Committee meeting 2nd of March 2020.
Location: Bootleggers
Attending:
Chris, Rene, Jon, Becky, Jesper, Zorn, Marc, Nick, Simon and Mette
Agenda
· Introduction for new committee members
Becky suggest a short round of introductions.
Nick: Club President - supports the committee members and helps with whatever he can.
Jesper: Club Captain - Handles the daily running of the club management and any contact with the DRU (specifically about political issues).
Simon: Club Treasurer - Handles the clubs finances.
Zorn: Head of Mens – Manages the men’s team, handles internal team communication and licenses.
Signe: Head of Ladies – Manages the men’s team, handles internal team communication and licenses.
Rene: DTU Liaison – Handles the contact with DTU and other DTU sports clubs. Is also in charge of application to DTU for funding and also any issues to do with the grounds and scheduling.
Becky: Communications Secretary – All broad communications to the club, handles the website and social media platforms (FB Page and IG mainly). Alberto (Branding) helps design and create the graphics which are used for any social media posts. Not responsible for the Social Group on Facebook.
Jon: Social Secretary – Is in charge of arranging our Annual Dinner & Dance and other social events, such as summer BBQ and maybe a Halloween party this year. He is also the main point of contact for bars which we frequent and is in charge for club posts on the social page.
Chris: Recruitment Secretary – Main job is to recruit people! Tasks include going to fairs and creating recruitment events. We should start focusing more on the expats and continuing the great job done at DTU. Should share the posts and events on FB. Should join a lot of the DTU groups and maybe contact new people in the groups. Should spread the posters around at bars and stickers. Should also target for the social memberships (with help from Simon and Nick).
Mette: Club Secretary -Main tasks include but not limited to, calling committee meetings and taking the minutes (also ensuring these are sent to Becky to be posted on the website). Will also be responsible for Børneattests and reporting numbers to the municipality, applying for the grand from them and contact regarding the astro turf and childrens day.
DRU contact for the club (action to send a list of the updated committee to DRU as well as AGM minutes). Also responsible for contact with International house (expat fair) and Lyngby vidensby.
· Status from committee members
Zorn:
Not much to report, there are 11 games planned for the season so far. The men’s team have a players meeting tomorrow (March 3rd).
Signe:
It is going very well on the ladies team, we’ve had 5 new players. There is a friendly match scheduled for the 28th of March against FRK and Lugi Lund. Also trying to schedule a friendly match against Odder for the same date as the men’s game in Odder. We’ve already signed up for Scandi 7’s and looking to sign up for Hamburg 7’s.
René has a question regarding when the ladies have their homeround.
Becky: It is on the 3rd of October.
Chris has a question regarding when the ladies games are scheduled.
Becky: All the games are on the website under the calender.
Jon:
He and Becky had a meeting with Greg which went very well. Greg has kindly supplied the team with new water bottles for the coming season, and he was also keen on the idea of Bootleggers coming to our summer BBQ and bringing beers – perhaps even for the AD&D, so that is to be continued. He was also willing to support the club again financially this year, where Jon and Becky have suggestion utilizing the money for a physio and he is very open to it.
Bootleggers will also be upgrading the backroom and it sounds awesome. Six nations is going good. Bootlegger’s loves to have us since we are so well behaved and we self-police ourselves. They would like us to bring our empty glasses out. And behave ourselves when Speed are here, thank you.
- A suggestion has been made for a pubcrawl at DTU, and Jon will discuss this further with both Chris and René.
-It is OK with Bootleggers that we use their logo on our posters.
-Jon is coordinating posts on our social group, so no posts overlap.
René:
Little has happened. He has received an email from DU regarding the website and banners on it. Becky is looking in to it. He will respond DTU Klatring that we would love to have a clubhouse for meetings and others, gym and a hall for social gatherings.
-Suggested that René should urgently write to DTU sports and campus service regarding a changing the door to the shed due to all the issues with it.
-Suggestion that our application for grants from DTU could be spent on the following; Padding around the concrete, the website changes, and a trophy case. To be discussed at the next committee meeting.
Nick:
No report.
Becky:
Following on from René regarding the website and Facebook, her and Alberto have made a plan for the social media for 2020. They will be making more videos, for instance a day in the life of an Exiles player with a GoPro camera. She is looking into merchandise and this will hopefully be ready for April, so she can start taking orders. Simon will allow a backlog. She will be looking into Ram Rugby and Akuma. The website is a hassle. And people do not get categorised automatically, Becky does it manually. This should be added to head of men’s and women’s responsibility. (Jon will be looking into adding it on klubmodul).
Simon:
Subs are going well. Lots of people are signing up and paying. Should hit the subs target. Beer run has been cancelled as Anders is able to get beers when we want.
Mainly it is only 2-3 beers that are bought at practice. Beers are brought to practice when there are birthdays.
Jesper:
Anders will bring back 10 cases of beer when we need them, so no need for beer run.
Regarding the DRU meeting, the Exiles have made a suggestion to change the DRU constitution regarding the budget, and we expect to see this on the agenda.
· Committee meeting open/closed
Quick conversation regarding whether committee meetings should be closed.
This committee is closed but a one off, to allow the new committee to get acquainted. Going forward they will be open again – however a suggestion would be for open meetings, to ask ‘outside’ attendees to send in their suggestions prior to the meeting, in order to save time.
· Coaches subs
Should the coaches pay subs?
Mainly brought up, as the Exiles offer to pay for DRU courses for paying members, and therefore coaches who want courses should be members.
Pro’s: It will also help increase the members count.
Con’s: They are doing a voluntary job to begin with.
- also how about injured players?
Regarding injured players; If they are injured prior to the season, they should still pay for socials, and if they are injured during the season, they’ve already paid their players subs.
Decision: Coaches should be paying members of the club (Social)
· Any other business
Remember to like and share the Facebook page.
Contact with the ‘main’ DTU FB page and maybe the newspaper (Becky will look at it)
René: Could we on the minutes have a to do list for everyone to go through on the next meeting. Maybe put the list in the wrap up email.
Chris wants a google drive. Becky wants onedrive because she is part of the cult. Mette will look into what is preferable. (Jon does not like google drive due to ownership).
Chris suggest buying hand sanitizer because of Corona. It is decided people will bring their own.
Next meeting when the boys are back in town, around the 16th of April.