Pre-Season Meeting. 30 January 2019
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1 Pre-Season Meeting 30 January 2019
2 Attendance
3 Agenda Revised Organisation Structure Governance Player s Code of Conduct Sports Admin Communications Strategy Finance Strategy Events Strategy National Team Programmes GenderLeague & GenderMah Calender of Events Questions & Clarifications
4 1 UPAS2019 Org Structure Why: Streamline, Existing Structure difficult to support goals Explain Scope & Responsibility Matrix Explain Governance, Sports Dev & Sports Admin Roles Explain Support Structures: Finance, Comms
5 1 UPAS2019 Org Structure
6 2 Governance Constitution: Standing Orders Vision, Mission Strategy Scope & Responsibility Workplan Policies: Development & Review process Governance & Operations Sports Admin Communications Finance Membership
7 2 Governance Play Safe Train Safe: Guidelines for Rec Ultimate Insurance: Accident & Injury Personal Data Protection Event Safety Improve process Create Event Safety Handbook Surface Condition Sun Protection, Heat, Haze, Lightning, Heavy Rain Responsible Alcohol
8 3 Player s Code of Conduct Expected Behaviour Spirit of the Game (SOTG) Respect for teammates & opponents Respect for staff & volunteers Fair Treatment of others Safe Play Off-field behaviour Compliance with UPAS policies Be an ambassador for our sport Unacceptable Behaviour: Cheating (SOTG) Deliberate Fouling (SOTG) Taunting (Respect for others) Abusive heckling (Respect for others) Violence against another player (Respect for others, Safe Play) Dangerous Play (Safe Play) Threatening an event organiser (Respect for others) Making racist or sexist comment (fair treatment) Giving Alcohol to a minor (off-field)
9 3 Player s Code of Conduct Enforcement: Policy to be developed. Refer WFDF / AFDA policy as guiding Education Periodic Announcement Coaching Courses Pre-Event Safety Briefing
10 4 Sports Administration Membership: Full Member: Calender Year, Annual fee Guest Member: Event Only, One-time fee Review rates annually Promote Sports Safety & SOTG Different Tiers, Different Approach: Grow, Support, Manage
11 4 Sports Administration Grow Community: Pickup, Beach, Masters, Womens, Disc Golf, GUTS? Support Youth: Schools; CSP U24; NT; Manage Elite: Open, Mixed, Womens, Masters*
12 4 Sports Administration Clubs ROS-registration: More likely to stay in existence. Makes UPAS planning work easier. Submit registration to UPAS upon registration & renewal. Updates UPAS on exco members annually (after Club s AGM) - website Will need to maintain at least 1 Captain, 1 SOTG Captain, 1 Coach - website Priority slots for sanctioned tournaments Enjoy reduced (or waived) Team Fee This means non-ros teams pay team fee per tournament.
13 4 Sports Administration Coaching Framework: Instructor vs Coach Goal 1: To increase Coaches Goal 2: To increase Instructors Q1 Instructor Course (March Hols) Q2 Coach Course (June Hols) Q2 Instructor Course (KIV) Q3 Instructor Course ( Sept Hols)
14 5 Communications Strategy Minutes of Exco Meeting Outward Comms To be published to website, serves as update to all Aligned internally, Consistent Soft Launch through Forum Discussion Announced through Website, FB, IG, TW, Mailing List Feedback process: Speak your mind, but suggest alternatives please
15 6 Finance Strategy Bank Account: Payment Tracking Starting balance at end of $7,500+ Reserves at $20,000 within next 2 years (Crisis resistant) Reserves at $30,000 within next 5 years (Shock resistant) Adopt Accounting software Documentation for all inward & outward payments. 3 Quotes Process Supply of National Jerseys Group Insurance: Accident and Injury Event Insurance: Approved Vendor list for Events
16 6 Finance Strategy Membership Fees Charge rate annually reviewed 2019 Rates based previous year s cost including Pays for WFDF membership fees Pays for Group Insurance Pays for Operating costs: storage, bank fees, website costs, venue rental, etc.. Volunteer Benefits: Benefits in-kind, meal & transport allowances. Exco Benefits: Meal & Transport allowances. For work outside of $10/h, capped at budgeted amount. No double counting. Other Revenue Events: Sanctioning Fees, Running Tournaments, Coaching Clinics, Coaching Course. Postpone events that are under-subscribed (fiscal integrity) Build Reserves Supports National Team expenses: Team Fee, Coach s allowance, Player Fee subsdy, Uniform Subsidy. Example: $10k generated in $5k to build reserves. $5k to 2020 NTP support.
17 6 Finance Strategy Requirements to obtain NSA Status Comply Societies Act, Comply Charities Act and its regulations, Comply Code of Governance for Charities and Institutions of a Public Character, Comply SportSG s financial regulations and other guidelines Status: At least 3 years audited Statement of Accounts (track record) 2017 & 2018: Shortfall documentation. Need to retrieve and compile records before we know onwards: Operate in compliance with NSA requirements.
18
19 7 Events Strategy Different Tiers, Different Approach: Grow Community = More events Support Schools: Sanctioning, Sports Safety, Support & Develop Manage Elite: Open & Mixed Season Sanctioning & Supporting Event Organisers Calendar of Events: coordinated Pursue Opportunities: ActiveSG focused on grow; not elite. Others
20 8 National Team - Outline Age-Centric Programmes U20 = CSP U24 NT Masters Objectives: Divisions Open Women Mixed To represent Singapore Ultimate at international stage and display the following: Spirit of the Game Competitiveness Sportsmanship To achieve balance between competitiveness and club representation
21 8 National Team - Update Target Tournaments Shanghai 2019 Germany 2020 Any tournaments deemed necessary by NT coaching panel. NT Coaching Panel & Selectors To be formed by various Singapore Ultimate Clubs Club reps can take up different roles within the panel Coaching Administrative Media & Publicity Sponsorship Names to be submitted by 6Feb2019 (Wed), 2359H. 1st Meeting with all confirmed Reps to be on 12Feb2019, 7-10pm.
22 8 U24 - Update Bid Update Serious Interest check Decision to be made: Divisions Size of Squad Number of Coaches
23 9 Leagues & Nationals GDM2018: 13 Open 9 Women GDM2019: League: Group Stage Nationals: Elimination Stage Womens Div 1: teams Open Div 1 - Competitive Elite, Open Div 2 - Development Elite, Top 8 from League Promotion/ Relegation Games Promotion-Relegation inter-season ie Conditions: ROS-registered Club provided 2 team slots per Division. Why: Clubs with larger membership encouraged to develop their Club and playing Community. Excess players can lead Div 2 teams. 2019: All teams to PREFERABLY have 1 Registered Coach, 1 Team Captain & 1 SOTG captain onwards: All teams to MUST HAVE 1 Registered Coach, 1 team captain & 1 SOTG captain
24 9 Leagues & Nationals GDL Div 1 - Competitive Elite GDL Div 2 - Development Elite Where: Dempsey field (player-fund) Where: ActiveSG fields (lower cost?) When: Womens & Open will play alternate weekends. When: Womens & Open will play alternate weekends. How: Round Robin + Elimination 2019 Conditions: Max 2 teams per Division per ROS-registered Club. How: Div2 teams will have cap on number of carded players (similar to RDT) - to discuss.
25 9 Leagues & Nationals GenderLeague & GenderMah Tentative Schedule Rescheduling: Deconflict for overseas tournaments by rescheduling to mutually agreeable venue/time between affected teams, inform organiser.
26 10 Calender of Events (Tentative)
27 Questions & Clarifications
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