Committee meeting 04.03.2019
Location: Bootleggers
Present:
Chris
Becky
Jesper
Jon
Marc
Nick
René
Robin
Signe
Zorn
On the agenda:
· Welcome to the new committee - Roles & Tasks
Nick - Club President
Look after the constitution, present trophies at awards dinners and support the club.
Jesper - Club Captain
Represent Exiles at various DRU meetings, KRA meetings and DGI meetings.
Simon - Treasurer
Take care of the clubs money! Accounting and budgeting - if something new is needed from the club, ask.
Marc - Club Secretary
General contact with the DRU and the committe.
Contact with Lyngby Municipality - (pitch, funding)
Becky - Communications Secretary
Website maintenance, Social Media updates, communication from the committee to the club, merchandise etc.
Jon – Social Secretary
Arranging all the socials throughout the year, especially focusing on Summer BBQ and Annual Dinner & Dance.
Ensuring good contact and relationship with the bars that we frequent.
René – DTU Liaison
Communications with DTU – when checking the pitch / gym hall is open and or closed and ensuring Head of’s are informed of this. Ensuring we stick to DTU Sports deadlines (funding applications etc).
Robin – Recruitment Secretary
Ensure we get new members to the club – both for men and womens teams, and both experienced and non-experienced. Ensuring we have representation at various fairs.
Signe – Head of Ladies
Managing the women’s team – tournaments, transport, licenses, communications with coaches.
Zorn – Head of Men’s
Managing the mens team – tournaments, transport, licenses, communications with coaches
·
Sponsorship from
Bootleggers (Becky & Zorn)
Follow up with Greg regarding invoicing will be with Becky & Zorn to complete.
Terms & Conditions explained to new committee members.
Contact for social activities to go only through Jon (Social Sec).
Potentially have trophies placed in backroom?
· New Training Equipment
Until we know how much of the new shed, we will have access to – as well as how much space we can free up, after clearing our current shed, Sam’s crossfit gear is on hold (due to lack of storage space) – also following up for a new price.
Marc to buy the following:
Ball Bags
New Rucking / Tackling Shields
New Post Protectors (with both Exiles and DTU Sport logo) à APPLY FOR FUNDING FROM DTU.
New corner flags as linesman flags.
Agility poles.
Pumps to keep in the ball bags + kit bags.
Action on René à Ask Henrik regarding protection for the concrete posts near pitch (keep the lights though, we like them!) + when the lights in the trees will be functional.
· GDPR + Use of photos
Website is covered by GDPR via Klubmodul, also the privacy policy can be found on the front page. This is in Danish as it is a written legal document so we are not allowed to make our own translation.
Also the website has a cookies policy which must be accepted to enter the website.
Committee went through photo policy provided by the DRU and will ensure that we all strive to follow those policies – use common sense before posting, especially when representing the club.
· Recruitment for 2019 – Rookie Day on April 23rd.
Robin tells of the many new players we have seen coming in since January, which is very positive, especially many unexperienced players.
Next intake of players could be when the internships at DTU begin, which is around March / April (we must consider they might not have thought about playing so will have no equipment with them).
After summer, there is a real concern as many players will be finishing their Masters and therefore leaving – so recruitment must happen now!
The pool of potential players from the Bachelor degrees is quite large – Chris can help here, as he himself is a bachelor student.
Rookie day set for April 23rd – followed by BBQ & Beers with the current players.
Promotion for this via FB, Instagram, posts / flyers – Alberto to help create promo.
Must make sure that all the players do their bit to recruit – especially sharing recruitment posts in various FB groups.
Becky to add rookie day to website calendar.
We also need to improve our placement on Google Search, this can be done by ensuring everyone reviews DTU Exiles (Becky to create guide) and Becky & Jon will talk about how to utilize Search Engine Optimization.
· Pitch & Shed cleaning
Zorn will make sure the pitch is marked and ready for outdoor training.
Zorn will find a day that is suitable for cleaning the shed – max 5 people to be involved (Signe and Becky will be present to help on behalf of the ladies team.)
· Grant from Lyngby Municipality
Marc is ready to make the application – this is dependent on U25’s and how much they have paid in subs. We are looking to secure around 22.000dkk.
(Becky will follow up with klubmodul about the CFR being done directly via the website)
School day (in return for grant) will be held on the 9th of May – the schools sports day. We will need volunteers for this.
No issues with using photos from this day (according to photo policy from DRU).
Becky to add to website calendar
· Homeround 22nd of June.
‘New requirements’ from DRU read out during meeting – most important is obviously securing a physio or medic.
Nick / Simon to ask their contacts if they are available
Signe to reach out to Røde Kors as well.
Need to ensure all hands on deck – boys will consider arranging a brunch for themselves as it’s a long day and this will also be the Exiles Summer BBQ.
To be discussed further as we get closer.
· Upcoming meetings – DGI / DRU / KRA
23rd of March – Marc is going
24th of March (DRU) – Marc & Jesper going.
13th of March – KRA – Jesper going.
27th of March – DGI – Signe & Becky going.
AOB
Jon mentioned how great it was that Beatrice had left a ‘how to’ template – would encourage others to do the same.