Exiles Committee Meeting – 08.05.2019
Bootleggers Craft Beer Bar
Attending:
Jon
Jesper
Alberto
Simon
Marc
Robin
René
Signe
Becky
Zorn
- Unable to attend: Nick
Latest News from DTU
· Zorn spoke to Ann-Rose, and DTU are looking favorably at the possibility of a rollout marquee for the shed/changing room area, next to the pitch. Most likely this is most viable for next year, however we have still decided to apply for funding for this, this year.
· We have also applied for post-protectors and flags (funding from DTU)
· The addition to the shed (extra building) is now complete.
Issue regarding space between pitch and new addition is resolved, however there is an issue with the gravel/stones put down next to the addition and space between the pitch. (Chris is following up on viable solutions to have these covered up, especially for games).
Summer BBQ & Ladies Home Round
· Ludvig and Signe are in contact regarding the options for playing on more than 1 pitch, especially in consideration of the men’s game following the ladies.
· Becky and Signe have measured the neighboring pitch, and it is a suitable size – they will sort out the pitch(es) on the day as well.
· @Signe to look into physios from the Red Cross
· @Simon to sort out food (contact Tom for catering)
· @Zorn to speak to ARK regarding late kick off
· @René to speak to DTU regarding securing second pitch
· @Jon to gather up socials to help out with food & drink
· @Marc to be Turnerningsansvarlig on the day
· @Becky in charge of cookies
Introduction Week at DTU – August 29th
· We need to get back to PF before 31st of May with our needs (how many we’ll be, if we need electricity, if we will be giving away merch (i.e key rings), how we want to be set up etc)
· This is targeting international and masters students – Chris will look into the bachelor intro week.
Dåseringene – Charity involvement
· Zorn introduced the charity, which we would like to contribute our help to.
· Need to collect the ring caps from all the cans – sent to dåseringene, who send off to Prosthese foundation – these are used to create prostheses for children in Cambodia, and Laos.
· Becky will create post for Exiles Social – and also ensure communications for FB page later on (could involve International House)
Alberto’s position on the committee
· Make sure he gets a committee email – get input from the committee regarding promo ideas (ensure we all make an effort to promote the club.)
· Looking into a promotional video – get a quote from a videographer and let the club / simon know.
Presence of non-committee members at meetings
· We need to be better at ensuring that we stick to the topisc for the meeting AT the meeting, rather than over email, in the days leading up to the meeting.
· We should meet once every 2 months min. – ensure our members have enough notice (i.e 1 week prior to meeting).
· Please add any agenda points when filling out the doodle – if no points, please write so.
· This will help Marc actually sending the agenda, with due notice, prior to the meeting.
· Meetings are still open to anyone wanting to join – we should encourage input from club members.
Reports from the committee
Zorn
· The guys are doing really well, recruitment is going slowly but surely – seeing some new faces at training.
· First official game is coming up this Saturday against Hundested
· Have implemented a cleaning fee for the bus, for the guys.
Simon
· Provided an update on the clubs financial standings.
· Healthy economy, subs are slowly but surely rolling in – only missing a few.
· An ask from Simon – please ensure everyone writes a note when they do a MobilePay transfer.
Marc
· When to the Rugby Days – was two days of discussing development within rugby in Denmark.
· Exiles voted no to the DRU budget (there was no connection between development and the money, only 10% went to development.)
· Budget is also not available on rugby.dk website – no details into the accounts or budgets (accounts were also not voted in at all)
Jesper
· Nothing to report.
Alberto
· Will look into perhaps getting a videographer for some promotional videos of the Exiles. Will continue to assist with flyers and promo images.
· Will look into give away merchandise (i.e notebooks, key rings etc).
Jon
· Good relationship with bootleggers (gustav, and bar staff) and lots of communication with Greg as well.
· On the 25th of May the boys will be playing Speed (at Speed) – plan to go to Hop House after, perhaps also a BBQ there.
· Bootleggers have received immense complaints from neighbors about the back room
they've tried sound proofing the back room, but for now it is closed. Game days and days we book - reserved seatings in the front of the bar. Gustav will try and re-arrange the set up
· Gotta look towards how to arrange tv time for world cup
· Looking for locations for the Annual Dinner & Dance already (Date is the 23rd of November) Would be good to have a place where the band (exiles band) can play
· Purchased a new pamela - we like her.
Becky
· Been very active on FB and Instagram – especially thanks for the images and flyers Alberto have helped put together.
· Merchandise is ordered – new supplier for some bits, might take a little longer than expected
· When merchandise arrives, will announce new partnership with Akuma (next 3 years).
Robin
· Rookie day went really well, our pre-event communication was good.
· We had 10 guys and 3 girls show up – the main take away, was that it also reached a lot of people outside of DTU, so need to make sure we share our events and posts with lots of FB groups.
René
· Submitted the grant application to DTU
· Submitted all the documents to DTU
· Tried to contact Henrik - did not get a response - Mainly to get in touch with Henrik about all the issues (no lights, shower not working etc by the pitch.)
· Will try and get in touch wtih him again - showing everything that is broken.
· Monday there is a DTU Sports meeting (actions from Marc – Building plans for DTU for the next 20 years - but no pitch?? -@Marc to send link to Jesper of design overview)
Signe
· Season has kicked off - good numbers at training (more numbers at game than trainings).Things are good.
· Lele is still coaching.
· Signed up for Scandi 7’s – also looking to sign up for the Beach tournament in Helsingborg.
· Also most likely going to Hamborg Exiles 7’s day on the 15th of June.