Club Administration Handbook 2026

The Croquet Association of Queensland acknowledges the Traditional Custodians of country throughout Queensland and their connections to land, sea, and community.

We pay our respect to their Elders past, present and future and extend that respect to all Aboriginal and Torres Strait Islander peoples today.

The Queensland Government supports the Croquet Association Queensland Inc. through the Department of Sport, Racing and Olympic and Paralympic Games

The Croquet Association of Queensland thanks the Queensland Government for its support.

Further information on any item in this handbook can be found by contacting the Association at secretary@croquetqld.org.

CROQUET ASSOCIATION of QUEENSLAND INC.

Queensland Croquet Association (QCA) was formed in 1922. The name changed to the Croquet Association of Queensland (CAQ) to avoid confusion with the Queensland Cricket Association. On 24 July 1998 CAQ registered the business names of Croquet Association of Queensland and Gateball Queensland.

Croquet Association of Queensland membership currently consists of affiliated clubs and individual registered players in Queensland and northern New South Wales, and it is governed by the Croquet Association of Queensland Management Committee. The State Association is affiliated with the national body Croquet Australia which is affiliated with the World Croquet Federation (WCF).

The Croquet Association of Queensland, its member clubs and its registered players are all members of Croquet Australia, and, as such, are expected to abide by the CA Code of Conduct and relevant policies.

1. CROQUET ASSOCIATION OF QUEENSLAND MEMBERSHIP

The Croquet Association of Queensland consists of forty-one incorporated croquet clubs referred to as Member Clubs.The Member Clubs are allocated into seven geographical regions:

2. REGIONAL COMMITTEES

The Member Clubs in each region form a Regional Committee, responsible for the promotion and organisation of croquet tournaments, including regional pennant or shield competitions, within the region as well as general administration. Regional Committees are free to manage their affairs as they see fit, provided they operate within the constraints of the CAQ Constitution and its Policies and Procedures.

It is recommended that Regional Committees appoint a Regional Coaching Coordinator and a Regional Referee Coordinator to liaise between players, clubs and CAQ State Coordinators.

Each Member Club is entitled to be represented at the regional committee by two registered players. However, each Member Club is entitled to only one vote.

Each Region operates its own bank account and conducts its own Annual General Meetings. Regional Committees may levy their individual club members an annual fee, if desired.

As early as possible following their Annual General Meeting, or a committee change, each Region is asked to forward, to the CAQ Secretary:

1\. Regional Delegate contact details for Management Committee meetings

2\. A list of club delegates to the Regional Committee

3. MEMBER CLUBS – RESPONSIBILITIES & INCORPORATION

All croquet/mallet sports clubs affiliated with the Croquet Association of Queensland must be Incorporated bodies and pay the prescribed annual fee. More information can be found on the Qld Office of Fair-Trading site: https://www.qld.gov.au/law/fair-trading

As part of affiliation, each Club is expected to:

• Ensure it has a minimum of seven current financial members
• Hold a copy of the original Certificate of Incorporation
• Pay an annual fee to the Qld Office of Fair Trading
• Maintain a current constitution
• Keep an account in the name of the incorporated association with a financial institution that has a Queensland branch
• Appoint at least 2 approved signatories
• Obtain compulsory public liability insurance. The Croquet Association of Queensland provides such insurance which is included in the Croquet Association of Queensland annual affiliation fees. Details at: https://www.croquetqld.org/library/croquet-australia-insurance-policy-summary
• As soon as practicable, update the Croquet Association of Queensland with changes in committee membership by emailing details to CAQ Secretary
• Ensure that all club members are registered with Croquet Association of Queensland
• Pay such Fees and Levies as set within the prescribed time
• Comply with the Croquet Association of Queensland and Croquet Australia’s Policies and Procedures
• Ensure that the Club’s web page via the Revolutionise Sports club site is kept up to date

4. CROQUET ASSOCIATION OF QUEENSLAND GOVERNANCE

A Regional Delegate is nominated from each region and these seven regional delegates, together with the President, Vice-President, Treasurer and Secretary/Administrator (non-voting) make up the Croquet Association of Queensland Management Committee. Regional Delegates are responsible for representing the views and interests of their region at CAQ meetings and for being active and committed members of the CAQ Management Committee.

The positions of President, Vice-President and Treasurer are filled each year through elections held at the AGM.

The CAQ financial year runs from July – June. All other activities, including player registration, are run on a calendar year basis.

The CAQ Constitution was updated, adopted and registered with the Qld. Office of Fair-Trading in December 2025.

The Croquet Association of Queensland's Standing sub-committees change with changing priorities. The 2025/26 sub-committees are:

• Operational
• Selection (AC and GC)

5. PUBLIC LIABILITY INSURANCE

The Croquet Association of Queensland provides Insurance Cover (Public Liability) to all affiliated Clubs.

The Insurance is purely Public Liability and does not include contents or building insurance. Clubs negotiate their requirements separately with their preferred insurer, for this aspect of insurance.

Public Liability Insurance is negotiated annually by Croquet Australia. Individual club certificates can be accessed by following the instructions at https://www.croquetqld.org/library/croquet-australia-insurance-policy-summary

6. OTHER INSURANCE

The Croquet Australia brokered insurance also covers:

• Personal accident
• Professional indemnity

All clubs, officials, accredited coaches, voluntary workers and members, including trialling or temporary members.

7. INCIDENT/INJURY REPORTS

It is recommended that injuries received on club premises be recorded as an Injury or Incident on Revsport.

For assistance contact: secretary@croquetqld.org

Claim Against Public Liability Insurance

If a claim on the Insurance needs to be made, the Club Secretary should contact the Insurer. Details and claim forms can be found at Insurance - Croquet Australia

Should the person making the claim not be sure whether the claim is covered by the Policy, they should liaise through the Club Secretary.

8. SIGN-IN REGISTER

Clubs are advised to maintain a sign-in book, or use some other methodology for recording attendance at the club, or when engaged in club-related business. The register should be signed by current members, visitors, volunteers, and anyone who is on the premises. Some clubs maintain separate registers for members and for visitors. This data can be used when revising play schedules, when applying for grants, and for security purposes.

Each person should provide the following information: date, full name, sign in and sign out time, signature

9. FINANCES

9a. Annual Fees

The Croquet Association of Queensland affiliation fee is paid annually and covers the period from 1 January to 31 December.

There are two separate fees – (a) Club Affiliation and (b) Player Capitation. Insurance is included.

9b. Club and Player Fees

CAQ fees are determined by the CAQ Management Committee and confirmed at a the AGM or General Meeting held prior to the year to which the fees apply. Clubs will receive a detailed report on Club and Capitation player fees, including Pro Rata Capitation Fees per half-year.

Junior fees are half those of an ordinary adult member.

Croquet Australia membership fees are set by that organization and are included in the CAQ fee.

Clubs that offer Life Memberships are responsible for ensuring that life members are covered by insurance. If a club life member wishes to remain registered as a player, the CAQ capitation fees are payable.

9c. Fees Purpose

Fees contribute towards the provision of the following services and activities:

• CAQ’s administration
• Insurance
• Membership with Croquet Australia
• Pathways support, including for coach and referee development
• Support for state representative teams
• Hire of club facilities for CAQ events and activities
• Support for volunteers undertaking CAQ roles
• Support for regions, eg. workshops

9d. Other sources of funding

The Croquet Association of Queensland regularly applies for government grant funding to support initiatives that

• Promote mallet sports in Queensland
• Assist with automating systems to reduce burden on volunteers
• Help clubs build membership
• Focus on providing services to specific demographic groups
• Develop pathways for players and officials

10. PLAYER REGISTRATIONS

10a. Registered Players

Members can be added to the RevSPORT database in 2 ways:

a) The club registrar/secretary can create a new member or update a member using RevSPORT or

b) The Club registrar/secretary will complete the membership form and email to CAQ.

No capitation is to be forwarded to CAQ without an invoice being raised by the Treasurer first. This will ensure that the correct amount of capitation fee will be charged depending on the half-yearly rate when the new member commences. It will also mean that CAQ will keep more accurate data regarding each Club’s membership numbers.

De-Listings

Clubs using RevSPORT can delist members who are not returning for the season on RevSPORT. Clubs must also separately supply CAQ with details of players who are being de-listed so that the master membership database can be maintained. If a player has left the club during the year please ensure that they are delisted ASAP.

Clubs not utilising RevSPORT are asked to inform CAQ by emailing the Membership Officer at membership@croquetqld.org.

Invoices

An invoice will be generated for new and returning members and forwarded to your club for payment.

Clubs should not make payment to CAQ without first receiving an Invoice.

Capitation/Affiliation invoices will be issued in mid-late January, allowing ample time for Clubs to respond with accurate numbers of members for the year ahead.

Capitation/Affiliation invoice must be paid by the due date and prior to the AGM for Club representatives to be eligible to attend and vote at the AGM.

Please note that cheques are no longer accepted.

10b. Registered and Current Financial Players are entitled to:

a) be a member of more than one club, but only the member club nominated as their primary Club will be required to pay affiliation fees to CAQ.

NB. Players registered outside Queensland will also pay the CAQ component of the annual capitation fee.

b) resign from one member club and become a member of another member club or change the nomination of their main club.

c) be nominated for election to any CAQ Office or CAQ Committee.

Responsibilities

Registered Players are responsible for:

a) complying with the National Code of Conduct

b) complying with Croquet Association of Queensland and Croquet Australia Policies and Procedures

c) adhering to CAQ Regulations for Tournaments

11. MEMBER CLUBS

Member Clubs are responsible for:

a) complying with the Policies and Procedures of CAQ and Croquet Australia

b) complying with the legal requirements of being an incorporated association in Queensland

c) advising the secretary@croquetqld.org, within 30 days, of any change of particulars to club office bearers

d) ensuring that, by 7th January each year, the Member Club’s Registered list is current and up to date

e) paying to CAQ each year all fees and levies for new and continuing registered players, including players registered in another country but a member of a CAQ affiliate club and:

I. ensuring that all members of Member Clubs who play any of the mallet sport codes supported by CAQ are Registered Players

II. limiting entries to Member Clubs’ mallet sports events to only CAQ Registered Players, Croquet Australia Registered Players and International Players registered with their home country Mallet Sports’ Association. The host club has the responsibility for checking if players are registered

f) notifying the CAQ Events Coordinator, as early as practicable, full details of any open tournament or event which the Member Club plans to conduct the next year

g) applying to the CAQ Events Coordinator, as early as possible, to host a CAQ conducted event

12. TEMPORARY (TRIALLING) MEMBERS

Many clubs run “come and try” sessions to build their membership and engage with the local community. Classed as “trialling” or “temporary” members, these players are generally covered by player and public liability insurance. Clubs are encouraged to follow the the Croquet Australia Temporary Member Policy.

13. CLUB EMAIL ADDRESSES

Each Member Club has been set up with a Croquet Association of Queensland email address in the format: yourclub@croquetqld.org Clubs may organize their own email address if preferred, however, CA will send all correspondence to the generic address. It is highly recommended that the club set up a mail redirect from the generic address to the address of their choosing if they wish to do so, or actively monitor their official email address.

Email is the primary form of communication, ensure that your email details are up to date.

It is the responsibility of the Club Secretary to ensure the club email password is kept secure and forwarded when there is a change of committee member. Club emails can be reset on application to secretary@croquetqld.org

Secretaries are reminded that the Association adheres to a Privacy Policy; therefore, the login must not be made public.

For further information, contact the CAQ secretary at secretary@croquetqld.org

Please Note: Email communication now forms the basis of most communication, and any email is considered as a legal document.

14. CROQUET ASSOCIATION OF QUEENSLAND REGISTRATION SYSTEM

All Queensland players registered with CAQ are members of Croquet Australia. CA has adopted RevSPORT as its online Member Registration System.

The CAQ RevSPORT database is located on a secure site for Clubs to access. The club can only access information about its own registered players.

It is the responsibility of the Club Secretary to ensure the login 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, the Password must not be made public.

Helpful information on the RevSPORT system can be found on the Croquet Association of Queensland and Croquet Australia websites

Data from the RevSPORT database can be used to produce membership reports, review trends and themes in memberships, education and accreditation documentation as well as keep statistics.

15. CLUB WEBPAGE ON CAQ SITE

For assistance with Club web pages on RevSPORT, contact CAQ at secretary@croquetqld.org

16. CAQ NEWS

CAQ helps promote mallet sports and keep players and members informed through a number of media. These include the CAQ website, the CAQ President’s newsletter, Hoopla!, the CAQ Facebook page, and many emails on a variety of subjects.

17. QUEENSLAND HANDICAPPING SYSTEM

All players have their code handicap 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 to set the handicap of the non-competitive players and to change it from time to time to suit the player’s current performance. The handicaps of match players change according to the index changes as set out on the handicap card after each game.

Player handicaps are included in their RevSPORT member record, and should be updated by emailing the secretary@croquetqld.org when they change. This is the responsibility of the Club secretary, or Tournament Manager.

For convenience, player handicap details are exported from RevSPORT on a regular basis and uploaded to the CAQ website. Players are reminded that this data provides a snapshot, and is not necessarily current.

The handicap change form can be found at Handicap Change Form - Croquet Association of Queensland

The current Handicapping Regulations and Manual may be accessed via the Croquet Australia website.

18. MEMBER PROTECTION

Croquet Association of Queensland takes Member Protection extremely seriously.

STAY SAFE. YOUR SAFETY IS OUR FIRST CONCERN

If you are in immediate danger or risk of harm, call 000

Report all Child Safeguarding and Discrimination matters to Sport Integrity Australia, via the SIA ONLINE FORM, or the Safe Sport hotline: 1800 161 361

Croquet Association of Queensland adheres to the National Integrity Framework. Further information on member protection is HERE

19. POLICIES

Croquet Association of Queensland operates under several Policies, both local and national. These are reviewed as required. More information available at:

Croquet Association of Queensland Policies and Procedures

Croquet Australia Policies and Procedures

20. COORDINATORS AND DUTY OFFICERS

Croquet Association of Queensland relies predominantly upon volunteers to maintain its operations. These dedicated people are employed in a number of roles, including coordination and as duty officers.

A. STATE COORDINATORS

The requirement for state coordinators may vary from year to year, often depending upon volunteers willing to undertake these roles. Many tasks overseen by these coordinators are carried out by other volunteers.

The following positions may be offered each year. Registered Players are invited to submit Expressions of Interest in October, or as requested:

• Coordinator of Coaching
• Coordinator of Association Croquet
• Coordinator of Association – Referees
• Coordinator of Gateball
• Coordinator of Gateball – Referees
• Coordinator of Golf Croquet
• Coordinator of Golf Croquet – Referees
• Coordinator of Ricochet
• Coordinator of Ricochet – Referees
• Coordinator of High-Performance Players
• Coordinator of U/21

In the absence of a State Coordinator of Coaching, each Code Coordinator will assume responsibility for this role within their code.

In the absence of individual code referee coordinators, that Code Coordinator will assume responsibility for this role.

The Expressions of Interest are called for in October, and then the volunteers areappointed each year from 1 January to 31 December.

Coordinators may claim for expenses incurred while carrying out their roles. Receipts must be provided for approved expenses incurred. Petrol expenses are claimed at the present rate of 50c per km, excluding the first 50kms.

Coordinators are invited to provide a written report to the Management Committee on a semi-regular basis, or as the need arises. Coordinators may contribute to the Annual Report if they wish.

B. CAQ OFFICERS

Each year interested individuals may submit Expressions of Interest for any of the following positions:

• Secretary/Administrator
• MPIO (Member Protection Information Officer)
• Events Coordinator(s)
• Disputes Resolution Officer
• Memberships Officer

These Expressions of Interest are usually called for in October, and volunteers are appointed each year from 1 January to 31 December.

Where applicable, the Coordinators and CAQ Officers provide the Association with a draft of what they expect to do for the year. Any workshops or seminars, together with an expected Budget for each activity, should be discussed with the Management Committee prior to scheduling.

Receipts must be provided for approved expenses incurred. Petrol expenses when applicable are claimed at the present rate of 50c per kilometer, excluding the first 50kilometers.

Where a Coordinator or Officer conducts a workshop or seminar, a record must be kept and emailed to secretary@croquetqld.org

Coordinators and Officers may be required to attend special meetings throughout the year. They may provide a report to be included in the Association’s Annual Report if they wish.

21. MANAGEMENT OF GRIEVANCES (COMPLAINTS)

In July 2024, Queensland introduced legislation through the Associations Incorporation Act to regulate the management of grievances. All clubs must include a section on the management of grievances in their Constitution, or their affairs will be regulated in accordance with the Act, specifically Section 47A.

In summary, this change moves the management of grievances (also referred to as “complaints”) to the level at which they occur. Grievances between club members, or between club members and the club administration, are to be handled by the individuals involved. Mediation may be sought. If conversation and mediation does not produce a satisfactory outcome, escalation pathways mya include taking the matter to court.

Grievances between a party and CAQ are managed by the party and CAQ, although the same process applies. Refer to the CAQ Constitution, Section 13, for more information.

Members are encouraged to seek assistance and support when pursuing, or being involved in, a grievance action. An MPIO or the CAQ Dispute Resolution Officer may be able to provide guidance.

NB. This process represents a significant change to how matters were dealt with prior to July 2024. Members and clubs are reminded that immediate escalation to CAQ or Croquet Australia is no longer compliant with State legislation.

22. PROHIBITED CONDUCT

Prohibited conduct should be referred immediately to the relevant legal authority. This could include: abuse, bullying, harassment, sexual misconduct, discrimination, victimization, vilification.

APPENDIX

CAQ FEES AND ALLOWANCES – 2025/2026

This guide is intended to be a working document detailing all fees, allowances and reimbursements in one place. As implied in the title, it will be updated each year.

All amounts stated include GST where appropriate.

MEMBERSHIP FEES

CAQ membership fees have two components:

• Member Club affiliation fees
• Player Registration fees

These fees apply to the calendar year - January to December.

Changes in these fees must be approved at a general meeting of Member Clubs.

Member Club Affiliation fee (due on 1 January)

Player Registration Fee (due on 1 January)

Member Clubs are charged a player registration fee for each of their players on record on January 1.

• Member Clubs must maintain an up-to-date register of their members (ie players) and advise CAQ of any changes at least monthly.
• Clubs will be invoiced for new players as they join during the year. There is no refund available for players leaving the club during the year.
• Members joining a Queensland Club who are a member in another State must pay the CAQ membership fee less the Croquet Australia portion (Currently $40).
• Members joining from another country must pay the full fee.

EVENT ENTRY FEES

Entry fees for CAQ events are set and approved by the Management Committee.

Entry fees for AC, GC and Ricochet events are:

Entry fees for CAQ Gateball Queensland Championships are:

Entry fees for Croquet Australia events are advised by CA.

Conditions for any refund of CAQ and CA event entry fees are found on the Croquet Australia website under Policies and Procedures.

ALLOWANCES

Club support

The following allowances may be claimed

State Team support

Support is offered to the Bronze Medal winner and to players selected to represent the State at national events in AC and GC to offset the costs of travel and uniforms.

Uniforms – Croquet Association of Queensland badged apparel for team members and team managers:

Note: track suits are not supplied or claimable.

Financial support for travel and accommodation:

Additional once only support for regional member who resides

REIMBURSEMENTS

This reimbursement is intended to cover the cost of travel on CAQ’s behalf incurred by appointed officials (including referees, and event managers).

Note: prior approval should be obtained for other reimbursement of other expenses, Other general expenses reimbursements are available upon presentation of paid invoice to the treasurer.

HONORARIUMS

These payments are set by the Management Committee at the time that the Budget is finalized. An additional stipend for the secretary may also be authorised.

(The payments must be recorded in our annual reports as defined in section 70D of the Act and s 9E of the Regulations.)