Policy No: 2 October 2025

Extract from current Constitution                                    

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, Games Captain and Equipment Officer. 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.

The roles listed below are both those set out in the Club’s Constitution, and as well a series of other roles necessary to enable the Club to function smoothly, and at the same time ensuring the workload is spread amongst members.

PRESIDENT — The President is the titular head of the Club, acting as its leader and ambassador.  As President you will be expected to chair monthly meetings, attend as many playing sessions as convenient, actively participate in Open Days, the Christmas Party and other events involving visitors plus liaison with Hunters Hill Council and other community organisations to the benefit of the club. You will be the face of this club ever remembering that other members will expect to see you taking part. This is a role that requires many skills, and each President will bring their own set of skills to enhance the running and contribution of this club to the community. In your absence the Vice President will act in your stead.

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.

HONORARY SECRETARY — As Secretary, you will be the key administrator of the Club and Its affairs. You will empty the P.O. box at Hunters Hill Post Office and access the Club’s gmail account weekly, passing invoices and other financial matters to the Treasurer. You will deal with incoming and outgoing correspondence, as required, and handle any general issues which may arise.  You will circulate meeting agendas, attend monthly meetings and maintain a close relationship with the other Officers of the Club, and make notes to complete the minutes for meetings and circulate to Committee members.

HONORARY TREASURER — The role of a treasurer is to ensure the appropriate management of income and expenditure financial viability and sustainability of the Club. This takes the form of a monthly report to the Committee.

The role includes:

·            Collecting all moneys due and paying approved expenditure

·            Maintaining the Club's Bank Account

·            Recording financial activity on the existing Excel spreadsheet file and producing a monthly operating report.

·            Maintaining membership fees and related information in the established Google doc.

·            Completing a simple report to the Dept of Fair Trading within 30 days of the AGM each year.

·            Complete a Not for Profit self-review form by October 31 each year.

·            Working with Croquet NSW to pay affiliation fees twice per year and organising the Club's insurance policy with them in the leadup to December each year.

·            Providing an overall report covering the financial year's trading to be given to the members at the Annual General Meeting.

·            Overseeing bookings for the clubhouse in partnership with the Hall Hire Officer.

GENERAL MEMBERS and OTHER POSITIONS

MEMBERSHIP SECRETARY — As Membership Secretary you will be part of a team of Committee Members (incl Club Coach, Club Treasurer) who are involved in the activities related to new membership recruitment, club membership record keeping and new member information and support.

This role includes:

·            Maintain HHCC membership register/list of Playing, Social and Life members using the Club's Google Docs Excel spreadsheet.

·            Ongoing Registration of new members on the Club's Membership List using information from completed membership forms.

·            Fee calculation for new members taking account of coaching fees paid and pro rata rates.

·            Notifying Treasurer of new member fees to be paid and forwarding on Membership forms.

·            Maintenance of 'Expression of Interest' for Membership document on Google Docs, from Open Day events and other referrals including information on progress/coaching sessions.

·            Sending Welcome/Information email to new members including padlock access key codes, club house key arrangements and other general information relating to playing and support in the club, organise key, hat bands, handover etc.

·            Membership Renewal: In early July each year forward annual subscription renewal notices to all members and in January send reminder notice/email to those members using the Club's two half yearly instalment payment system.

·            Follow up outstanding/unpaid memberships with members.

·            Update membership forms as required for each playing year.

·            Liaise with the Coach Coordinator about potential new members and recently joined members.

·            Overseeing the Club’s Gmail account during absences of the Honorary Secretary.

Many important roles supporting the club may be performed by Committee members or by General Members of the club. These roles will be defined, updated and assigned by the Committee, as illustrated below. There may be other roles defined, and a member may perform more than one of these roles.

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 Fair Trading NSW a change of Public Officer or Public Officer's Address within 28 days using Form A9 available from Fair Trading NSW 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,

·       Club Open Days. 

Note 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

·       Christmas Party

·       Social activities following Club activities such as working bees.

·       Organised competition with visiting Clubs.

·       One off lawn booking for private groups.

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

CATERING TEAM – Events that the club runs typically offer some level of catering, sometimes a BBQ and almost always coffee and cakes. This ensures that the social benefits of each event are enhanced, particularly for new members and for invited external parties. One to three people typically lead this activity.

LAWN MAINTANANCE CORDINATOR-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.

Ideally the LM Coordinator should look to establishing a roster of members able to assist in marking the lawns. Some training sessions will be required, but the role should be shared amongst members so that those members able to do this task should only need to do so a few times a year.

EQUIPMENT OFFICER – The Equipment Officer shall have charge of the Club’s sporting equipment and advise the Committee of any renewals required.

·            Maintain a record of equipment held by HHCC.

·            Monitor condition of equipment and advise the Committee of any equipment that needs replacement.

·            Undertake an annual stocktake of equipment and report to the Committee.

·            Assess the need for any additional equipment and seek approval from the Committee prior to buying new equipment.

·            Undertake research into available equipment on the market prior to buying new equipment.

STORES OFFICER — A Stores Officer, 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 – 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 external suppliers. By ensuring that members find the system easy to use, usage of the lawns will be spread more evenly across the week, accommodating increased membership.

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.