CROQUET ASSOCIATION QUEENSLAND (CAQ) - CLUB 2021 CLUB OPERATIONAL HANDBOOK - CLUB OPERATIONAL HANDBOOK 2021 - Croquet Queensland
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CLUB OPERATIONAL HANDBOOK 2021
CROQUET ASSOCIATION
QUEENSLAND (CAQ)
CLUB
2021 CLUB OPERATIONAL HANDBOOK
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2021 CROQUET ASSOCATION QUEENSLAND EDITED JANUARY 2021
CLUB OPERATIONAL HANDBOOK 2021
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2021 CROQUET ASSOCATION QUEENSLAND EDITED JANUARY 2021
CLUB OPERATIONAL HANDBOOK 2021
A COPY OF THIS DOCUMENT CAN BE
DOWNLOADED FROM THE CAQ
WEBSITE, UNDER THE “ABOUT US”
TAB
The Queensland Government supports
Croquet Association Queensland Inc.
through Sport and Recreation Services.
Croquet Queensland thanks the
Government for its support.
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2021 CROQUET ASSOCATION QUEENSLAND EDITED JANUARY 2021
CLUB OPERATIONAL HANDBOOK 2021
TABLE OF CONTENTS
Page
Table of Contents 4
Board of Management 5
1 Croquet Queensland Structure Overview 6
2 Croquet Queensland Membership 6
3 Regional Sub-Committees 7
4 Member Clubs 7
5 Croquet Queensland Governance 8
6 INSURANCE 9
6a Public Liability Process 12
7 Incident Reports 13
8 Sign-in Register 13
9 FINANCE 14
9a Financial Year 14
9b Croquet Queensland Financial Information and Reimbursements 14
9c Annual fees 16
9d Member Club Component 16
9e. Registered Player Contribution 16
9f 2021 Club and Player Registration Fees 17
10. PLAYER REGISTRATION 18
10a Registered Players 18
10b Member Clubs 18
10c Social Players 19
10d Overview 19
10e Use and Process – Club Level – All forms 21
10f New Player Registration Forms 22
10g Re-Registration Player Forms 24
10h Transfer of Player Registration Forms 26
10i Temporary Registration Player Forms 28
10j Second Club Player Registration Forms 30
10k Delisting Player Form 32
10m Croquet Queensland Process for Setting Player 34
Registration and Club Membership Forms
11 Club Email Addresses 35
12 Croquet Queensland Registration System 36
13 Club Web Paged on the CAQ Web 37
14 Mallet Sports Express (MSX) 37
15 Monthly Player Registration Form 38
16 Guidelines and Computerised Handicap System 39
CAQ DIRECTORS AND DUTY OFFICERS 44
1 State Directors 45
2 CAQ Duty Officers 46
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CROQUET ASSOCIATION QUEENSLAND (CAQ)
BOARD OF MANAGEMENT
PRESIDENT VICE- PRESIDENT SECRETARY TREASURER
Directors
Director of Development Secretariat Finance Equipment Officer
Association and Promotions Secretary Committee
Director of Sub-Committee Assistant
Association Referees Chair Grants
Director of Gateball Members Manager
Director of Gateball Sponsorship Web Officer
Referees Officer Registration
Director of Golf Media Officer Officer
Director of Golf Editor MSX
Referees Hall of
Director of Ricochet Recognition
Director of Ricochet Sub
Ad Hoc Committee
Referees
Committee Chair plus
Director of Coaching
s members
Director of U21s
Events Sub Committee
CAQ Events Co-ordinator
Sub-Committees
Code Directors
1.Selection 2. Governance
State Handicapper
7 REGIONAL DELEGATES
Regional Sub-Committees
Brisbane North Brisbane South Gold Coast Sunshine Coast
Eildon East Brisbane Broadbeach Bribie Island
McIlwraith Graceville Burleigh Heads/Palm Beach Caloundra
Merthyr Ipswich Coolangatta Coolum
Moreton Bay Gateball Stephens Murwillumbah Headland Buderim
Pine Rivers Twin Rivers Southport Nambour
Toombul Wynnum Tambourine Mts Noosa
Windsor Tweed Heads The Range-Maleny
Central Queensland Darling Downs Wide Bay Burnett
Capricorn Coast Dalby Bundaberg
Gladstone Laurel Park Hervey Bay
Gracemere Toowoomba Isis
Mackay West Toowoomba Point Lookout
Rockhampton Sunnyside
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CROQUET ASSOCIATION QUEENSLAND INC.
Address: Sports House, 150 Caxton Street, Milton, 4064.
Tel: 07 3876 5576
Email: secretary@croquetqld.org or info@croquetqld.org
ABN: 96 056 186 273
Patron The Right Honourable Lord Mayor of Brisbane, Cr Adrian Schrinner.
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 41 incorporated croquet clubs referred to as Member Clubs.
The Member Clubs are allocated into seven geographical regions:
• Brisbane North (7) Eildon, McIlwraith, Merthyr, Moreton Bay Gateball,
Pine Rivers, Toombul and Windsor
• Brisbane South (6) East Brisbane, Graceville, Ipswich, Stephens,
Twin Rivers and Wynnum
• Central Queensland (5) 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 and The Range-Maleny.
• Wide Bay Burnett (5) Bundaberg, Hervey Bay, Isis, Point Lookout and
Sunnyside.
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3 REGIONAL SUB-COMMITTEES
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.
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, 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 which includes Financial Statements
• the name of the Regional Delegate who will represent the Region at Management
Committee meetings
• a completed Form 12, Regional Committee Member (see web on-line FORMS)
• A report for inclusion in the Association’s Annual Report.
4 MEMBER 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 and By-Laws 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 of two must sign any cheques:
• Obtain compulsory public liability insurance (Croquet Queensland provides such
insurance through its provider, Regional Insurance Brokers) which is paid to Croquet
Queensland at the time of annual affiliation.
(http://www.ribpl.com.au/contact-us/)
• Supply Croquet Queensland with information on its new committee within 30 days of
each Annual General Meeting; (see On-line Forms - Form 10)
• Provide the Committee Information on Croquet Queensland’s Management System
• Indicating the Club’s Office Bearers on the CAQ Registration System.
• Advise Croquet Queensland of any change/s to this list throughout the year
• Provide Croquet Queensland with a copy of its Constitution each time it is updated
• Ensure that all playing club members are registered with Croquet Queensland
• Pay such Fees and Levies as set within the prescribed time
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• Comply with Croquet Queensland’s Constitution and By-Laws.
• Ensure that its members / registered players abide by the Associations “Code of
Conduct”.
• Update the Club’s web page at www.croquetqld
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
• Virtual Hall of Recognition
• Governance
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6. PUBLIC LIABILITY AND INSURANCE
Croquet Queensland provides 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 Insurance is negotiated annually by the Australian Croquet Association (ACA).
Policy information is as follows:
CAQ INSURANCE REVIEW – REGIONAL INSURANCE BROKERS- 7TH AUGUST 2020
Tenielle Price is the Association’s contact.
The following Policies are currently in force and paid up to 31st December 2021.
1. CAQ OFFICE – Pol # 102A906633BPK BUSINESSPACK QBE Insurance
Insured amount $20 000 on a Replacement Basis (New for Old)
Excess $500
Note! The two laptops and a portable Printer are covered when taken outside the
CAQ office.
The 2021 Premium of $1 000 was paid on 13th October 2020 and is covered until
14th November 2021.
2. COMBINED LIABILITY RIB-BNE 22371-1029202/012
PART 1 – PUBLIC LIABILITY – Insured amount $20 000 000
NIL EXCESS
Premium $3 567.47 – current until 31 December 2021
General Liability of Association and its clubs is generally referred to as Public
Liability.
Public Liability Insurance is designed to protect you against losses that you become
legally liable to pay as compensation in respect of personal injury and/or property
damage that occurs as a part of your club’s business. Club business includes
activities associated with the administration, promotion, organisation and provision of
croquet. This includes the ownership or occupation of your premises, and fundraising
events.
INSURED: The Association and/or Clubs as well as their members, prospective
members, temporary members and voluntary workers.
COVERAGE: Australia wide coverage for legal liability to third parties for injury
and/or property damage caused by an occurrence in connection with the Insured’s
business.
PART 2 – PROFESSIONAL LIABILITY
Insured amount of $2 000 000 any one claim and a maximum of $2 000 000 in
any one period of insurance.
NIL EXCESS
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Cover is applicable to Referees, Coaches, Tournament Manager/s and others
officiating at Croquet events.
The policy will cover you against losses arising out of a claim against you arising out
of a breach of professional duty including negligent acts and advice in the conduct of
club business.
PART 3 – MANAGEMENT LIABILITY
Insured amount of $5 000 000 any one claim and a maximum of $5 000 000 in
any one period of insurance.
EXCESS $2 500 each claim
This provides coverage for the executive and Management Committee of CAQ and
its affiliated Club committees. It extends to sub-committees authorised by a
Management Committee and extends to volunteers carrying out activities requested
by and authorised by the respective Management committee that are of a
management or administrative nature.
Management liability insurance provides cover against the exposures and
unintentional wrongdoings that your club may face. This includes discrimination,
harassment, inefficient administration, libel and slander, and employee theft.
This policy provides cover to the elected officers and incorporated sporting clubs for
losses arising from claims against the officer/sporting club for wrongful acts that have
been committed in the conduct of club business. The policy includes the following
coverage sections:
• Directors’ and Officers’ Liability
• Employment Practices Liability
• Internet Liability
• Statutory Liability
• Fidelity
3. CORPORATE TRAVEL INSURANCE – RIB-BNE A2237#2400114855
Premium $1 331.90 Policy is current to 31 December 2021
INSURED PERSONS:
Directors, Executives, Employees, Consultants, Accompanying persons and
dependents.
It also includes club members who travel more that 100 kms from their usual place of
residence to officiate or play in a croquet event at a club other than the club
member’s own club.
The person travelling is automatically covered and there is no paperwork required
before commencing travel.
A Major benefit is the coverage for and “insurance excess” for a hire car up to a
maximum of $5 000.
See the Policy detail in full on CAQ’s website.
This policy is current to 31 December 2021.
4. SPORT COVER/SPORT INJURY
PERSONAL ACCIDENT INSURANCE POLICY#PMEL 990102759
PREMIUM $1 556.85 CURRENT TO 31 DECEMBER 2021
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INSURED PERSON MEANS any member of The Insured or any other person
actively engaged in and appropriately registered for the purpose of playing the
Sport of The Insured. This includes any officials and/or co-opted volunteers acting
for and on behalf of The Insurer.
SCOPE OF COVER:
Playing in official matches under the auspices of The Insured.
(a) Engaging in organised training or practice (including practice matches) for the
Sport as noted in The Schedule.
(b) Travelling directly to or from or between activated described in (a) or (b) above
and the Insured Person’s normal place of residence or place of
employment.
(c) Staying away from the Insured Person’s home district including overseas travel
during a tour for the purpose of participation in representative matches and/or
any other games duly authorised by The Insured.
(d) Engaging in administrative or organised social activities of The Insured.
Refer to the full Policy wording for full details of the cover provided.
This policy is current to 31 December 2021.
The review was completed on 11 September 2019 and forwarded to Regional
Insurance brokers for their perusal and editing where necessary.
Regional Insurance Brokers are prepared to provide all policy wording etc in
electronic form on a USB stick for uploading to the CAQ website.
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6a. Public Liability Process
Annually Australian Croquet Association (ACA) negotiates with
Underwriter.
CAQ Clubs The Club Secretary or Treasurer notifies CAQ Office of any
By 30 September 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
From 1 October continue to delist players as required.
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 CAQ advises ACA of total registered player numbers (less
1 October those at Bowls Clubs where applicable) as of 30 September.
ACA and ACA Advises Insurance Brokers and numbers In October and
Regional negotiates.
Insurance
November 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 of 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 31 The Policy Certificate is forwarded to each affiliate Club. Clubs
January should display this certificate at their Club, plus forward a
photocopy as required by Regional Council / Shires etc.
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7. INCIDENT REPORTS
Use 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.
Claim Against Public Liability Insurance
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.
Risk Management
A part of your Club’s Risk Management Strategy 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.
See the CAQ Risk Management Policy at About Us / Policies, including checklist.
8. 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 sign 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 SIGNATURE SIGN IN TIME SIGN OUT
(Printed) 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 ACTING AS 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.
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9 FINANCE
9a FINANCIAL YEAR
Croquet Queensland’s Financial Year is from January 1 to December 31.
Club and Player 12-month affiliation fees are due to the Association on 1 January each year.
Many 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.
Croquet Queensland’s Treasurer can usually be contacted at the Sports House office on
Tuesdays and Thursdays, telephone 3876 5576.
The Treasurer’s email is treasurer@croquetqld.org
9b CROQUET QUEENSLAND’S FINANCIAL INFORMATION
BANK BRANCH NUMBER ACCOUNT NUMBER
Bank of Queensland BSB 124-070 10010114
TO DEPOSIT
Paying by Cheque Please ensure that all cheques are made out as
“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. 4604
Please ensure that the following information is
included:
Name of Club
Reason for payment
If payment is for registration/s, copies of the
appropriate Registration Forms need to be included.
Paying On-line Please ensure that name of Club or Registered Player
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
Reason for payment (each item set out separately if a
multiple payment).
If payment for registration/s, copies of the appropriate
Registration Forms need to be included.
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REQUEST FOR Where possible, all reimbursements will be made by bank
REIMBURSEMENT transfer.
All requests must be submitted on either completed
Payment Request Form 26a pr 26b. (These forms can be
downloaded on-line).
Please use Form 26b, the form can be downloaded on-line
CLUBS when claiming for CAQ Event expenses. Form is to be
approved by CAQ Tournament Manager and then
forwarded to the Treasurer. If applicable, receipts must be
forwarded.
DEVELOPMENT GRANT In most cases a Claim for Payment Form will be issued at
REIMBURSEMENT the time the Grant Initiative is notified. Please use this form
CLUBS when making a claim.
INDIVIDUALS
This includes: Please use Form 26a which can be downloaded on-line.
• An individual
Referees claim. Where applicable, receipts must be forwarded, and the
This has to counter- form signed by the applicable CAQ officer before
signed bye the CAQ forwarding to the CAQ Treasurer.
Events Co-ordinator Forms and Receipts may be scanned and emailed.
before it is
forwarded.
• An individual Person As above
claiming expenses
from the Grant e.g.,
Travel.
This has to be
counter-signed by
the CAQ officer
responsible before it
is forwarded.
• Claims by
individuals other As above
than for Referee or
Grant claims
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9c. ANNUAL FEES
Regardless of the Club’s Financial Year, club member fees are paid annually form 1 January
to 31 December.
There are two components to this – Club Registration and Player Capitation and Insurance.
The fees are set annually at a Special General Meeting, which is held in September. While
the Association endeavours to seek out to gain Grants and Sponsorship, these fees are the
basis of the Association’s Annual Report.
9d. MEMBER (CLUB) COMPONENT
These assist with the following services to Clubs:
• Croquet Queensland’s 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 Medal’s Representation
• Access to CAQ Home Page on www.croquetqld.org
• Individual Home Page on www.croquetqld.org
• Player on-line Registration System
• Contribution to Representative State Team Expenses
• Membership with Australian Croquet Association (ACA)
• Allows interactivity throughout intrastate, interstate and international Clubs
• Workshop Opportunities for Club Members – Event Management, Finance, MPIO,
Computers, Marketing, Media, Conflict Resolution (these may be workshops offered
by Bodies such as Queensland’s Department of Sports and Recreation)
• Publications List
9e. REGISTERED PLAYER CONTRIBUTION
These assist with the following services to the registered player community:
• 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 for selection for ACA Scholarships when available
• Membership with the Australian Croquet Association (ACA)
• Contribution to State Team Expenses
• Allows interactivity through 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 Sport and Recreation).
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9f. 2021 CLUB AND PLAYER REGISTRATION FEES
The following 2021 Player Capitation and Club Affiliation Fees were agreed to by Clubs at
the September 2020 Special General Meeting.
The Annual invoices from Croquet Queensland to member clubs for 2021, are based on the
number of registered players at individual club on 31st December 2020, and are charged at
the following rates of fees:
For 2021 player registration
- Senior player $92 (incl GST)
- Under 21 player $49 (incl GST)
- Player with non-affiliated primary club $62 (incl GST)
For 2021 club affiliation
- 16 or more registered players $185 (incl GST)
- 15 or fewer registered players $92.50 (incl GST)
Note:
When a new player is registered after 1st October 2020, the period of that player’s
registration is extended to 31 December of the following year.
Please refer to Clause 2 of CAQ By-laws which sets out Club Responsibilities for the
registration of all players.
Player Registration forms may be found at www.croquetqld.org/forms
In the interest of assisting clubs to grow membership during 2021, CAQ’s player registration
fee for each New Member who joins a club during 2021 will be reduced by 50%.
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10. PLAYER REGISTRATIONS
10a. REGISTERED PLAYERS
Registered Players are entitled to:
a) i. 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.
ii. Players registered outside Queensland will also pay the CAQ 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 Constitution, By-laws, Standing Orders and Player’s Code of
Conduct of the CAQ.
b) adhering to CAQ Regulations for Tournaments which incorporate the ACA
Regulation of Tournaments
10b. MEMBER CLUBS
Member Clubs are responsible for:
i. complying with the Constitution, Standing Orders and By-laws of the CAQ.
ii. advising within 30 days, both to the CAQ Secretary and the secretary of their
Regional Sub-committee, of any change of particulars to office bearers.
iii. ensuring that, by 1 October each year, the Member Club’s Registered list is
current and up to date, including handicaps.
iv. 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
1. ensuring that all members of Member Clubs who play any of the mallet
sport codes supported by CAQ are Registered Players
2. limiting entries to Member Clubs’ mallet sports events to only CAQ
Registered Players, ACA Registered Players and International Players
registered with their home country Mallet Sports’ Association.
v. any CAQ Affiliated Club who permits a non-affiliated player to play in events
conducted by ACA, State Associations and affiliated Clubs will incur a penalty
of $120.00 per occurrence. If any Affiliated Club fails to pay the fine within 30
days of the date of the event, then that Club may in turn be considered by
CAQ to not be financial. The host Club has the responsibility for checking if
players are registered.
vi. notifying the CAQ Events Co-ordinator, through relevant CAQ form, by 30
September each year, full details of any open tournament or event the
Member Club plans to conduct the next year.
vii. applying to the CAQ Event Co-ordinator through relevant CAQ form, by 30
September each year, to host a CAQ conducted event.
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10c. Social Members
Croquet Queensland do not have a Social Membership Category.
However, it acknowledges that Clubs may have social memberships available under the
following conditions:
1. to current members, who for a variety of reasons, no longer wish to play Croquet but
wish to maintain their social contacts and continue to support the club.
2. to the partner of an affiliated member who has no interest in playing Croquet but
wishes to support the club and encourage their partner.
3. Life Membership may be granted to any Club Member by a Croquet Club. This
membership is bestowed by the Club only and not CAQ or ACA. The club
membership fees may be waived by the club. Should the Life Member still be an
active Croquet Player they are still required to pay Affiliation Fees.
4. social membership is not available to any person who is an active croquet player.
5. social membership can never be used to gain entry to any Club, CAQ or ACQ
croquet event.
Conditions which outline the involvement of Social Members in Club activities are the
sole right of individual Clubs provided they do not conflict with any of the above
conditions.
10d. Overview
All players, clubs and regions are registered with CAQ using the CAQ Registration Database
set up for that purpose.
ALL FORMS TO DO WITH REGISTRATION and related information must be forwarded
DIRECT to
Email: treasurer@croquetqld.org
Registration Forms can be
EITHER scanned and emailed to treasurer@croquetqld.org
with payment made direct to the CAQ bank account.
Bank of Queensland BSB: 124 070 Account #: 10010114
OR posted to
CAQ Treasurer, 150 Sports House, Caxton Street, Milton 4064
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/forms . Their
format may change from time to time so please check the site regularly.
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• NOTE: All Registration Forms were updated in 2020.
• 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 Treasurer 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 on-line CAQ Registration Database
(see separate section). It is not necessary to forward this information to the
Registration Officer.
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10e. 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 CAQ
Registration System 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 Conduct” and signed
by the new member.
Please photocopy all forms before sending
to keep a record at your Club.
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10f. 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 is made either
by Direct Debit or by forwarding a cheque
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 Financial Registration Card (PFRC) The form is forwarded to the Registrations
Registration Officer Officer. Once entered in the database, the
player’s 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.
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10g. RE-REGISTRATION PLAYER FORM (FORM 2)
By Whom
Use: When a player’s membership has Use the Re-REGISTRATION player (Form 2)
lapsed for more than 60 days
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 is made either
by Direct Debit or by forwarding a cheque
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.
Player’s Financial Registration Card (PFRC) PFRC will remain the same and no new card
Registration Officer will be issued, unless application is made.
Registration forms are to be lodged with the
office within 30 days of the player registering
with the Club. Do not hold over, especially in
the period October to December.
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10h. TRANSFER OF PLAYER 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.
If the player is registered for the current year
Registration Fees
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 is made either
by Direct Debit or by forwarding a cheque
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.
Player’s Financial Registration Card (PFRC) The form is forwarded to the Registration
Registration Officer Officer. As the player’s first Club will change,
once the above process is completed, a new
player’s PFRC 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.
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10i. TEMPORARY PLAYER REGISTRATION (Form 4)
By Whom
When a registered player from another State Use the TEMPORARY PLAYER
or Overseas wishes to join the Club for a REGISTRATION (Form 4))
limited period
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.
There is a CAQ Registration fee.
Registration Fees
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 PFRC 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.
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10j. SECOND CLUB PLAYER REGISTRATION FORM
(FORM 5)
By Whom
Joining an Additional Club Use the SECOND CLUB PLAYER
REGISTRATION FORM (FORM 5)
This form is for all players who wish to join an
Player
additional Queensland club (or clubs) while
remaining a member of their original club.
Both player and club official from where Fill out the relevant sections on the form,
application is made for additional club each signing where indicated.
membership)
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.
NOTE: Registration officer sends email to
Registration Officer
secretary of primary club confirming
additional registration.
A new player PFRC card will only be issued
if the player’s primary club changes as a
result of the additional membership/s.
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10k. DELISTING PLAYER (FORM 6)
By Whom
Use FORM 6 for all delisting details
Delisting Club Player
For use when a member leaves the Club for
Cancellation of Player’s Registration
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.
Ticks why player has left (for statistical
Secretary
purposes), forwards to Association
Archives in Database.
CAQ Registrar
NOTE: Unless a Delisting Form is filled out
Club Secretary
and forwarded to the office when CAQ
registration fees are invoiced, their, member
will be classified as current and Club
charged accordingly.
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10m. CROQUET QUEENSLAND PROCESS FOR SETTING
PLAYER REGISTRATION AND CLUB MEMBERSHIP FEES
Annually Croquet Queensland’s Finance Sub-Committee, draws up its
annual Budget, factoring in known expenditure for the following
CAQ year, including proposed ACA Fees and levies.
Any Governance Development Grant is included but budgeted
separately, based on Deliverables negotiated with Sports and
recreation at the time of the Grant application.
July Management Committee Meeting –
Budget ratified by the Management Committee
CAQ Special General Meeting is held in September to adopt the
annual fees.
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11. CLUB EMAIL ADDRESSSES
Each Member Club of Croquet Association of Queensland is entitled to an email address,
yourclub@croquetqld.org and therefore all email is held on the croquetqld.org. server.
This is meant to make communication between the Association and the clubs, plus between
Clubs easier. 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. The email is on the server in Web format and can be downloaded from there. Clubs
use their own internet mail program, e g Microsoft Outlook, Windows Live, etc by
configuring.
Croquet Queensland will disseminate information mainly by email, so email should be
downloaded regularly.
Change of
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 web@croquetqld.org 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. (See on-line at About us/Policies.)
The Club is responsible for the ISP (Internet Service Provider) they use for outgoing emails if
it is not through Web Mail.
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, only the old and
new secretary need to be involved in passing on the Croquet Queensland email address and
password.
For further information, check out the on-line CAQ Library (at bottom right -hand side of CAQ
home page) if you still need help. Then please email the webmaster at web@croquetqld.org
They will endeavour to contact you as soon as they can.
A word of warning about email. Email communication now forms the basis of most
communication and any email is considered as a legal document.
Be careful when using the cc (copy to) and bcc (blind copy to) functions. While these are
used as a BROADCAST function, i.e. to a number of people, remember there may be
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2021 CROQUET ASSOCATION QUEENSLAND EDITED JANUARY 2021CLUB OPERATIONAL HANDBOOK 2021
correspondence that should not be forwarded to all and sundry, so please think carefully
before sending any email.
12. CROQUET QUEENSLAND REGISTRATION SYSTEM
Croquet Queensland now has an on-line up-dated CAQ Registration System. It 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 – the club can only access
information about its own registered players. Each club receives its own username and
password. THIS IS CONFIDENTIAL.
The Web Officer will provide the username and password to be used if the Club is unaware
of this but will only provide it to the Club Secretary.
Club Username: ____________________________________________
Club Password: ______________________________________________
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, see online at About Us/Policy.
TO ENTER THE SYSTEM
GO DOWN TO “LOG INTO CROQUET QUEENSLAND” BUTTON ON THE LEFT- HAND
SIDE AT THE BOTTOM
• You will then be taken to the “enter password” area, fill out …
• This takes you to “Croquet Association of Queensland” page
• Scroll down to “Manage Members” and click on “Manage CAQ Members”
• This will take you to your own page, where you can then navigate to make changes.
Club Secretaries (or nominee) may make the following changes:
• Incorrect spelling
• Change of last name
• Change of address
• Change of telephone number/s
• Discipline/s played
• Notification of committee positions held
• Changes to non-competitive handicaps
The Director of Coaching, Directors of Referees and CAQ Handicapper also have access to
limited information in the Registration System 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 can be assessed, and statistics kept. Clubs are
able to download and print both their own club membership list plus various other lists,
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2021 CROQUET ASSOCATION QUEENSLAND EDITED JANUARY 2021CLUB OPERATIONAL HANDBOOK 2021
especially those to do with coaches, referees and discipline.
If you still need help, then please email the webmaster at web@croquetqld.org They will
endeavour to contact you as soon as possible.
13. CLUB WEB PAGE ON CAQ WEB SITE
Each member club has a web page on the CAQ website, www.croquetqld.org
• The information needs to be included: 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 are the same used for all access to the CAQ web).
To access your club page:
• GO DOWN TO “LOG INTO CROQUETQLD BUTTON” ON THE LEFT -HAND SIDE
AT THE BOTTOM
• You will then be taken to the “enter password” area, fill out
• This takes you to the “Croquet Association of Queensland” page
• Your entry is via the top section of the page
• For help on how to make changes to your page, open up a separate Croquet
Queensland tab, to the CAQ Library, on the right-hand side at the bottom
• Follow the directions in Croquet library on how to make your own changes
• It is important to monitor the page during the year and make changes to postal
address, playing times, telephone numbers and emails of who to contact.
If you still need help, then please email the webmaster at web@croquetqld.org They will
endeavour to contact you as soon as possible.
14. MALLET SPORTS EXPRESS
Croquet Queensland provides a newsletter (Mallet Sports Express (MSX)), as the method of
distributing information. Usually published monthly (except for December), one copy is
forwarded to each club. The current postage rate 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 word.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 phots, 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
site.
Clubs may, provided there is space in that particular edition, include the FOR SALE notices
for free.
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15. 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 as from January
2021.
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2021 CROQUET ASSOCATION QUEENSLAND EDITED JANUARY 2021CLUB OPERATIONAL HANDBOOK 2021
16. QUEENSLAND COMPUTERISED HANDICAPPING SYSTEM
GUIDELINE TO CLUB HANDICAPPING 2021
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 schemes which may be helpful when setting Handicaps.
Ernie Melville Qld State Handicapper 2021
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2021 CROQUET ASSOCATION QUEENSLAND EDITED JANUARY 2021CLUB OPERATIONAL HANDBOOK 2021
16a 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. ACA /regulations
If you are a 12, let’s say now
after you win a game your index This refers to the time when your
ACA /regulations
increases to 1205. Your handicap will handicap will change.
then be 11 with a new range of indices,
This refers to the time when your A HANDICAP CHANGE MAY
but if in the same event you later lose a
handicap will change OCCUR AFTER ANY GAME IN ANY
game, and your index reduces to 1997
you will keep the handicap of 11 (not EVENT.
12) because you now have a new
handicap range. If this occurs while you are playing a
Here is something else for you handicap event, it will mean a change
to think about. It is possible for two in the number of bisques and index
players to have the same index but points you exchange, but NOT any
with different handicaps. In this case event change.
one player could be on a winning run This has been done to achieve parity
down, while the other one is on a between association and golf croquet.
losing run up.
Ernie Melville.
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2021 CROQUET ASSOCATION QUEENSLAND EDITED JANUARY 2021CLUB OPERATIONAL HANDBOOK 2021
16b HANDICAP CONVERSION 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. I checked through the
41 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.
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16c. 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 12 Division 3, Match player
Can play an elementary game
10 Single ball skills improving
Ability to run 1-2 yd hoops 8 Division 2, Match player
and do jump shots
7 Understanding of handicap play
Can play stun and stop 6 Getting basic knowledge of rules
shots well,
uses successful tactics
Able to enter tournaments 4 Division 1, Experienced Match
confidently player
3 Has good knowledge of advanced
tactics
Can run angle and long shots 2 Good ball control for long and short
confidently shots
0 to
-6
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2021 CROQUET ASSOCATION QUEENSLAND EDITED JANUARY 2021You can also read
