determined by the Association.
d.
The parent or guardian signing
the registration form in respect of
a minor may,
on payment of the
registration fee in respect of that minor, become a member of the Association.
e.
Upon payment of the registration
fee, an adult player in respect of whom a completed registration form has been received, may become a member of the Association.
f.
Without in
any way limiting
membership of the Association, no more
than two non-playing persons from
a family can be Members.
g.
The Committee shall determine
whether or not to accept an application for membership. The Committee is not
required to supply reasons for accepting or rejecting an application for
membership.
h.
Members shall pay such fees as
are determined by the Committee.
i.
A Register
of Members shall
be kept by the
Association showing the name,
address and date of commencement of
membership for each
Member. Provision for noting the date of cessation of membership shall
also be contained in the Register.
j.
Membership fees shall fall due
on the first day a February each calendar year.
k.
Membership shall cease upon
resignation, death, expulsion or failure to pay outstanding membership fees within three months of
the due date.
l.
The financial year of the
Association shall run from 1
September to 31
August or such
other period as is
determined by the Committee.
m.
The Committee may award life
membership to Members in recognition of their work with the Association.
4. Members' Liability
The
Members of the Association shall have no liability to contribute towards the
payment of debts and liabilities of the Association or costs, charges and
expenses of the winding up of the Association except to the amount of any
unpaid membership fees.
5. Disciplining Members
1. Where
the Committee is of the opinion that a Member of the Association:
a. has
persistently refused or neglected to comply with a provision or provisions of
these rules, or
b. has persistently and wilfully
acted in a
manner prejudicial to the interests of the Association the Committee may
act as it sees fit.
2. Anyone who wishes
to appeal against
a decision refusing membership,
expelling them from
membership or otherwise
disciplining them may do so at the next General Meeting of the Association.
6. Management by Committee
Subject
to any resolution passed by the Association in General Meeting the Committee
a.
shall control and
manage the affairs
of the Association
b.
may exercise all such functions
as may be exercised by the
Association other than
those functions that
are required by these rules to
be exercised by
a General Meeting of the
Association
c.
has the power to perform all
such acts and do all such things as
appear to the Committee to be
necessary or desirable for the proper management of the affairs of the
Association
d.
the Management Committee
shall determine 6 office bearer
positions as is appropriate for the needs of the Committee. The positions may
include but are not limited to
President, Vice President, Secretary,
Treasurer, Registrar and Recorder. There shall be up to six (6)
other members of the Committee
e.
The Office Bearers and
other members of the
Committee shall be elected at each Annual General Meeting. Nominations
for the Office Bearers
and other Members of
the Committee may
be made and accepted
from the floor
at the Annual
General Meeting. If insufficient
further nominations are received
any vacant positions
remaining on the Committee shall be deemed to
be casual vacancies. Any casual vacancy occurring in
the Committee may be filled by a Member appointed by the Committee
f.
each member of the Committee shall hold office from the date of their
election or appointment until the next Annual General Meeting.
g.
retiring Committee members are
eligible for re-election
h.
the Committee shall meet as
often as necessary to conduct the business of the Association but not less than
three (3) times in each period of twelve (12) months
i.
oral or written notice of a
meeting of the Committee shall be given by the Secretary to each member of
the Committee at
least 48 hours
(or such other period
as may be
unanimously agreed upon
by the members of the Committee)
before the time appointed for the holding of the meeting, however, notice of
the Committee Meetings may be given at the previous Committee Meeting
or by such
other means as the
Committee may decide upon
j.
any six (6) members of the Committee, one of whom must be an Office
Bearer, constitute a quorum for the
transaction of the business of a meeting of the Committee.
k.
a member of the Committee shall
cease to hold office upon resignation in writing, removal as a Member of the
Association, absence from three (3) successive
Committee meetings without the prior approval by the Committee, cessation of
membership or death
l.
the Committee may
function validly provided
its number is not
reduced below the
quorum. Should Committee numbers
fall below the quorum the remaining Committee members may act
validly only to appoint new Committee members.
m.
questions arising at any meeting of
the Committee shall be decide by the majority of votes of those present. In
case of an equality of votes the person chairing the meeting may have a second
or casting vote.
n.
if within half an hour of the
time appointed for a Committee
meeting a quorum
is not present
the meeting shall he dissolved
o.
additional meetings of the
Committee may be convened by the President
or any two
(2) members of the
Committee.
7. General Meetings
a.
An Annual General Meeting of
the Association shall be held each year within six (6) months from the end of
the financial year of the Association (except the first Annual
General Meeting which
shall be held within two (2) months
from the end
of the first financial year
and within 18
months of incorporation)
b.
The Committee may, whenever it
thinks fit, convene a special General Meeting of the Association. A
special General Meeting
must be convened
by the Committee within
three (3) months of
receiving a written request to do
so from at least 5% of the membership of the Association
c.
At least 14
days notice of
all General Meetings shall be given to Members. In the
case of General Meetings where a
special resolution is
to be proposed, notice of the
resolution shall be given to Members at least 21 days before the meeting
d.
In the
case of the
Annual General Meeting
the following business shall be transacted:
i. confirmation of the Minutes of the last
Annual General meeting and
any other recent
special General Meeting, since the last Annual General Meeting;
ii. receipt of the
Committee's report upon the activities of
the Association in the
last financial year;
iii. receipt and
consideration of a statement from the
Committee which is not misleading and gives a true and
fair view for
the last financial year of the Association's
-income and
expenditure
-assets and
liabilities
-mortgages, charges
and other securities
-trust properties
iv election bf
the Office Bearers
and other members of the
Committee
e.
The quorum for a General
Meeting shall be six (6) Members present in person. If within half an hour of the
time appointed for a General Meeting a quorum is not present the meeting shall
be dissolved
f.
Voting at General Meetings
shall be by show of hands unless a secret ballot is demanded. Decisions shall
be made by a simple majority vote except for those matters which
must be decided
by a special resolution where
a three quarter
majority is required
g.
All votes shall be given
personally and there shall be no voting by proxy
h.
In the
case of an
equality of votes
the person chairing the General
Meeting may have a second or casting vote
i.
Nominations of
candidates for election
as Office Bearers or other
Committee Members may be made at the
Annual General Meeting or in such other ways as may be determined by the
Association at a General Meeting
j.
Written notice of all General
Meetings shall be given to Members personally, by post or
deliver to the Member's last known address or e-mail address or by publication
in the Association's Newsletter.
8. Office Bearers
a.
The President, or in the President's absence,
the Vice President, shall
act as chairperson
at each General Meeting of the
Association
b.
If the President and Vice President are absent from a Meeting or unwilling
to act, the Members present at the Meeting shall elect one of their number to
act as a chairperson
c.
The Secretary shall ensure that the records of the business of
the Association including
the Rules, Register of
Members, Minutes of all
General
and Committee Meetings and a file of all correspondence are kept.
The records shall be
available for inspection by any
Member and shall be held in the custody of the Secretary
d.
The Treasurer shall ensure
that correct books and accounts
including but not
limited to Cash
Book, Receipt Book, Cheque Book, Deposit Book and General Ledger are
kept showing the financial affairs of the Association. These records shall be
available for inspection by any Member and shall be held in the custody of the
Treasurer.
9. Funds Management
a.
Subject to any resolution passed by the Association in General
Meeting, the funds
of the Association shall be used in pursuance of
the objects of the Association in such
a manner as the Committee determines
b.
all cheques, drafts, bills of
exchange, promissory notes and other
negotiable instruments shall
be signed by any two Office Bearers or employees of the
Association, being Members or employees authorised to do so by the Committee.
10. Review of Accounts
At each AGM, the Association shall consider the appointment of
persons to review the accounts:
a.
the reviewer(s) shall be
elected at the Annual
General Meeting. They shall
examine all accounts, vouchers,
receipts, books, etc., and
furnish a report
thereon to the
Members, at the subsequent
Annual General Meeting.
A review of the
Annual Accounts must be conducted at regular intervals of not more than
twelve (12) months
b.
a reviewer shall not be a member or closely
related to a member of the Committee.
c. more than one person may be nominated at the
AGM to
review the accounts provided they have the support of at least 1/4 of those
present and hold recognised accounting qualifications.
d.
Where an appropriately qualified person is
not available or cannot be found, a suitable person may be appointed by
absolute majority of those present at the AGM.
e.
in the event of a casual vacancy, the
Committee may fill the position of reviewer(s), such party to hold the position
until the next Annual General Meeting.
f.
Where more than 50% of those present call
for review by a qualified auditor this audit will replace the review of
accounts
g.
Where a majority of those
present call for a review but the required 1/4 do not support any
candidate, and auditor shall be appointed.
h.
Review requirements for the current year
may be varied by resolution at the AGM provided that such variation is carried by the same majority
as is required by a Special Resolution (section 11 .iv, currently 75%)
11. Special Resolution
a.
A Special
Resolution must be passed by
a General Meeting of the
Association to effect the following changes:
i.
a change in the Association's
name
ii.
a change in the Association's
rules
iii.
a change in the Association’s objects .
iv.
an amalgamation
with another
incorporated Association
v.
to voluntarily
wind up the
Association and distribute its
property
vi.
to apply for registration as a
Company or Co-Operative
b.
a Special
Resolution shall be
passed in the following manner:
i.
a notice must be sent to all
Members advising that a General
Meeting is to
be held to consider a Special Resolution
ii.
the notice must give details of the
proposed Special Resolution and give
at least 21 days notice of the
Meeting
iii.
a quorum must be present at the
Meeting
iv.
at least three quarters of
those present must vote in favour of the Resolution
v.
in situations
where it is
not possible nor practicable for
a Resolution to
be passed as described
above, a request
may be made
to the Corporate Affairs
Commission for permission to pass the Resolution in some other way.
12. Public Officer
a.
The Committee
shall ensure that
a person is appointed as Public Officer.
b.
The first Public Officer shall
be the person who completed the application for
incorporation of the Association
c.
The Committee may
at any time
remove the Public Officer and appoint a new
Public Officer provided the
person appointed is 18 years of age or older and a resident of New South Wales
d.
The Public Officer shall be deemed to have vacated his position in
the following circumstances:
i death
ii resignation
iii removal
by the committee
or at a
General Meeting
iv bankruptcy or financial insolvency
v mental illness
vi residency outside of New South wales
e.
When a vacancy
occurs in the
position of Public Officer the Committee shall
within 14 days
notify the Corporate Affairs Commission by the prescribed form and appoint a new Public
Officer.
f.
The Public
Officer is required
to notify the Corporate Affairs Commission by the
prescribed form in the following circumstances:
i appointment (within 14
days)
ii. a change
of residential address (within 14 days)
ii a change of the
Association’s objects or rules (within one (1) month)
iv a change in
the membership of
the Committee (within 14 days)
v a change in the
Association's financial affairs (within one (1) month after the Annual General
Meeting)
vi a change in the
Association's name (within one (1) month)
g.
the Public Officer
may be an
Office Bearer, Committee member,
or any other
person regarded suitable for the
position by the Committee.
13. Miscellaneous
a.
The Association shall effect and maintain insurance as is required
under the Association's Incorporation Act together with any other insurance
which may be required by law or regarded as
necessary by the association.
b.
The funds of the association shall be derived from the fees of
members, sponsorship donations, grants and such other sources approved by the
Association.
c.
The Common Seal of the Association shall be kept in the custody
of the Secretary
and shall only
be affixed to a
document with the
approval of the Committee. The stamping of the Common
Seal shall be witnessed by the signatures of two (2) members of the Committee.
d.
The Association may
at any time
pass a Special Resolution determining how any
surplus property is to be distributed in the event that the Association should be
wound up. The distribution of surplus property shall be in accordance with
section 53 of the Associations' Incorporation Act, 1984.
e.
Service of documents on the Association is effected
by serving them on the Public Officer or by serving them personally on two (2)
members of the Committee.
f.
Notices sent by post shall be
deemed to have been received two (2) days after the date of posting.
g.
The income and property of the Association shall be used only for
the promotion of the objects of the Association and shall not be paid or
transferred to Members by way of dividend, bonus or profit.
This is
the Constitution as amended by Special Resolution at the Annual General Meeting
held on
September 20, 1993 and
12 September 2004 and
9 September 2005