Pre-Season Meeting 30 January 2019
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Pre-Season Meeting30 January 2019
Attendance
Agenda1. Revised Organisation Structure2. Governance3. Player’s Code of Conduct4. Sports Admin5. Communications Strategy6. Finance Strategy7. Events Strategy8. National Team Programmes9. GenderLeague & GenderMah
10. Calender of Events11. Questions & Clarifications
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
1 | UPAS2019 Org Structure
2 | Governance● Constitution: Standing Orders
● Vision, Mission
● Strategy○ Scope & Responsibility○ Workplan
● Policies:○ Development & Review process○ Governance & Operations○ Sports Admin○ Communications○ Finance○ Membership
2 | Governance● Play Safe
○ Guidelines for Rec Ultimate
● Train Safe:○ 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
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)
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
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
4 | Sports Administration
● Support Youth: ○ Schools; ○ CSP○ U24; ○ NT;
● Manage Elite: ○ Open, ○ Mixed, ○ Womens, ○ Masters*
● Grow Community: ○ Pickup, ○ Beach, ○ Masters, ○ Womens, ○ Disc Golf, ○ GUTS ?
● 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.
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)
4 | Sports Administration
5 | Communications Strategy ● Minutes of Exco Meeting
○ To be published to website, serves as update to all
● Outward Comms○ 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
6 | Finance Strategy● Bank Account:
○ Starting balance at end of 2018 - $7,500+○ Reserves at $20,000 within next 2 years (Crisis resistant)○ Reserves at $30,000 within next 5 years (Shock resistant)
● Payment Tracking○ 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
6 | Finance Strategy● Membership Fees
○ Charge rate annually reviewed○ 2019 Rates based previous year’s cost
including inflation @10%○ 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 meetings @ $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 2019. ■ $5k to build reserves.■ $5k to 2020 NTP support.
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. ○ 2019 onwards: Operate in compliance with NSA requirements.
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
8 | National Team - Outline● Age-Centric Programmes
○ U20 = CSP○ U24○ NT○ Masters
● Divisions○ Open○ Women○ Mixed
● Objectives:
○ 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
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.
8 | U24 - Update● Bid Update
● “Serious Interest” check
● Decision to be made:○ Divisions○ Size of Squad○ Number of Coaches
9 | Leagues & Nationals ● GDM2018: 13 Open 9 Women
● GDM2019:○ Womens Div 1: 10-12 teams○ Open Div 1 - Competitive Elite, 10-12○ Open Div 2 - Development Elite, 10-12
● League: Group Stage ● Nationals: Elimination Stage
○ Top 8 from League○ Promotion/ Relegation Games
● Promotion-Relegation inter-season ie 2019|2020.
● 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.
○ 2020 onwards: All teams to MUST HAVE 1 Registered Coach, 1 team captain & 1 SOTG captain
9 | Leagues & Nationals● GDL Div 1 - Competitive Elite
○ Where: Dempsey field (player-fund)
○ When: Womens’ & Open will play alternate weekends.
○ How: Round Robin + Elimination
○ 2019 Conditions: Max 2 teams per Division per ROS-registered Club.
● GDL Div 2 - Development Elite
○ Where: ActiveSG fields (lower cost?)
○ When: Womens’ & Open will play alternate weekends.
○ How: Div2 teams will have cap on number of carded players (similar to RDT) - to discuss.
9 | Leagues & Nationals● GenderLeague & GenderMah Tentative Schedule
● Rescheduling: Deconflict for overseas tournaments by rescheduling to mutually agreeable venue/time between affected teams, inform organiser.
10 | Calender of Events (Tentative)
Questions & Clarifications
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