Wellington Disc Sports

Exec Meeting

31 May 2005, JJ Murphy's

Welcome and Apologies

Present: Leanne McCarthy, Dave Campbell, Hilary Fletcer, Brett Carlyle, John Fouhy, Paul Adams, Steve Sigley
Apologies: Shane Delaney, Adrian Bathgate, Martin Wilson

Minutes from previous meeting

Minutes from 2005 AGM and subsequent SGM confirmed.

Matters arising from previous meeting

Status of Adrian Bathgate and Aaron Roydhouse queried: At the AGM, it was believed that existing exec members continued unless they specifically resigned; however, this is incorrect. By the constitution, they resigned automatically at the AGM.

Aaron and Adrian are phoned individually to ask their opinions. The exec votes to appoint them to the executive.

Business / Correspondence

Leanne would like people to be more careful about their use of 'reply to all', in order to reduce email clutter.

Paying someone to do setup work for the summer leagues

Last summer, the VUW Flying Disc Club was paid $200 per league to run the Monday night (social) leagues.

Martin suggests that the same arrangement happen in the next summer season.

The exec feels that paying someone to run the leagues is a good idea, but that we shouldn't simply specify VUW for the job.

One person on the exec must be responsible for ensuring the job gets done; a contract will be drafted and signed between the exec and whomever gets the job.

Website

Website issues:

Remove Oli's name/contact details from the many places where it occurs.
Add clear instructions on how to sign up for the mailing list.
More frequent news articles (anyone with news: email it to John).

[John]

A Wellington Flying Disc Association 'library'

Hilary suggests: Exec buys books, DVDs relevant to ultiamate (and golf?); lends them to members. $10 bond to borrow books/discs.

Exec thinks it's a great idea.

Need a new exec position: Librarian?

Hilary to investigate what's available; make buying suggestions.

Fixing bugs in the constitution

The recent AGM and SGM uncovered some issues with the constitution that either need changing or clarifying.

Martin provided a list of issues by email; others:

Can you nominate yourself?
email votse allowed?
What is the definition of a member?

Steve to look at issues; consult Adele Gibson, Jonathan Aumonier-Ward, Jon Liddell.

Goals for the year ahead

Leagues

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.

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

Tournaments

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).

Goal: Five ultimate tournaments in the year.

Money

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).

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

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).

The Exec

Need to get regular players — especailly 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).

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.

Skills

Goal: Develop skills of all players. Dave is running training sessions over winter.

Goal: 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.

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.

Roles and Responsibilities

President — Leanne
Secretary — John
Treasurer — Steve
Deputy chair — Paul
League / Tournament coordinator — Dave, Martin? [unconfirmed]
Development — Dave
Marketing — All
Press — Adrian
Buying discs / Merchandise — Steve
Correspondance / general questions — Dave
Website — John
Schools — Shane
Universities — Martin
Clubs coordinator — Paul
Golf / Goaltimate — Brett
Regional contact — Leanne
Collecting mail — Steve, John
Club reps — Contact details for Frenzy, WUF, Flight Club, Kia?

Bold — list on website.

Outstanding Issues

Nike jackets

Need to end this, one way or another.

Jackets "sold" to Cities: Write it off.

Remaining jackets (all very small): Give away to schools (with logo?).

Resolutions

None.

Financial

The treasurer's report is available here.

Steve to investigate current signatories for the chequebook; remove people who have left the exec.

WDS to spend money on food for exec meetings; budget: $50 per meeting.

Steve notes that there is no legal obligation for us to get audited.

Steve compliments the previous treasurer (Oli Helm) on the accounts kept.

Steve to prepare a budget for next year.

If money is spent, there must be a minuted exec vote. Exception: league costs.

Hilary suggests: Travel fund. People can apply to the exec for a travel grant to assist them in traveling to tournaments. Leanne to follow this up; prepare sample guidelines for allowing/declining applications.