10th July 2016

SAFDA PLANNING MEETING
Minutes

Meeting opened:11:24am

Attendees:

  • Present: Marty Tonkin, Declan Brady, Tim Davis, Sean Davis, Jin Lin Tan, SatyaThiran, Danni Stringer, Rex Johnson (partial), AilsaEnting-Hawke, Talis Smits, AndyBadics, Jade Tremaine (partial)
  • Apologies: Simon Murphy
  • Absent without apologies: Sam O’Connell

Next meeting: 14thAugust 2016, 10am at UniSA City West Campus

Meeting Items

Events calendar

  • Any other events for calendar. Find out from clubs what tournaments they will be running.
  • Google calendar needed? Website restrictions not allowing this?
  • ACTIONABLE ITEM: Ailsa to checkcan Google calendar be used on website?
  • Phoenix Ultimate is planning to run Hat tournament, Beach Tournament, Glowtimate
  • Zig Theory will be running Throwvember (in November)

Admin

  • Use the Gmail account for all files (as we’ve done in the past)
  • Keep actionable items list updated
  • Leave completed items on list
  • SAFDA email addresses for board members- looks more professional than using personal email and can be passed onto next board
  • ACTIONABLE ITEM: Ailsa to look up ways of using SAFDA website to do this
  • Monthly reports not compulsory but each portfolio will need to write up an annual report for AGM next year
  • Using Mail Chimp for the email list:
  • Pros: can see everyone’s email address, easier to sign up to. Cons: need to login to send an email, limited number of emails per month
  • SA Ultimate Yahoo group is old, can we export the email addresses from this list?
  • ACTIONABLE ITEM: Ailsa to research whether we can export email addresses from Yahoo groups, investigate pros of mail chimp and write a proposal
  • How to run a tournament document for the website
  • ACTIONABLE ITEM: Marty to make document or research AFDA website for their document

Goals for the year

  • Every board member needs to write their own list of key responsibilities and duties so that everyone knows what their role is on the board and what is expected of them.
  • This way we’ll know at the end of the year what has been achieved and whether they completed what they set out to do (and who gets a present at the Winter Ball/free league fees)
  • ACTIONABLE ITEM: Danni to write up everyone’s list of roles/responsibilities

Development

  • Focus on elite development. Ask Jonathan Potts (AFDA) for interstate coach to come over. Can be integrated into a program already in place, not a one off session. Perhaps linked with Throwvember/ league development month/Zig Theory or Outbreak trainings. Could also have elite level SA coaches to run consistent training program
  • ACTIONABLE ITEM: Rex to write proposal for elite level trainings and coaching program
  • Intermediate players (focus on youth and div 2 players) taught by elite SA/interstate players in conjunction with clubs
  • Pay elite coach (from SA) to run trainings all year round for youth players? Need short term goal to aim for (Halibut?)
  • Clubs to run trainings, SAFDA to support with coaches at certain times of year
  • ACTIONABLE ITEM: Sean to communicate to Alana about putting together a formal proposal to contact AFDA about interstate coach
  • Youth: club for youth players to move into after Youth Nationals? Need a permanent avenue for youth players to move into for leagues.
  • They want to keep playing together- do we recommend that they play under a Uni club banner or for a youth club/team. When are they too old for youth?
  • Youth pathway? They may naturally move into Uni clubs when they want to play SUGs/AUGs.
  • Let them make their own decisions- go to what we already have. What works best for them (i.e. they’re free Sunday so they can go to UniSA trainings)
  • Teaching day on how to attract and retain players (club development session). Ailsa to organise. Need reps from each club.
  • ACTIONABLE ITEM: Ailsa to organise ‘Recruitment training day’ for Sunday 17th July, 10am -> 2pm. Free including lunch (safda pay for lunch).
  • Can we get SA Ultimate players who are teachers to actively push Ultimate in their schools?

Spring Mixed League

  • Format: Division 1 mixed, Division 2 mixed and Division 3 men’s (cannot have a div 3 men’s team unless you have div 1 and div 2 mixed teams).
  • 17th August- 2nd November 2016
  • Clubs to discuss with each other and potentially combine to get division 2 mixed teams happening
  • ACTIONABLE ITEM: Marty to announce League and write league rules(distribute to SA Ultimate)
  • Fields: Sam Johnson for State League (Wednesday nights) and Park 21 for City Social League (Monday nights)
  • New payment method on the SA Ultimate website didn’t work. PayPal remains as payment method.

Treasury- budgets

  • Every board member has a portfolio which is allocated some money at the start of the year. Need to get approval for spending (Treasurer and board approval).
  • Budget for all events E.g. Winter Ball, Leagues – created by the person running the event and must then be approved by the Treasurer well before the event
  • No portfolio budgets will be assigned. We know initiatives that we’d like to focus on and spend money on
  • ACTIONABLE ITEM: Declan to contact Woodie about how they assign their money and budget portfolios
  • Aiming to make a profit this year so that we can obtain our own fields with lights
  • Money for league spirit prizes- bulk order to reduce price? Want something better than a box of chocolates

Events

  • SAFDA’s and Big Kev’s date: 26th November, 2016.
  • Jade to decide whether she wants to be SAFDA Events Coordinator

Proposals

  • Purchase Rise-Up videos- would need a licence from Rise-Up to show the videos. Potential resource for coaching
  • The money could be better spent elsewhere, and keen individuals will find these resources themselves
  • Coaching accreditation courses to be run consistently, i.e. twice yearly?
  • SAFDA to pay for some members to do advanced coaching course (ASC) interstate in order to run yearly coaching sessions within SA
  • ACTIONABLE ITEM: Rex to organise for Sean and Tim to become accredited coaching presenters
  • Paid youth position- employee of AFDA.
  • ACTIONABLE ITEM: Sean to propose how much money he would need to be paid and what he would achieve in this position
  • ACTIONABLE ITEM: Tim to talk to AFDA about paid positions- does this need to be advertised?

Club reimbursement/affiliation

  • Three affiliated clubs currently: UniSA, Phoenix Ultimate and CREW
  • Reimbursement for these clubs- when were they affiliated? Only give money to the clubs that were affiliated at the start of the league.
  • UniSA- only club affiliated the start of the league
  • Money reimbursed per player (goes to the club): $5 per player per league

South Australian Mixed Ultimate Championships

  • AMUC qualifying tournament, SAFDA run event
  • Saturday, 3rd September 2016
  • Going to make it a bigger event this year- more expensive, medals

Meeting closed: 3:14pm

ACTIONABLE ITEMS LIST

  • ACTIONABLE ITEM: Ailsa to check can Google calendar be used on website?
  • ACTIONABLE ITEM: Ailsa to look up ways of using SAFDA website to create portfolio emails
  • ACTIONABLE ITEM: Ailsa to research whether we can export email addresses from Yahoo groups, investigate pros of mail chimp and write a proposal
  • ACTIONABLE ITEM: Marty to make document or research AFDA website for their document
  • ACTIONABLE ITEM: Danni to write up everyone’s list of roles/responsibilities
  • ACTIONABLE ITEM: Rex to write proposal for elite level trainings and coaching program
  • ACTIONABLE ITEM: Sean to communicate to Alana about putting together a formal proposal to contact AFDA about interstate coach
  • ACTIONABLE ITEM: Ailsa to organise ‘Recruitment training day’ for Sunday 17th July, 10am -> 2pm. Free including lunch (safda pay for lunch).
  • ACTIONABLE ITEM: Marty to announce League and write league rules (distribute to SA Ultimate)
  • ACTIONABLE ITEM: Declan to contact Woodie about how they assign their money and budget portfolios
  • ACTIONABLE ITEM: Rex to organise for Sean and Tim to become accredited coaching presenters
  • ACTIONABLE ITEM: Sean to propose how much money he would need to be paid and what he would achieve in this position
  • ACTIONABLE ITEM: Tim to talk to AFDA about paid positions- does this need to be advertised?