Sports Committee Agenda Thursday 21 st March 2013; 6.00pm; Room 4Q04; Frenchay Campus Apologies: Welcome and Introductions 035/1213 Minutes of the previous meeting (24.01.13) 036/1213 Matters arising and actions from minutes 037/1213 Report from the VP Sports 038/1213 Report from the Sports Officer (Position Vacant) 039/1213 Sports Executive Reports Competitions Officer Christopher White Events Officer Sonia Mahdjoubi Campaigns Officer Position Vacant Combat Sports Officer Emma Chester Media & Comms Officer Tara Kaliszweski 040/1213 Club Ratifications 041/1213 Centre for Sport Update 042/1213 Joint Committee for Sport Update 043/1213 Varsity Series 2013 Update and Results so far 044/1213 Club AGM s and Club Development Meetings 045/1213 Sports Executive Update What to expect now New member proposals 046/1213 Kukri Clothing Contract 047/1213 Club Photos 27 th March 2013 048/1213 Sports Awards 059/1213 Election of Individuals for Student Council 050/1213 AOB (Any Other Business) 051/1213 Date of Next Meeting / Upcoming Events Page 1 of 10
Agenda Item 035/1213 Minutes from previous meeting 24 th January 2013: 6.00pm: Room 1L01: Frenchay Campus Present: American Football, Athletics, Badminton, Basketball, Boat, Boxing, Canoe, Cheerleading, Climbing, Cricket, Dance, Fencing, Football Men, Football Women, Gliding, Hockey, Jiu-Jitsu, Kickboxing & Muay Thai, Lacrosse, Netball, Polo, Riding, Rugby League, Rugby Union Men, Rugby Union Women, Sailing, Skydive, Snowsports, Squash, Sub Aqua, Surf, Swimming & Waterpolo, Tae Kwon Do, Tennis, Trampoline, Ultimate Frisbee, Volleyball, Wakeboard and Windsurf (38) In attendance: SU President, General Manager, Vice President, Volunteering Officer, Sports Co-ordinator, Hannah Lawton and Jessie van Beck Absent: Rugby League (1) Apologies for absence: None Nina Gizzie - VP Sports chaired the meeting Prior to the commencement of the formal agenda items Siobhan Joliffe, Volunteering Officer addressed the meeting to outline plans for Red Nose Day and invited clubs to get involved with the fundraising and think of ideas Don t hold back - The Sky s the limit! The meeting were then introduced to Hannah Lawton and Jessie van Beck who outlined their plans to row the Atlantic commencing in December 2013 and the background to the project and the reasons for the fundraising under the banner of Inspirational Friends The SU has agreed to support the venture and will provide Mission Control Opportunities for students were outlined in how they can get involved. 019/1213 Minutes of the Previous Meeting (Sports Committee - 1 st November 2012) No points of action required attention 020/1213 Matters arising and actions from minutes No matters arising and minutes adopted as true record 021/1213 Report from VP Sports Written report submitted and circulated prior to the meeting. Items contained therein were presented. 022/1213 Report from Sports Officer No report Position vacant. Page 2 of 10
023/1213 Reports from Sports Executive Competitions Officer: Chris White Chris updated the meeting on planned events Events Officer: Sonia Mahdjoubi Sonia advised her focus on increasing sporting activity for those at Glenside campus. Sonia also requested ideas for a Varsity party following Varsity Day on the 20 th March 2013. Media and Communications Officer: Tara Kaliszweski Tara requested all clubs collate and forward information about events so that may publicise. Tara also advised he plans for Tara Does.. The idea for her to try out and promote as many different sports as possible during Term 2 Campaigns Officer: Position vacant Following executive members unable to report due to absence: Combat Sports Officer: Emma Chester 024/1213 Club Ratifications No Club ratifications requested for this period. Volleyball were welcomed to their first committee meeting since ratification in December 2012. 025/1213 Centre for Sport Update No senior member of the Centre for Sport was available to attend Update to members by email after meeting 026/1213 Joint Committee for Sport Update Nothing to Report See above 027/1213 Events Take Me Out: The return of this popular event in early March Sports Tours: If you are planning a Sports Tour please ensure that you have advised the SU and completed the requisite trip forms and participants list at least one month prior to departure. Sports Ball and Awards 2013: Early Bird tickets have gone on sale for this event on Tuesday 28 th may 2013 Don t miss out After party at Syndicate Varsity Series 2013: Clubs who had not confirmed that they would be participating in Varsity Day were requested to confirm at the end of the meeting. Chris White outlined the all the events that were planned for the series. Page 3 of 10
028/1213 Lectures v Wednesday Sport A survey took place following the previous committee meeting to ascertain the extent of this issue. However, only 45 responses were received so certainly not enough ammunition to take to the University 029/1213 Sports Funding 030/1213 Elections Sports Passport Fund Vote was undertaken as to the proposed Budget Allocation 35 For 3 Against Sports Extra Fund Vote was undertaken as to the proposed criteria - 35 For 3 Against Better Together Fund Details as to how clubs can apply for funding under this scheme up to the value of 250 were provided and invited Club AGM s / Club Development Meetings / Club Position Elections Colin Stevens, Sports Co-ordinator set out the timetable for clubs with AGM s to be undertaken during the month of February. Club Development meetings and Equipment, Safety and Budget meetings will take place between the 5 th March and 12 th April. Clubs can book slots now via the Sports and Activities Front Desk Student Council Elections Election of 10 Members for Student Council (21st February 2013) The following were duly elected to represent Sports Committee at Student Council: Name Chris White Sam Ferris Richard Hay Tara Kaliszweski Kaine Rice Jamie Bustin Sonia Mahdjoubi Alexander Bennett Richard Hoffheinz Michael Bristowe Club Cheerleading Jui Jitsu Polo Trampoline Lacrosse American Football Windsurf Rugby League Windsurf Volleyball Page 4 of 10
031/1213 Exec Positions VP Sports outlined a proposal to introduce new Sports Executive Committee roles for 2013/2014 designed to structure these important roles. It is also proposed that each elected officer will take on specific responsibility for approx 6 Sports clubs as a point of contact. 032/1213 Clothing Contract Update from VP Sports 033/1213 Any Other Business None 034/1213 Date of Next Meeting: Thursday 14 th March 2013 Meeting finished - 20.05pm Matters arising and actions from minutes No points required action Report from the VP Sports Nina Gizzie Agenda Item 035/1213 Agenda Item 037/1213 Allocations and Passport Better together fund The panel met but did not get to the 250 grants but we as the SU have submitted our views of them and supported them, I was chosen to sit on the panel to support sport applications, results will come from the university before the month is out Sport extra fund Results have been decided but the sports and activities team and will be sent to all committee members week commencing the 18 th March Events and Fundraisings Sports Night - Sports and Societies Night provides an extra income for clubs, societies and networks based on attendance. Total amount allocated to sports, societies and networks around 6,500 Next big night Varsity after party 20 th March Page 5 of 10
Sports awards Early Bird tickets completely sold out and now ordinary tickets on sale for 35 from the website and reception. All information can be found at http://www.uwesu.org/sports/sportsawards/ Varsity Verbal update to be given at sports committee. Health Cycle Train From the back of the cycle trains UWE has won a travel west award for most cycle friendly employer for all of the work UWE and SU do on cycling Body Beautiful Results are still being collated but from preliminary results over 400 separate sign ins to activities, the Glenside classes being extremely successful We are no continuing the Glenside classes on a pay as you go scheme 'Fit for 4' Cooking Corner The new improved cuisine of the week is averaging 20 downloads also working with the university on making a cooking book to give to students containing these recipes Back to basics Sports exec Agenda Item Committee training We are reviewing our committee training to make it work better for you the students. We are reviewing the day itself and also the resources we have available to you online. Dropbox has been set up for all clubs to replace USB sticks and development on rewriting the online resources has already begun Forms and Finance We are currently working hard to redo all the UWESU forms available making sure you get the ease and simplicity from a form and to make sure we get all information we need these will be completed after developments on training Sports Executive Reports Agenda Item 039/1213 Competitions Officer Christopher White Events Officer Sonia Mahdjoubi Campaigns Officer Vacant Combat Sports Officer Emma Chester Media & Comms Officer Tara Kaliszweski Page 6 of 10
Christopher White Competitions Officer So basically I've been working on my campaign! Varsity wise I have liaised with Colin to gain more physios at varsity day! Working on the way the series will be scored this year - more to follow Working with inspirational friends to gain more funding Working with Nina on varsity after party No written reports have been provided by other Executive Officers - Verbal reports will be given at Sports Committee Agenda Item 045/1213 The Sports Executive Sports Executive The elected sports executive shall be responsible for the making sure student sport is well represented, run effectively and continually developed. The elected officers must work effectively as a representative to the group of clubs they are responsible for and support VP Sport and Health in engaging students whilst working within the policies of the students union. The new Sports Executive committee shall serve alongside the old Sports Executive for the remainder of the third term to promote the efficient handover of the Sports Executive & provide a period of apprenticeship for the new Sports Executive The sports executive shall formally meet once a month and comprise of the following roles and responsibilities. To gain recognition of the position each member of the executive must: Hold office for two semesters Attend at least 50% of Initiations/Sports Nights (both normally Wednesday evenings) Be available to work and assist with the running of at least 2 Varsity events Formally meet once a month for official Sports Executive Meetings, where unable to attend a written report must be submitted Attend and Submit written reports for all sports council meetings, where attendance cannot be adhered to notice will be given to the sports executive but a report is still to be submitted Submit a handover document to new committee Positions: Health and Campaigns Participation Officer Events and Fundraising Officer Competitions Officer Media and Publicity Officer HEAR HEAR HEAR HEAR HEAR Specific duties of Positions Health and Campaigns To be the main liaison for students on SU issues relating to food, nutrition and fitness Page 7 of 10
To run health based campaigns alongside VP Sport and Health throughout the SU and the university Work with the Participation Officer on campaigns aimed at increasing participation Support VP Sport and Health on existing health campaigns including but not exclusive to Body Beautiful, Fit for 4 and Cycle Trains Personal skills Communication Dedication Commitment Organisation and time management Participation Officer To be main liaison with Sports clubs participation officers Promote inclusion and diversity throughout the sports clubs, social events and initiations To chair a participation executive where all sports clubs participation officers are welcome to attend increase participation in their sports, either keeping new members or gaining members taking into consideration inclusion and diversity To aid clubs in discussions of events such as e.g. pre-season, try it sessions, dinners, evening meals, club events, fundraisers, AGMs, Varsity and socials To aid Competitions officer in running intramural events and inter halls events All the above by bearing in mind the following Groups 1. Students who are not so confident to get involved, especially on their own 2. Students with disabilities 3. International Students 4. Use of Language [LGBT students] 5. Zero Tolerance to Sexual Harassment 6. Food Requirements 7. Students of Faith with Specific Requirements 8. Code of Conduct [Alcohol Use] 9. Local Commuter Students [time constraints] 10. Students with families [time constraints] 11. Money constraints make your events as affordable as possible! Personal Skills Motivator Organisation and event management Communicator & mentor Sociable & inclusive Events and Fundraising Officer To be the person running the official UWE sports night on a weekly basis To help organise and run major events including but not exclusive to the Sports Awards Work with Media and Publicity in publicising these events Aid the Competitions Officer with the running with organisation of Varsity Liaise with treasurers about club balances Liaise with RAG on fundraising opportunities To provide fundraising events for sports clubs and give fundraising advice to clubs Personal Skills Motivating Volunteers Page 8 of 10
Organisation and Event Management Communication Sociable and Inclusive Competitions Officer To be the main liaison of clubs in regards to Varsity Day To sit on Varsity executive meetings and liaise with clubs with any decisions made To liaise regularly with team captains To work with teams and CFS in organising and advertising social leagues such as inter halls, intramural sport etc Personal Skills Motivator Organisation Communicator Media and Publicity Officer To be the main liaison with sports via media outlets such as Twitter and Facebook To promote achievements and fixtures including but not exclusive to weekly BUCS results using media outlets Advertise Sporting and Health Events including but not exclusive to Varsity, Sports Awards, Sports Night To communicate with Societies such as Hub Radio, Western Eye and UWEtube to utilise media outlets within UWESU promoting sporting events and achievements Support UWESU Media Department in content of UWESU Sport webpages Take Photos for the Website at Sporting Events Liaise with media and publicity officers to help them with their club specific roles to further their roles Personal Skills required Good Written Skills Ability to navigate Facebook and Twitter! Communication Skills Video/Photography skills preferably No Combat Sports officer: Instead a Combat Sports Executive Combat Sports executive To contain VP Sport and Health, one Sports Executive Member, One member from each of the combat sports and where requested a staff member To meet twice a term A facebook group for all combat sports and VP sports to discuss matters in between meetings, also a place for agendas and minutes to be posted Aims: o To discuss issues around combat sports o The first Combat sports executive will be to decide what individuals would like regularly on the agenda and what they hope to gain from the meetings Page 9 of 10
Agenda Item 047/1213 PENGUIN TEAM PHOTOGRAPHY SHOOTING SCHEDULE DATE: 27th March 2013 TIME No. TEAM TIME No. TEAM 09:00 1 14:00 19 Snowsports 09:15 2 Boxing 14:15 20 Badminton 09:30 3 Swimming and Waterpolo 14:30 21 Trampoline 09:45 4 Mens Football 14:45 22 Ultimate Frisbee 10:00 5 Tennis 15:00 23 Kickboxing and Muay Thai 10:15 6 Riding 15:15 24 Dance 10:30 7 Rugby Women 15:30 25 Break 10:45 8 Rugby League 15:45 26 Polo 11:00 9 Rugby Union Men 16:00 27 Hockey 11:15 10 Cricket 16:15 28 Hockey 11:30 11 Netball 16:30 Surf 11:45 12 Womens Football 16:45 29 Canoe 12:00 13 American Football 17:00 30 Squash 12:15 14 Windsurf 17:15 31 Fencing 12:30 15 Boat 17:30 32 Break to move inside 12:45 16 Boat 17:45 33 Sailing 13:00 Break 18:00 34 Taekwondo 13:15 Break 18:15 35 Climbing 13:30 17 Basketball 18:30 36 Jiu Jitsu 13:45 18 Lacrosse 18:45 37 Football Men 19:00 37 Cheerleading No response from Athletics, Gliding, Skydive, Subaqua and Volleyball Page 10 of 10