NZU NATIONAL TOURNAMENT REVIEW GROUP TERMS OF REFERENCE Background In 2015, New Zealand Ultimate Incorporated ( NZU ) reviewed the policies and regulations around the NZU National Championship Events through a National Tournament Review and adopted the National Tournament Review Group s recommendations for a period of three years. With the scope of these policies expiring, it is time to again review all aspects of the structure, location and timing of our national tournaments in light of the growth and development of the sport over the past two years. To assist this process, NZU is setting up the National Tournament Review Group ( NTRG ) to consider issues around national tournaments, to undertake a community consultation process, and to make recommendations to NZU regarding the new policy. This document sets out the terms of reference of the NTRG, as agreed by the NZU Board. Committee Name The name of the committee is the National Tournament Review Group ( NTRG ). Type The NTRG is an ad-hoc committee set up specifically to undertake the terms of reference as set out in this document. Purpose The purpose of the NTRG is to conduct a review and prepare recommendations to NZU regarding the structure, location, hosting arrangements and timing of national tournaments, in order to inform the NZU National Tournaments Policy. Membership The NTRG will be made up of between five and ten people comprising of: At least one representative from the NZU Board The NZU Executive Officer Between three and eight representatives from the New Zealand ultimate community. The committee will be appointed by the NZU Board. NZU may add or substitute members prior to, or during the review period. NZU will appoint a committee chair at the start of the review period.
Scope All national level tournaments on the NZU calendar come under the scope of this review. Currently these tournaments comprise the following: New Zealand Ultimate Series o Welly Wind Up o Twin Harbour Classic o Chalice City Classic NZ Ultimate Championships NZ Mixed Ultimate Championships NZ Secondary School Ultimate Championships NZ Youth Ultimate Championships NZ University Ultimate Championships The committee may make recommendations as they see fit to alter tournaments, add tournaments, remove tournaments, merge tournaments, alter the frequency of tournaments or otherwise change the way in which national tournaments occur, with the following restrictions: 1. If the New Zealand Secondary School Ultimate Championships are retained, then the timing and eligibility rules around those Championships must remain as set by the New Zealand Secondary School Sport Council (I.e. NZSSUC will always be held during the NZSSSC Summer Tournament Week); 2. If the New Zealand University Ultimate Championships are retained, the committee must be aware of the Memorandum of Understanding signed between New Zealand Ultimate and University and Tertiary Sport New Zealand and must adhere to all UTSNZ policies regarding hosting tournaments. 3. National championships must be held in some form each year in the senior categories of Open, Women s and Mixed, in compliance with the requirements for qualification to international events (e.g. AUC, AMUC, WUCC). Large tournaments currently run, such as Taupo Hat, Brass Monkey etc or established regionally run events such as South Island Mixed Ultimate Chumpionships do not fall under the scope of this review, although may inform the recommendations. In making its recommendations to NZU, the committee must be guided by the following principles: 1. The purpose of the NZU National Tournaments Policy is to create a sustainable and clear national competition structure that serves the needs of athletes in the Talented Perform pathway with clear guidelines as to the timing, venue, hosting and financial arrangements of the tournaments. The committee s recommendations must address this purpose as their primary concern; 2. The recommendations must be financially sustainable both for NZU and for other parties involved in hosting tournaments; 3. The recommendations must be logistically realistic and sustainable;
4. National tournaments should be reasonably accessible to athletes from around New Zealand, in both logistic and financial terms; 5. National tournaments should provide the best possible playing experience for participants; 6. The committee must take into account the ramifications of their recommendations on those athletes/clubs and organisations working with athletes in the Community Participation pathway. 7. The recommendations should have broad support within the New Zealand ultimate community. Authority The NTRG should look to seek input into recommendations from all stakeholders. The NTRG may recommend policy and regulation changes to the NZU Board. Working Methods The committee will be provided a discussion document by NZU which will be made available to the NZU membership via the NZU website and facebook page. A Tournament Review facebook page may also be created to elicit comments from the community. The review will have two phases Brainstorming Phase and Feedback Phase. Brainstorming Phase During the brainstorming phase, the committee will elicit submissions, thoughts and ideas from the Ultimate community and can do this in a manner that they see fit which may or may not include: Asking clubs and members to draft their own ideal tournament calendar on a template provided; Facebook discussions; Surveys on key issues such as the Mixed/Single Gender season split, club v rep teams, which events should be national events ie Indoors, Beach; Focus groups with clubs and leaders; Opportunities to discuss the NTRG at the New Zealand Ultimate Conference; Opportunities to use the Board Forums as another avenue to take feedback; Written submissions After the Brainstorming Phase, the committee will meet face to face to discuss all options and formulate options for their recommendations. This meeting is scheduled for 29 September but the exact date will depend on committee availability. Feedback Phase After the face to face discussion, the committee will formulate broad options and these will be circulated to the New Zealand Ultimate community via the NZU website and FB
page for further feedback. A list of Pros and Cons (Opportunity Costs) of each option will be included. Once feedback has been received and discussed, the committee will formulate its final recommendations. A Report Sub-Committee will be formed (including the Executive Officer, one NZU Board member and one other committee member) to write the final report for the NZU Board. A draft report/recommendation will be circulated to the committee for feedback. Any changes will be made by the Report Sub-Committee. The final report and initial recommendation will be submitted to the NZU Board. It is intended that this report will be made public. In the event that voting is required in order to finalise committee decisions, voting shall be by a simple majority. In the event of a tie, the committee chair shall have a casting vote. Reporting The NTRG reports to the NZU Board. Resources and Budget Committee members are asked to contribute their time and expertise to the committee on a voluntary basis. Reimbursement of exceptional costs incurred in undertaking the work of the committee may be considered on a case by case basis, if claims are submitted to NZU and approved in advance. New Zealand Ultimate has allocated a budget of $3000.00 to cover the cost of the inperson meeting of the group as well as the cost for organising group discussions etc. Deliverables The NTRG will produce a document in two parts: 1. A report on the review process 2. Recommendations for the National Tournament calendar including but not limited to: a. What events will be organised b. What format these events will have c. When these events will be held d. Determine the types of organisation(s) will run these events e. The financial arrangements for these events f. A calendar from April 2019 showing a full cycle of events or 4 years if there is no cycle or rotation in place.
Timeline 30 April 2018 Terms of Reference finalised. 7 May 2018 Advertise for National Tournament Review Group members 21 May 2018 Application close 31 May NTRG Finalised Discussion Document finalised. Mid-June 2018 Documents for community published. Brainstorming Phase begins. 15 September Brainstorming submissions close. 29 September Face to Face NTRG meeting 27 October Options paper published. Community feedback sought. 9 November Community Feedback closes 16 November Final report submitted to NZU Board.