Extract from the HHCC Constitution                                     Policy No 2: July 2026

5.MANAGEMENT:

The management of the Club shall be vested in a Committee of not less than five (5) and not more than nine (9) members which shall include a President, Vice-President, Honorary Secretary, Honorary Treasurer, Membership Secretary and General Members.

Any Committee member may hold two (2) of the above offices but no more than two (2) and will have one vote only on Committee decisions. The Committee shall meet at least once a month on such date and place as may be decided. Any member of the Club shall be entitled to attend all meetings of the Committee as an observer, but with no voting rights.

PRESIDENT — The President is the titular head of the Club. The President will chair monthly meetings, as well as the AGM and actively participate in Club events. The President will liaise with Hunters Hill Council and other community organisations to the benefit of the Club and will ensure that the Club complies with all regulatory requirements.

VICE PRESIDENT – The Vice President acts as President in the absence of the President, attends monthly meetings and is involved in the everyday running of the Club. This role requires active participation in the club, attending meetings and promoting the Club while helping in whatever way needed at the time.

SECRETARY — The Secretary, plays a key administrative role within the Club, being responsible for preparing agendas and minutes of club meetings, monitoring the Club’s email site, and Post Office Box, and forwarding incoming correspondence to the appropriate Club officers.  The Secretary will liaise closely with both the President and Treasurer.

TREASURER — The Treasurer is responsible for managing the Club’s finances, including collecting all moneys due and paying approved expenditure, maintaining the Club's bank accounts and providing the Committee with monthly updates of income and expenditure and a balance sheet. At the AGM the Treasurer will provide a complete financial report circulated prior to the meeting.

As well the Treasurer is responsible for advising Croquet Australia of our membership/affiliation numbers twice each year, ensuring all members are financial and liaising with NSW Fair Trading (NSWFT) within 30 days of the AGM. The NSWFT also requires confirmation in October each year of the Club’s Not for Profit status, and providing the NSWFT with all material necessary to ensure the Club complies with its requirements under the NSW Associations Incorporation Act (2009).

The Treasurer will liaise with the Hall Hire Officer regarding the invoicing of bookings for the clubhouse.

MEMBERSHIP SECRETARY (MS) The Membership Secretary will be the initial point of contact in response to new or potential Club members, welcoming them to the Club on behalf of the Committee. The MS will provide relevant material including information available on the website, and will forward relevant details of new members to the Committee for its approval, and then subsequently to the Treasurer for invoicing.

The MS will be an administrator, along with the Treasurer, of the Club’s membership database, and will also be an administrator of the Croquet Booking platform to enable new members to book a lawn.

The MS will also monitor and follow up on responses from Open Days and liaise with the Coach Coordinator and Club Coach in terms of new member coaching requirements. 

The above positions are proscribed in the Constitution. The following positions and roles maybe carried out by Committee members or non-Committee members.

PUBLIC OFFICER - The Public Officer is the Registered Official Point of Contact for an Incorporated Association and also one of the Authorised Signatories. The Public Officer must be over 18 years of age and a resident of NSW. Every Association must have an Official Address. The Official Address MUST be a physical address in NSW where the Public Officer can be found and where Documents can be Received by Post. The Public Officer must advise NSW Fair Trading a change of Public Officer or Public Officer's Address within 28 days using Form A9 available from NSW Fair Trading web site.

COACH COORDINATOR- The CC will work with Croquet NSW and specialist coaches to develop the playing skills of HHCC members. This is likely to include developing coaching clinics at HHCC and coordinating specialist training opportunities for those who indicate an interest for both games: GC and AC. The CC will coordinate activities such as organising a Handicapping Day for members new to croquet. The CC and the Club Coach will liaise with respect to the development of new members.

CLUB COACHES – The Club Coaches will assist new members to gain basic skills in the game of croquet, typically in Golf format, and when appropriate in Association format. This is a key role supporting potential new members, showing them how our club operates and introducing them to existing members. 

EVENTS COORDINATOR – The EC will coordinate the arrangements around special events throughout the year, including events such as the two annual Club Championships, participation in the annual Moocooboola Festival and Club Open Days. 

The EC and Social Coordinator will work together on some occasions

SOCIAL COORDINATOR-This position focuses on the Club’s social aspect, which is a key feature of HHCC. Events such as our Summer Twilight Programme, Club Christmas Party, Social activities following Club activities such as working bees, Organised competition with visiting Clubs and one off lawn bookings for private groups.

 The Social Coordinator will work with those volunteering to be part of the Club’s Catering Team

EQUIPMENT/ LAWN MARKING OFFICER

While our lawn is mown by an external contractor, line marking is the responsibility of members. Depending on the weather, this is typically required to be done every 2-3 weeks. A roster of members able to assist in marking the lawns. Should be established and communicated via the Newsletter.

The Club should look to establish an asset register of equipment, monitor condition of equipment and advise the Committee of any equipment that needs replacement.

STORES OFFICER This position will be responsible for maintaining necessary supplies in the Club House. These stores include paper towels, toilet rolls, biscuits, long-life milk, hand sanitiser etc. The role is not difficult or time-consuming, as you can probably incorporate it within your weekly domestic shopping, forwarding receipts to the Treasurer for reimbursement.

NEWSLETTER EDITOR – this role includes reporting to members what is happening at the Committee level, news and relevant articles that enhance our club and the amenities of the members.

WEBMASTER – The Webmaster will maintain the club’s website by making text and image changes that keep the website visually appealing and current, with information about our club and its activities. This includes newsletter updates, advice of club events, committee member changes and promotion of the club to the general community and to potential hall hirers.

CROQUET BOOKING SYSTEM ADMINISTRATOR (S) – The Booking System Administrator will monitor the operation of the booking system, handling any enquiries or training that may be required, and making changes where necessary in conjunction with the platform provider.

HALL HIRE OFFICER – This position will be the primary point of contact for external persons wanting to hire clubhouse facilities or to conduct corporate/social croquet events. The position will be the point of contact between the hirer and Club and will seek Certificates of Currency for Public Liability Insurance and ensure all Council required documentation is signed by the hirer. In close liaison with the Treasurer, the position will report to the Committee to obtain approvals. You will need a sound understanding of the club’s Licence from Council and of the preference for members’ use of club facilities.

GARDEN COORDINATOR – The Garden Coordinator will pull together a group of members willing to maintain the garden. This will include organising working bees as well as more casual ongoing maintenance. Liaison with the club’s greenkeeper and with Council to protect the greens and to align with wider Figtree Park objectives will be required.