Committee Meeting 28.08.2019
Present:
Nick
Simon
Jesper
Marc
Becky

Signe
Zorn
Jon
Robin
Alberto
- Brendan from the DRU

Brendan & DRU
Introduction of the committee members to Brendan and vice versa;
Brendan is a former Exiles and is now on the DRU board, where he will be overseeing 4 rugby clubs, including the Exiles.
An explanation of the board members and focus areas is provided - the big focus area being on Youth Rugby - it would be great to see the Exiles with a youth section once more.
Exiles biggest challenge with a youth team is lack of coaches (already struggling on the senior front), however the DRU are happy with Exiles contribution to referees and the solid infrastructure around the club in general.

The DRU have 6 KPI's which they need to reach in order to secure funding from DIF (50% of budget comes from here) and general wellbeing of the DRU.
Currently at 5 green and 1 amber.
They are important for financial reasons - 2019 has been a tough financial year for the DRU - looking at a healthier economy for 2020.
Discussion regarding the DRU budget and accounts (the Exiles voted NO to the Accounts at the AGM)
Some money comes from World Rugby (i.e they pay for the tournaments to be run, that the 7's and 15's national teams go to)
A larger section of the budget this year has gone to youth and developement rather than the national teams - less budget this year so allocation has been different. Meaning 7's national sides have had to find their own sponsors.

Right now the largest issue is resources versus financial focus -growth is static and it has become clear clubs are struggling to maintain growth.
More transparency is needed from the clubs on the DRU's finances and on the roles on the DRU board and payroll (specifically requesting to see the job description of the sports director)

Coaching courses
Exiles express the issues with coaching courses, dates and locations - expressed interested in more local courses (i.e the recent one that was just cancelled due to low numbers)
Exiles are happy to host these (particular a 7's orientated one)

Medical courses
The Exiles have also expressed an interest in more medical focused courses - especially with focus on concussions.
Would also love to see RugbyDK (DRU) help foster a relationship between physios / medics, which the clubs can then reach out to to get more presence (a lot of responsibility is left to the clubs themselves)

Tournament Format
There have been quite a few complaints about the 2019 tournament format - many games clashing, and also there is a higher demand for 10's and 7's tournaments.
The process is that Ludvig, Mikael Lai and Brendan will be looking at developing 1-3 options for a tournament format (i.e east v west) and this will be sent to the clubs within the next few weeks.
A meeting will be called to discuss and decide on the new format for 2020. (Meeting on September 31st)

Update from Bootleggers
Jon and Becky had a 6 month milestone meeting with Greg, to see how the sponsorship is going.
Feedback was really great, and they really enjoy having us in the bar and are overall pleased.
The backroom is still not available due to noise complaints from upstairs neighbours - compromise is that we can use the backroom until 22:00 latest.
There is potential to expand to the downstairs basement but this depends on Greg and Lennart and a potential property deal.
We've invited Bootleggers staff to come to our homegame on September 7th.
Bootleggers are also happy to share recruitment posts on their page.

World Cup
We have provided Bootleggers and overview of games, which we know club members will want to view - Bootleggers will host a number of games, and this will be a great opportunity for recruitment for the club, so we encourage everyone to wear Exiles Merchandise while viewing games.
Will also leave business cards and flyers to be shared for the games.

Tried to attend the bars where the Bachelor students would be - however arrived a little too early, so was not super successful, but did hand out a lot of business cards. Will come up with another event / way to reach the bachelor students.

For the Masters, we ensured that PF had flyers prior, to put in the folders, so over 1200 flyers were distributed.
We had 3 workshop sessions in the morning, with approx 90 people attending and over 100 people came in the afternoon to the booth.
21 new guys at training on tuesday (10 with experience) and 8 new girls.
All had a really great and positive experience - we then threw a bbq and beers after training.
We want to create a new template 'welcome' email for those joining the club. @Jon will help here with how to send via gmail instead of klubmodul.

We want to update the flyers to show a small map and training times - @Alberto will do this (send quote to Simon before spending the money)

Looking at Rookie Day nr 2 at the end of September, and perhaps do another BBQ & Beers (Will talk to Chris about the bachelors specifically)

Will look into doing more Expat Related posts as well - boost and share these. Important they are shared via the person not the page.

Finally, the roll up looked great and was a great investment - next step would be beach flags (Could apply for funding from DGI Storkøbenhavn funden)

Zorn
Boys are doing well in 1st division - the influx of new players will be a big help, as we've seen a few guys go and due to injury or unavailablilty.

The latest news on the awning for the shed, is that we applied for 15K, but it will be much more expensive than that (to get a proper one)
Ann-Rose told us that DTU will pay the difference to get a proper awning, but timeline is now 2020 and not 2019.
Jesper to follow up with Ann-Rose regarding nexts steps

Signe
The girls are doing quite well - we're currently placed 3rd and hope to continue a strong second half of the season.
Lele is continuing to coach the season out, but nxt year is unclear for now.

Becky
Looking to update the website, but will need input from committe members on content.
We need to update the address for the pitch on google @Jon & Becky will look into this.
New game balls will be ordered as JM is very kindly sponsoring these - his company has his 10 year anniversary coming up, so special logo will be made and used for the balls.

Bank account is looking healthy
Still waiting on final bill from Nordic Rugby for merchandise

Really important we get all the subs in and make sure people remember to MP for beer after training.

Budgeting for upcoming bus trips.

Marc
International House has a recruitment event on the 21st of September, where we will of course attend.
Has not heard back from Lyngby Kommune (unusual) re- the new astro turf
This will be Marc's final year on the Exiles Committee - we will be looking for his replacement when appropriate and also means we will need to understand how the application for various funds works.
A very big thanks to Marc for all his committment and effort throughout the years.

Jon & Annual Dinner & Dance
Weekend of 23rd of November
Will post date ASAP so people can reserve the date

Jon has been scouting locations and is looking into a space (same owners as the Unicorn space)

There is room for the band + mic's and sound systems
They can cater or we can order in food (via Tom?) - budget to be created by Jon and a seperate AD&D committee to hash out the details.
Very small raffle this year - will not ask members for raffle gifts, will do booze donations from pubs.

We are getting new post protectors and flags
VAT issue - Simon to work out those details

Alberto to email when they have arrived.

Applied for money from DTU for these.

Jesper - No Report.