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

AU Meeting Minutes

Date: Tuesday 13 May

Location: Avondale College

Present: Tim Germann, Helen Furniss, Sherif Ibrahim

Meeting started: 8:28 pm

Sherif moves motion:

“That AU purchase 24 golf discs from Simon Feasey at a cost of $324 incl GST”

Tim Seconds

All in favour

Motion carried

Meeting Closed: 8:29:45 pm