Exec and Committee Meeting Summaries

Executive and Committee Meeting Summaries

October 2025: from the Committee

Written and/or verbal update reports from the President, Treasurer and each of the Coordinators were provided (regular meeting item)HACT General Manager Joly Moore attended the meeting and feedback on the season was provided by attendees. The focus of feedback was on umpiring, draws, equity regarding match timings while balancing the need to showcase CL1 matches, Written and/or verbal update reports from the President, Treasurer and each of the Coordinators were provided (regular meeting item), communication from HACT, behaviour and discipline, Revsport guides and clarifying rules relating to U10 matches.
Committee members were asked to complete a Committe Review of the year
The committee was advised that a draft Organisation Structure diagram and Committee Roles and Responsibilities document has been developed and will be provided to members for their information. It was acknowledged that normally this would be provided to the committee for feedback prior to going to the broader club, but unfortunately this was not possible due to the upcoming AGM.
The upcoming AGM and committee positions were discussed.

September 2025: from the Executive

The Exec discussed and determined recipients for Club awards
Members will be asked to nominate recipients for the Supporter of the Year Award
A date and venue was identified for the AGM and publication of the Notice of AGM and Agenda were discussed
Submitting the Club's Not for Profit Self-Assessment with the ATO was discussed
End of financial year projections were presented
Progress on outstanding player fees were discussed
Indoor fees were determined
An end of season survey will be rolled out to players
An update on the Summer Skills Program was presented.

August 2025: from the Executive

It was agreed that the Executive would undertake a review of how we are performing against the Strategic Plan
Following discussion on spectator uniforms, it was agreed that we would seek a Uniform Officer
A draft Complaint Handling Guide was tabled and it was decided that the Committee would be asked to provide feedback on it.
An Indoor Fees Policy would be created
Individuals that continue to owe the club fees will be followed up.
Work is being undertaken on development of a Club Child Safeguarding Statement
Planning is underway on the junior Summer Skills Program.

August 2025: from the Committee

Written and/or verbal update reports from the President, Treasurer and each of the Coordinators were provided (regular meeting item)
Thanks was passed onto members of the Social Committee for their organisation of the joint Central / St Pats Trivia & Games Night
2026 Committee positions were mentioned - who intends to continue / does not intend to continue?
Committee members were asked to provide feedback on the draft Complaint Handling Guide
An update on the draft Child Safeguarding Statement and Summer Skills Program was provided
Changes to the collection of Indoor fees were outlined
An update on outstanding fees was provided
Concerns regarding the behaviour of some parents and team officials was discussed and will be raised with HACT.
A propsal to acknowledge player years of service to St Pats was supported; it is intended the Program will be rolled out in 2026
Support was requested for the Bunnings BBQ.

July 2025: from the Executive

Records Management of the Club via our Google Drive was discussed
Sponsorship expenditure was discussed, ensuring all areas of the Club benefit
The Strategic Plan was updated to more closely reflect HACT's Plan
Changes to the Exec and Committee structures were approved to ensure the Club fulfills its commitments effectively both operationally and strategically
An update on coaching was provided
In prep for the Senior Presentation Night, it was decided a review of our club awards would occur to ensure a clear criteria is provided for the information of members and decision makers
A financial report was provided and decisions regarding fees that have not been paid were made, and would be communicated to members
A report on the Child Safeguarding 'Self-Assessment' was tabled and discussed
An update on the Player Pathway document was provided
An update on WWVP registrations was provided.

June 2025: from the Executive

The 2025 Draft Strategic Plan was updated to more closely align with HACT's recently finalised Strategic Plan and was renamed 2025-2029 Strategic Plan
It was agreed we would generate a Complaints Handling Guide for the information of members
An update on sponosrship was provided
The Player Pathway was updated and will be published shortly
A review of the club's position relating to WWVP was undertaken to compliment HACT's policy and the work being undertaken on aligning with the National Standrads relating to child safeguarding.

June 2025: from the Committee

Updates to the 2025-2029 Strategic Plan were discussed
Regular written reports were tabled/updates provided from the President, VPs, Treasurer and each Program (Men, Women, Juniors, Umpiring)
An update on the Executive and Committee structure was provided following consultation with the Committee
Areas of priority from a 'development' perspective were discussed with a focus on finalising the Player Pathway and getting it published.
Engagement with Rounds of Significance was discussed
Challenges relating to umpiring were discussed with Coordinators and VP's asked to provide assistance and support.

April 2025: from the Executive

The very sad and sudden passing of Dakoda Williams was mentioned. Club acknowledgement and communication with teams was also discussed
Discussion and clarification relating to the roles of VP Men and Women compared to new VP roles occured
An update on fees was discussed; outstanding senior fees will be followed up
VP People & Teams to review processes and policy relating to selections with Coordinators/VPs
Guidelines relating to combining teams with another club to be developed
MOU with NCE regarding combined teams to be generated
National Volunteer Week discussed
A review of uniforms and ordering processes will occur later in the year
Child Safeguarding focus group to be formed to ensure we comply with the National Standards and provide a safe environment
A Social Committee update was provided
A sponosrship update was provided.

April 2025: from the Committee

The very sad and sudden passing of Dakoda Williams was mentioned. Club acknowledgement and communication with teams was also discussed
Regular written reports were tabled/updates provided from the President, VPs, Treasurer and each Program (Men, Women, Juniors, Umpiring)
An update on junior season preparations was provided. The Junior Coordinator acknowledged that for a number of reasons the 2025 start of season was particulalry challenging.
Rounds of Significance were discussed - it was agreed that these Rounds are of importance and benefit to our community and whole-club engagement is important. The additional work attached to these Rounds was also acknowledged.
Proposal for zip-front hoodies was approved with a design to be finalised
Sponosrship update was provided, witht he committee to provide feedback on expenditure.

March 2025: from the Executive

Future Executive Structure discussions continued against the Strategic Plan
Rounds of Significance discussed
Review of 2025 priorities, with progress against the priorities identified
Partnering with another Club discussed
Reflections on the start of the season and challenges encountered discussed
National Volunteers Week discussed
Carter Pitch petition discussed.

March 2025: from the Committee

Written and verbal update reports from the President, Treasurer and each of the Coordinators provided (regular meeting item)
Umpiring Plan reviewed and progressed
Club App/Team Apps approved
Club Mascot survey approved
Summer Skills Program Report presented for noting
Exec Structure discussed – additional info and further discussions to occur.

February 2025: from the Executive

Fee structure determines
Possible Executive Structure discussed that utilises the new VPs
2025 Priorities determined: revenue raising, volunteer management, pathways and talent development, umpiring and transparency from Exec and Committee to club members
Training allocations discussed
Sponsorship update provided, noting AFC have agreed to continue as our sponsors
Management of club records to be reviewed.

February 2025: from the Committee

Fee structure discussed and Fees Policy to be finalised this month
Written and verbal update reports from the President, Treasurer and each of the Coordinators provided (regular meeting item)
2025 Priorities announced: revenue raising, volunteer management, pathways and talent development, umpiring and transparency from Exec and Committee to club members
Training allocations discussed and to be promoted by end of the week
Sponsorship update provided, noting AFC have agreed to continue as our sponsors
Executive Structure to be updated
Social committee met and a range of possible social events to be delivered (tbc once the draw is finalised)
Review of club practices to occur to ensure implementation of the National Child Safeguarding Standards
Face masks discussed, noting FIH mandate on them being mandatory from U12s up.
Come and Try Day planning
Promotion of St Pats in school newsletters to be discussed
Newsletter to be published by end of the month
Registration portal to be updated and made live to accept registrations
Club App for discussion at the next meeting.

January 2025: from the Committee

Induction delivered; members introduced themselves and the following topics were covered: roles and responsibilities, communication/Committee Contact List, key Club, HA and HACT policies and procedures noted, review of Exec and Committee structure, 2025 goals and priorities
Draft fees policy reviewed
Season preparations discussed, including: player nominations, Season Launch, pre-season fitness, coach appointment, equipment, training allocations
Come and Try Day discussed
Newsletter needs to be developed

December 2024: from the Executive

Executive and Committee structure discussed - can it be improved, review it against the Strategic Plan
Current financial position and banking requirements reviewed
Fees Policy to be developed
Agreed a committee induction would be delivered in January
Calendar of meetings determines
St Pats policy and documents to be reviewed prior to the start of the season
Remind Coordinators to ensure the Exec is informed of who they would like to appoint as coaches
Preseason training and Season Launch to be discussed
Sponsorship proposal to be reviewed.