Sports Development Zone (14th November 2013)

As above

The minutes from the previous meeting on the 7/10/13 were agreed by the committee.

Lucy to discuss “I Love Tours dates” and “What constitutes an AU Club?” with the AUC committee on 18/11/13.

 Evan asked for the committee to consider whether there was a need for clubs in the Sport Zone to be affiliated to the AU. What benefits did they get from it etc.? There are some sports societies which wouldn’t necessary be seen as an AU club. It was discussed whether there could be certain criteria put in place to specify if clubs/societies could be part of the AU.  The committee felt that the sports clubs/societies could be spilt into competitive and non-competitive, whether they are recognised by National Governing Bodies e.g. Sport England, I.O.C and whether they compete against other universities. It was also discussed whether the everyone should be eligible for the same pots of funding or whether it should be spilt according to whether they are an AU club or not, there would be different pots of funding for different areas.  Actions: Evan to put together a basic list of criteria and formalise with Becki Newstead and take it to the AUC, Zone Committee. Evan to speak to the societies within the Sports Zone and get their thoughts.  Evan to speak to the trustee board about splitting funding. How?

Evan recapped on the reasons behind getting Under Armour Kit. It was discussed who would get it? Would it be just Team Southampton/AU clubs or is there scope to push it out to all members of the Sports zone and Intermural?

Evan advised that the order would need to be put in by Dec 2nd at the latest for the kit to arrive in Jan/Feb 2014. Any order date later than this and the Under Armour factory stops for Chinese New Year so it would push back the delivery date to March/April 2014.

Due to the lateness of the order Under Armour have requested an extension to the contract for another year. The committee agreed this would be fine.

Evan to organize a sample day next week so that clubs can come along and see what it will look like. A request has been sent to all clubs asking for sizes, designs and logos.

There will be standardized colours across the board and this will be confirmed with clubs involved.

Amendments were discussed to the Sports Zone By Law to add the position of Student Groups Representative.

This was approved by the committee

Evan discussed with the committee the need to elect the Student Groups Representative for the Sports Zone. Was a round robin style voting better now or should it be done after Christmas?

 Evan to do a round robin and look into how to elect this person

 There will be a Policy review coming in January 2014. Everyone will need to read it once it is circulated.

Evan gave a brief background into the procedure for booking out Sport and Wellbeing Facilities for extended periods. At the moment there is no set procedure. All the requests have been compiled into a spreadsheet and all requests were discussed. The criteria for agreement were whether the event was restricted to certain participants and the amount of people that would be involved.

The requests shortlisted were

Southampton University Trampoline Club

SUSU PA Dance Societies

Southampton Archery Club

Basketball, Korfball, Netball and Volleyball

Ultimate Frisbee (Skunks) – more information required.

Evan to speak to Sport and Wellbeing about space for shortlisted tournaments.

Becki Newstead to speak to Ultimate Frisbee to get more information for their request. 

Evan to send a round robin to all voting members of the committee as there were no longer enough voting members present at the meeting.

Evan gave an overview of the BUCS teams start to the season. All teams are doing well and have made a good start. 

Adam had left the meeting so Evan gave a brief outline into the projects he is working on currently.     

Schools have been contacted to see if they would like to participate in a Sports programme with the Students Union. There has been some good feedback. There is a Basketball programme that will be rolled out after Christmas to schools that are interested.

Evan spoke about bringing in a policy to ensure that all teams are wearing the Team Southampton kit and colours. It was agreed by committee that all teams will have to agree to wear the Team Southampton colours and kit when representing the university.

Evan to speak to Guy Drury about wording and bring to the next Committee meeting.

It was brought to the attention of the committee that Lettings Agencies are asking Sports Teams to give out Flyers in their Halls. Also some teams have been approached about sponsorship.

 Evan advised that clubs agreeing to flyer Halls for Letting Agencies is against University and SUSU Policy.

Lucy to think about rules of Flyers/Sponsorship on Kits and what punishment should be given out if these rules are broken. Lucy to discuss at the AUC meeting.

Evan gave an update on community sports. He is having a meeting on 27/11/13 to finalize details for the Sports Relief Mile. All interested parties will be in attendance.

In terms of Youth Sports Development there has been some good feedback from Schools which will be developed after Christmas.

Lucy spoke about Varsity. It is currently being planned for March 2014. All official   information will come out after Christmas.

Adam – Adam is currently working on a disability conference for 2014. There was a meeting to discuss this 15/11/13 but he was no longer at the meeting to provide an update.

Evan – Evan advised that a centralised kit room is being looked into as well as extra storage in different areas.

It was discussed that some clubs are using Sport and Wellbeing facilities e.g. Old Sports    Hall, Martial arts Room but do not necessarily have sport and wellbeing membership. Evan advised all clubs that used Sport and Wellbeing facilities needed to have membership and that Sport and Wellbeing would start checking areas if they know they are being regularly used by large groups.

Becki advised that only 2 people had signed up for the 1st Aid Course being held on 7th Dec.

Evan advised that there were some funding queries coming in about applications not being filled in on time. He asked the committee about their views. The general opinion was that a deadline was there for a reason and other than our IT issues which have happened on a couple of occasions there is no excuse.               

Next meeting - 2nd week of Jan 2014.