victorian quidditch association annual general meeting ... · pdf fileunconfirmed minutes of...

Unconfirmed Minutes of the Annual General Meeting 2016 of the Victorian Quidditch

Association, held on the 20th of February at 11am at Melbourne University (Union

House).

Chairperson: Gen Gibson (President)

Gen opens the meeting at 11:25, then adjourns for 15 minutes

The meeting reopens at 11:40

1. Attendance

Genevieve Gibson (Proxy for Bronnie Jeynes) (Basilisks) Chair

Regina Atkinson (Proxy for Luke Nickholds) (Trolls) Minutes

Charlie Crutchfield (Centaurs) Nathan Morton (Muggles)

Dean Rodhouse (Manticores) Nicholas Hirst (Unicorns)

Emma Wright (Unicorns) Nicola Gertler (Muggles)

Graham Done (Centaurs) Sally Hicks (Centaurs)

Kassi Grace (Basilisks) Sarah Olsson (Trolls)

Mandi Lyons (Centaurs) Sean Arbuthnot (Trolls)

Matt Ingram (Unicorns) Liam McCoppin (Wrackspurts) Phone

Michael Braham (Centaurs) Bronnie Jeynes (Muggles) Proxy

Natalie Benedykt (Wrackspurts) Luke Nickholds (Muggles) Proxy

2. Unconfirmed Minutes 2.1 VQA AGM Attachment 1

2.2 VQA SGM 01/15 Attachment 2

Motion #1

“That this General Meeting of the Victorian Quidditch Association approves the unconfirmed

minutes of VQA AGM & VQA SGM 01/15 with minor amendments.”

Moved: Matt Ingram Seconded: Natalie Benedykt

For: 15 Against: 1 Abstentions: 3

Motion carries

3. 2015 Committee’s Reports

Victorian Quidditch

Association

Annual General Meeting

2016

Unconfirmed Minutes

Presidents Report: Gen Gibson

2015 was the biggest year ever for the VQA

Numerous tournaments going on at the same time instead of spread out one at a time

72 sign-ups for Vic Fantasy, 68 or 69 showed up and only one serious injury

Victoria Cup 2015 had 172 sign ups by the end of the season

Second year at Supanova selling merch, this year we made $1500

Mudbash ran really well, congratulates Nicola on her hard work

Presentation Night ran well

AMC Expo was very quiet, although we still made more money than many other people,

it was still only $800 so we probably won’t go back in 2016.

Charity Cup was a lot of fun, unranked games and players swapping teams was

refreshing.

7 new teams attended QUAFL hosted in Victoria, which was great for the AQA but

made a lot of work for the VQA and especially Nicola

Will not be coming back after World Cup, will be gone for 18 months overseas,

assuming Vice President or anyone else on the exec will be taking over.

Hold an SGM in a few months to elect a new President

Luke and Bronnie supported her in Exec, Jamie and Graham both did well as

treasurers, Kassi, Nicola, and Regina helped out a lot in Admin, particularly Nicola

Vice Presidents Report: Bronnie Jeynes

Helped Gen out a lot

Bought ice packs, chaired meetings when Gen was absent

Kept track of game scores, best and fairest votes, most valuable player votes, and best

beater votes

Made sure no one knew the results of these before presentation night

Kept track of all the scoresheets at Mudbash, and kept them dry, thanks to all the extra

help put in by numerous other people

Not running again as she’s moved to New Zealand

Secretarys Report: Luke Nickholds

Long year as Secretary, literally as our financial year lasted 18 months

Got the VQA incorporated as a not-for-profit organization in Victoria

Wrote the constitution, spent hours listening to on-hold music, numerous General

Meetings all made us become real in the eyes of the law and a more legitimate sport.

Great to have had such a smooth year-long Vic Cup, Presentation Night was great, killer

Mudbash and best QUAFL yet.

Internal processes are tighter, admin works great as a team

Had to resign at the end of 2015 due to not living in Australia, and the secretary legally

must, thanks Regina for taking over.

Thanks Gen for her constant support and hard work. Thanks Graham, Bronnie, Jamie,

and Alli who have been on Exec with him for all their work

Thanks everyone on admin, everyone who helps out with the VQA and helps it run

smoothly.

Thanks everyone who showed up to the AGM.

Treasurers Report: Graham Done

Took over later on in the year

Keeping better track of records than before

Much of what he says is about the Financial Statement

$2300 surplus at the end of the financial year

Grew capital 33% over the year, thanks to a huge income from QUAFL of over $2,000

AQA and VQA membership fees were the same, Graham double checked the numbers

to make sure

Expos outlayed $800 and brought in $2800

Charity cost outlayed around $100, and brought in $960

Head of Officials: Liam McCoppin

Liam is not present, so Gen steps in

Stepped in around August, organized the refs for Charity Cup as the rest of Vic Cup had

already been finalized.

Need to keep on working on our refs, are behind NSW in terms of quality but still much

better than other states

Need more quality, less quantity.

Need more work, participation, and enthusiasm.

Need to read the rules and teams need to ensure that their poor refs are not head refs.

Head of Gameplay: Nathan Morton

We played Quidditch

Vic Cup ran smoothly, hopefully the same will happen this year

Didn’t have a large involvement in Charity Cup but it still went well

Didn’t lose any teams last year, hopes to have a new team before Vic Cup this year

Head of Events

Emily is absent, so Gen steps in

All the conventions and presentation night were our events for the year

Each ran well and turned a profit.

Head of IT: Kassi Grace

There were 12 posts on the website, 4 being longform text posts

13 Vic Cup ladders on facebok, 8 goal scorers tallys.

21 photo albums, which got lots of reach

35 Events hosted by the VQA, our facebook page reached 1,000 likes

All of Vic Cup and Mudbash scores were tweeted, 89 tweets in total over the year.

Learnt from Mudbash 2014 it isn’t feasible to live tweet the entire Mudbash tournament.

Head of Media:

Nic took photos and some videos throughout Vic Cup

Photos were taken every week, but not all were uploaded. Still had a huge reach.

The only organization in Australia that video their games

Made a record of two days between games happening and photos being uploaded

Head of Fundraising and Sponsorship: Natalie Benedykt

Haven’t done a whole lot this year

Helped out at convention tables, brought cookies to all the conventions which brought

people to the table.

4. 2015 Financial Statement

Graham Done (Treasurer) will present the Financial Statements for 2015 for the members to

review.

Motion #2

“That this General Meeting of the Victorian Quidditch Association approves the presented

financial statements.”

Moved: Matt Ingram Seconded: Charlie Crutchfield

For: 15 Against:1 Abstentions: 2

Motion carries

VQA Inc. A0091181H

5. Election Attachments 3 & 4

There shall be an election for the positions of

President

Candidate Nominated by Seconded by

Genevieve Gibson Nicola Gertler Nicholas Hirst

Genevieve Gibson is elected unopposed as President

VicePresident


Kassi Grace Kassi Grace Natalie Benedykt

Kassi Grace is elected unopposed as Vice President

Secretary


Regina Atkinson Sarah Olsson Genevieve Gibson

Regina Atkinson is elected unopposed as Secretary

Treasurer


Graham Done Genevieve Gibson Nicholas Hirst

Graham Done is elected unopposed as Treasurer

Head of Officials

Liam is called at 12:29


Liam McCoppin Genevieve Gibson Nicola Gertler

Liam is elected unopposed as Head of Officials

Head of Gameplay


Nathan Morton Genevieve Gibson Sarah Olsson

Nathan Morton is elected unopposed as Head of Gameplay

Head of Events

No nominations were received

Head of IT


Charlie Crutchfield Sally Hicks Matt Ingram

Charlie Crutchfield is elected unopposed as Head of IT

Head of Media


Sally Hicks Nicholas Hirst Genevieve Gibson

Sally Hicks is elected unopposed as Head of Media

Head of Fundraising and Sponsorship

No nominations were received, discussion of removing the position or combining it with Head of

Events.

Non Constitutional Positions

Team Development Officer


Nicholas Hirst Matt Ingram Mandi Lyons

Nicholas Hirst is elected unopposed as Team Development Officer

Kidditch Officer

No nominations were received

Head of Occupational Health & Safety


Natalie Benedykt Nicholas Hirst Genevieve Gibson

Natalie Benedykt is elected unopposed as Head of Occupational Health & Safety

Discussions to hold an SGM later in the year to fill the vacant positions.

Graham, Emma, and Kassi leave at 12:19 to get pizza, adjournment until they return and pizza

is eaten

Restart at 12:29

6. Plans for 2016

Gen says we will be running Fantasy again, with Origin games happening at the same time. Vic

Cup is set to start mid – late March. Discussion on having non-players still sign up for Fantasy.

Will be placing a QUAFL bid for 2016, largely based off last year, rationale being that we held

the best QUAFL ever so we should do it again. Vic Cup will be run the same as last year, with

Presentation Night at the end of season. World Cup team will be announced shortly. Supanova

will be happening in April. Mudbash Tournament Director and Assistant Director applications

need to happen shortly. Graham says we need to spend more money. Gen says we need to

continue making profits and finding good ways to have return on investments, the best return at

conventions is for merch

Sally asks about getting better fields with better markings, Nicola says it isn’t a money issue, it’s

more of a booking issue as many good fields are already booked out by other sports. Gen says

the only feasible way to find a better pitch is to move away from the city, if anywhere south

eastern but that would still be inconvenient for half the VQA. Gen wants two more teams to join

the VQA, Nathan asks for an even number of teams, so one or three at most. Gen’s priority is to

remain profitable and affordable.

7. General Business

Sean asks if there is any sort of record keeper for the VQA, to keep track of goals and each

player’s game played. Gen says it sounds like Nathan’s job, Nathan says him and Dean do a lot

of stuff like that. Gen says it would be great but we don’t have the resources for it. Dundee

would like to trial keeping stats, Gen asks Dean if he would like to team up with Dundee and

keep better track of the stats. Graham says we will need to improve our technology before we

do anything like that. Nicola says Dean should keep track of stats as he did a lot of tech stat

work at QUAFL.

Ingram asks about the upcoming Origin games, what the VQA is doing for advertising and

hype. Gen says we can’t have each separate player announced due to lack of time, instead will

have players grouped together by positions and genders and teams and similar, possibly with

videos of them playing, but that will need everyone on the team to agree with it first.

Kassi asks about the Leadbeaters team announcement, Gen says it will go up later today.

Kassi will promote the new committee tomorrow, then all casual vacancies within the next

week.

Dundee asks about brooms. Gen passes on from information from the Strategic Forum and the

last Admin meeting, that we will keep on using the straw brooms until they’re used up, or until

the end of Vic Cup 2016, and gradually transition to PVC pipes by QUAFL 2016. General

discussion about the PVC pipes and usability.

Graham brings up Rulebook 9, saying he will be running a workshop going over all the rule

changes the Wednesday before fantasy. Regina tells Graham to go through the Quidcamp

Facebook event to see the reffing workshop powerpoint that goes over all the new rule

changes.

Gen closes the meeting at 12:45

VQA Inc. A0091181H

Attachment 1 VQA AGM Unconfirmed Minutes

Can be accessed here: http://www.quidditchvictoria.com/wp-content/uploads/2014/06/VQA-

AGM-Minutes.pdf

http://www.quidditchvictoria.com/wp-content/uploads/2014/06/VQA-AGM-Minutes.pdf

http://www.quidditchvictoria.com/wp-content/uploads/2014/06/VQA-AGM-Minutes.pdf

Attachment 2 VQA SGM Unconfirmed Minutes

Unconfirmed Minutes of Special General Meeting 01/15 of the Victorian Quidditch

Association, held on the 21st of March at 1pm at Fawkner Park.

Chairperson: Gen Gibson (Acting President)

Members may appoint another member as proxy for this meeting. To do so you need to complete a

form in writing that clearly identifies the person being appointed as your proxy and that you have

signed. For further guidance please refer to the constitution.

Meeting Opened at 1:16pm

1. Attendance

Adrian Marshall Faye Dabrowski Luke Nickholds (minutes)

Al McLean Gen Gibson (chair) Madeline ColemanBock

Alli Parker Georgia Tredrea Mark Kelly

Amanda Lyons Georgia Wallis Matt Jenkins

Amy Touzel Grace Levens Matthew Partridge

Astrid Voorwinden Graham Done Meg Harding

Bodie Nash Harry Reed Michael Braham

Bronwyn Jeynes Hussain Al Qallaf Michelle Mannering

Callum Wynen Jacobo Arenas Natalie Benedykt

Cameron Mitchell Jacqui Kleiner Natasha Keehan

Casia Menkhorst James Thorpe Nathan Morton

Charlie Crutchfield Jamie Leahy Neil Kemister

Victorian Quidditch

Association

Special General Meeting #01

2015

Agenda

Connor Saunders Jimmy Stewart Nicola Gertler

Daniel Jenkins Josh Orloff Sally Hicks

Danielle Benedykt Joshua Apter Umberto Bucalossi

David Blamey Justine Herring Vishal Chopra

Dean Rodhouse Kara Splitstead

Deni Tasman Kassi Grace

Emma Morris Lauren De Avocado

Erin Pratt Liam McCoppin

Gen thanked everybody for being here, and said that we shall aim to keep it short and get through the

necessary points as quickly as possible.

Gen Gibson passes the chair to Luke Nickholds

2. Election Attachment 1 Luke explains that since Alli has stepped down as President, we need to hold an election for a new

president. He asks if there are any nominations.

President

Gen Gibson Nominated: Gen Gibson Seconded: Michelle Mannering

No further nominations are received so Gen Gibson is elected President unopposed.

Luke Nickholds passes the chair to Jamie Leahy

Jamie says that now that Gen has been elected as President there is a vacancy in the position of

VicePresident which she previously held. She asks if there are any nominations for this position.

Vice President

Nic Hirst Nominated: Nic Hirst Seconded: Gen Gibson

Bronwyn Jeynes Nominated: Bronwyn Jeynes Seconded: Erin Pratt

Each candidate gives a speech before votes are distributed, collected and counted. Bronnie Jeynes

is elected Vice President.

Jamie says that we have also opened nominations for Treasurer to give people the opportunity to

nominate if they are interested in taking over. No interest is expressed.

Jamie Leahy passes the chair to Gen Gibson

3. Constitution Changes Attachment 2 Luke says that as explained in the notice sent out, these are some minor changes to the constitution

that was approved at the end of last year. He says that the first is fixing a spelling mistake, and the

second is relaxing the time period for byelections to occur.

Draft Special Resolution #1

“That this General Meeting of the Victorian Quidditch Association adopts the proposed changes to the

constitution of the VQA en bloc.”

Moved: Luke Nickholds Seconded: Natalie Benedykt


SPECIAL RESOLUTION CARRIED

3. Application for Incorporation Luke explains that this is the next step in the incorporation process for the VQA, which will see it more

officially recognised within Victoria. He explains that it will require the VQA to regularly submit

paperwork to Consumer Affairs Victoria and pay fees, but that he thinks this is worth it both for the

improvements in our governance and for the increased legitimacy it will garner us as an organisation.

Draft Special Resolution #2

“That this General Meeting of the Victorian Quidditch Association authorises Luke Nickholds

to apply to Consumer Affairs Victoria to incorporate the VQA.” Moved: Luke Nickholds

Seconded: Connor Saunders


SPECIAL RESOLUTION CARRIED

Meeting closed at 1:32pm

Attachment 3 Election Notice

At the VQA Annual General Meeting on the 20th of February 2016 at 11am at Melbourne

University (Union House) there shall be an election held for the following positions:

President

VicePresident

Secretary

Treasurer

Head of Officials

Head of Gameplay

Head of Events

Head of IT

Head of Media

Head of Fundraising and Sponsorship

The term of office for these positions shall be until the next Annual General Meeting in 2017.

The Returning Officer for this meeting shall be Charlie Crutchfield and the Chairperson shall be Gen

Gibson (President).

These positions are open to all members of the VQA who are:

18 years or over; and

entitled to vote at a general meeting.

You may nominate for these positions at the general meeting or you may nominate beforehand by

providing signed notice to the Returning Officer prior to the commencement of the general meeting.

Nominations may be emailed to [email protected] prior to 6PM AEST on Friday

February 19th.

Voting shall be conducted using the ‘Optional Preferential’ system in accordance with the VQA’s

Constitution, as shall applications for proxies.

Victorian Quidditch

Association

Notice of Election

VQA Inc. A0091181H

For any questions regarding the Election or the AGM, please contact [email protected]

VQA Inc. A0091181H

Attachment 4 Election Guide

VQA 2015 ELECTION GUIDE

The VQA 2015 AGM is being held on Saturday the 20th of February at 11am and will feature elections

for the 2015 Admin Committee, as well as discussion on any other relevant topics. The Committee

consists of –

a) a President; and

b) a Vice-President; and

c) a Secretary; and

d) a Treasurer; and

e) a Head of Officials; and

f) a Head of Gameplay;

g) a Head of Events; and

h) a Head of IT; and

i) a Head of Media; and

j) a Head of Fundraising and Sponsorship; and

k) one Team Representatives per affiliated team

All positions on the VQA’s committee will be vacant and up for election except for (k), the Team

Representatives, which are directly appointed by the teams themselves.

The following pages quote some of the relevant descriptions for each position from the VQA’s

Constitution as well as providing a little blurb about the role written by the current office-bearer.

The Returning Officer for the 2015 Election will be Charlie Crutchfield.

How to apply for one of these positions:

To be eligible to be elected to the committee you must be over the age of 18 and a member of the VQA

eligible to vote.

Nominate at the AGM

If you will be at the AGM then you can nominate on the day. The positions will be elected in

order from the constitution (see above order). For each position the Returning Officer will read

out the position name and then call for nominations. You can nominate yourself, or be

nominated by a friend.

Nominate before the AGM

If you will not be at the AGM, or if you want nominate beforehand, then you can do so by

providing signed notice to the Returning Officer before the AGM. This can be done in person if

you so desire, otherwise you can email the Returning Officer at [email protected]

before 6PM AEST on Friday February 19th.

If you nominate beforehand you may also provide the Returning Officer with a candidate

statement for them or another person of your choice to read out on your behalf.

If you have any further questions about the procedure please read the VQA’s Constitution or contact

[email protected].

48 President (1) The duties of the President shall be to –

a) preside as chairperson over committee meetings and General Meetings;

b) co-ordinate the activities of the committee;

c) represent the Association, and act as its spokesperson;

d) submit reports to committee meetings;

e) submit an annual report to the AGM; and

f) perform other duties, as the Committee may resolve.

The duties of the president include overseeing all the actions of the committee. The president makes

sure everything is running smoothly and the admin team is working together to make this happen. The

president also focuses on future planning to ensure the VQA continues to grow and be sustainable and

affordable for all players. As president you are also responsible for crisis management should it arise

and the delegation of duties to other members to ensure they get completed.

The president is also the main liaison for the AQA and handles most national level responsibilities. The

president works especially closely with the executive committee (President, Vice-President, Secretary,

Treasurer) to achieve the goals set out each meeting.

49 Vice President (1) The duties of the Vice President shall be to –

a) attend committee meetings and General Meetings;

b) preside as chair over committee meetings and General Meetings in the absence of the

President;

c) assist the President in her/his duties;

d) perform the duties of the President if that office is vacant;

e) submit an annual report to the AGM; and

f) perform other duties, as the committee may resolve.

The Vice-President works closely with the president to ensure that the VQA runs as smoothly as

possibly. This includes providing feedback and discussion to the rest of the committee, completing a

range of tasks that don't fall into the other portfolios and filling in for the president when they are

unavailable, or off enjoying a well deserved break. The VP works especially with the rest of the

executive to help them achieve their tasks and to provide additional perspective to the leadership of the

VQA.

50 Secretary (1) The duties of the Secretary shall include to –

a) attend committee meetings and General Meetings;

b) prepare agendas and minutes for General Meetings and committee meetings or delegate their

preparation;

c) serve noticed as prescribed for General Meetings and committee meetings;

d) act as Returning Officer for elections, as appropriate;

e) ensure that inwards and outwards correspondence for the Association is handled correctly and in

a timely manner;

f) submit an annual report to the AGM; and

g) perform other duties as the Committee may resolve.

(2) The Secretary must perform any duty or function required under the Act to be performed by the

secretary of an incorporated association.

(3) The Secretary must –

a) maintain the register of members in accordance with rule 20; and

b) keep custody of the common seal (if any) of the Association and, except for the financial records

referred to in rule 79(3), all books, documents and securities of the Association in accordance

with rules 81 and 84; and

c) subject to the Act and these Rules, provide members with access to the register of members, the

minutes of general meetings and other books and documents and

d) perform any other duty or function imposed on the Secretary by these rules.

The duties of the Secretary are focused on administration, procedure and record-keeping. The Secretary

is responsible for all the non-financial records of the VQA, including being the number one person for

keeping the membership database up to date. As well as that the Secretary organises Admin meetings,

ensuring that everyone has access to agendas and information, and that proper minutes of the meeting

are taken.

The Secretary is the point of contact with the state government for regulatory matters, and as such

Legislation the Secretary must live in Australia. This is not required for other positions on the

committee.

51 Treasurer (1) The duties of the Treasurer shall include to –

a) attend committee meetings and General meetings;

b) prepare an Association Budget, at least annually;

c) prepare monthly financial statements;

d) submit an Annual Report; and

e) perform other duties as the Committee may resolve.

(2) The Treasurer must –

a) receive all moneys paid to or received by the Association and ensure that receipts are issued in

the name of the Association; and

b) ensure that all moneys received are paid into the account of the Association within 5 working

days after receipt; and

c) make any payments authorised by the Committee or by a general meeting of the Association

from the Association’s funds; and

d) ensure cheques are signed by at least 2 committee members.

(3) The Treasurer must –

a) ensure that financial records of the Association are kept in accordance with the Act; and

b) coordinate the preparation of the financial statements of the Association and their certification by

the Committee prior to their submission to the annual general meeting of the Association.

(4) The Treasurer must ensure that at least one other committee member has access to the

accounts and financial records of the Association.

The duties of the Treasurer are focused on money, finances and record-keeping. The Treasurer is

responsible for leading the Admin committee on matters relating to money – they’re responsible for

developing draft budgets and keeping track of the VQA’s spending. This can include authorising other

committee members to spend money up to given limits.

52 Head of Officials (1) The duties of the Head of Officials shall include to –


b) organise and schedule Head Referees for tournament games;

c) recruit, train and support referees within Victoria;

d) provide advice where appropriate on rules or refereeing matters;

e) liaise with external refereeing bodies where appropriate;

f) work with the Head of Gameplay to ensure tournament games are fair and unbiased;

g) submit an Annual Report; and

h) perform other duties as the Committee may resolve.

As Head of Officials, your job is to do your best to have highly skilled Head Refs and Assistant Refs at all

VQA Games. Like all committee members you’ll attend the monthly meetings, where you’ll propose and

discuss with the rest of the committee ways to ensure that we maintain and improve the standard of

Victorian referees. Maybe you’ll run workshops, or institute a mentoring program, or distribute guides,

or get the rulebook tattooed on your chest in small font.

Another main part of your role will be organising referees. For new tournaments, you’ll develop a draft

roster for the Admin to approve. For existing ones, you’ll make sure that the referees are able to make it

each week, and if they’re not you’ll find a replacement. As Head of Officials you’ll be passionate about

quality officiating at our games, and you’ll be passionate for the VQA as a whole and take part in and

work with the committee on other activities as required.

53 Head of Gameplay (1) The duties of the Head of Gameplay shall include to –


b) organising the fixture, scheduling and other tasks for tournaments;

c) developing gameplay standards and resources for the approval of the Committee;

d) training and supporting referees within Victoria to ensure consistently high standards;

e) working with the Head of Officials to ensure that tournament games are fair and unbiased; f)

submit an Annual Report; and

g) perform other duties as the Committee may resolve.

Head of Gameplay's main duties are to book or help book fields for the Victoria cup, Charity Cup and

Melbourne Mudbash. Other duties include making fixtures for tournaments and appointing snitches for

each match. Gameplay also oversees rules and regulations for tournaments held throughout the year.

Gameplay may also be involved when teams make complaints against refereeing teams or referees, or

also in the possible suspension of players.

54 Head of Events

(1) The duties of the Head of Events shall include to – a) attend committee meetings and General meetings; b) plan and run events such as ‘Come and Try’ days, conventions and social gatherings; c) recruit, train, organise and develop volunteers to assist in the Association’s events; d) work with the Head of Media and Head of IT to promote upcoming events; e) submit an Annual Report; and f) perform other duties as the Committee may resolve.

The role of Head of Events is to work together with the Admin team and Events Committee in organising

volunteers for conventions such as Supanova, Come and Try Days, other VQA related events and socials,

and finally organising the Victoria Cup Presentation Night. They may also be required to help out with

other duties the President or Tournament Directors require throughout the year.

55 Head of IT (1) The duties of the Head of IT shall include to –

a) liaise with relevant departments to ensure that appropriate information is distributed;

b) ensure that the Association’s online and social media presence is vibrant and up-to-date; c)

submit an Annual Report; and

d) perform other duties as the Committee may resolve.

The Head of IT is responsible for representing the organisation in a professional manner. They should

use social media tools in a creative and engaging way in order to represent quidditch accordingly, and

maintain an excitement and interest in the sport. They should collaborate with The Head of Media in

order to produce original content for consumption by both current and new players alike. The Head of

IT should be passionate about social media, and the ways it can assist in the growth and development of

quidditch as a whole. As Head of IT, your main responsibilities will be:

-Liaising with members of admin to distribute accurate and informative information via Facebook and

the website

-Creating and maintaining event pages for The VQA, and potentially liaising with a graphic designer in

order to have images created for said events

-Keeping the VQA Twitter account updated, at minimum, with the most recent scores from games

-Liaising with the Head of Gameplay in order to produce Highest Goalscorer and Ladder images -

Working with the Head of Media to ensure photos from recent games are uploaded in a timely manner

56 Head of Media (1) The duties of the Head of Media shall include to –


b) contact possible media sources to gain exposure for quidditch and the Association;

c) work with the Head of IT to promote the Association;

d) submit an Annual Report; and

e) perform other duties as the Committee may resolve.

The Head of Media works to create digital media content consisting of at least videos and photography

to further the publicity of the VQA and provide media content for participates throughout the year. This

may include organizing photographers and videographers for Vic Cup, Vic Fantasy and Mudbash. They

work with the Head of IT to create a seamless supply of this content to maximize online reach. They may

also seek out external media such as newspaper or television to gain publicity and exposure for the

VQA.

57 Head of Fundraising and Sponsorship (1) The duties of the Head of Officials shall include to –

a) actively raise money to financially support the Association;

b) explore various avenues of sponsorship or donations to the Association;

c) liaise with the Head of Events to organise supplementary merchandise for sale at events;

d) explore alternate merchandise and fundraising options;

e) submit an Annual Report; and

The Head of Fundraising and Sponsorship’s main role is to assist with all fundraising efforts made by the

VQA. They can spearhead new ideas to raise money and work with other members of the committee to

see them through. They work closely with the Head of Events and the Events subcommittee to help out

with events where needed, and to make sure if we can be fundraising, we are. They may also seek out

new sponsorship opportunities for the VQA.

victorian quidditch association annual general meeting ... · pdf fileunconfirmed minutes of...

Documents