South West Soccer Association Inc

Minutes of the SWSA Executive ABN 36 702 563 806


Please note that items of a confidential nature have been omitted from this public copy.

Date Friday 23 August 2019
Location Dalyellup Sports Pavilion, Wake Drive
Time 6:00pm
Purpose SWSA Executive Monthly Meeting
Item Description
1. Meeting open


President Steve Gibson (SG)
Vice-President Shane Cole (SC)
Finance Director Sara King (SK)
Secretary Isabell Evans (IE)
Committee Member Darcy Carroll (DC)

3. Apologies
Administrator Simone Darnell (SD)
4. Previous Meeting 
  • Outstanding Items
Action Update
SWSA to speak to delegates at next meeting regarding South West Phoenix proposal Completed 1st May
  • Outstanding Items
Action Update
Semi-final information to be circulated to all clubs by 28 July Completed
Representative game proposal to be sent to Great Southern Soccer Association Completed
Review website Carry forward
Invite SWP to meeting to discuss forward planning Completed
SD to liaise with FMR and organise meeting with SWSA Executive re cup final logistics In progress via email
SWSA Exec to liaise with Australind regarding the direction of the amalgamation proposal and the impact of no dual registration on playing numbers Completed – SWSA have written to Australind advising that they create a clearinghouse type arrangement then have sub-registration for the seniors and juniors under Play Football like SWP
SD to find out whether hard copy match cards are required for insurance purposes Carry forward
SG to advise Executive of meeting details with website manager Completed – process set however approx. 30-odd match cards cannot be located (mostly club referees)
SG to coordinate selection meetings and confirm fixture date with SWP Completed
SC to forward the letter regarding women being able to play in men’s reserves to SG who will reply as per above Carry forward; SC has contacted FW who advised this is permitted following a FW assessment
  • Committee Decision
That the minutes of the South West Soccer Association from their meeting held 22 July 2019 be approved
Moved: SK Seconded: DC Carried: 5-0

South West Cup

Discussion around cup day logistics and presentations. IE advised FMR had contacted the SWSA seeking to start the Men’s Premier game at 3pm to allow for a formal welcome to the facilities, which is allowed under the by-laws and was approved.

Actions: IE to advise FMR of approval for 3pm Men’s League kick-off and to check that liquor licenses and Council permits are in place; As SG will be overseas and SC unavailable, IE and/or SK to conduct 8:30am and 10:30am game presentations and DC to conduct 12:30pm and 2:30pm game presentations; SD to coordinate trophies and ensure perpetual trophies returned and to be present all day to manage presentations.

  • Discussion around arrangements for Men’s Premier, Men’s Reserves and Men’s Division 1 leagues as Ladies still have games to play and Masters fixtures operate differently. Arrangements agreed as below:
    • The competition will take place over two Sundays – 8th and 15h September
    • In the case of the Men’s Premier and Division 1 leagues the ninth placed side will NOT be involved
    • The format will be as follows;

                  SUNDAY 8TH

                  TOP 4 – 1st placed v 4th placed and 2nd placed v 3rd placed

                BOTTOM 4 – 5th placed v 8th placed and 6th placed v 7th placed

                  SUNDAY 15TH

                  TOP 4  – only both winners play off

                BOTTOM 4 – only both winners play off

    • The venues and kick off times will be sent to clubs on the Tuesday preceding the game, with those finishing 1st and 2nd playing home finals on Sunday 8th
    • All games will be conducted in accordance with SWSA by laws EXCEPT for;
      If a game is drawn it will be decided on penalties with no extra time to be played
      All players must have registered with SWSA and played with their club for a minimum of one game prior to Sunday 8th September
      Teams may nominate 6 substitutes and use rotational interchange in all TOP 4/BOTTOM 4 games
      There will be no provision to reschedule any TOP 4/BOTTOM 4 game apart from a change in kick-off time for the same day
      Each team will be required to provide TWO match balls for each TOP 4/BOTTOM 4 game
      All Referees fees for TOP 4/BOTTOM 4 games shall be paid by both clubs at 50% each
      The winner of each competition (6 in total) will receive a $100 sporting goods voucher
  • Action: SC to compile draw and circulate to clubs by Tuesday 3 September

SWSA Presentation Night

  • Logistics discussion as follows:
    • Venue: Hay Park Multisports Pavilion
    • Date: Saturday 19 October 2019
    • Time: TBC
    • Entertainment: MC Simon Healy; AV Totally Sound
    • Tickets: $50pp with each club required to purchase a minimum of 5 tickets; life members receive free tickets
      Committee Decision
      That SWSA Executive Committee members receive complimentary tickets to the 2019 Presentation Night
      M: IE          Seconded: SK               Carried 5-0
    • Food: three courses with shared platter entrée, double drop mains and dessert buffet
    • Awards: Fairest & Best, Golden Boot, Golden Glove, Young Player of the Year (female and male), Fair Play Award, Coach of the Year, Referee of the Year; league winners receive a cheque of $1,000 each
  • Action: IE to continue with event planning, Committee to assist where required

2020 Rep Game Proposal

Discussion around the potential of a regional representative game between the SWSA and other WA regional associations to be held on the June long weekend in 2020. Action: SG/SD to write to equivalent soccer associations throughout WA to seek their interest in a representative game.


  • Forfeit penalties – discussion around the amount of forfeits this season and decision to change by-laws for next year to introduce a $100 fine per forfeit and then a $100 fine + referees match fee payable should the forfeit be announced on the day of the fixture, with the $100 fine going to the other club. No invoices will be sent this year.
  • 2020 executive – discussion around two vacant positions and skills required e.g. legal and HR.
  • Harvey complaint – only referee can make decision re safety of pitch and can only be made on the day. SG has said will reply after meeting. We see actions as investigative but allowed and start of next season we will say the referee, police or LG are the only ones that can play.
  • Fair Play Awards – discussion around final data entry and team selection. Action: SG to forward DC yellow and red card list; SD to send these to DC while SG away; IE to provide DC with relevant Committee minutes re scoring; DC to compile and analyse winners and advise Committee.
  • Team of the Year announcement and games – meeting to be held this coming Monday 26 July with the teams to then be announced via a media release and website update. Decision to select 14 field players + 2 goal keepers/team. SG advised he has written to SWP and advised that the teams will be unable to play until Saturday 26 October at 5pm and 7pm. Monday’s meeting to also discuss coaches.
    Action: SG to advise the rest of the Committee of the team selection; IE and SD to organise media release and website updates; SG to confirm playing dates with SWP and request they organise permits and facilities; SD to organise SWSA All Stars Team medallions to be presented on 26 October. 

Accounts Approval

  • Committee Decision
    That the South West Soccer Association bank accounts for the period ending 30 June and 31 July 2019 are a true and correct account of the Association’s financial position as of this date.
    Deferred until SD in attendance

Urgent Items


Next SWSA Executive meeting
Tuesday 17 September 2019; 6:00pm – Dalyellup Sports Pavilion
Next SWSA Delegates meeting


Meeting closed