WDS exec meeting minutes

WDS Exec Meeting

Meeting start 2006-04-03 18.36

Welcome / Apologies

Present: Tanya Waisbrod, John Fouhy, Steve Sigley, Martin Wilson, Simon Cowie, Beth Hine, Marc van der Poest Clement, Juho Sarkila, Liz Borberg
Apologies: Kate Taylor

Matters arising from last meeting

Minutes from last meeting: Confirmed.

Financials

Current balance: $18,800.

Outstanding cheques: $10,000 (!).

Overall bank balance: $8,800.

Three B/C grade teams still to pay. About 25 A graders still have to pay. But we haven't had the bill for Tawa yet. Numbers for B grade are down (only 6 teams this season, vs 8 last).

NZ Community Trust has declined our grant application, because we haven't been an incorporated club for one year. Martin to prepare application to another club:

Martin moves, Simon seconds, that WDS applies to the Lion Foundation for funding for uniforms. Motion passes, unanimously.

Term deposit — no update, but since we have less money than we used to, maybe it's not worth it?

Business / Correspondence

Meeting times

Tanya to investigate using Google Calendar to organise meetings.

Food for the exec

Tanya is concerned about spending $90/meeting for food, leading to ~$1000 per year.

Beth moves, Tanya seconds, that club spends $5 per person (and people contribute $5 each) on food each meeting.

Exec contact list

Liz has emailed a phone/email list around the exec members.

Comms working group

Liz, Juho reporting back on their thoughts about communication:

Juho proposes setting up a PHPBB (say) forum, with the end goal of migrating all Wellington ultimate communication from the mailing list to the BB.

Also, online database tracking player information, with some incentive to be in the database.

Juho, Simon to set up a forum by 20 May.

Mailing list update

Update on mailing list status: The old mailing list server died. Dave Lane has migrated the lists to a new server and new software, with more flexible moderation options which should help cut down on spam.

Simon and John to moderate lists.

Noticeboard

Beth to steal stuff from work to make a noticeboard. Beth to write a press-release about Aussie Nationals, announcement about Brass Monkey, Indoorpendence Day.

Indoor leagues

Current status: 6 teams in B grade, 8 teams in C grade, 6 teams in A grade. A grade commitment is down; approximately 36 people (6 per team). Overall participation in indoors appears down this year, vs last year. Have had problems with our gear bag going missing on Wednesday, but Marc has talked to staff there to help sort this out.

A grade being in Tawa a problem — Liz to investigate other options for A grade for next league and (particularly) next year.

We also want to find two extra teams for B grade — Tanya / Marc to talk to Sara Bathgate, Kia Mataara, The Crew.

Martin suggests doing research to find out how much of a barrier the travel and time issues are. Martin suggests also researching the value of the draft — do A graders like it?

Liz to talk to Kate about how to develop A grade, since we have been losing numbers in A grade outdoors as well.

Beth to survey A graders about the three issues Martin raises, and to survey B/C graders about anything she thinks of.

Martin suggests changing the container we use for keeping stuff at the Karori gym — having a bag makes it look like lost property. Maybe get a plastic bin instead? Marc to buy plastic boxes for both Karori and Tawa, and to check with the Rec Centres about how much space they can give us.

Goals

Leagues — maintain leagues and improve organisation.
- Greater focus on A grade outdoor.
- Assist players in developing skill — A graders on social teams.
- Provide opportunities for development: offer incentives to players to move up games.
- Figure out why people leave the sport.
Tournaments — goal: more tournaments in Wellington, more exposure for Wellington players.
- Host one of the Big Three events next summer in Wellington.
- Host 2nd tournament in Winter/SPring to stretch Wellington players (but national-level tournaments).
  - Taupo Hat — may not happen, as we could have worlds training on Labour weekend. Could run it on a different weekend instead.
  - Other option: Savage Sevens, Desert Tournament in snowy Dunedin.
  Simon and Kate to come back with proposals, with Steve's help.
- Make sure Wellington has at least one team in each grade at each big tournament next summer.
- Liz suggests WDS take an active role in organising regional teams:
  - Advertise for and appoint selectors.
  - Advertise for and pick coach.
  - Team, captain selections named by given dates, and supply funding for fields and lights.
  - WDS not responsible for running the team day-to-day; just responsible for getting things started.
  Issues raised by exec:
  - Need to get buy-in from certain key players in Wellington (mainly Black Star core players). Need to make sure we have that support by mid-winter so we know things will work out.
  - Money — have to be careful about spending money on people: what is our ROI? What will the players we spend money on do for us later?
  - Tour event format (mixed or WaM) and proximity to Perth will affect selection policy — Tanya to follow up with NZU to find out what their plans are for the tour next summer. Liz moves, Marc seconds that WDS express a preference for two WaM tournaments first, followed by one mixed. Motion passes.
Financial goals — Steve wants to standardize exec financials so that everything is in good shape, we can even do forecasting, etc. Once its done, Steve to publish his system on the website, so that other regions can follow if they wish.
Schools — want to develop schools ultimate in Wellington region. PE conference apparently being held in Wellington in October. Tanya to take lead on organising events / promotion for this, give conference organisers early notice.
Had some success in schools last year, with Vic students teaching at schools. We want to follow this to retain our contact with and influence in the schools. Tanya and Martin to work on reestablishing our links with schools.
Skills development —
- Monitor conversion from B/C grade to A grade.
- Improve A grade identity: Rebirth of cool.
- Open up an hour 6pm-7pm on Wednesday nights for coaching.
- Bring back Sunday pickup. Requires weekly emails. Marc and Beth to investigate available fields.
- Kate suggests making an accuracy kit (part of individuals).
- More goaltimate, DDC, freestyle (, schtick?).

NZU AGM

Tanya is on a NZU subcomittee. NZU voted on three tournaments next summer, at least one WaM and one mxied.

First aid kit

Steve to find our first aid kit.

Council key

No one knows where the key is.

Banner

Simon has quotes for ~$500 for a single stick-up banner. Martin to do more research on pricing.

Membership register

Marc has email addresses for all A graders, some B/C grade information. Marc to follow up B/C graders.

Fundraising

Beth has talked to Leanne and there is no current risk of competing with her. Beth suggests running a BBQ (with food donated by Pak'n'Save / Brett, perhaps). Beth to email the exec with suggestions.

Signing rights

Westpac gave us the wrong form, but we have the right one now.

Training manual

Tanya to follow this up.

Future privately organized tournaments

Martin to put down on paper how he envisages this might work, what the implications are, any potential conflicts of interest, et cetera.

Merchandise & club gear

Simon has most DVDs, discs, boxes of stuff from Dave. Brett Carlyle still has some discs, but Simon has everything else.

5-year plan

Discuss this next week.

Indoorpendence Day

Tanya has info from Adele and will send an email out this week.

Frisbees for Fiji

Two churchmembers planning a trip to Fiji want to buy a bunch of discs. Our standard price is $125/10 discs. Cost price when we bought them was ~$10/~$11, but replacement cost now is more — probably around $12.50/disc.

New indoor sports centre

WCC is considering building a new indoor sports centre. We would like to make a submission expressing our support for building the thing. Beth to draft a submission and run it by the list for comments.

Sportsperson of the year

Liz to ask for suggestions for sportsperson of the year nominators, and vet any responses.

Next meeting

Monday June 5, Liz's house. Liz to email out her address and directions.

Next meeting: 1 May, 2006, Steve's house.

Meeting closed 20.56.

Action points

Action points from the meeting:

Martin

Grant application to Lion foundation. *
Do more research on prices for a stick-up banner. *
Provide written plan of how a privately-run tournament might work. *

Tanya

Investigate using Google Calendar to organise meetings. *.
Talk to Sara Bathgate, Kia Mataara, The Crew about forming two more B grade teams. *
Find out from NZU what their plans are for the tour next summer; convey WDS' preference. *
Confirm PE conference dates, find out what we need to do to get involved. *
Work with Martin on reestablishing links we formed last year with schools. *
Make a training manual. *

Marc

Talk to Sara Bathgate, Kia Mataara, The Crew about forming two more B grade teams. *
Buy plastic boxes for Karori and Tawa gyms, making sure they aren't too big. *
Investigate potential fields for Sunday pickup. *
Make a second attempt to get email addresses from B/C graders. *

Steve

Find our first aid kit.

Liz

Investigate other indoor venues for the next league and (particularly) next year. *.
Talk with Kate about how we can develop A grade. *
Collect suggestions for sportsperson of the year. *

Simon