CROQUET ASSOCIATION QUEENSLAND (CAQ) CLUB ...

Croquet Queensland Operational Handbook 2018

CROQUET ASSOCIATION QUEENSLAND (CAQ)

CLUB OPERATIONAL

HANDBOOK 2018


A COPY OF THIS DOCUMENT CAN BE DOWNLOADED FROM THE CAQ WEBSITE, UNDER THE RULES AND

BY-LAWS TAB

The Queensland Government supports Croquet Association Queensland Inc.

through Sport and Recreation Services to get more Queenslanders active.

Croquet Queensland thanks the Government for its support


TABLE OF CONTENTS

SECTION 1. Page Management Overview 3 1 Croquet Queensland Structure Overview 7 2 Croquet Queensland Membership 7 3 Regional Sub-Committees 8 4 Affiliate Clubs 8 5 Croquet Queensland Governance 9 6 Member Club Fees 9 7 Player Registration Fees 10 8 Public Liability Insurance 11 8a Public Liability Process 12 9 Incident Reports 13 10 Sign-in Register 13 11 Player Registrations - Overview 14 11a Player Registration Forms (printable)

Form 1. New Player Registration Form 2. Re-Registration Player Form 3. Transfer of Player Registration Form 4. Temporary Player Registration Form 5. Second Club Player Registration Form 6. Delisting Player

16

11b Timeline for Payment of Player Registration Fees 23 11c. Croquet Queensland Process for Setting Player Registration and Club

Membership Fees 24

12 Finance Deposits Reimbursement Schedule

25 27

13. MyCroquet 30 14 Club Email at Croquet Queensland 31 15 Club Web Pages on CAQ Website 32 16 Mallet Spoorts Express (MSX) 32 17 Monthly Player Participation Rate 32 18 Sports and Recreation Development Grant 33 19 Contact 33 20 Queensland Computerised Handicap System 34 20a When does my Handicap Change? 35 20b Handicap Conversion AC to GC to Ricochet 36 20c Guidelines for Golf Croquet Handicapping 37 21 Management of Tournaments

Duties and Responsibilities Appointed Venue Manager After the Event Tournament Committee

38

21a Conditions of Play – CAQ Association croquet Events 42 21b Formats and Draws for CAQ Association Croquet Events 45 21c Hot weather guidelines 54


SECTION 2. DIRECTORS AND DUTY OFFICERS 1 StateDirectors 56 2 Duty Officers 57 SECTION 3. FORMS Player Registration Forms (Printable) 1 New Player Registration 2 Re-Registration Player 3 Transfer of Player Registration 4 Temporary Player Registration 5 Second Club Player Registration 6 Delisting Player CAQ Nomination Forms (On-line) 7 Nomination for Election to a CAQ Management Committee Position 8 Application for Appointment to a CAQ position – Director / Duty Officer 9 Nomination for election to a CAQ Committee Notification of Changes to Committees (Printable) 10 Club Committee Office Bearers 11 Regional Sub-Committee Office Bearers 12 Sub-Committee Office Bearers 13 AGM Proxy Form Tournament / Event Forms (Printable) 22 HC Handicap Change Form 23 THR Tournament Handicap Record 26b Application for Reimbursement Tournament / Event Forms (On-Line) 17 CAQ GC & AC Medal Expression of Interest 18 Golf Croquet Entry Form - Singles 19 Golf Croquet Entry Form - Doubles 20 Association Croquet Entry Form - Singles 21 Association Croquet Entry Form - Doubles 24 Application to Host CAQ or ACA Event 25 Application for Events to be Included in the Annual Calendar Finance Forms 26a Application for Reimbursement Miscellaneous Forms (On-Line)o 27 Incident Report Form 28 Education Schools Grant 29 Monthly Player Participation Summary 30 Image Release Form 31 ACTIVITY FORM (FOR USE BY DIRECTORS AND DUTY OFFICERS)


CROQUET ASSOCIATION QUEENSLAND INC. Trading as: Croquet Queensland and Gateball Queensland Address: Sports House, 150 Caxton Street, Milton, 4064.

Tel: 07 3876 5576 Email: [email protected] or [email protected] ABN: 96 056 186 273 Patron The Right Honourable Lord Mayor of Brisbane, Cr Graham Quirk. ___________________________________________________________________________

1. Structure Overview Queensland Croquet Association (QCA) was formed in 1922. The name changed to the Croquet Association Queensland (CAQ) to avoid confusion with the Queensland Cricket Association, and to allow listing under 'C' or Croquet in the telephone directories. On July 24,1998 CAQ registered the business name of Croquet Queensland. The business name Gateball Queensland is also registered.

Croquet Queensland membership consists of affiliated clubs in Queensland and northern New South Wales, and it is governed by the Croquet Queensland Management Committee. The State Association is affiliated with the national body, Australian Croquet Association Inc. (ACA/Croquet Australia) which is affiliated with the World Croquet Federation (WCF). 2. Croquet Queensland Membership Croquet Queensland consists of 42 incorporated croquet clubs referred to as Member Clubs. The Member Clubs are allocated into seven geographical regions:

• Brisbane North (7) Eildon, McIlwraith, Merthyr, Redcliffe Gateball, Pine Rivers, Toombul and Windsor.

• Brisbane South (7) East Brisbane, Graceville, Ipswich, Ipswich Gateball, Stephens, Twin Rivers and Wynnum.

• Central Queensland (6) Capricorn Coast, Gladstone, Gracemere, Mackay and Rockhampton.

• Darling Downs (4) Dalby, Laurel Bank, Toowoomba and West Toowoomba.

• Gold Coast – Tweed (7) Broadbeach, Burleigh Heads Palm Beach, Coolangatta, Murwillumbah, Southport, Tamborine Mountain and Tweed Heads.

• Sunshine Coast (7) Bribie Island, Caloundra, Coolum, Headland-Buderim, Nambour, Noosa, The Range-Maleny.and Deception

• Bay Gateball • Wide Bay Burnett (5) Bundaberg, Hervey Bay, Isis, Point Lookout and

Sunnyside.

mailto:[email protected]



The Member Clubs in each region form a Regional Sub-Committee, responsible for the promotion and organisation of croquet tournaments within the region and with other regions, as well as general administration. Each Member Club is entitled to be represented at the regional sub-committee by two registered players. However, each Member Club is entitled to only one vote. 3. Regional Sub-Committees Regional Sub-Committees are part of Croquet Queensland (that is, they are not independent incorporated bodies such as Member Clubs) and their activities are governed by Croquet Queensland’s Constitution (Rules), Policies and By-Laws. Each Region operates its own bank account. They also conduct their own Annual General Meetings, including election of office bearers. Each Region is responsible for forwarding, within 30 days of their Annual General Meeting,

• a copy of the meeting’s minutes; • a copy of its Financial Report (the Region’s balance is included as an Asset in

Croquet Queensland’s annual Balance Sheets); • a list of elected Sub-committee members, together with contact information (see

Regional Sub-Committee Form 12 in Forms section) and • A report for inclusion in the Association’s Annual Report...

Following its Annual General Meeting, each Region must submit a Regional Committee Member Form 12, providing information on incoming / remaining sub-committee members.

4. Affiliate Clubs All croquet / mallet sports clubs affiliated with Croquet Queensland must be Incorporated Bodies and pay the prescribed annual fee. See Office of Fair Trading site: http://www.fairtrading.qld.gov.au/associationsnonprofits.htm .

To remain Incorporated, the Club should:

• Ensure it has seven paid-up members; • Display a copy of the original Certificate of Incorporation; • Pay an annual fee to the Office of Fair Trading; • Up-date constitution (rules) on a regular basis (suggested every three years); • Keep the common seal on hand; • Keep an account in the name of the incorporated association with a financial

institution that has a Queensland branch; • Appoint signatories annually, minimum two must sign any cheques: • Obtain compulsory public liability insurance (Croquet Queensland provides such

insurance through its provider, Regional Insurance Brokers (http://www.ribpl.com.au/contact-us/)

Croquet Each Club is responsible for

• Supplying Croquet Queensland with information on its new committee within 30 days of each Annual General Meeting; (see Club Committee Member Form (Form 10);

http://www.fairtrading.qld.gov.au/associationsnonprofits.htm

http://www.fairtrading.qld.gov.au/associationsnonprofits.htm

http://www.ribpl.com.au/contact-us/


• Advising Croquet Queensland of any change/s to this list throughout the year;

• Providing Croquet Queensland with a copy of its Rules (constitution) each time it is updated;

• Paying such Fees and Levies as set within the prescribed time; • Complying with Croquet Queensland’s Constitution (Rules) and By-Laws. • Ensuring that its members / registered players abide by the Associations “Code of

Conduct”.

Note: Croquet Qυeensland’s Financial Year is from January 1 to December 31. Most Member Clubs (i.e. incorporated clubs) have their financial year from 1 October to 30 September with Annual General Meetings held in November/ December – this is recommended by Croquet Queensland, and is used as the example in this document. Regardless of the Club’s Financial Year, Club and Player 12-month registration fees are due to the Association on 1 January each year. Croquet Queensland holds its Annual General Meeting (AGM) on the last Tuesday in February. Croquet Queensland is invoiced on October 1 each year by ACA for player registration for the following year. 5. Croquet Queensland Governance

A Regional Delegate is nominated from each region and these seven regional delegates, together with the President, Vice-President, Treasurer and Secretary (non-voting) make up the Croquet Queensland Management Committee.

Croquet Queensland Standing sub-committees are

• Selection, • Event/Tournament, • Finance, • Development and Promotions, • Coaching, • Refereeing, • Association Croquet, • Gateball, • Golf, • Ricochet, and • Hall of Recognition.

6. Member Club Fees

Club fees are set annually on the recommendation of the Management Committee and ratified by the member clubs at the Special General meeting. 2018 club affiliation fee to Croquet Queensland is $175 per club, which is used to offer the following services: • Croquet Queensland administration costs; • Handicap List and Rankings (as displayed on the Croquet Queensland website); • Club Listing on the Croquet Queensland website www.croquetqld.org with

independent club access to own club information for updating; • Event Listing on the Croquet Queensland website (as above); • Results published on croquetscores.com and in the newsletter; • Newsletter - Mallet Sports Express; • Minutes or reports of CAQ Management Committee meetings;

http://www.croquetqld.org/


• Use of My/Croquet to record member / player registrations;

• Croquet Queensland Calendar of Events. • Support for Local, State, and Federal Government Grant applications; • Access to State Coaching Director and Regional Coaching Coordinators; • Access to State Director of Referees and Regional Refereeing Coordinators; • Access to State Tournament Co-ordinator; • Representation at Management Committee meetings by their Regional Delegate and

travel expenses incurred when attending these meetings;

7. Player Registration Fees

NOTE: ALL MEMBER CLUBS ARE REQUIRED TO REGISTER ALL ITS MEMBERS WITH CROQUET QUEENSLAND, NO MATTER WHAT CLUB CATEGORY THEY MAY BE LISTED AS.

Players are registered with CAQ through their primary club. Compulsory player affiliation fees to Croquet Queensland (paid by the player’s club) are reviewed annually and are currently (for 2018):

• Senior (over 22 years) $82.50 • Seniors joining 1 July to 30 September $62.50 • U/21 registered players $41.25 • Interstate or International Player using CAQ

As additional club (ACA Affiliation to be paid by main Club $55.50

• Broadform insurance $ 6.00 The above fees include compulsory ACA Capitation fees (which is approximately 1/3 of Player Registration amount), A summarised, break-down of a Senior Member fee is as follows:

• ACA Affiliation Fee $19.00 • ACA International Fee $ 8.00 • ACA Hosting Fee $ Nil • CAQ Member Fee $55.50 • Total $82.50

2018 Player affiliation fees to Croquet Queensland are used to offer the following services:

• Croquet Queensland administration costs; • Communication through Newsletters, Tournament and Bisquing Information; • Access to Coaching from accredited coaches; • Access to Classes in Umpire, Referee and Laws; • Handicapping and Selection leading to Croquet Queensland Medals representation; • Eligibility for State and National Representation; • Opportunity to for selection for ACA Scholarships when available; • Contribution to Representative State Team Expenses; • Allows interactivity throughout intrastate, interstate and international clubs; • Workshop Opportunities – Marketing, Planning, Event Management, Finance, MPIO,

Computers (these may be workshops offered by Bodies such as Queensland’s Department of Sports and Recreation);


• Publications List.

8. Public Liability Insurance Croquet Queensland provides Broadform Insurance Cover (Public Liability) to all affiliated Clubs through Regional Insurance Brokers. The insurance is purely public liability and does not include household contents or other insurances. Clubs negotiate their requirements separately with their preferred insurer, for this aspect of insurance.

Public Liability insurance is negotiated annually by the Australian Croquet Association (ACA). Policy Information is as follows: Policy Nos: PMEL990102757, PMEL990102759, 2400114855 Combined Liability, Personal Accident and Corporate Travel Insurance SportsCover Australia Pty Ltd & AIG Australia Limited Date: From 1 January to 31 December. Named Insured: Croquet Association of Queensland Inc. and their respective members, prospective members, temporary members and voluntary workers. Situation: Anywhere in Australia (this should be confirmed with Insurance Company Interest Insured: Legal Liability to third parties for injury and/or damage to Property caused by an occurrence in connection with the Insured’s business. Limit of Liability: $20,000,000 Any one occurrence with respect to Public Liability. $20,000,000 In the aggregate during the period of insurance with respect to Products Liability.

Please note that Clubs operating at Bowls Club premises are exempt (unless otherwise requested) as they are covered under the Bowls Club Insurance cover.


8a. Public Liability Process

Annually Australian Croquet Association (ACA) negotiates with Underwriter.

CAQ Clubs By 30 September From 1 October

The Club Secretary or Treasurer notifies CAQ’s Registration Officer of any Player whose Registration has been cancelled during the year to that date. A Player Delisting Form (Form 6) must be used for each. From 1 October monitor Player Registration Delisting.

Remember, players are still insured to 31 December through the current policy, the new insurance does not begin until 1 January. However, delisting makes this null and void, as the player must be a member of an affiliate Club.

CAQ 1 October

Advises ACA of total registered player numbers (less those at Bowls Clubs where applicable). as at 30 September.

ACA and Regional Insurance November

ACA Advises Insurance Brokers and numbers In October and negotiates.

The State’s Insurance Brokers issue Croquet Queensland with a Tax Invoice based on these figures.

CAQ Divides the amount invoiced among the Clubs (less those at Bowls Clubs), based on the numbers submitted as at 30 September, This amount is included in the CAQ Annual Tax Invoice forwarded to Clubs.

CAQ December Pays the Regional Insurance Tax Invoice on behalf of affiliate clubs. This ensures that all players have liability insurance from 1 January.

Regional Insurance in turn forwards individual Certificates to CAQ for posting to these affiliate clubs.

Clubs Note: The total insurance amount invoiced to the Club at this time covers all registered players, prospective players, social players and volunteer workers for the period 1 January to 31 December of that year.

ALL registered players must contribute by paying the insurance levy during the year.

CAQ and Clubs CAQ forwards the Annual Tax Invoice, which includes the Insurance component to Clubs. Clubs in turn pay the invoice to CAQ.

CAQ by 1 February

The Policy Certificate is forwarded to each affiliate Club. Clubs should display this certificate at their Club, plus forward a photocopy as required by Regional Council / Shires etc.


9. Incident Reports The File: Incident Report Form.doc (see Form 27). This form is available on the CAQ web under Online Forms. All injuries received on club premises, however trivial, should be recorded on the above form.

Retain the original in club records and send a photocopy to Croquet Queensland for its records.

However, should there be the possibility of a claim being made against Public Liability Insurance, then, once advised, the Club Secretary should contact the Insurer (Regional Insurance) direct who will advise you on the process which is to be used, forms to be filled in, and receipts to be forwarded and so on.

Should the person making the claim not be sure whether the claim is covered by the Policy, s/he should ring Regional Insurance at (07) 3847 0400, not CAQ or ACA.

It is courtesy to advise Croquet Queensland, in writing, that a claim may be made.

A part of your Club’s Risk Management Planning should be conducting routine Basic Safety Audits throughout the year. A little time spent on minimising risks to members and visitors may prevent having to defend claims, and will help to keep insurance premiums down. 10. SIGN-IN REGISTER To be eligible to claim on the public liability insurance policy, the person must have signed the Club’s sign-in book for that date. The Sign-in Book must be signed by current members, visitors, volunteers, anyone who is on the premises. Therefore, it is important that All who visit your Club at ANY time signs the official Sign-in Book. Club members in particular should be reminded regularly of this requirement. The book should be kept in a visible place (e.g. at the front door), with perhaps a large visible sign above it. It is simply a record of who is on Club premises at any time. Each person needs to provide the following information: DATE ... FULL NAME (PRINTED)… SIGNATURE…SIGN IN TIME / SIGN OUT TIME. It could include an additional column which states why the person is on the premises – e.g. visitor, committee meeting, play day, working bee. In addition to being a record for any public liability claims, it then becomes a record of, for example, the number of volunteer hours club members has performed that month. It also means a separate Volunteer Register is then not required.


11. Player Registrations OVERVIEW

• ALL MEMBER CLUBS ARE REMINDED THAT ALL ITS CLUB MEMBERS MUST BE REGISTERED WITH CROQUET QUEENSLAND, NO MATTER WHAT CATEGORY THEY MAY BE LISTED AS ON CLUB MEMBERSHIP. CROQUET QUEENSLAND DOES NOT OFFER A SOCIAL MEMBERSHIP CATEGORY.

• All players, clubs and regions are registered with CAQ using the Database (MyCroquet) set up for that purpose.

• ALL FORMS TO DO WITH REGISTRATION and related information must be forwarded DIRECT to CAQ Assistant Secretary at Sports House Milton, either by email ([email protected]) or by ordinary mail to Sports House, 150 Caxton Street Milton 4064.

• Registration Forms can be EITHER scanned and emailed to [email protected] with payment made direct to the CAQ Bank account,

Bank of Queensland BSB 124 070 10010114

OR posted to the address as above. No new registration form can be actioned until full payment is received. Do NOT forward any registration forms direct to the Registrations Officer, as forms need to be cross-checked with the Treasurer re payment received before they are processed.

• Official CAQ Forms are used to process the required information A copy of each of these forms is included in the Forms section of this Manual. All forms can be downloaded also from the Association’s website http://www.croquetqld.org/ . Their format may change from time to time so please check the site regularly.

• NOTE: All Registration Forms were updated at 1 January 2018. The UPDATED FORMS SHOULD BE USED AT ALL TIMES The forms are: Form 1. New Player Registration Form Form 2. Re-Registration Player Form Form 3. Transferring of Player Registration Form 4. Temporary Player Registration Form 5... Second Club Player Registration Form 6. Delisting player Form

• All forms relating to Registration will be forwarded to the CAQ Registration Officer by the CAQ Office, for processing.





• It is the responsibility of the CAQ’s Registration Officer to ensure that the

information received on the forms/documents is completed correctly on each form. It is the responsibility of the Club Secretary to ensure each form is filled out correctly and in full. A Form not completed in full could mean the Registration Card is not made available until this is done.

• It is the responsibility of the Club Secretary to make changes such as change of

address. telephone, and additional discipline in MyCroquet (see separate section). It is not necessary to forward this information to the Registration Officer


11a. Registration Forms – Use and Process CLUB LEVEL - ALL FORMS

By Whom Club Secretary and Player All sections must be filled in and signed

as required Special Attention Discipline/s chosen – indicates the

Discipline in which the player chooses to play. This entry will need to be updated in MyCroquet if the player elects to play other disciplines at a later date.

Age group The State Government requires the Association to collect statistical data. If wished, no dates are required other than the year of birth.

M/F Please circle – Many given names are now used for both male and female.

NOTE ALL FORMS MUST BE COMPLETED IN FULL. IF NOT, REGISTRAR MAY NOT PROVIDE CARDS UNTIL DONE SO.

Secretary Please ensure that your Club’s Membership Form includes “Emergency Notification” section, as it is no longer required on the official Registration Forms. This information, together with any reported medical condition/s, should be stored in a safe, accessible place at your Club. Please also note that Club forms should include sentence “I agree to abide by the Association’s Code of Ethics” and signed by the new member. Please photocopy all forms before sending off, so keeping a record at your Club.


NEW PLAYER REGISTRATIONS (FORM 1)

By Whom Use: When joining a club Use the PLAYER REGISTRATION –

FORM 1 This form is for all NEW players to the

sport. Therefore, all members of the Club who play the sport are required to register with CAQ.

Both player and club official Fill out the relevant sections of the form, each signing where it indicates.

Registration Fees The Club collects both its own club membership fee and that of the current CAQ registration from the player. Payment for CAQ player fees are made either by Direct Debit or by forwarding a cheque (see 11 above). Player Registration fees are to be paid in full by the relevant Club; CAQ does not accept part-payment of fees. Note: if paying by Direct Debit, please ensure name of Club is included in remittance.

Player’s National Identity Card (NID) – Registration Officer

The form is forwarded to the Registrations Officer. Once entered into MyCroquet. He player’s NID card will be forwarded to the Club Secretary by the CAQ Registration Officer, together with a copy of the Association’s Code of Conduct. Please ensure it is passed on.


RE-REGISTRATION PLAYER FORM (FORM 2) By Whom: Use: When a player’s membership has lapsed for more than 60 days

Use the Re-REGISTRATION player (Form 2)

This form is for any member who has not paid his fees on time but has decided to re-register - note 60 days or more.

Both player and club official Fill out the relevant sections of the form, each signing where it indicates.

Registration Fees The Club collects both its own club membership fee and that of the current CAQ registration from the player. Payment of CAQ player fees are made either by Direct Debit or by forwarding a cheque (see 11 above). Note: Player Registration fees are to be paid in full by the relevant Club; CAQ does not accept pro-rata payment of fees.. If paying by Direct Debit, please ensure name of club is included in remittance.


NID will remain the same and no new card will be issued, unless application is made.


TRANSFER OF PLAYER REGISTRATION (FORM 3) Use: When a player transfers from one Queensland club to another

Use TRANSFER OF PLAYE REGISTRATION (Form 3)

By Whom Both player and club official Fill out the relevant sections on the form,

each signing where it indicates. Note that names of both PREVIOUS and CURRENT Club are required.

Registration Fees If the player is registered for the current year with his/her original club, NO CAQ registration fee is required to be forwarded. However, if the player has not re-joined his/her original Club, then the new Club collects both its club membership fee and that of the current CAQ registration from the player. Payment of CAQ player fees are made either by Direct Debit or by forwarding a cheque (see 11.above). Note: Player Registration fees are to be paid in full by the relevant Club; CAQ does not accept pro-rata payment of fees. If paying by Direct Debit, please ensure Club name is included in remittance.


The form is forwarded to the Registration Officer. As the player’s first Club will change, once the above process is completed, a new player’s NID card will be forwarded to the Club Secretary, together with a copy of the Association’s Code of Conduct so, please ensure it is passed on.


TEMPORARY PLAYER REGISTRATION (Form 4)

By Whom When a registered player from another State or Overseas wishes to join the Club for a limited period

Use the TEMPORARY PLAYER REGISTRATION (Form 4))

Use when a registered player from another State or overseas wishes to play at your Club for a set period of time, usually not more than six months.

Both player and club official Fill out the relevant sections on the form, each signing where it indicates. Note that name of ACA Interstate (or International) Club is required.

Registration Fees There is a CAQ Registration fee.. Note: Player Registration fees are to be paid in full by the relevant Club. There is no discount. The form is forwarded to the Registrations Officer, A new player’s NID card will be forwarded to the Club Secretary, together with a copy of the Association’s Code of Conduct so, please ensure it is passed on. If paying by Direct Debit. Please ensure Club name is included in advice.


SECOND CLUB PLAYER REGISTRATION FORM (FORM 5)

By Whom Joining an Additional Club Use the SECOND CLUB PLAYER

REGISTRATION FORM (FORM 5) Player This form is for all players who wish to join an

additional Queensland club (or clubs) while remaining a member of their original club.

Both player and club official from where application is made for additional club membership)

Fill out the relevant sections on the form, each signing where indicated. Note names of both Current Club and additional Club must be included.

Registration Fees Note: there is no additional CAQ registration fee required, so do not include payment. Secretary of “second club” is to forward direct to Croquet Queensland.

Registration Officer NOTE: Registration officer sends email to secretary of primary club confirming additional registration. A new player NID card will only be issued if the player’s primary club changes as a result of the additional membership/s


DELISTING PLAYER (FORM 6) By Whom Delisting Club Player Use FORM 6 for all delistings Cancellation of Player’s Registration For use when a member leaves the Club

for any reason, including if a player has not paid membership fees within 60 days but has not advised the Club of resignation.

Both player (when available) and club official Fill out the relevant sections on the form. If player is not available to countersign, then both Secretary and Treasurer should sign, especially for the “60 days” category.

Secretary Ticks why player has left (for statistical purposes), forwards to Association

CAQ Registrar Archives in Database.

Club Secretary NOTE: Unless a Delisting Form is filled out and forwarded to the office when CAQ registration fees are invoiced, their, member will be classified as current and Club charged accordingly.


11b. TIMELINE FOR PAYMENT OF PLAYER REGISTRATION FEES

A player is registered with CAQ for the period January to December.

January to June All Registrations are filled out as required and forwarded direct to Croquet Queensland (see 11). Where applicable, payment must be made in full.

A Delisting Form 6 is forwarded for any player who has left the Club during this period.

July - September New Registrations in this period are paid at the discounted rate as set out ($62.50 in 2018) A Delisting Form 6 is forwarded for any player who has left the Club during this period.

October to December New Registrations in this period are paid at the new rate for the following year (this fee is ratified at the SGM in September) and forwarded to Croquet Queensland as usual. Public Liability is collected and forwarded. These registrations are NOT included in the number of registrations charged on the Tax Invoice forwarded by Croquet Queensland to Clubs. . A Delisting Form 6 is forwarded for any player who has left the Club during this period.

January Club pays tax invoice provided by Croquet Queensland – The only change to this invoice should be (a) if any player is delisted (e.g. members who have not paid within 60 days). Include Form 6 for each.


(b) Any New Registration not already forwarded. Please include New Registration Form 1. Any such changes should be noted on the official invoice and a copy forwarded to the Treasurer, either by mail (with cheque) or by email (when paid on-line).,

Clubs throughout year New Registrations should be forwarded on a monthly basis, as player is entitled to Registration Card as soon as possible.

11c. CROQUET QUEENSLAND PROCESS FOR SETTING PLAYER REGISTRATION

AND CLUB MEMBERSHIP FEES Annually CAQ

May –June Croquet Queensland’s Finance Sub-Committee, draws up its annual Budget, factoring in known expenditure for the following year, including proposed ACA Fees and Levies.

Any State Industry Development Grant is included but budgeted separately, based on Deliverables negotiated with Sports and Recreation at the time of Grant application.

July Management Committee Meeting. Budget Ratified by Management Committee.

Mid-September If proposed increase is more than CPI, meeting is held with clubs to discuss and formally ratify increase.

If only CPI, then Clubs are notified of Fee structure for the following year. All fees include GST.


12. FINANCE

Croquet Queensland’s Treasurer can usually be contacted at the Sports House office on Tuesday and Thursdays, telephone 3876-5576. The treasurer’s email address is [email protected].

Financial Information

Bank Branch Number Account Number

Bank of Queensland BSB 124 070 10010114

DEPOSITS

Paying by cheque: Please ensure that all cheques are made out as below- “Croquet Association Queensland Inc.” (Bank may refuse to accept if payee is abbreviated)

Information on Payment

If made by cheque, forward to Treasurer, CAQ, Sports House, 150 Caxton Street, Milton, 4064.

Please ensure Club includes notification of what the cheque is for – Name of Club, what it is payment for. If payment for registration/s, must include copies of appropriate Registration Form/s.

Paying on-line Please ensure that name of Club is included as payee.

Club Treasurers are urged to use the on-line option. Arrangements can be made with your bank for two people to confirm the payment on-line, thus still meeting the two-signature requirement.

When using on-line system, please email Treasurer at same time, so Treasurer can reconcile bank statement.

Email notification must include – Name of Club, what payment is for (each item set out separately if a multiple payment). If payment for registration/s, must include copies of appropriate Registration Form/s.

REQUEST FOR REIMBURSEMENT

CLUBS

Where possible, all reimbursements will be made by bank transfer.

All requests must be submitted on either completed Payment Request Form 26a or 26b (These forms can be downloaded on-line).

Please use Form 26b, the form can be downloaded on-line when claiming for CAQ Event expenses.



Development Grant

Reimbursement –CLUBS

INDIVIDUALS This includes (a) An individual Referees claim; this has to be counter-signed by the CAQ Event Manager before it is forwarded)

(b) An Individual Person claiming expenses from the Grant (.e.g. travel). This has to be counter-signed by the CAQ Officer responsible before it is forwarded)

(c) Claims by individuals for other than Referee or Grant claims.

Form is to be approved by CAQ Tournament Manager and then forwarded to the Treasurer. If applicable, receipts must be forwarded.

In most cases a Claim for Payment Form will be issued at the time the Grant Initiative is notified. Please use this

rm when making the claim.

Please use Form 26a, the form can be downloaded on-line. Where applicable, receipts must be forwarded and the form signed by the applicable CAQ Officer before forwarding to the CAQ Treasurer. Form and receipts may be scanned and emailed.

As above

As above

..


SCHEDULE OF CROQUET QUEENSLAND FEES AND

REIMBURSEMENTS 2018

Club Affiliation Fee (includes contribution towards Net and Computers

$87.50 per club with 15 players and less; $175 per Club with 16 players upwards.

Player Insurance Club invoiced annually as at 1 October @ $6 per registered player

Adult member from an Affiliated Club

$82.50 per person as at 1 January (includes $27.50 ACA affiliation)

Junior members from an Affiliated Club

$41.25 per person as at 1 January.

New Member July 1 to 30 September

$62.50 per person (includes $27.50 ACA Affiliation)

New Member 1 October to 31 December (15 Months)

As ratified at SGM in September

New Junior member after 1 July

$30 per person

Interstate or International player using CAQ as additional Club (CAQ Affiliation to be paid by main CAQ Club)

$52,50 per person paid by main Club, NO discount

Queensland registered player registered at additional Queensland Club

Nil

COACHING General coaching provided by Croquet Queensland nominee for players at a Club (other than at own Club)

$10 per person attending per day or part thereof (includes $5 to hosting Club)


Coaching of coaches as provided by Grant

No fee, but $5 per person to hosting Club, BUT NO CHARGE FOR USE OF CLUBHOUSE.

Updating and reaccrediting registered / accredited coaches

No fee, but $5 per person to hosting Club if required BUT NO CHARGE FOR USE OF CLUBHOUSE.

Attend Referee or Umpire Courses and Examination

No Fee, but $5 per person to hosting Club if required.

Existing Referees and Umpires attending Workshops, Seminars, Updates etc.

No Fee, but $5 per person to hosting Club if required..

Instructions in Laws and Rules by Coquet Queensland nominee at a Club (other than at own Club)

$10 per person attending per day or part thereof (includes $5 to hosting Club) NO CHARGE FOR USE OF CLUBHOUSE.

EVENTS NOMINATION FEE Event - Singles $50 per person

Event - Doubles $35 per person

Team Event Gateball $120

Doubles Event Gateball

$35 per player

Pennant Event (AC) As set by individual Region

Pennant Event (GC) As set by individual Region

Pennant Event (Ricochet)

As set by individual Region

REPRESENTATIVE TEAMS REIMBURSMENTS At interstate competition -Accommodation and Transport — includes Manager, excludes non-travelling reserves

Accommodation— $50 / day.

Travel to and from competition for above.

Full air fare at cheapest option


Travel for State Team members living outside Brisbane to official practices for including reserves if required

30c per km unless otherwise agreed to by CAQ Management Committee

CAQ Gold Medal representative

$50 per day accommodation for additional days, travel and accommodation for period if not a member of team

Cost of Presentation Dinner and ACA Entry Fee

As set by State / ACA

Shirts Blazer

Two if required $100 recoverable with receipt, once only.

TOURNAMENT EVENT FEES

Per court per day $30

Referees / officials lunches

Maximum $7.50

Referees travel 30c per km if distance is more than 50k (if referee claims)


13. MYCROQUET MyCroquet is the on-line database set up to record all Croquet Queensland’s registered players.

The database is located on a secure site, for Clubs to access. Each club receives its own username and password,

The Web Officer will provide the username and password to be used if Club is unaware of this..

My Croquet Club Username: My Croquet Club Password

While the CAQ WEB OFFICER [email protected] can provide the club with the above, it is the responsibility of the Club Secretary to ensure the information is kept secure and passed on when there is a change of committee member. Secretaries are reminded that the Association adheres to its Privacy Policy; therefore it is important that the Password is not made public.

Club secretaries (or one designated person in the club) can access the listing

and update certain changes, thus meaning the CAQ Registrar does not require a copy of this information. However, it is important that the changes are made in a timely fashion.

Club Secretary (or alternate) may make the following changes:

• incorrect spelling • change of address • change of telephone number/s • discipline/s played • notification of committee positions held, both at Club and CAQ level.

The Director of Coaching, Directors of Referees and CAQ Handicapper also has access to limited information in MyCroquet so as to update qualifications and handicaps.

At the moment Clubs cannot add new registrations or delist, this is a function for the CAQ Registrations Officer.

It is from this information that various reports – including contact information for all clubs - can be accessed through croquetqld.org.

Clubs are then able to download and print both their own club membership list plus

various other lists, especially those to do with coaches, referees and discipline.

The Database is at present configured in WordPress, but, as the Web is progressively updated, this may change.



14. Club Email at Croquet Queensland Each Member Club of Croquet Association of Queensland is entitled to an email address, [email protected] and therefore all email is held on the croquetqld.org server. This is meant to make communication between the Association and the clubs easier. There is no charge to Clubs for this service. However, there may be a reason for a Club to provide a different email address. If this is so, the Club must ensure that Croquet Queensland is advised immediately. The email address needs to be kept constant, as email is now the main way of contact, not post. In addition, Clubs will need to use their own internet mail program: Microsoft Outlook, Windows Live, etc. Croquet Queensland will disseminate information mainly by email, so email should be

downloaded regularly. For those who use the CAQ email address, each club has a specific username and password if you need to go on-line to collect your email. Username: _____________________________________________ Password: ______________________________________________ While the CAQ WEB OFFICER [email protected] can provide the club with the above, it is the responsibility of the Club Secretary to ensure the password is kept secure and passed on when there is a change of committee member. Secretaries are reminded that the Association adheres to its Privacy Policy; therefore it is important that the Password is not made public. If you require assistance, a ‘cheat sheet’ to set up the Club email address on a particular computer when changing secretaries, is provided in the ‘HELP’ section on the Web. The club is responsible for the ISP (internet service provider), they use for outgoing emails. Your outgoing SMTP needs to be set to your supplier’s setting. The CAQ has no control over your outgoing emails. The main advantage of this method is when the club secretary changes, then only the old and new secretary need to be involved in passing on the Croquet Queensland email address. Remember, if assistance is required even with the cheat sheet; please e-mail the webmaster at [email protected].





15. Club Web Page on the CAQ Web Site

• Each member club has a web page on the CAQ website, www.croquetqld.org • Basic information will be loaded; this will remain in the same format for all clubs so it

looks professional; • The club has a login and password for a specific section where its own promotions

can be displayed; • (The login and password is the same used for all access to the CAQ web). • For further help contact [email protected], or check the HELP section.

16. Mallet Sports Express (MSX) Croquet Queensland provides a newsletter (Mallet Sports Express (MSX), as the

method of distributing information. Usually monthly (except for December), two printed copies are forwarded to Clubs. The publication can be accessed on-line at the Mallet Sports On-Line tab of www.croquetqld.org. A current postage rate is $2 for two copies (maximum) prevents more printed copies being provided.

Clubs are encouraged to provide articles for the publication. The closing date each

month for these articles is the 15th. When submitting, please ensure that all names are spelt correctly, that you provide captions for the photographs and that it is forwarded in world.doc format (NOT .pdf as it is easier to transfer information in the .docx format).

Photographs are welcome - but when a person under 18 is included in the photo

please ensure that the Club gains permission and an Image Release Form (Form 30) which can be found under On-Line Forms on www.croquetqld.org is signed, The Club keeps this form on file.

Clubs may, provided there is space in that particular edition, include the FOR SALE

notices for free.

17. MONTHLY PLAYER PARTICIPATION SUMMARY (FORM 29) Clubs are requested to fill out this monthly on-line form. While membership numbers are more important to Clubs, PARTICIPATION RATES are of importance to Australian Sports Commission (ASC) and Sports & Recreation (S&R). This form captures how your club is used – how often members play, number of visitors, including when a ‘party’ or function is held. The information is stored in a database and is available when Sports and Recreation asks for statistics. It also captures the “one off” number of people playing the sport over a period of time. If your club is not filling out this form at present, PLEASE BEGIN IMMEDIATELY




18. Sports and Recreation Development Grant Every three years Croquet Queensland has the opportunity to bid for a State Government Sports and Recreation Development Grant. The present 2017-2019 Development Grant is valued at $106,500, i.e. $35,500 per year. Each year, based on the Association’s original submission, the Association negotiates deliverables that meet the sports and recreation’s Department’s requirements in Governance, Education and Player Participation. Where possible, Croquet Queensland offers incentives for which all affiliate Clubs can apply for assistance in some way – e.g. Come Try Days. These incentives are advertised to all affiliate Clubs. To be eligible, each Club must provide receipts for reimbursement to the value of the incentive. A specific Claim for Payment is produced for each incentive, as the Association must produce documentation that is seen to administer the Grant appropriately, should Sports and Recreation seek to audit the Association’s accounts. Croquet Queensland always attempts to provide incentives which are available to all Clubs equally. It also has an obligation to provide incentives which will upgrade its own governance. Items such as rent, day-to-day administration and salaries (should there be paid personnel) are not eligible. 19. CONTACT Each year Croquet Queensland provides a Contact List, consisting of name, telephone number and email address, of its Management Committee, Directors and Duty Officer Details. It is also made available on the Croquet Queensland web. The personnel on this list will change from year to year, hence it not being included as part of the Handbook. Where possible, a generic email address is provided to all of the above so the email address can stay static while the personnel may change. Clubs may contact the Association’s office for day-to-day administration. However, when a Club requires assistance with a particular issue, it is protocol to take the issue first to its Regional Sub-Committee. Should the Sub-Committee, not be able to resolve the issue, then all information should be forwarded to Croquet Queensland’s office. Clarification will then be sought from the appropriate area. As email is now the usual contact, the office no longer keeps hard copies of all correspondence, but files the item in the appropriate on-line email folder. Therefore, should an email be addressed to a particular Association Officer, it is courtesy to cc the email to the Secretary ([email protected]) as well, so it can be filed in the appropriate folder and continuity kept. However, it is NOT appropriate to cc requests to long lists of recipients – this leads to the incorrect person answering the query and sometimes providing the incorrect information. Also, all should be responsible for the Association’s Privacy Policy.



20. QUEENSLAND COMPUTERISED HANDICAPPING SYSTEM

GUIDELINE TO CLUB HANDICAPPING 2018

All players, whether playing Association Croquet, Golf Croquet or Ricochet are monitored and recorded in the Australian Handicapping System (AHS) and are required to keep a card to record the results of their games. It is the responsibility of the Club Captain to set the handicap of the social players, and to change it from time to time to suit the player’s current performance. The handicaps of the Match players change according to the index changes as set out on the handicap card after each game. ONLINE CAQ HANDICAP WEB SITE The handicap information on the CAQ site is available to all players. Simply proceed as follows. Open the CAQ site Click on Handicap Report Select the report type Member Handicap Select your club View all players’ handicaps for all modes of play in alphabetical order Handicap by Discipline Select your club All players in alphabetical order, showing all their disciplines. Match by Discipline Select your discipline. All players in Ranked Order by index. Each section has an ADMINISTRATION Page – Association, Golf, or Ricochet. Here can be found the following cards / forms/ information.

• Handicap Card • Guidelines for Handicapping • THR Tournament Handicap Record • HCF Handicap Change Form • When does your handicap change • What happens if your handicap changes before a tournament • Handicap conversion,-- AC to Golf to Ricochet

To follow are several schemas which may be helpful when setting

Handicaps. Ernie Melville Qld State Handicapper 2018


20a. WHEN DOES YOUR HANDICAP CHANGE?

This diagram has been prepared to show a small section of our handicap / index system. You will see that we really have an index system where the index rises and falls as we win and lose games and your handicap is the number assigned to represent your current range of indices. The index where the handicap will change is called the trigger point. Although this diagram is prepared for Association Croquet, the same principle applies for Golf Croquet and Ricochet. Let’s consider an example assuming that your handicap is 12. You could say that the index is 11150 for your ‘personal’ trigger point and you have a personal range of indices as shown in the diagram. Your index can rise and fall past your ‘personal’ trigger point without any handicap change, but if your index reaches or passes the trigger above or below this range, you handicap will change immediately and you will have a new ‘personal’ trigger point with a new range of indices. This change may occur after any game in an event. If you are a 12, let’s say now after you win a game your index increases to 1205. Your handicap will then be 11 with a new range of indices, but if in the same event you later lose a game and your index reduces to 1997 you will keep the handicap of 11 (not 12) because you now have a new handicap range. Here is something else for you to think about. It is possible for two players to have the same index but with different handicaps. In this case one player could be on a winning run down, while the other one is on a losing run up.

ACA /regulations

This refers to the time when your handicap will change. A HANDICAP CHANGE MAY OCCUR AFTER ANY GAME IN ANY EVENT. If this occurs while you are playing a handicap event, it will mean a change in the number of bisques and index points you exchange, but NOT any event change. This has been done to achieve parity between association and golf croquet. Ernie Melville.


20b. HANDICAP COVERSION AC TO GC TO RICOCHET

AC GC AC RIC 16 10 14 14 14 to 13 9 13 13 12 to 11 8 12 12 10 to 9 7 11 10 8 to 7 6 10 9 6 to 5 5 9 7 4 4 8 6 3 3 7 5 2 2 6 to 5 4 1 1 4 3 0 0 3 to 2 2 1 1 0 0

Club captains from all modes of play are constantly asking the same question. If a player has a certain AC handicap, and wants to play GC or Ricochet what should be their starting handicap? The rule books quote lists, which should be based on skill, but most are just a numerical comparison of the handicaps. The CAQ site has the Handicaps of all players for all modes of play. So I checked through the 43 clubs and recorded the handicaps of all players who played all three modes AC, GC, Ricochet, to see if this would indicate a comparative skill factor. There were 130 players in this class, but this survey did not produce a clear answer. Although some results were concise, others showed a large scatter. For example AC 8 indicated a GC spread 8 to 4, but mostly 6. Also AC 10 showed Ricochet spread 2 to 8. Mostly 9. It is felt that the reason for the lack of consistency could be because GC has a new handicap system and Ricochet has just been converted to three divisions. Perhaps another 12 months could produce a better result. This table is the result from the above described survey, but needs more testing. The results of my survey are above. It is not an official document and there is no guarantee. If you use it and the players are happy with it. However, it is a starting point and further dialogue can be had with the undersigned.

Ernie Melville, November 2017

16c.


20c.GUIDELINES FOR GOLF CROQUET HANDICAPPING

To create a fairer sharing, and to minimise the number of extra turns in handicap play; the CAQ has now changed the number of divisions in the golf croquet handicapping system. Division 3 – handicap 12 to 9, Division 2 -- handicap 8 to 5, Division 1 – handicap 4 to -6 In any tournament, the match player’s handicap, (in particular, players who have association croquet experience), should always indicate the player’s current skill. Regardless of wins and losses, the player’s ongoing index will never fall below 1100.

The following guidelines for golf croquet are based on the player’s ability. Ready for the first tournament Can play an elementary game

12 Division 3, Match player

10 Single ball skills improving

Ability to run 1-2 yd hoops and do jump shots

8 Division 2, Match player

7 Understanding handicap play

Can play stun and stop shots well, uses successful tactics

6 Getting basic knowledge of rules

Able to enter tournaments confidently

4 Division 1, Experienced Match player

3 Has good knowledge of advanced tactics

Can run angle and long shots confidently

2 Good ball control for long and short shots

0 to -6


21. Management of Tournaments

Croquet Queensland has a Head Office, but it does not provide its own grounds for its State tournaments. As part of affiliation, Clubs have an unwritten obligation to provide its lawns for use for State and Interstate tournaments, should the lawns be suitable. The Association in turn provides a prescribed lawn fee to that Club. It is the Association’s Policy that Clubs bid for these events annually, using on-line Form 24, Application to Host a CAQ or ACA Event. Should more than one Club apply at the time when bids are called, it is the responsibility of the Associations Tournament Sub-Committee to make the final decision. It is also the Tournament Sub-Committee’s responsibility to ensure that such bids are spread around clubs so that as many clubs as possible share the ‘burden.’ Therefore, from time to time a Club may be allocated a Croquet Queensland Event. These Clubs are required to provide a Tournament / Event Manager Co-ordinator. Current information on event managing such events is set out below:-

Duties and Responsibilities – Tournament / Events Manager/Coordinator – Croquet Queensland Events.

NB: Gateball events are managed by the Director of Gateball Queensland; however – all entries and fees for Gateball events must be directed through the State Tournament/ Events Manager/Coordinator. After the event the results should also be sent to the Events Manager/Coordinator.

Tournament / Events Manager/Coordinator ensures that venue managers and host clubs are suitably prepared for the event. prepares and distributes a notice to all clubs, and the web officer, four weeks

before the closing date of any event. The notice should contain:

• name of event • venue/s • date and start times • draw – seeded/unseeded; date, time and place • format of play, if known • handicap margins – if applicable • perpetual trophies – if applicable • entry fee/s; information on how to pay • entry form/s and how to access on the web site • closing date for event • official functions that may occur.

Process:

• arrange with host club for venue manager and supply of refreshments arrange with State Director of Referees for referees arrange presentation of prizes organize prizes and delivery to host club


code invoices before sending to treasurer e.g.: purchase of prizes keep record of entrants – check all information on entry form the draw and format of play will be emailed to venue manager/s, referee/s, and

players; and will also be posted to the web site. check that venue manager has access and knowledge of how to use

“croquetscores.com”.

After the event: code any other expenses e.g.: travel forms – send to treasurer arrange for engraving on perpetual trophy, when the trophy is returned to CAQ record winner’s name/s in the record folder of perpetual trophies notify ACA the number of entrants and the winners in the Association and Golf

Bronze medals events. at the end of the year, prepare a profit and loss statement for the treasurer.

Appointed Venue Manager At the venue the appointed manager is responsible to the Tournament / Events Manager/Coordinator

Please remind all players re the standard conditions of play

ensure that all conditions for the event are followed ensure all court maintenance is in place and that courts are ready for play each

day check that referees equipment is available ensure players are aware of all facilities, including refreshments ensure health and safety guidelines, and requirements are met as per CAQ

policies. ensure first aid kit is fully stocked and at hand prepare manager’s flow charts and player score sheet; set up program on

“croquetscores.com”. Players names to be in full on all forms. Results must be posted to “croquetscores.com” – thus eliminating the need for “grids” in the program. If venue managers wish to use grids they may use their own. Events manager/coordinator can access results from “croquetscores”.

The draw and the order of play should be posted on the notice board for all players to view.

check handicap of all players before the start of the event; keep a record of any changes that occur during the event – form can be downloaded from the web site. (Form 22)

post daily draws as early as possible on the preceding day update results to the “croquetscores.com” after each round and at the end of the

day’s play


After the Event:

forward handicap changes to the handicap officer; ensure all results are on “croquetscores.com”

written reports should be completed – any adverse situation or incident should be included – the report should be forwarded to the Events/Tournament manager/coordinator and the Director of the Code within seven days of the event.

a written report, together with photographs, should be forwarded to the MSX editor (msx@croque tqld.org) and the Web Officer ([email protected]) within three days.

It will not be necessary to submit an expenses claim form (from January 2015); tournament / events manager/coordinator will instruct the Treasurer to pay an amount according to the new format which is as follows: clubs will be paid $30 per court per day, all inclusive (court hire, refreshments for appointed officials, and incidentals).

Clubs will be asked to supply bank details as payment will be made by EFT. travel expenses will be paid separately – claimant to forward form to the Events manager/coordinator within seven days of the event; please supply bank details. Forms are available on the web.

Return the perpetual trophy to CAQ office (if won by an interstate player) – engraving will be arranged by CAQ staff. Queensland players may keep the trophy for a period of three months – it must then be returned to the CAQ office where the engraving will be attended by CAQ staff (from January 2015)

Tournament Committee: Meets at least once a year to discuss events and determine the makeup of the calendar of events for the following year. ACA events take precedence, followed by CAQ events, then regional events and club events. Current process:

♦ ACA and CAQ events are documented, then regional and club events. ♦ The draft copy of the ACA/CAQ events is to be forwarded to the clubs by the

end of August. ♦ Clubs wishing to host an event can apply – using the official forms available on

the web – by the end of October each year. The on-line forms to use are Form 11, Application to Host an ACA or CAQ Event) and Form 12 (Application for events to be included in CAQ Calendar).

♦ Regional secretaries can apply to have regional and club events entered on the regional and club events calendar by the end of October each year using the official forms available on the web.

♦ If there is a conflict of dates between regions or clubs, the CAQ tournament manager will contact those parties concerned. Clubs are encouraged to advertise



their gala days and other social days using their own home page and other media outlets such as the web, T.V. the MSX etc.

♦ All requests for events on both calendars are to be sent to the events manager/coordinator by the end of October each year. The completed calendars will then be sent to all clubs, the management committee, and other outlets, by the end of November each year.

♦ Any changes to the calendars must be made through the CAQ tournament manager/ coordinator.

Forms to be Used For tracking handicaps: Form 22. Handicap Change Form Form 23 tournament Handicap Record

For Reimbursement of Expenses (including individual Referees Fees) Form 26a

For making application to Host a CAQ or ACA Event – Form 24.

For making application for a Club event to be included in the Annual Calendar - on-line Form 25.


21a. Conditions of play – CAQ Association Croquet events While the below Conditions of Play relate to most events in all Disciplines, Association Croquet us used in the examples. NOTE: Conditions may vary and therefore participants should check the entry notice. CAQ has adopted the ACA tournament regulations. This document is designed to augment those regulations and provide further guidance where needed. The following conditions of play apply to all CAQ Association Croquet Events. Additional conditions for the Qld Open Singles and the ACA Bronze Medal follow the general conditions of play.

General Conditions of play for CAQ AC Events Format, draw and time limits

1. all games will have a time limit of 2 ¼ hrs subject to Regulation 16.3.1 (extra turn after time is called).

2. The draw is conducted by the CAQ Tournament Committee using the ACA Seeding and Draw procedures and the world ranking list as at the time of the draw.

3. No player shall be required to play more than 12 hours or 6 games in one day. 4. Alternative venues may be used if necessary. 5. Referees are Supervising Referees

Laws, hoops and balls 6. All events are to be played under the Laws of Association Croquet, sixth edition,

amended 2008, adopted by Croquet Australia and the Australian Tournament Regulations including the WCF/ACA Refereeing Regulations and current WCF impasse regulations.

7. Hoops are to be set as near as possible to 3 11/16 inches. To allow for inaccuracies in gauges, balls, hoops and setting techniques, a tolerance of ± 1/32 inch is allowed.

8. Dawson International balls will be used. Practice, start times, breaks & expeditious play.

9. Matches shall commence at 8:00 am sharp unless advertised otherwise. 10. Players are requested arrive at the venue at least 30 minutes prior to the

advertised start time for registration and player briefing announcements. 11. Players are requested to provide emergency contact details on registration. 12. Courts may be available for practice before the scheduled start of play each day. 13. In all practice sessions hoops may only be run in a controlled fashion; that is, just

sufficient to travel seven yards the other side of the hoop. 14. A 5-minute warm up period will be permitted before a player’s first game of the

day. 15. Players having a bye in the first round may have a 15-minute warm up with four

balls before playing their first game (unless both players had byes in the first round, in which case a 5-minute warm up with 2 balls is permitted). Players are requested to be expeditious and complete any warmup prior to the normal start of their game if possible.

16. Players required to shift to another venue during the day may have a 15-minute warm up with four balls at the new venue before playing their first game.


17. Players may be allowed a break of no more than 10 minutes between games and

a lunch break of up to 30 minutes. The Tournament Manager will ensure games go on expeditiously to enable completion of the scheduled program.

18. Players’ attention is drawn to Law 49 regarding Expedition in Play. Management

19. It is mandatory for players to ask the Tournament Manager if they wish to leave the venue for any reason.

20. If time permits players may be asked to play a game that is scheduled for the next day.

21. Courts will be allocated by the Tournament Manager and games will be double banked as required.

22. The Tournament Manager will decide whether play in any match should continue if the weather is deteriorating. The CAQ Extreme Weather Policy shall apply.

23. The Tournament Manager may make any alterations to the program, draw and other arrangements as are necessary in order to complete the tournament in the time available or to allow for late withdrawals.

24. The ACA Handicapping System is in use for all CAQ Tournaments. Players must ensure that they have their handicap cards with them and present them to the Tournament Manager on registration. Handicap changes will be effective after completion of any game in which players pass a trigger point in accordance with the ACA Handicapping Regulations.

25. In block play, or in any situation where a tie breaker must be used, the winner shall be determined by ACA Tournament Regulation 20.1.5. Where players in different blocks are to be compared and they have played a different number of games, then divide the number of games won and the net points by the number of games played so the statistics can be fairly compared,

26. An appeals committee comprising the Tournament Manager, the Tournament Referee and any available non-involved member of the CAQ Tournament Committee shall determine any matters that are in dispute during the course of the tournament.

Plate Consolation Event (PCE) 27. The open/plate format is used in many two day CAQ events to provide players

with as many games as possible as well as to have a clear and fair winner of the event. Typically, a two-day event uses block play on day one and then splits the field based on results for day two. The upper half is called the open and the lower the plate consolation event (PCE). There may or may not be a prize for the plate.

28. In all events except the Qld open Singles (a four-day event), players are expected to play the plate event. Other players have travelled to the event expecting to play, and so it is a matter of etiquette to complete the event entered.

Conditions of play - Qld Open Singles The general conditions of play apply with the addition of the following. Format, draw and time limits - Qld Open Singles

29. The format is single life knockout, with all matches being best of three games unless otherwise specified.

30. Each best of three has a cumulative time limit of 7.5 hours with individual game time limits of 2.75, 2.5 and 2.25 hours plus Reg.16.3.1. Time not used in games is added to subsequent games. Players are responsible for their own time clocks. If time is called in any game and play continues in terms of Regulation 16.3.1, the


additional time to complete the game shall be excluded from the above-mentioned time limits.

31. The policy on breaks between games (#1717) still applies but players are asked to minimize breaks between games as much as possible.

32. An XYZ is played at the round of 8. Losers in the round of 8 play in the Y event to determine positions 5 through 8. Losers in the first round of the Y play in the W event for positions 7 & 8. Losers of X semi-finals play in the Z for positions 3 & 4.

33. If time permits players will be required to play the first or even the second game of round two on day one.

Plate Event - Qld Open Singles 34. Players knocked out prior to the round of eight are automatically entered into the

plate. No player is obligated to enter the plate. 35. The plate is a large block round robin and will commence on the afternoon of day

one. 36. The Plate is played as a single life large block, one block if possible depending

on entries. If too many for one block the Plate is played as two or more large blocks with a final.

37. Plate games will have a time limit of 2 ¼ hrs subject to Regulation 16(3)(1) (Using Time Limits).

Conditions of play - Qld Open Doubles 38. The format is block play on day one to determine the top eight using #22 above. 39. On day two the top eight players an XYZ type format to find positions 1 through 8. 40. The remaining players are entered in the PCE. The TM will use whatever format

allows players to play as many games as possible and still achieve a result. It may be block, XYZ or free form Swiss.

Conditions of play - Qld ACA Bronze Medal 41. This is an ACA event conducted by the CAQ and ACA Tournament regulations

apply (Reg 30 and Reg 16 in particular). The general conditions of play are used to manage the event, but note the following.

(a) There is no time limit on games. A time limit may be imposed as per Reg 16.2. (b) The event is played as a round robin.


21b. Formats & Draws for CAQ Association Croquet Events

Contents .................................................................................................................................. 35

.................................................................................................................................. 35

General Conditions of play for CAQ AC Events ................................................. 42

Format, draw and time limits .......................................................................... 42

Laws, hoops and balls ..................................................................................... 42

Practice, start times, breaks & expeditious play. ....................................... 42

Management .............................................................................................................. 43

Plate Consolation Event (PCE) .................................................................................. 43

Conditions of play - Qld Open Singles ................................................................. 43

Format, draw and time limits - Qld Open Singles ............................................ 43

Plate Event - Qld Open Singles ...................................................................... 44

Conditions of play - Qld Open Doubles ............................................................... 44

Conditions of play - Qld ACA Bronze Medal ....................................................... 44

Introduction ............................................................................................................ 46

How is an event format decided? ................................................................ 46

Number of games per day & formats ......................................................................... 46

The Draw .................................................................................................................... 47

Block play followed by knockout .............................................................................. 47

9 - 16 Player Knockout .............................................................................................. 47

17 - 32 Player Knockout ............................................................................................ 47

Allowance for family and members from the same club ............................................. 47

Seeded draw for block play ......................................................................... 48

Determining places within a block and qualifying for a final ...... 49

Block place getters.............................................................................................. 49

Qualifying for a final series ................................................................................. 49

Appendix A Number of games per day possible ................................. 50

Appendix B Format of AC Events played over two days ................ 51

Note that CAQ AC Conditions of Play is available as a separate document. Also NOTE: The following Draws and Formats may be used for all Disciplines


Introduction Caveat: CAQ has adopted the ACA tournament regulations. This document is designed to augment those regulations and provide further guidance where needed. The CAQ state level competition in all codes of Croquet:

a. Provides competitive players at all levels with competition not available in their region or club, in a form that provides each player with the maximum opportunity to play. This statement implies both acceptance of all entries (usually no qualifying events), and formats which provide all players with games throughout the event.

b. Provides competitive players with high level competition played under the same conditions as national events.

c. Encourages new entrants into competitive play. d. Provides selectors with the evidence they need to select the best to

represent Queensland in national events. All CAQ AC events are now weekend (two day) events, with the one exception of the open singles. This decision was made in 2012 to better serve the needs of players with work and other commitments. Entries since that time have validated the decision. Two day scheduling of AC events brings with it certain constraints to the type of format that can be used. This document considers the principles to be used in deciding the format and then sets out the most appropriate format depending on the entries received. The aim is to assist event managers and better inform players.

How is an event format decided? There are a number of criteria used to decide on the format of an event.

1. Players get as many games as possible. 2. Players get to play as many other players in the event as possible. 3. The better players get to play each other where possible. 4. Fairness – it should not be a matter of luck as to where a payer is placed

by the draw. 5. Division 2, 3 and 4 play three games a day, except for medal events where

four games in a day may be required. 6. Hoop setters and club volunteers need at least 90 minutes of light before

the scheduled start time. 7. Normal start time is 08:15, but as early as 07:30 is permissible if needed to

get the hours of daylight. 8. Where championship/consolation (sometimes called open/plate) format is

used, play is optimized for the championship event. 9. Use of championship/consolation format does not imply a “plate’ prize.

The first four criteria mean that preference is always to use block play, followed by a championship/consolation format where at least the top two from each block move into the open event. This is not always achieved due to the restrictions of the two day duration, but it remains the preferred format. The sixth means that the earliest start time during May/June/July is 08:00. Number of games per day & formats Appendix A contains the analysis for determining how many games can be


played in any event. Appendix B contains an analysis of the different formats available.

The Draw Events Manager, Director AC and the Tournament Manager (TM) form the Tournament Committee (TC) for each AC event on the CAQ calendar.

• Seeding of events. The TC seeds in accordance with world rankings at the time the draw is set, although this is varied if there is reason to believe that a player should be slotted in at a higher place than rankings indicate. This can occur for many reasons, but is usually the result of a player returning to competition after an absence of greater than 12 months due to injury/personal reasons. ACA handicap index can be useful in this circumstance. It can be a bit subjective but is a joint TC decision when it does occur.

• Block Play. Top two positions are seeded. The rest may be seeded or by random draw.

• Knockout Draws (including XYZ type formats). All knockout draws are seeded as far as possible.

Block play followed by knockout The knockout draw is seeded using the results of the block play, but random draw may be used for lower positions. 9 - 16 Player Knockout

1. Seeds 1 to 4 - In order lines 1, 16, 9, 8 2. Seeds 5 to 8 - Randomly lines 4, 5, 12, 13 3. Allocate byes - Croquet UK website provides best description 4. Seeds 9 to 12 - Randomly lines 3, 6, 11, 14 5. Seeds 13 to 16 - 2, 7, 10, 15

17 - 32 Player Knockout 6. Seeds 1 to 4 - In order lines 1, 32, 17, 16 7. Seeds 5 to 8 - Randomly lines 8, 9, 24, 25 8. Seeds 9 to 12 - Randomly lines 5, 12, 21, 28 9. Seeds 13 to 16 - Randomly lines 4, 13, 20, 29 10. Allocate byes - Croquet UK website provides best description 11. Seeds 17 to 24 - Randomly lines 3, 6, 11, 14, 19, 22, 27, 30 12. Seeds 25 to 32 - Randomly lines 2, 7, 10, 15, 18, 23, 26, 31

Allowance for family and members from the same club Where possible clashes are avoided in the first round of a knockout or in the same block if this can be done without deviating too far from the skill balance in the draw. For example, consider line 5 in 9 - 16 player process as an example.

• Player is randomly drawn to line 10. • Is 10 a clash, no then they get 10, otherwise they get 15. • Is 2 a clash, no then they get 2, otherwise they get 7. • Is 7 a clash, no then they get 7, otherwise the clash is unavoidable they

get 10. • Is 15 a clash, no then they get 15, otherwise they get 2.


Seeded draw for block play The seeded draw for 4 players (also for 3)

Round 1 1v4 2v3

Round 2 1v3 2v4

Round 3 1v2 3v4

The seeded draw for 6 players (also for 5)

Round 1 3 v 5 1 v 6 2 v 4

Round 2 1 v 4 2 v 5 3 v 6

Round 3 4 v 6 2 v 3 1 v 5

Round 4 2 v 6 4 v 5 1 v 3

Round 5 1 v 2 3 v 4 5 v 6


Round 1 1 v 8 4 v 5 3 v 6 2 v 7

Round 2 4 v 6 1 v 7 2 v 8 3 v 5

Round 3 2 v 5 4 v 8 3 v 7 1 v 6

Round 4 3 v 8 2 v 6 1 v 5 4 v 7

Round 5 1 v 4 5 v 8 6 v 7 2 v 3

Round 6 5 v 7 1 v 3 2 v 4 6 v 8

Round 7 1 v 2 5 v 6 7 v 8 3 v 4


Round 1 1 v 10 5 v 6 4 v 7 3 v 8 2 v 9

Round 2 2 v 8 1 v 9 5 v 10 4 v 6 3 v 7

Round 3 3 v 6 2 v 7 1 v 8 9 v 10 4 v 5

Round 4 4 v 10 3 v 5 2 v 6 1 v 7 8 v 9

Round 5 7 v 8 4 v 9 3 v 10 2 v 5 1 v 6

Round 1 v 5 6 v 7 4 v 8 3 v 9 2 v 10


6

Round 7 2 v 3 1 v 4 5 v 9 7 v 10 6 v 8

Round 8 6 v 10 2 v 4 1 v 3 5 v 8 7 v 9

Round 9 6 v 9 8 v 10 5 v 7 1 v 2 3 v 4

Determining places within a block and qualifying for a final Block place getters Winner and all other places in blocks are determined by

a. number of games won; b. if games are equal, net points; c. if still equal the winner of the game between those players; d. if still equal toss of a coin is used to tie break.

Qualifying for a final series Events often use small blocks with successful players progressing into a final or a multi game final format (such as an XYZ(8)). In some event formats, the winners of all blocks proceed into a final but only a limited number of second placegetters qualify. Example: There are five blocks of four and eight players are to precede into an XYZ(8) final. Hence the five block winners but only three second place getters proceed into the final eight. In this example the five block winners precede into the XYZ(8), along with the best three second placegetters.

The process In any situation where placegetters in different blocks are to be compared, use the following criteria.

1. If blocks are of the same size, then: a. number of games won; b. if games are equal, net points; c. if still equal toss of a coin is used to tie break.

2. If blocks are of a different size, then players to be compared will have

played a different number of games. It is not fair to compare the raw statistics so the first step is to standardize the statistics by dividing by the number of games played. Hence the same criteria are used but with standardized scores. a. number of games won divided by the number of games played; b. if equal, net points divided by the number of games played; c. if still equal toss of a coin is used to tie break.

.


Appendix A Number of games per day possible Most events take place in the middle six months of the year, bringing with it a restriction on the amount of daylight available for play. Table 1 shows the hours of daylight available after start of play and hence the number of rounds available for competition. This table uses astronomical data for Toombul, but it is indicative of any club in South east Queensland. Add about 10 to 15 minutes from Bundaberg north. The times are for sunset – absolute last light is about 20 minutes later, but if weather is cloudy or there is rain then visibility will deteriorate below what is needed long before sunset time. Assumption 1. 10.5 hours of daylight is minimum required to play four rounds in one day. Given 2.25 hour games with no more than 15 minutes between games then 10 hours is required. At least 30 minutes extra is required for extension of time play and lunch, so a minimum of 10.5 hours is needed to play four rounds. This is still cutting it close. Assumption 2. Ten hours could allow for seven (7) rounds over two days. Last day of month

Sunrise Sunset 8:00 am

start

7:30 start

possible rounds/day

possible rounds/weekend

February 0539 1820 10:20 10:50 4 8 March 0556 1747 9:47 10:17 3 7 April 0612 1717 9:17 9:47 3 6 May 0629 1701 9:01 9:31 3 6 June 0638 1704 9:04 9:34 3 6 July 0629 1718 9:18 9:48 3 6 August 0602 1733 9:33 10:03 3 7 September 0528 1747 9:47 10:17 3 7 October 0457 1805 10:05 10:35 4 8 Table 1 Hours of daylight versus number of rounds in a playing day

(Toombul)

To illustrate these constraints, in May 2015 an event at Caloundra started the day at 07:30 intending to p[lay 4 games in the day to avoid as single round on day 3. The last game was abandoned with about 45 minutes on the clock. The players were not slow – it is just that AC is a game that takes time.


Appendix B Format of AC Events played over two days The number of games per day possible leads to the following formats. Many different variations have been tried but the following meet the criteria described above and make the best use of playing time available. First some terminology.

• “Block (4)” - a round robin block, in this case of four players. • “XYZ(5)” – a knockout with two lives, meaning all players play three

rounds. If less than eight then byes are used to fill out the draw. In this example five players means three byes. An XYZ determines places 1 through 8. The winner of the traditional “Y” is in fourth place and players must win the first two rounds to earn places 1, 2, 3 or 4.

• “XYZW” is a four round knockout with three lives to determine positions 1 through 16.

• “Open” and “PCE” are used in the table as shorthand for championship and the plate consolation event.

It is noted that: • Nine players remains the most difficult event to resolve. • Five/Six entrants is a round robin plus a final between the top two players.

This is the only time a two person final is used, giving all players as many games as possible, and all positions being played for.

• A weekend event hardly ever has more than 16 entrants. The one exception is the Queensland Open Singles which is a four day event and not subject to this discussion.

Number of

entrants 3 rounds per day

Duration days/roun

ds

If 7 rounds

per weeken

d

If 8 rounds per weekend

1 Cancel - - -

2 best of three, one day event 1/3 No

change No change

3 Block (3), one day 1/3 No change No change

4 Block (4), one day 1/3 No change No change

5 Block (5), final between 1&2 2/6 No

change No change

6 Block (6), final between 1&2 2/6 No

change No change

7 Blocks (3,4), c’ship block (4) & PCE block (3) 2/6 Block(7)

available Block(7) available

8 Blocks (4,4), c’ship block (4) & PCE block (4) 2/6 Block(8)

available Block(8) available

9 Blocks (3,3,3), c’ship block(4) & PCE XYZ(5) 2/6 No

change No change


Change

Block (5,5), c’ship block(4) & PCE XYZ(6)



change


12

Two possibilities: 1. Two blocks of 6 plus

final, or 2. Blocks (4,4,4), c’ship

block(4) & PCE XYZ(8)

2/6 No change


13 Blocks (4,3,3,3), c’ship

XYZ(8) & PCE Swiss note

1 2/6 No

change No change

14 Blocks (4,4,3,3), c’ship XYZ(8) & PCE XYZ(6) 2/6 No

change No change


change No change


change No change

Table 2. Format of event based on number of entrants and number of rounds available

Number of

entrants

3 rounds per day Duration days/roun

ds

If 7 rounds

per weeken

d

If 8 rounds per weekend

17 Blocks (4,4,3,3,3) day one; c’ship XYZ(8) &

Swiss PCEnote 1 2/6 No

change

Blocks day one; possibly XYZW(16) c’ship & Swiss PCE

event


Swiss PCE 2/6 No

change


event


Swiss PCE 2/6 No

change


event


Swiss PCE 2/6 No

change


event

Over 20 Blocks on day one;

c’ship XYZ(8) & Swiss PCE

2/6 No change

Blocks day one; XYZW(16) c’ship & Swiss PCE event

Table 3 (continued). Format of event based on number of entrants and number of rounds available


Note 1: The Swiss PCE event may not provide a clear winner of that part of the event, and generally unsatisfactory countback methods will have to be used, however, it is the only way to allow players in the PCE half to keep playing and to gain some sort of result in only three rounds. Some entry numbers may allow an XYZ, which is only a particular example of a Swiss anyway.

Number of

entrants

Lawns required with double

banking

No of lawns if lights used on two lawns on

evening of day one

2-5 1 6-9 2

10-13 3 14-17 4 18-21 5 4 22-25 6 5 26-29 7 30-33 8

Table 3. Number of lawns required based on number of entrants (use to determine number of locations required)

Using lights to play 20 on four lawns

• Each competition has a number of rounds. There are normally six rounds played in a weekend, and in that case each entrant will play six games.

• A session refers to a timeslot on a lawn. One round may be played over a number of sessions.

• At venues without lights, three rounds are played over three sessions in one day.

• At venues with lights it may be possible to play up to five sessions in one day.

Session times Game time of 2:15 hours requires planning for session start times to be spaced at least 2:45 apart. Session start time

1 0730 2 1015 3 1300 4 1545 5 1830


NOTE: GUIDELINES ONLY – DEPENDS WHICH AREA WITHIN QUEENSLAND / NORTGHERN NEW SOUTH WALES

21C


Section 2

DIRECTORS

AND DUTY OFFICERS


1. STATE DIRECTORS

• Each year Registered Players may submit Expressions of Interest for the following positions:

• Director of Coaching • Director of Association • Director of Association – Referees • Director of Gateball • Director of Gateball – Referees • Director of Golf Croquet • Director of Golf Croquet – Referees • Director of Ricochet • Director of Ricochet – Referees • Director of U/21 • Director of Development and Promotions

The Expressions of Interest are called for in October, and then the volunteers

are appointed each year from 1 January to 31 December and are provided with a Position Description that sets out the position’s responsibilities..

Each Director provides the Association with a draft of what they expect to do in the year, in particular workshops and seminars, together with an expected Budget for each activity – these are included in the Association’s Annual Business Plan which is used as a method of tracking deliverables for the Sports and Recreation Grant.

Note: while Director of Codes costs do not come under the Grant reimbursements unless the Director is Presenter certified, there is usually a small amount put aside for each Code in the annual CAQ Budget.

Directors receive an official CAQ Name Badge and they are asked to wear this prominently. As Croquet Queensland does not have a Head Office venue with lawns for activities, the Director will approach Clubs to use their facilities. A Club is reimbursed for the use of the lawns by a levy of $5 per participant (from the participants).

However, please note Clubs are not reimbursed for Representative Team practice, as this is considered as that Club’s support for the team and therefore team managers try to ensure that the practices are shared around.

When a director conducts a workshop or seminar, a report must be mailed to [email protected] (See Form 31. This report is not included on-line)

Receipts must be provided for approved expenses incurred, Petrol expenses are claimed at the present rate of 30c per km.

Where badges and certificates are provided for the activity, then the director is responsible for obtaining same and ensuring the participants receive them.

Directors are required to attend special meetings in February, June and November. They are also required to provide a written report to the Management Committee in March, May, August and November (November being the report to be included in the Annual Report)



2. CAQ DUTY OFFICERS Each year Registered Players may submit Expressions of Interest for any of

the following positions: • Secretary

Assistant Secretary • Website Officer • Grants Manager • State Tournament / Events Manager • State Registrations Officer • State Handicapper • Editor Mallet Sports Express • Equipment Officer • Sponsorship Officer • Media Officer These Expressions of Interest are called for in October, and then volunteers are

appointed with a Position Description that sets out their responsibilities. Where applicable, the Duty Officer provides the Association with a draft of what

they expect to do for the year. In particular, any workshops or seminars, together with an expected Budget for each activity – again, where applicable, these are included in the Association’s Annual Business Plan, which is used as a method fortracking deliverables for the Sports and Recreation deliverables.

Duty Officers receive an official CAQ Name badges and they are asked to wear this prominently.

Receipts must be provided for approved expenses incurred. Petrol expenses when applicable are claimed at the present rate of 30c per kilometre.

Where a Duty Officer conducts a workshop or seminar, a record must be kept and emailed to [email protected]. (See Form 31 – this form is not included on the web)

Where certificates are provided for the activity, then the Duty Officer is responsible for obtaining same and ensuring the participants receive them.

Duty Officers may be required to attend one or two special meetings throughout the year. They are also required to supply written reports to the Management Committee in April, July and November (November being the report to be included in the Association’s Annual Report, if applicable)



SECTION 3.

FORMS


NOTES

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CROQUET ASSOCIATION QUEENSLAND (CAQ) CLUB ...

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