Location: Oak Bay Recreation Centre (Lounge)
Executive (all present): Brett Prairie, Kev Bruleigh, Melissa Doyle, Clay Howlett, Mary Shaw, Phil McLean, Mike Barnes
Additional VUPS Members Present: Mike Hofmann, Alyx Gilgunn, Amy Machin, Jeff Pozin, Pat Frisby, James Rogers
Guest Presenter: Leigh Garrod (Westshore Ulti Community)
Start @ 7:03pm | End @ 8:05pm
Agenda and Minutes
Note: Submit request to Treasurer (Barnes) to be shared on Google documents.
Early stage of development. Survey form will go around for input prior to draft development i.e.
membership will be asked to prioritize (rank) the ‘possibles’. There is room for members to
provide alternate/additional ideas on development priorities.
ACTION: Survey form to be prepared and sent out to VUPS Membership
Front half of constitution developed last year. How the board operates is still vague (working off of
old society act) e.g. no codified process of nomination to positions, no official executive model for
board, term length etc. Currently reviewing governance/policies from other leagues in the country
(all seem to be different).
Tuesday single gender (mens/womens). Wednesday co-ed HAT, emphasis on the HAT.
Wednesday at Uplands/Central. Tuesday at Gordon Head. Fees increased. Increase $60 to $100
for one league or $90 to $150 for two leagues. Fees did not increase 2009-2010. Operating costs,
however, increased 300% in the 2010 summer league season (booked 5-9pm instead of 5-7pm;
vendor increased field rental prices; HST kicked in; we booked extra fields). Player fee increase
was in direct response to the increase in operating expenses.
Stay tuned for James Rogers e-mail regarding assistance for Ulti 101 April 20th and 27th at
ACTION: Clay to follow-up with James re: Clinic development
ACTION: Amy (PR) has printed 100+ posters for distribution. HELPERS!?!?!
Hofmann inquiring with St. Michael’s University and other venues for field access 18+ required).
Bid due in 3 weeks (April 20th due). This is for the 2012 (August 16-17 target) CUC.
Approximately 70 teams. Brett inquiring with School District re: fields.
Additional logistics (transportation, hotel etc.) in progress, pending field acquisition.
Contact the above people with any information or suggestions that can help make connections
with potential sponsors - anything that can help get VUPS free stuff. These are the go to folks for
all things PR, Advertising and Sponsorship.
ACTION: Laura/Amy want to know “what is the VUPS message” that they should be promoting?
Start e-mail dialogue with Executive.
Leigh Garrod/Phil Mclean proposal. Field rental $13.50/hr FRIDAY SOCIAL NIGHT @ Colwood Elementary (just beyond Royal Roads, near the Dairy Queen). Estimate $550 for the season (6-8pmish, April 29th until end of August 26th). Can “opt out” (money back) with two weeks notice
for large blocks of time or for a week here or there due to long weekends etc. BCDSS insurance coverage. ACTION: Track numbers/attendance as this happens.
For free, we can have multiple domain addresses. This will allow for continuity between years
moving forward/different boards etc. Still need to work out a few logistics (thanks Kev/Brett for
working on this). This builds on the 2011 Executive initiative to put together contact
lists to facilitate transition of VUPS board (or coordinator and manager) roles to new people.
Switching to @vups.bc.ca has the potential to help with generating contact lists also. Stay tuned!
firstname.lastname@example.org vs email@example.com
Note: Viruses are getting through the baremetal list (old list). No one can even sign up to the baremetal list anymore. The Googlegroups list is moderated by three board members - EVERY e-mail is sent through moderators before going out to the masses.
ACTION: Executive to immediately address administration/moderation of baremetal → look at
getting out of this altogether?
ACTION: Barnes to look into cost of baremetal hosting.
Motion to Adjorn @ 8:05pm (Kevin Bruleigh)
Seconded Brett Prairie.