Committee Meeting 13 February 2014 - Agenda

Notice of Meeting

WPA Committee Meeting to be held at the Silverstream Pétanque club, Dunns Road, Silverstream. The meeting will start at 7:30 pm.

Agenda

  1. Welcome and Apologies
  2. Confirmation of the minutes from the meeting held on Thursday, 7 November 2013.
  3. Matters arising
  4. Correspondence
  5. Treasurer's Report
  6. Tournament Subcommittee
  7. Umpires' Report
  8. General Business

    1. Proposal for purchase of tournament organiser kit

      Following on from the discussion about tournament formats at recent meetings, I propose that the WPA purchase a tournament organiser kit.

      The kit to contain:

      • a Windows laptop;
      • a printer with the capability of printing A3;
      • carry bag and cables;
      • copy of Sport tournament software;
      • copy of MS Excel or MS Office as appropriate.

      The kit will allow the tournament draw to be made at the start of the tournament. The purchase of Sport will bring the WPA into line with PNZ which uses the Swiss system for the qualifying stage in national tournaments.

    2. Entry fee guidelines document

      The Tournament Subcommittee would like the Members to consider the guidelines shown below.

      • From time to time players entered for a WPA tournament need/choose to withdraw from a tournament.
      • At other times when the organiser of a WPA finds there are an odd number of entries they will ask players to take part so that a Bye is not necessary.
      • There are also occasions when about the time of entries closing there is a problem with the numbers and Clubs may be asked to see if they can find additional teams/players among their members.

      The payment or refund of entry fees in the above cases is not clear although we have been told all entries are refunded when players withdraw irrespective of the reason.

      The Tournament Subcommittee suggest the following guidelines:

      1. When there is a withdrawal from a tournament a refund is given as long as the tournament organiser is notified 48 hours or more prior to the start of the tournament (trophies have already been purchased and it may or may not be possible to fill the gap left by the withdrawal)
      2. When a request is made late in the planning of the tournament for a team/player to play in order to reduce the likelihood of a bye, no entry fee should be requested, but it would be accepted if offered.
      3. Where Clubs are asked if they can find more teams/players to assist with the tournament numbers entry fees would be expected.

      Guidelines rather than rules are being sought as there can from time to time be exceptional circumstances which the committee might need to consider.

Colleen Horton
Secretary