Vancouver Ultimate League Society Annual General Meeting
November 23, 2005
Heritage Hall, Vancouver, BC
Meeting chaired by Carolyn Lefebvre, Vice President, VULS Board of Directors with regrets from Chris Begley, President
Board Members Present: Carolyn Lefebvre (Vice President), Edward Burnet (Treasurer), Stephanie Chow (Secretary), Art Hawkins
VUL Members Present: 55 members, 27 proxies (82 total votes, 42 for a majority)
Call to Order:
Carolyn Lefebvre calls the meeting to order at 8:05 pm
Introduction of Board and Coordinator. Carolyn Lefebvre acting as President in Chris Begleyıs absence.
Review of Minutes:
Attendance was not noted in 2004 AGM Minutes (83 members and 35 proxies at 2004 AGM).
Chris Keam moves to accept the minutes for the 2004 AGM. Eric Williams seconds.
All in favour.
Motion carries.
Board of Directorıs Reports:
Carolyn Lefebvre presents the Presidentıs Report on Chris Begleyıs behalf:
Thanks to Board and Jeff Malmgren. Carolyn delivered Chrisıs recap of Board involvement, an overview of the year, Parks Board Initiatives, Field Levies, and Committees (Mentorship, Grants, Bursaries, Touring Teams, Rules, Coordinator Hire, Rules), results from 37th and Oak initiative. Challenges for the next year were outlined (Coordinator Hire and new fields).
Carolyn Lefebvre recapped the planning session from December 2004 involving Board Members and League Coordinator. It was an opportunity to plan for the year and form committees to implement plans. Future planning sessions are recommended, with a greater focus on establishing a long term vision for the league.
Carolyn Lefebvre presented the Grants Program. Four grants were given out this year for: Babes & Hat Trophy, Philippines Disc Drive, ThunderClub Juniors Ultimate Club, and the Bid for the 2008 World Ultimate and Guts Championship. There are 2 application periods with grant criteria available on website. This year $1,000 from the Grants Program was moved to create two bursaries. These bursaries are awarded to graduating high school ultimate players (one male and one female) that exhibit financial need. The 2005 recipients were Tory Hislop and Blair Underhill. This initiative was championed by Evan Wise.
Mentorship
Ed Burnet (along with Art Hawkins) coordinated 27 mentors in the summer and 9 mentors in the fall. The goal this year was to provide trained and experienced mentors to new teams, so they could come into the league in a positive and spirited environment. This year, the board provided an orientation session for mentors. Next steps include developing a format for mentor evaluation next year.
Coordinator Jeff Malmgrenıs contract is to expire in 2006. The Board felt it was necessary to have a process in place to get a strong candidate as his replacement. A Coordinator Hiring Committee was formed with members from the Board and Membership: Ed Burnet, Carolyn Lefebvre, Campbell MacDonald, Brian Gisel and Chris Keam. They have met 4-5 times and are preparing to make recommendations to the board. The goal is to overlap the position to allow for a smoother transition.
Stephanie Chow reported that Vancouver teams had a successful season. Furious George reclaimed the UPA Championship (their 3rd in 4 years). Vancouver teams placed well at Canadian Nationals with TFP, Grind, West Coast Blitz, and Nomads all bringing home gold medals. The Board introduced its new Interim Touring Team Policy this year to provide touring teams with practice fields for the summer.
Art Hawkins reported on the observersı involvement at UPA College Sectionals at UBC in Spring 2005. The wish list for 2006 includes a ³Rules Tip of the Week², a rules clinic at Captainıs request, and/or a summer-wide clinic. New formal certification is still to be done by the pool of 5-6 observers. Art is looking into bringing a UPA Observer Clinic to Vancouver.
Anne-Marie Carey moves to approve the Board of Directorsı Reports. Greg Woods seconds.
All in favour.
Motion carries.
Coordinatorıs Report: (see attached)
Coordinator Jeff Malmgren gave a review of the league in 2005. The league was overbooked again, and teams were turned away. The Spirit Hat Tourney was big success again with 1100 people. Jeff attended the coordinator conference in Montreal and brought ideas on how to retain and grow spirit.
Jeff addressed issues of alternative leagues and age divisions and brought up the scheduling conflicts. Fields are available on Friday nights for new leagues, but there is not enough interest from one group for that time.
The widening age range is becoming an issue for the league. The older players are aging, which creates a discrepancy in age with high school teams entering.
Jeff thanked Spud (Mike Fleury) and his clinic team.
The social events (BBQ, parties) were successful, especially with the outsourcing of labour.
Some fields are deteriorating, but the Vancouver School Board is giving out more fields. A new Fields Initiative is still important. Jeff had to shuffle schedule/teams to accommodate closed fields.
Jeff was re-elected as President of the Fields Sports Federation. Jeffıs voice is heard with the Parks Board as a united voice (with other sports) for fields.
E-commerce was set up this year, some website plans are still in the works.
Partnership with the BCDSS is important to develop grassroots in other areas. For example, Dave Cowley built a successful league in Burnaby.
Jeff is working directly with the board for the succession process.
Questions from the floor:
Linda Francis asked about a change of format, perhaps no play-offs to eliminate the August fizzle. There was discussion about men and menıs teams being turned away. There were some inquiries about new fields, or how we can spend our capital fund. There are no immediate opportunities that we are rebuilding or looking into.
One member requested an out-of-box forum board service that could provide more features.
Question about allocation of fields to touring teams and the timing of the decisions? Notification of fields comes from the Parks Board mid-late April, so touring teams need to be flexible about time and space.
Friday nights are available which will open up when more teams apply. A Masterıs or Open/Womenıs league on Friday could happen.
The Corporate League had not enough response (6 teams would be the minimum).
Andy Livingston will be undergoing repairs. There is a geophysical study being done, and then the Fields Sports Federation may make recommendations for FieldTurf.
Ed Burnet is interim treasurer. There needs to be a new replacement for the book-keeper. The new treasurer and Jeff will replace the book-keeper and put new systems in place in the First Quarter.
Jeff explained the difference between fiscal year and money held over until our next income comes in (summer league fees in April).
The projected expenses are close to the $250,000 that was budgeted, within 4%.
Craig Woods moves to accept the Financial Report. Valerie Dion seconds.
All in favour.
Motion carries.
Parks and Partnership:
The plan has been in place since 2002. This year the 37th and Oak initiative resulted in 2 ultimate fields and a pledge from the Parks Board to create more fields for ultimate players, which should be viewed as a success.
We have $250,000 to spend. We could develop our own private land, or work with school board to get first access. We can partner with other groups to create FieldTurf options, which would get us access to new all-weather fields. We will continue to build partnerships and ties in the community through youth initiatives, etc.
Questions from the floor:
Maintenance costs for FieldTurf, Security? The costs are low for maintenance, and security is always an issue with any field.
City Election Do they post voting records for the Parks Board or FSF. Can we provide a link on the website so we know who to support.
Fields Levy Will we continue to build our Capital Fund? The Board when developing the field strategy agreed that having a chest of money would provide us with more bargaining power.
None
Board Elections:
Jeff acts as Election Manager. Brian Gisel was asked to deliver a presentation about World Club Championships in 2008 during the vote tally.
Vote Results:
Art Hawkins 69
Jenna Newman 56
Iain Lancaster 56
Carolyn Lefebvre 50
Mercedes Hayduk 40
Allan Baggish 37
Eric Williams 31
Kathryn Wood 25
Allan Baggish moves to destroy the ballots. David Ross seconds.
All in favour.
Motion carries.
Meeting Adjournment:
David Brockington moves to adjourn the meeting. Valerie Dion seconds.
All in favour.
Motion carries.
Meeting adjourned at 10:05pm.