WDS 2006 AGM meeting minutes

Wellington Disc Sports Annual General Meeting

23 March, 2006

Welcome / Apologies

Exec members present: Leanne, Steve, John, Brett, Dave, Martin
Apologies: Paul, Aaron, Hilary, Adrian, Shane
General attendence: Leanne, Whetu, Kate, Liz, Tanya, Tiki, Brett, Kate, Dave, Eliot, Tim, Juho, Martin, Iain, Steve, John, Mark, Beth

Minutes from last meeting

Minutes from the last AGM confirmed.

Treasurer's report

Steve Sigley delivers the Treasurer's Report:

	A	B	C	D
1	Ledger	# Transactions	Value	Asset
2	Admin	3	-$ 368.00	0
3	Assets	4	-$ 939.35	1
4	Dev	1	-$ 1,167.12	0
5	Discs	1	-$ 2,641.25	1
6	Exec	5	-$ 643.50	0
7	League	8	-$ 14,115.07	0
8	Tournament	9	-$ 4,114.97	0
9		Expenses	-$ 20,408.66
10		Assets	-$ 3,580.60
11		Total	-$ 23,989.26
12
13	Ledger	# Transactions	Value	Asset
14	Discs	3	$ 120.00	1
15	Interest	12	$ 84.06	0
16	League	77	$ 18,075.00	0
17	Tournament	14	$ 4,107.02	0
18			$ 22,386.08
19
20	Profit	Expense vs income	$ 1,977.42
21	Cash Flow	Spent vs income	-$ 1,603.18
22
23
24	Admin	Loss	-$ 368.00
25	Assets		-$ 939.35
26	Dev	Loss	-$ 1,167.12
27	Discs	Loss	-$ 2,521.25
28	Exec	Loss	-$ 643.50
29	Interest	Profit	$ 84.06
30	League	Profit	$ 3,959.93
31	Tournament	Loss	-$ 7.95
32
33
34	Outstanding	Indoorpendance	-$ 900.00
35	Outstanding	Disc sales	$ 300.00

Outstanding item: Porirua City Council, from Indoorpendence Day 2005. We think we owe them $600-$900, but they haven't invoiced us yet.

Biggest expenses: League expenses.

Biggest revenue: Leagues.

Est. profit from the leagues $4000.

Note that we are treating assets as worth $0 because we sometimes give them away, so they aren't always worth money to us. Plus, we don't want to have the hassle of depreciation. This has affected our bottom line somewhat.

President's report

Leanne McCarthy delivers the President's Report:

Achievements of Wellington Executive 2005/2006

New Wellington Ultimate discs with a new design thanks to Dave
Development tournament hosted by Palmerston went really well thanks to Jacob.
Schools tournament lead by Martin went really well.
We've spent more money than we did last year on items to strengthen Ultimate in Wellington eg.

Library (thanks to Hilary)

Goaltimate kit purchased

New Discs

High level of exec commitment to attend meetings and help on projects.
A grade draft working really well.
League management structure good.
Newsletter started — this could be better
A grade MVP system established and great to recognise peoples achievements
Successful ultimate party at Steve’s for the Wellington tour event
Excellent tour event managed by Adele.
Paraparaumu Beach tournament — 10 people that hadn’t played before attended alongside numerous A grade / social players thanks to Martin
4 Newspapers photos/articles over the year — Dominion Post x3 and Kapiti Observer x1
Brilliant end of season wind down BBQ’s thanks to Martin
John Fouhy got recognition for his support for social player development
A folder of useful information was created by Leanne for executive to pass onto each other as committees change and holds things such as minutes, achievements, goals, financial information, media, incorporation details, etc.

Goals for the year ahead

Leagues: Goal: Grow A grade (6 stable outdoor teams)

Current outdoor numbers: 12–14 social, 5 A grade.
Current indoor numbers: 14 social, 4 A grade.

Problem: Social is strong; A grade is weak. How do we get B/C grade players to move up to A grade?

Suggestions:

Play A grade, B grade on the same night.
Move A grade to a draft system.

This was not achieved in full, we managed to get 4 A-grade teams and the draft system was a huge successful. We managed to maintain our social grade teams at 14.

Tournaments: Goal: Five ultimate tournaments in the year

Existing tournaments: Tour event, Indoorpendence Day, 3-aside.

Suggestion: "North American tune-up", a preseason warmup for tour teams [Dave].

Suggestion: New hat tournament in Wellington (or resurrection of the Whopper).

We ran 6 tournaments in the region and therefore completed our goal — 2 open days (Paraparumu and Oriental Bay beach), 1 development tournament, 1 indoor tournament, 1 tour event and a 3 aside event.

Money: Goal: Break even over the year (ie: spend the profits from leagues on development)

We have lots of money. If the tour event (and other tournaments) break even and the leagues maintain their current profitability levels, then no problems. If we maintain a healthy bank balance, it makes it easier to run events (where we may have to spend money up front, and recoup it later). If we spend more than we earn, it could cause problems for later execs (when the money starts to run out).

We broke even over the year and currently have approximately $16,000 in the bank

Women's / Men's vs Mixed

Hilary suggests a women's tournament (possibly 5-aside). Brett — 3-aside could run as separate men's/women's.

Hilary, Leanne suggest a women's development weekend (part training, part tournament).

This was not completed

The Exec

Need to get regular players — especially B/C grade players — involved. Most of them don't even know who we are. Need to talk to them, find out what they think. If non-exec members have concerns or opinions relating to ultimate (or other disc sports) in Wellington, they should talk to the exec. Two weeks before each meeting, announce the exec meeting to the whole community (via the mailing list); call for suggestions / submissions. One week before the meeting, announce the agenda. Problem: How do we communicate to players not on the Wellington list? Idea: Talk to captains before or after social games (particularly outdoors, when all teams playing at once).

We had a party for all leagues last year and that was successful, plan is to create a database of the Wellington players and this has been handed over to incoming executive

Schools: Goal: Grow schools ultimate [Shane]

Paul suggests: Pay people to visit schools and run sessions.

Talk to Christchurch (Dave, Penny, Sammy); get their schools resources.

We did a fantastic job in this area and did numerous school visits and training over a period in October. Many schools have included ultimate into their sports and one college is trying to get it included in College Sport.

Skills Goal: Develop skills of all players and develop university ultimate

Idea: Get Shane Vuletich's training resources.

Problem: We can run training sessions, but many B/C grade players will not know about them (or will be put off by a belief that they would be too "hard core").

Connects with previous point about communication between Exec and players.

Dave ran sessions last year to develop players however we didn’t get a strong response.

Other disc sports

WDS claims to represent all disc sports in Wellington. But none of the golf-only players in Wellington are involved with WDS at all. Talk to golf players; say that we are willing to help, and ask them if there is anything they want us to do. Invite Dylan Cooper to join the exec? Dave wants to introduce goaltimate to the region. Need to make a kit (cost estimate: $200). Dave to follow up on this.

Idea: Social tournament; day of golf / goaltimate / DDC.

Dylan was contacted about this and never responded, we have put it to the incoming executive to follow up.

Voting

President

Nominations:

Tanya Waisbrod (nom: Liz Borberg, sec: Kate Taylor)
Mark van der Poest Clement (nom: Beth Hine, sec: Iain Gill)

Winner: Tanya Waisbrod

Secretary

Nominations:

John Fouhy (nom: Leanne McCarthy, sec: Dave Campbell)

Winner: John Fouhy

Treasurer

Nominations:

Steve Sigley (nom: Leanne McCarthy, sec: Dave Campbell)

Winner: Steve Sigley

General executive

Nominations:

Martin Wilson
Simon Cowie
Kate Taylor
Juho Sarkila
Beth Hine
Liz Borberg
Mark van der Poest Clement

Winners: All.

General Business

Martin moves, Dave seconds, a motion of thanks for Leanne for her extensive hard work and outstanding organizational ability. Adopted by general acclaim.
Martin notes that he is president of the VUW Flying Disc Club, which has been paid by WDS in the past and may be paid by WDS in the future for support work (including running leagues, et cetera). This is a potential conflict of interest that Martin would like the incoming executive and general body to be aware of.

Martin also notes that he may in future seek to earn money from promoting ultimate, and mentions that if he does pursue this, he is willing to resign from Wellington Disc Sports.