North Balwyn News 2008 | Pre-Season

Please visit the following link for a better version of this letter. http://www.northbalwyn.baseball.com.au/site/baseball/northbalwyn/downloads/2008/preseason2008.pdf Dear Members, Welcome to the 2008 winter baseball season of the North Balwyn Baseball Club. With the ending of summer imminent and summer sports winding up it is time to look forward to another big winter of baseball. David Keyhoe has been reappointed to lead North Balwyn into season 2008 and will look to continue the onfield improvement of recent seasons. Back in 2003, the club was on the verge of collapse with only 20 members in total and at the time, seemingly no way out. By sticking together and with a great deal of hard work by the then small committee things have changed and are only looking up. Last season there were five senior teams and two juniors teams, an incredible achievement for the club in such a short space of time. Such rapid growth has brought many challenges for the committee. Especially with the increase in the number of junior players which has brought an increase in the number of jobs to fill. Have you changed details? If you have moved, got a new mobile, changed your phone number or you just want to confirm that we have your correct contact details, please visit our website to update you contact details. There is a link from the frontpage. Pre-Season Training: Training for seniors is set to start on March 15 th from 9am to 11am – There are cricket finals following our training. Junior training will kick off on Saturday 29 March from 9am to 11am. Midweek junior trainings to be confirmed which suits most people. Either Tuesday or Wednesday evenings. The seniors will follow the juniors from 11am to 1pm from 29 th onwards. Trainings will continue on Saturdays at these times until the season starts. With the extension of daylight savings, Thursday senior trainings will also kick off pre-season. Starting from 20 th March from 6:30pm to 8:30pm at our home ground, Myrtle Park. Juniors that would like to play seniors (14 +) are encouraged to attend all senior training sessions. Please check the website for updates. The club AGM is set for Thursday 10 th April 2007 830pm start time (following training) in the clubrooms – All the following positions will be declared vacant and the club will struggle if all these positions are not filled.  Extraordinary Business: At the AGM a motion will be put to members to alter the way that the most valuable player is determined. This will result in a change to the club’s constitution. The previous method relied on the score book to determine the MVP. This has caused problems with incomplete statistics for a number of grades in recent seasons. The proposed text is provided. “MOST VALUABLE PLAYER: TROPHY TO BE AWARDED IN ACCORDANCE WITH THE SCORE BOOK OR BY VOTES GIVEN BY THE SCORER OF THE TEAM ON A 3, 2, 1 SYSTEM, WITH MOST VOTES GIVEN TO THE MOST VALUABLE PLAYER ON THE DAY. IF THERE IS NO SCORER ON THE DAY VOTES SHALL BE AWARDED BY THE ON-FIELD CAPTAIN.” POSITIONS TO BE FILLED: President; Vice-President; Secretary; Treasurer; Myrtle/Macleay Park Special Committee (MMPSC) Representative; Junior Secretary; Minutes Secretary; Materials Manager; Social Coordinator; and General Committee x 2. In addition, the club also needs members to take on the following roles: Canteen Manager; Webmaster; Weekly Newsletter Coordinator; Sponsorship and Marketing Coordinator; Coach of senior or junior team (in particular Under 13, Under 15, Under 17); With the increase in the number of junior teams the club needs an increase in the number of people willing to help out. If you are interested in coaching a junior team please get in touch with us. With retirements and people moving on after this season, the club currently has three members fulfilling all of these roles. Please find job descriptions attached to this letter outlining the duties that each position is expected to fulfil and please consider if you fit one or part of one of these positions. More than one person can fulfil a role. After having survived a number of tough seasons, today the club is in a fantastic position on-field. If the right improvements and growth can be made off-field then anything is possible. While there is still a long way to go, the club today is certainly heading in the right direction but needs you and all committed members to put their hand up to make a change for the better. There are a lot of important decisions facing the club this year, so if you want to be a part of it then please put up your hand to be counted. For those involved in running a club you will be aware of how many jobs there are, so if there is anything you can do to help that is not listed, please do not hesitate to get in contact with us. Training will be provided for all positions attached. For more information on anything please do not hesitate to get in contact with us. Yours sincerely, Matthew Houlden Secretary North Balwyn Baseball Club The Committee The committee is responsible to all members for the clubs management.  Its duties include: Ensuring that the club is efficiently organised to carry out the aims of its constitution, and to carry out the instructions given to it by members in general meetings; Giving the members adequate information about the committees actions so that these actions can be understood; Ensuring that the office-bearers perform their functions adequately; Ensuring that any sub-committees or employees of the club carry out their functions as instructed; Obtaining information about previous policies and initiatives of the club to ensure they are successfully continued; and Forward planning, through the preparation of a development plan.  This plan provides the basis for setting and working towards goals, establishing priorities, assessing the financial and manpower implications of what it wants to do, and for regularly reviewing its progress. Handing over appropriate written records and written or oral reports to new committee members so that proper continuity is maintained. Club President Presidents & Secretaries Meetings - are held the last Tuesday of each month during the season. They are held at Greensborough Baseball Club at 8pm and provide a forum for information dissemination, discussion on baseball operations and other issues confronting baseball clubs.  P&S Meetings require compulsory attendance by a Club delegate. President Job Description Objectives The President is the leader of the Club and is there to ensure the Club is run efficiently administratively, financially and socially to support the on field efforts of the Club. Responsibilities Be well aware of all current and future Club activities; Represents the Club at local, regional and national levels; and On most occasions act as Chairperson at Club meetings. An active and successful chairperson: Leads, but does not direct; Ensures there is fair discussion on each issue and that all points are expressed before a decision is reached Keeps the meeting moving in the desired direction. Be firm, but tactful, with members deviating from the point under discussion After adequate discussion on an issue impartially summarises the points of view expressed, both for and against, to make sure members know clearly what they will be voting or agreeing to Runs the meeting so that a balance is struck between speed and efficiency on the one hand, and keeping the meeting enjoyable on the other Start meetings on time Know and follow the agenda strictly, unless directed otherwise by the meeting Attempt to get all members to contribute to the meeting Be enthusiastic – enthusiasm is catching Ensure Managers and Committee Members fulfil their responsibilities to the Club Ensure one member of the club attends the VWBL delegates meetings Attendance is compulsory for all Clubs. If the Secretary or President cannot attend arrange for a club delegate to attend instead. A fine is issued to the club for non attendance at these meetings. Presents the Annual Report at the Annual General Meeting This should be a comprehensive summary of the years’ activities, detailing programs conducted, membership changes, physical developments and any outstanding achievements. Also include a review of the financial situation and a look at plans and aspirations for the future Sections of this report can be delegated to other Committee Members so you don’t have to do it all yourself! Relationships Reports to the Members and General Committee of the Club Acts as or ensures his/her delegate acts in the best interests of the club Supports all coaches, players and committee members Accountability The President is accountable to the Members and the General Committee   Annual Report The President presents the Annual Report at the Annual General Meeting.  It should be a comprehensive summary of the previous years activity, detailing programs conducted, membership changes, physical developments and outstanding achievements.  It includes a review of the financial situation and a look at plans and aspirations for the future. Delegate!   Do not try to "do it all" yourself.  Vice-President Attend committee meetings, monthly during the season; Support the President and the rest of the committee in their duties; Be responsible for any jobs as required; and Fulfill the President’s role should the President be unavailable for any reason. Secretary Job Description Objectives To ensure that appropriate administrative support is provided to the President and committee of the Club. The Secretary is the primary administration officer of the committee and provides the link between the committee, members and outside agencies. Responsibilities Maintain MyClub database: MyClub is an online database for all Club members to be managed and maintained by each Club; and All new player registrations to be entered on MyClub. Attend VWBL President & Secretary Meetings or organise for someone to attend: The meetings are held once a month generally on the last Tuesday of the month. Issues relevant to the operation of baseball within the VWBL and Victoria are discussed; and Attendance is compulsory for all Clubs. If the Secretary or President cannot attend arrange for a club delegate to attend instead. A fine is issued for non attendance at these meetings. Establish a meeting schedule for general and executive Committees for the current year; In conjunction with the Treasurer maintain a accurate record of members and committee members to show who is entitled to vote and to receive notices: Incorporate this list with the database for keeping track of member payments (see Treasurers’ job description). Maintain an accurate copy of the Rules and By-Laws of your Club; Provide administrative support to the committee in ensuring all association responsibilities are dealt with appropriately; Be familiar with the rules of your Club, State and any other body that has governance to give advice to the President and Committee as required; Prepare agenda for Committee meetings; Prepare minutes from the Minutes Secretary of all Committee meetings of your Club and distribute in accordance with the Rules of your Club; Receive all correspondence directed to your Club; Take responsibility for seeing that letters are written and replied to; Ensure all licences required by your Club are current (Eg: Liquor License – Due mid January each year); Process all inward and outward player clearances; and Prepare a comprehensive report of all activities of your Club for presentation to the membership at the Annual General Meeting. Relationships Reports to the President and Committee; Liaises with the President and Committee as and when required; and Liaises with all external contacts (Eg: Baseball Victoria, Local Government). Accountability The Secretary is accountable to the President and the General Committee. Calendar The calendar and checklist below is a general guide to the tasks for completion during the year.  It is designed for you to delegate individual tasks to other committee members during busy times, to assist you in the role of Club Secretary. Treasurer Job Description Objective To ensure that a financial management system and reporting system is put in place and operable so the Club committee has an accurate understanding of the financial status of the Club at all times. Responsibilities and Duties Prepare budget to reflect income and expenditure of the Club for presentation at the first meeting of the season. The budget should include an interim payment plan for any outstanding debt and a cash flow plan for the ensuing year; Send out accounts; Pay invoices in a timely manner; Maintain appropriate accounts of all income and expenditure; Present all accounts for payment for approval to Club Committee; Prioritise payment of accounts; Prepare and present the financial statements of the Club, including the Annual Report: Present monthly report at Club Committee Meetings. Oversee and seek reports of all other accounts held by other sections of the Club (Eg: Bar, Social and Fundraising committees); All monies received to be handed to the Treasurer where a receipt will be issued and, as soon as possible, money to be deposited into Club Bank account; The Treasurer must maintain: Members’ subscription records: Database of all members which includes contact details, membership type and date membership fees paid. Cash receipts and payments record: Cash receipts are a summary listing of all money received; Cash payments are a summary of all cheque book and cash payments made. Register of assets This includes both current and fixed assets: Current assets include cash, materials, money still owed to the club and prepaid expenses; and Fixed assets include land, buildings and furniture Liabilities record: This indicates the total monies owed by your Club and includes current and non-current liabilities; Current liabilities include bank overdrafts and short-term loans; and Non-current liabilities include long-term loans. The Treasurer must prepare: Annual Budget; 12 month projection of income and expenses; and Projections are then compared to actual income and expenses month by month. Receipts and payments summary: Just shows the amount of cash received and paid as well as the cash remaining. Income & expense summary: Records and itemised amount of income received and all expenses on a monthly and annual basis. Balance Sheet: Aims to provide overview of the wealth of your Club as it compares your assets with your liabilities. Bank reconciliation statements: This is a process done at the end of each month where you check that all receipts and payments match up with your bank deposits and withdrawals. Make details of all accounts available to the Club Committee and members; Ensure the Club finances are correctly audited; and Ensure all taxation commitments are met by the Club. Relationships Reports to the President and General Committee; and Liaise with all members of the Club with financial responsibility (Eg: Bar, canteen etc) Liaise with all Creditors and Debtors. Accountability The Treasurer is accountable to the President and the General Committee; The Treasurer shall seek ratification from the General Committee of a Club budget, including debt reduction and there after shall have the authority to act within the limits of the budget and strategy approved; and The Treasurer shall provide a monthly report to the General Committee of all financial transactions  Financial Management A Treasurers first responsibility is as custodian of the clubs funds, and these funds must be dealt with according to the clubs constitution and the wishes of club members.  The Treasurer must keep a proper record of where money comes from (so it can be shown that amounts have been banked to the clubs credit), and a proper record of all payments (so it can shown exactly where money was spent).  Once the clubs money has been banked, the trusteeship falls on the committee. A second responsibility is to report on financial transactions and to provide a statement of the clubs assets and liabilities at particular dates (including future projections/estimates). Budget A budget is a projected estimate of your income and expenditure, usually for the next financial year.  A sample Baseball Club budget in an Excel spreadsheet is available by contacting Baseball Victoria on 9360 0766. There are two basic ways of working out an estimate: comparing and adjusting; and calculating. Comparing involves looking at your own or similar clubs financial statements for the last year, or keeping trial records for one month and multiplying by twelve.  Adjustments must then be made for inflation, expected increases in charges (eg telephone, electricity), and any new programs proposed. Sometimes it is possible to calculate costs accurately.  Quotes can be obtained for major projects or purchases, and suppliers of some services can give projected estimates for the year.  For any wages, check award rates of pay and allow for casual and leave loadings and provision for relief staff.  Cash Flow Budget A cash flow budget is a financial plan showing when cash is expected to be paid out and received.  It helps the committee to see how different plans will affect cash balances, plan to avoid liquidity problems and cash shortages, plan for short-term investments, arrange for any loans and generally have a good knowledge of the key factors likely to affect the clubs operation. Preparing the Cash Flow Budget Ideally budgeting should be done in months, to show more accurately when cash surpluses or deficits will occur.  Amounts should be based on last years figures, allowing for inflation, and distributed to the time periods in which they are expected to occur. Each month, the cash flow budget can be revised, and the amounts amended accordingly. Financial Control Financial control means regularly monitoring actual income and expenses against the budget.  These checks will highlight any danger signals quickly, so appropriate action can be taken before the situation becomes serious.  A small departure from budget doesn’t matter but a significant departure does.  An adverse variance from budget may be due to poor performance in certain sections of the club, unforseen factors arising since the budget was drawn up, or even an unrealistic budget. Each month prepare a list of debtors for review.  More than 30 day accounts should be followed up. Invoice every player for season playing fees. Myrtle/Macleay Park Special Committee (MMPSC) Representative Duties: 1.       Act as one of the sporting representatives on the Committee to balance out the citizens reps. Each sporting committee member must be nominated by his club and be approved by the committee. He/she must sign a declaration of any potential conflict of interest. 2.       Represent the interests of the club in any proposed changes to the use of the park & its facilities. 3.       Attend meetings of the committee once every two months and report back to club. 4.       Should the club have a proposal for any change to its conditions of tenancy (eg liquor license), update of its facilities, etc it MUST go though the committee before any approach is made to Council. Because of the sometimes turbulent relations between the residents and the clubs, the residents are inherently suspicious of anything proposed by the clubs, particularly so if a direct approach has been made to the Council bypassing the committee. 5.       Liaise with Council as required on routine matters of maintenance, cleaning supplies etc. Any appointee to this position will be made aware of the background of the relations between sporting reps. and citizen reps. Generally, views, opinions and objectives are completely different. This role will suit someone very political and someone with the ability to clearly explain and articulate a point of view without saying things that might inflame the situation. Junior Secretary Attend committee meetings usually monthly during the season; Responsible for the junior section of the club; Communicate with cricket clubs and schools at the start of the season about the season; Liaise with club on matters that affect juniors, in particular selection and junior to senior transition; and Coordinate the appointment of junior coaches. Minutes Secretary Attend committee meetings usually monthly during the season; Take minutes at the committee meetings; and Type up and email to Secretary for recording. Materials Manager Monitor the club’s materials and equipment and; and Liaise with coaches to determine need and when approved by the committee, communicate with suppliers to get the best deal for equipment. Social Coordinator Research social events and venues; and Book venues for social events, prepare costs and likely profits, liaise with other committee members to ensure that communication is sent out in a timely manner. General Committee x 2 Attend committee meetings usually monthly during the season; Take responsibility for jobs that need completing; and Report back to committee. Canteen Manager Manage the canteen stock; Responsible for organising people to purchase additional stock as required; and Liaise with club coaches to organise roster / staff. Weekly Newsletter Coordinator Follow up with team coaches for the reports from the previous week’s matches; and Compile the match reports into a newsletter and post online, requires some web page design skill (HTML). Full training provided; and Usually 1 hour per week. Sponsorship and Marketing Coordinator Design standard sponsorship packages which the club can offer; Act as a point of contact for businesses which contact the club regarding sponsorship; Identify businesses which may be able to assist our club with sponsorship; and Approach the businesses identified. Webmaster Update the club website as required with news, articles, pictures and team results on a weekly basis; Mailing-list maintainace; Add/remove member’s email address to the according mailing list; Receive change details via email; Login to the MyClub system and update details for the requested member; Full training provided; and Usually 1 hour per week. Full training will be provided for all positions. For more information please do not hesitate to get in contact with us.

PERTH HEAT WINS 2008 CLAXTON SHIELD

Australia host Canada in preparation for Olympic Qualifier