WDS exec meeting minutes

WDS Exec Meeting

Meeting start 2005-09-12 18.18

Welcome / Apologies

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

Matters arising from last meeting

Exec votes to accept the minutes from last week.

Disc register

Dave has made and is maintaining a register. Please keep him up-to-date. Register includes 14 coloured discs — exec votes to give 12 to Martin to give away, and 2 to Leanne as prizes for tour event. Total 61 discs in stock (spread around).

Buying more discs

Exec thinks we need more discs. Dave doesn't like the current design, and has begun work on a new design. Dave to produce a new design, circulate it amongst the exec prior to the second meeting to we can get an order off ASAP. Buy at least 200, possibly more, depending on quotes. Dave to confirm final order numbers with Leanne so we can get discs ordered before next meeting.

Regional development tournament

Jacob Tapiata (PN) is keen to run this, and we are happy to let him do so. This kinda spoils our social grade party plans — it's not going to work to have a party in the evening in Wgtn if a tourney is in PN that day. Vote to move party to 19th. Done. Party committee — Aaron, Shane, Leanne, Hilary to organise this.

Use the email list we are collecting to run our draft for the dev tournament. Dave to email his list of emails to Paul, who will merge it with his list of names. Paul to email people to find out who is interested in playing. Leanne, Adrian, Paul to build teams.

Pay Dave for Goaltimate kit

Done.

NZU affiliation details

NZU affiliation details to John — people here to give John their details after the meeting.

A grade MVP

Martin to adjust A grade score sheets. Not done yet; Martin will do it.

A grade

We need (lots) more people if we are to get six teams. Go out and get more players, everyone. Dave will be "draft coordinator"; point of contact for new players over the season, etc.

A grade uniforms

Martin hasn't asked for quotes yet, but he has produced a detailed sheet showing what we will ask for (when we go to funding agencies). Ask for 25 * 6 shirts of distinct colours. Ok.

Tax exemption

We have an IRD number. Steve to get it to John.

Business/Correspondence

News letter

Brett to make another one, with assistance from Adrian. Steve suggests emailing PDF to mailing list, or putting PDF on website and emailing link around. Exec thinks website is better.

Email contacts

Martin bemoans the state of email communication. Suggest making a concerted effort to collect everyone's email addresses from players at leagues. Worry about "spamming" members with too many emails. Brett suggests putting most information on website; just email around weekly or fortnightly pointers to new stuff on the site.

Steve will produce a form. Starting next Tuesday (first social night), Steve and Paul will be at league nights, signing people up.

Schools

Martin & VUWFDC are giving away lots of discs, have people going to lots of schools. Team Vic has paid for 100 discs to give away; Martin is doing a good job of giving them away. VUWFDC is being financially backed by us and by Team Vic, and is paying its members for their school visits. VUWFDC is paying students $10 per hour credit to ultimate-related costs (eg, league costs, etc.). We are giving VUWFDC $750; Team Vic is doing likewise. Because of the high interest from schools, VUWFDC is over-budget by $300, and there may yet be more interest from schools. Team Vic may be able to provide extra funding; Martin would like us to also provide extra.

Martin specifically asks for an extra $500 of funding by WDS. We will not be asked to front up with cash until after the project (teaching, etc) is finished and Martin has provided a detailed accounting of how the money was spent.

General consensus — really good, but expensive, and how do we measure the effectiveness? Aaron would like Martin to provide testimonials, photos, etc. from school sessions.

Leanne proposes increasing our spending cap by $300 (bringing total WDS commitment to $1050). Dave thinks there is no point in underfunding the project; Martin has asked for $500 so Dave thinks he should have an extra $500 (given that, if it runs under-budget, we will not have to pay all that).

Brett proposes $500 increase. Exec votes in favour: WDS will increase its funding cap to $1250.

Martin to have his report by our next meeting.

Prizes — Martin will take the remaining jackets to give away. Also, anything he wants from Steve's Box of Junk (eg, old Arano minidiscs).

Library

Hilary has sent a list of book, DVDs she has ordered. She has spent US$265.48 + shipping; she will order more once she knows how much shipping will be.

Wellington tour event

Wellington tour event is December 11/12 mixed. Adele has booked Petone fields; budgeted based on six teams (possible teams won't come because of the short notice). Adele would like someone to volunteer to organise a party. Steve suggests holding party at his place; his landlord is happy with that. Adele will buy 6 WDS discs to use as game discs for $20 each.

Adele wants some kind of tent / marquee — Adrian B can borrow a scout tent on short notice; Dave may be able to borrow one from his work — he will look into it.

Sponsorship — does anyone know anyone who could provide sponsorship, particularly in terms of prizes? Contact Adele if you know anything.

Social grade fields

figure out how many we need, then get them painted.

Cones

Martin wants to buy more so we have enough for all social and A grade fields. Exec says OK.

Media

We want to get into the print media. Adrian says getting into the paper will hinge on good photos. Leanne suggests Feeling Great as well. Martin suggests Dominion Post sports results listings — Adrian to investigate whether we can be a part of that.

A grade socialising

Adrian suggests going to the pub after A grade. Talk to the Office; see if we can get a deal on wedges or something.

Financials

Reporting: Leanne would like more transparency in WDS financials: Each meeting, Steve to table a bank statement of transactions over the past period with income / expenditure clearly highlighted. Exec members to review and sign the bank statement. Steve to produce annotated statements since April for next meeting.