Meeting Agenda 4-4-13

Meeting Agenda 4-4-13 Location: GXS – 11 British American Blvd Latham NY Attendance: Pete Amorosa, Meagan Vanderover, Will Sloane, Matt Martin, Ryan Dubowsky, Mitch Wohl, and Cara Martin

I. Budget update –Cara – a. Feedback on proposed public budget – no comments ready to post b. Questions on 2013 Budget b.i. Sponsorship – discounts give you right to be on the jerseys, i.e. Afrims b.ii. Order more discs – yes b.iii. Food - Hat tournament bundled into youth tournament b.iv. Summer League tournament cost – b.iv.1. Included in the allotted field cost II. USAU Affiliation- Pete to discuss moving forward a. Questions a.i. Insurance amount would increase from 12 to 15 but it is only paid once for year. a.i.1. Less cost over a year a.ii. All players would be USAU members a.iii. Vision Statement could be contradictory to AUDA leadership goals a.iii.1. No large ultimate group is an open affiliate a.iv. Registration – are we forced to use their website for registration, loyalty to registration providers a.v. You have to send a person USAU Conference – additional cost that board would incur? a.vi. Rebates? a.vii. Possible conference call to Melanie – once all questions are collected from board a.viii. Possibly reach out to people from both groups involved and that have remained autonomous? b. Send in application? – No deadline but would like to be decided before registration for summer league III. Field Fund – Pete to discuss moving forward a. Vote to move $1,000 to field fund – to be separate from AUDA money proper a.i. Fund management to be determined at a later date a.ii. Pete will make minor corrections to statement and funding sections a.iii. Motion seconded by Cara a.iii.1. 6 for a.iii.2. 0 against a.iii.3. 1 absent IV. Bike Race – Matt to discuss a. Advertisements – Matt working on a couple b. Sunday May 5th 2013 b.i. 11am – Castleton b.ii. Time Trial – 12 miles total b.iii. Waiver for open road course – 2 intersections – will need to assist in turn around location b.iv. Registration day of - $15 b.v. 15 or more people – prizes, discs, choice of jersey color c. Expectation of board members? None V. Winter League Update – Pete a. Afrim waivers – Pete will bring waivers to Afrims staff Friday 05Apr2013 b. USAU paperwork will be mailed by Matt as soon as event is complete. VI. Hat Tournament – Pete will update on date conflicts a. Mitch is point person – Location? b. Date? – 04May2013 – before registration for summer league, could boost registration – college is still in session could boost numbers. c. Contact Stacy to be transparent about use of field c.i. Leverage Ryan’s participation in Suny Albany ultimate – Will will speak to Stacy when he reserves circle for summer league VII. Youth Team Update– Matt a. Sunday practice – 12-2 – 13 people have RSVP’d VIII. High School Championships – Matt/Will a. EMT contract being signed a.i. With modification of contact info by Pete b. Number of teams will dictate port-o-john situation – registration will be opened once Will works out pay-by-check situation c. Disc order – AUDA will buy and sell – Pete will take lead IX. Jersey/disc design – Doobs a. Pete/Matt will get Ryan designs by Sunday evening b. Ultimate Disc Store – $10.90 plus shipping – local vendor X. Summer Leagues a. Fields – Doobs/Matt/Will/Pete – a.i. Guilderland HS a.i.1.a. Pinebush and Lynwood Elementary a.ii. Bethlehem Soccer (Available after 6/23) a.ii.1. Use for club sectionals? a.iii. SUNY Albany (App sent in on 4/1/13) – Decision by end of next week a.iii.1. Circle (3 fields - Stacy) – need to check on orientation schedule, but will be ours a.iii.2. Multi-Use Field (softball) and new turf field - technically run by rec sports – contact Peter) a.iii.2.a. Need to let Peter know - When do we want it, how long will we need it, how much do we need (1 field/3 fields?) what are we willing to pay? a.iii.2.a.i. Competitive – 7 teams?- no less than 6 a.iii.2.a.ii. Social – 9 teams? – no less than 8 – 4 fields for Tuesday a.iii.2.a.iii. Women’s – would not need more than the circle a.iii.2.b. Going into conversation for fields used 3 nights a week a.iii.3. Back fields? - contact Cara – Will to investigate a.iii.3.a. No need to move for orientation a.iii.3.b. Nicer fields a.iii.3.c. More expensive b. Ratio/Registration cap b.i. Open registration in April – earlier than last year to get better numbers b.ii. Ratio information available on website, book of knowledge, and should be present at ALL games b.iii. No registration cap in social league b.iv. Cap for competitive b.iv.1. If teams are capped, women need to know their role/responsibilities- 5:2 league – can’t dictate 4:3but captains agreement can allow for ratio, but ratio could never be 6:1 b.iv.2. Also need to stress mixed league to captains b.iv.3. Limit for number of teams, as women sign up can pull men from waitlist to create new teams- will not be charged if not accepted into the league b.iv.3.a. 6 teams, 5 women / 15 men per team b.iv.4. NEED to establish before registration, make limits clear to members. b.v. Female Incentivization b.v.1. Referral – disc- rebate difficult b.v.2. New lady – money off – new woman registration option? c. Women’s Wednesday/League – Pete c.i. Deb doing clinics at the circle in May – much smaller group no need to contact Stacy about field space. c.ii. Should charge for women’s Wednesdays c.ii.1. Can registration be opened online so no cash changing hands c.ii.1.a. Overall registration will be opening soon which could include Women’s Wednesday d. League coordinators – set up field – hand out jerseys d.i. Poll for volunteers at registration – paid position – should not be board member d.ii. Board members assist on field registration, jerseys d.ii.1. Social – Ryan/Meagan – late entries d.ii.2. Competitive – Mitch/Pete d.ii.3. Women’s – Cara e. Captains – will continue to be solicited via registration website f. End of season tournament – f.i. At different field – maintain relationships – easier to serve food – f.ii. Bethlehem versus Maalwyck – Pete will inquire about one day price at Bethlehem. f.ii.1. Pavilion nicer at Bethlehem f.ii.2. Easier to get to – Less chance of getting lost XI. PR/Sponsorships a. Marguerite will be getting quotes a.i. Blog ad space a.ii. Metroland Ad b. Marguerite will make up Flyer and banner – resources donated b.i. Deadline- before states. c. Sources of New Player Interest – d. Online advertising e. Sponsorship e.i. Afrims e.ii. Bars? f. EMS 04May2013 weekend f.i. Will need warm bodies XII. Tabled items a. Addition of suggested field donation to registration XIII. Action Items a. Cara to post public budget on website b. Pete will compile list of questions about USAU affiliation and contact Melanie about conference call c. Will to book Circle fields and inquire about back fields at Suny d. Pete/Matt will get Ryan jersey designs by 07Apr2013 e. Pete to inquire about one day prices at Bethlehem fields for Summer League Finals f. Marguerite to compose summer league flyer and AUDA banner