4th June 2017

SAFDA MEETING
Minutes

Meeting opened:10.10am

Attendees:

  • Present: Tim Davis, Danni Stringer, Ailsa Enting-Hawke, Declan Brady, Rex Johnson, Jade Tremaine, Sean Davis (back from leave)
  • Absent with apologies: Sam O’Connell, Marty Tonkin

Next meeting: AGM, 6:30pm 24th June at UniSAWest Bar

Meeting Items

Reviewing Actionable Items

  • Hot Weather Policy edits: Scope to include all events run in SA, not just SAFDA run events? Can’t enforce clubs to do this but can recommend. Second point: time frame given for cancellation due to wind/rain/storm. Can’t cancel 24 hours before as warnings come and go quickly (can send a warning email 24 hours before). Will endeavour to cancel as early as possible. If warning still current at 4.30pm (or 2 hours before- at the latest), event will be cancelled.
  • Weather policy motioned by Declan, seconded by Sean. Policy approved
  • ACTIONABLE ITEM: Ailsa to post about Extreme Weather Policy on Facebook/email
  • ACTIONABLE ITEM: Danni to upload Extreme Weather Policy to the policy section on the website
  • MYOB software very business oriented and not applicable to us. Quickbooks may be more useful for us. Note for the next SAFDA Treasurer
  • Make sure all actionable items are completed a week prior to the AGM (at the latest)

AGM

  • Winter Ball budget approved. Wristbands on the night for those who have purchased $4 drink voucher on the website (pays for first drink).
  • Spirit purchases must be tallied on the night
  • ACTIONABLE ITEM: Everyone to write up annual reports and upload to Google Drive (at latest a week prior to the AGM)
  • ACTIONABLE ITEM: Jade to advertise cash only for drink purchases at the Winter Ball and acquire a lock box/safe
  • ACTIONABLE ITEM: Tim to ask Phil to be returning officer at the AGM

Youth Nationals

  • Ben Foley and Loui Battista as head coaches, Rex Johnson as Manager. Tom, Conor and Jas as assistant coaches. Budgeted $600 per player (need to increase to $650 due to three day tournament instead of two days), player fee increased from $50- $100.
  • Recruited additional girls from Victoria to complete SA team, but some players still not 100% confirmed.
  • Require money from SAFDA to cover DCSI clearances and coaches’ expenses see budget
  • Rex motioned the budget for approval, Sean seconded. Budget approved

Club Affiliations

  • Flinders University, Adelaide University and Phoenix have requested to be affiliated with SAFDA.
  • Board approves all requests for affiliation
  • ACTIONABLE ITEM: Tim to update Club Affiliation Policy sponsorship section (does not include Zone sponsorship)
  • ACTIONABLE ITEM: Declan to send rebates to affiliated clubs for Autumn League

Presents for board members stepping down

  • Members should be awarded after each year spent on the board so that we don’t have to give a large monetary present for people who have been on the board for many years
  • SAFDA volunteer recognition (upon approval that goals have been completed), should receive presents to the approximate amount of league fees ($100 a year) during this time. This may be in the form of league fee reimbursement or alcohol, chocolates etc. Board members can stipulate what they would prefer.
  • Noted: we will go over budget for volunteer recognition this financial year, but have been under budget for previous years in this area so this has been approved.

Zig Theory and Mental Strength Follow Up

  • Section should be included about Zig Theory and mental strength in the SA Ultimate Newsletter. Point out that money was given to Zig Theory from SAFDA for this initiative. Should also be mentioned in annual report at Winter Ball.
  • In future we could ask for KPI’s prior to awardinggrant money
  • ACTIONABLE ITEM: Ailsa to write up report on the successes and failures of the Zig Theory mental strength initiative and send to Declan and Tim

Board nominations

  • Need to advertise all board positions for AGM
  • ACTIONABLE ITEM: Ailsa to advertise board member positions and request nominations

Roles and Responsibilities

  • Have board members met their goals? Board members: Tim, Danni, Declan, Rex, Sean, Marty, Jade, Ailsa, Sam (never provided list of goals)
  • Suggested that there should be food at future board meetings
  • Future secretary role: post about board meetings and write that minutes are up – post to club contacts.
  • Approved everyone’s goals (and have agreed to give Sam a present despite lack of goals list). Motioned by Tim, seconded by Sean.

Grant Feedback

  • Received feedback from Jony Warren-White and Emma Victoryabout their grant applications.
  • Suggested that it should be stated what grant program is not intended for as well as what it is intended for
  • Emma suggested a $100 congratulations ‘prize’ for people who make world’s teams board agrees with this idea and hopes to implement this in the future but currently don’t have the funds to do this (after receiving government grants).
  • ACTIONABLE ITEM: Declan to update the grant application form to include what the program is NOT designed for

University Games 2018

  • Likely changes to Uni Games discussed:
  • Will be changed to Australian University Championships with a division 1 and division 2. Div 1 will be held in the Gold Coast every year and will be losing the party/social program.
  • There will be no more regional championships (SUGs)
  • Could impact Uni recruitment in future. Keep an eye on this.

End of League Survey

  • Board members to add any additional questions they can think of to the end of league survey
  • ACTIONABLE ITEM: Tim to talk to Conor about an end of CSL survey

Meeting closed: 12.30pm

ACTIONABLE ITEM: Ailsa to post about Extreme Weather Policy on Facebook/email

ACTIONABLE ITEM: Danni to upload Extreme Weather Policy to the policy section on the website

ACTIONABLE ITEM: Everyone to write up annual reports and upload to Google Drive (at latest a week prior to the AGM)

ACTIONABLE ITEM: Jade to advertise cash only for drink purchases at the Winter Ball and acquire a lock box/safe

ACTIONABLE ITEM: Tim to ask Phil to be returning officer at the AGM

ACTIONABLE ITEM: Tim to update Club Affiliation Policy sponsorship section (does not include Zone sponsorship)

ACTIONABLE ITEM: Declan to send rebates to affiliated clubs for Autumn League

ACTIONABLE ITEM: Ailsa to write up report on the successes and failures of the Zig Theory mental strength initiative and send to Declan and Tim

ACTIONABLE ITEM: Ailsa to advertise board member positions and request nominations

ACTIONABLE ITEM: Declan to update the grant application form to include what the program is NOT designed for

ACTIONABLE ITEM: Tim to talk to Conor about an end of CSL survey