--AU Meeting Minutes

Date: 20 January 2009
Location: Tim and Helen's House
Present: Summer Brines, Tina Zabern, Bryan Holyoake, Tim Germann, Fish Seebeck
Apologies: Sherif Ibrahim

Meeting Started: 7.05 pm

--Agenda
General Business
Last week's to dos
Website
Survey questions
Upcoming Events
Savage sevens tournament
Schools tournament
Nationals
Disc-oh-mistress
School training program
AGM

--General business
Nate has updated website as much as possible - under control
Total membership 244 members after spring wind up
Bry's onto doing newsletter - aim for early February
Financial summary - Surpluses for tournaments discussed.
How we pay people - have to be registered employers and manage PAYE - how difficult is this going to be.

To do: Fish to get onto Ian about his write up for newsletter and Fish to write a bit on his team
To do: Tim to email Kate for invoice and other receipts for Taupo Hat
To do: Tim to investigate avenue of being a registered employer
To do: Tack onto a future email our potential search for a part time accountant
To do: Tim to send IRD stuff
To do: Fish to get Tina onto scoreboards.

--Last weeks to do's

Website
Hard to get hold of Dave Lane.
Two and a half grand up front will allow for a site doing everything we need. As more sites are added maintenance costs are reduced. NZU disinclined to go for a new site from casual conversation had with Ian.

Following the conversation with Dave Lane exec should meet on a wednesday and get going on website

To do: Fish to call Dave Lane to get idea of what website will be able to do.

Survey
Are you interested in improving your skills?
Are you interested in competing in national and regional tournaments?

If yes
How often, when would you like to train?
What do you feel you most need help with?
Would you prefer to be just with those of the same skill level?

Would you be prepared to make a donation for training sessions?
What do you feel the maximum number of players would be to gain benefit from a training session?
Prefer one on one attention?

--Upcoming Events

Summer wind up tournament to be the day of the AU Ball - 28th March
Cornwall Park

Ball, Dinner, Band - $70
Depending on where Ball is could buy alcohol for cost

Saving if you come to both the ball and the wind up tournament

Indoors - Kohi 6.45-10pm; Avondale still available. Stick with these gyms - have been offered other side of Avondale gym.

Taupo Hat - Kate is gone. Nate may be keen to take it on

Email to discover if there are accountants and TD 'helpers' - so you’d have a couple happy to coordinate and others to help.

To do: Fish to investigate availability of Cornwall Park being available
To do: Bryan to put this information in newsletter
To do: Fish to book Kohi and both courts at Avondale
To do: Fish to call Kate about Taupo Hat and whether we can use her website, following this email Nate to discover his interest in organising Taupo Hat
To do: Email asking for helpers across the board

Savage sevens tournament

18th July Saturday - 9 aside; interim between tournaments

To do: add to email for helpers

Schools Tournament

Want to run a tournament at the same time as summer wind up tournament.
We could provide fields for them as a monetary help.

Nationals

Do we want to make a bid?

Make a bid for mix - perhaps a slightly easier option

To do: ask for helpers

--Disc-oh-mistress

Funnel funds through AU for Disc oh mistress sponsorship from Oscar’s pub. Issue of control - have no control over the team and their actions. Furthermore nothing in constitution to affiliate clubs so cannot have team tied to good behaviour, no drug policies etc

Suggestion to try becoming affiliated with NZU in order to get funds

To do: email Kate suggestion to become affiliated with NZU; if it turns out to be a dead end come back to us
To do: Motion on Wednesday at supplementary meeting whether to support disc oh mistress

--School training program

March - 5 days, 280 students, 10 groups of 14 - probably just two days - each group only has a half hour

Warren, Ian and Bex could be interested

A bit of fun but probably little advantage for ultimate as a sport

To do: Fish to get more details

--AGM

Use Avondale pavilion again - 14th July - week before savage sevens

AU Meeting Minutes

Date: 8 December 2008

Location: Tina's House
Present: Summer Brines, Tina Zabern, Sherif Ibrahim, Bryan Holyoake, Tim Germann, Fish Seeback

Meeting Started: 7.15 pm

- Agenda

* Incoming correspondence
* General business
* Spring League
* Membership
* Employer Status
* Website Agreement
* Scoreboards
* Tommy's email
* Promoting Ultimate in Auckland

- Incoming Correspondence
Metro profiling a foreigner playing Ultimate - Mike Corbett
Emails mostly people wanting somewhere to play and to buy discs

-- General Business --

- Summer league - three teams already entered. Potential to run a bus from Cadrona - can afford to put on due to cheaper fields at war memorial.

- Wind up tournament - got enough to cover costs

- Frizness cards printed

- Storage
All in storage unit
Got lots of branded merchandise (shirts, drink bottles, back packs) - Sell if possible for gold coin donation at spring league and wind up tournament and donate the remainder.

Fish moves that AU sell the unneeded branded merchandise (shirts, drink bottles, backpacks) to members for a gold coin donation and any merchandise remaining after 21st December is to be donated to charity.

Shoe seconds
All in favour
Motion carried

To do: Tina to sell clothing at next two spring leagues and Bryan to sell at wind up tournament
To do: Summer to email list letting all know that there will be merchandise for sale
To do: Stock take of merchandise in storage

- Spring league
To do: Tina to email updated member detail list to Helen

- Membership
At some time in the future will send out an AU membership number that will give you discounts on entry into leagues. Wont give discount upfront but will have a return on payment. However this could be complicated so instead we could give a discount for end of season wind up tournament.

- Employer status

Going to have to become an employer to pay people - still to be researched. PAYE shouldn't be a difficult option but would need assistance from an individual who has experience

To do: Fish to get Nat to post minutes especially AGM minutes

- Website Agreement
Proposal received from Dave Lane - $2500 up front, $450 annually, $100 security monthly
Security updates could potentially shrink if other exec's join - to be discussed with Dave.
Want minutes, invoices, file sharing, bank accounts, membership details, online registration etc all stored here - so will need a significant amount of storage space.
What are we prepared to pay and does it deliver what we want? Need to finalise price of maintaining what we want.
Could work it so that we pay the initial upfront cost but when/if NZU wants to get on board could have $500 credited to our account - need to find out whether Dave Lane is comfortable with that.

To do: Tim to go back to Dave with a hierarchy of importance for the website and find the price he wants. Also to talk to Kate and discover whether she is still good to design website

- Scoreboards
$60 for scoreboards. Currently only have 3 scoreboards and 9 fields at the current spring league. Issue with transporting all required gear to fields and setting up for TD. In order to make it easier for TD could have captains meetings before game to pick cones and scoreboards so players set up and bring in fields

Tina moves that AU purchase 6 scoreboards

Bryan seconds
All in favour
Motion passed

- Tommy's Email
Potentially seedings need to be public so teams know who they are up against.
To do: email about trainings again in order to improve team performance

- Promoting Ultimate in Auckland
What can we do?
- In emails about training after Spring League give an indication of what is going to be focused on. Hopefully getting Warren in for training after Summer League.
- Tim - Advanced and intermediate level development is best left to players. AU to be involved with beginners and getting players to intermediate level.
- A promotion - if you bring a friend you get a discount.
- What level of ultimate will we cater for?
- 1 - 2 years beginner - promotion, growth, admin growth, retention, coaching,
- 3 - 5 years beginner/intermediate
- 5 - 10 beginner/intermediate/advanced
- (1-2 year beginner) An aggressive marketing campaign - target sporting arenas eg gyms, other clubs, schools, corporate arenas. Can't just rely on current base to expand membership, but definitely use this resource in addition. Training after leagues could be split into sections in order to potentially get some one on one attention.
- (3 - 5 year) Encourage teams to develop in order to transfer skills. A training session could be offered on a bi-weekly basis, or a one day/weekend training camp
- Shoe/Tim - AU should pay attention to beginner and some attention to intermediate - Advanced can be down to team development
- One-on-One training for intermediates - an advanced player to observe an intermediate player and give direction. Leave it up to individuals? Take on some ourselves? Questionnaire to ascertain what is desired by beginner - advanced eg personal trainer, training camps, training sessions
- Offer targeted team trainings
- To advance intermediates - Ask Who's who to hold a training camp and offer entry fee to nationals as an incentive.
- Not enough players currently to offer a high quality advanced league
- Do we want to target individuals or teams? Teams formed 13 of spring league with only 4 pick up teams.
- Go to a football club, put on a demo game and offer discount for a whole team joining
- Strong belief that targeting teams is the way to grow the sport
- Fishes boss's wife, a marketing guru, is keen to help us out with a marketing strategy

To do: Everyone to write down information you think we need from players in Spring League regarding training etc.

Next meeting January 19th