The kick-off meeting for Summer League 2009 was held March 24, 6:00 PM at Flatbread in Portsmouth, NH. They still have live music acts on Monday nights but this one was short.

Attending were the following kind folks: Alec Bass, John Stone, Justin Warrington, Karen Cannizzaro, Mike Arsenault, Rebecca Hennessy, Mark West, Val Griffin, Jon Wixson, Debbie Beliveau, Devin Beliveau, Sean Malahy.

A number of volunteers were found for a variety of Coordinator positions. The Coordinator positions is a formalization of tasks that were conducted by many of these same volunteers in the past. The responsibilities are derived from past activities and distributed among the various Coordinators. Coordinators are the authority regarding their responsibilities and have the freedom to achieve their responsibiities and goals through additional volunteers and working with other Coordinators. In some cases, in order to achieve a harmonious whole it is expected (and listed as part of their responsibilities) for Coordinators to work together.

If you wish to volunteer, have questions, have concerns, or wish to make a suggestion about a subject matter then the Coordinators contacts are listed below so you can directly address them.

Promotion

Coordinator: Mark West (email: mark@westenv.net)

1. Responsibilities
1. Create awareness of Seacoast Ultimate Summer League and the upcoming season. This can consist of many avenues of information, for example:
1. news outlets
2. posters, flyers
3. websites, internet forums
2. Work with the Sponsors Coordinator to develop a consistent message for promotion.
2. Considerations gathered from the 2008 kick-off meeting:
1. Pam has the poster from the past years.
2. John suggested a glossy printout.
3. Pat knows of a "social club".
4. ad in newspaper that runs every week
5. posters have a limited impact
6. ad in UNH
7. craigs list
8. community colleges, Stratham vo-tech, Philips Exeter Academy

Fields

Coordinator: Mark West (email: mark@westenv.net)

1. Responsibilities
1. supply, track, store and distribute field materials : cones, scoreboards, etc.
2. reserve restroom facilities for fields (Port-O-Potties)
3. reserve fields for use for league games, clinics, and the final tournament
4. work with UPA coordinator for insurance information on fields
5. work with other Coordinators for their need for fields
6. work with Schedule Coordinator for equity of field use
7. manage field use against damage (weather)
2. Considerations gathered from the 2008 kick-off meeting:
1. Stratham fields of last year confirmed for our use on Wednesday night
2. Helga confirmed that the back fields are available for expansion
3. old High School in Exeter has room for 3 fields and has been offered for use as well
4. lines (perhaps just for final tournament)
5. checking fields for playability on game night/tourament (Mike works with Justin)
6. scheduling fields (equity of field allocation)

T-Shirts

Coordinator: Devin Beliveau (email: devin.beliveau@gmail.com)

1. Responsibilities
1. responsible for design, order, purchase and distribution of shirts

Discs

Coordinator: Jon Wixson (email: drzenswirl@hotmail.com)

1. Responsibilities
1. responsible for design, order, purchase, and distribution of discs
2. establish policy for discs (whether free, for sale, award, etc.) with Treasurer
2. Considerations gathered from the 2008 kick-off meeting:
1. One for everyone - requires ordering discs (160 count).
2. Only about 10 discs left from last year
3. offer disc for free during registration (i.e. ask during registration if they would like a disc)
4. offer disc for sale
5. give teams a fixed number of discs to distribute as they will
6. different design
7. different colors, multiple colors

Finances

Treasurer: John Stone (email: jwstone1962@hotmail.com)

1. Responsibilities
1. supplies the necessary cash for expenses to the rest of league Coordinators
2. maintains balance sheet and Paypal account
3. coordinates with UPA coordinator to make sure folks pay
4. inform captains of team regarding unpaid players
5. work with Commissioner and Coordinators to establish registration fees for a season
2. Considerations gathered from the 2008 kick-off meeting:
1. $3G not including last years field usage costs (still to be paid)
2. every year we make about $700
3. 97% of dues collected last year
4. prices stay the same - should be fine this year
5. mandate Paypal (only 50% last year used Paypal)
6. no t-shirt, games, disc (whatever comes with registration) for person until paid with league
7. $5 surcharge to not use Paypal
8. a ‘2 week free pick-up introduction’ (no committment for those uncertain) idea
9. captains are free

Draft

Coordinators: Justin Warrington (email: justin.warrington@gmail.com) and Bobby Doane (email: bobdoane2001@yahoo.com)

1. Responsibilities
1. determine time, place, and format of the draft
2. runs the draft
3. work with Captains Coordinator to keep captains informed of draft information
4. work with website administrator to gather desired information for draft during registration

Captains

Coordinator: Alec Bass (email: balec7@gmail.com)

1. Responsibilities
1. Establishes the captains of the league (i.e. gets and organizes the volunteers)
2. Organize and work with the captains and Spirit Coordinator to establish norms/expectations for the league. For example, from 2007:
1. league is for education
2. establish some restrictions at the beginning - e.g. no zone, stop play to learn, etc.
3. common goals
4. captains need to focus on including new players - especially new women
5. no footblocks as a league rule
3. work with Draft Coordinator to supply draft information to captains
4. inform captains of their responsibilities to notify their team of cancelations, changes, etc.
5. answer questions from captains and help resolve issues between captains if necessary
2. Considerations gathered from the 2008 kick-off meeting:
1. during registration ask for 'deputy' captain
2. push male/female captain combos (as long as possible)

Sponsors

Coordinator: Karen Cannizzaro (email: czzaro@gmail.com)

1. Responsibilities
1. Produce 'the letter' as promotional material to sponsors.
2. Schedule sponsor visits (working with Scheduling Coordinator) and/or establish sponsorship 'reward' for the league.
3. Determine sponsorship details for season
4. Gather sponsors and sponsor monies
2. Considerations gathered from the 2008 kick-off meeting:
1. revamp letter
2. discounted food
3. get more money
4. more local to Stratham
5. age and time limits
6. some sponsors never paid from last year
7. inform captains so they can inform team that night
8. smaller sponsors for less money : tiered sponsorship
9. sponsor logos on every shirts
10. Dave Cohen willing to pursue Portsmouth Brewery

UPA

Coordinator: John Stone (email: jwstone1962@hotmail.com)

1. Responsibilities
1. Determine UPA sanctioning procedure for insurance
2. Fill in necessary paperwork and contact with UPA
3. Responsible for rosters, updates, and waivers for teams and filing with the UPA
4. Establish roster and waiver procedures for league

Clinics

Coordinators: Margaret Witham (email: mswitham@verizon.net), Rebecca Hennessy (email: REHennessy@gmail.com), Val Griffin (email: valgriffin81@yahoo.com)

1. Responsibilities
1. establish volunteers to help with 'Beginner' clinics
2. obtain materials for clinics
3. establish times, places, and structure of clinics

Schedule

Coordinator: Justin Warrington (email: jussn50@yahoo.com)

1. Responsibilities
1. establish start and end dates for league season
2. establish final tournament date and rain-date
3. work with Field Coordinator to insure league schedule
4. work with Field Coordinator to establish schedule for teams playing each other
5. work with Tournament Director to insure tournament schedule
2. Considerations gathered from the 2008 kick-off meeting:
1. 1st week non-committal pick-up for friends (most sign up), 9 week schedule (10 team round-robin)
2. UPA issues with a 'free night'?
3. getting payment, shirt, etc. within a week is tough
4. 1st week meet-and-greet, 8 week schedule
5. draft immediately after pick-up
6. dates, time, and schedule from proposal

Final Tournament

Director: Bob Doane (email: bobdoane2001@yahoo.com)

1. Responsibilities
1. determine tournament format
2. determine party if any after tournament
3. organize food, water, treats for the day of the tournament
2. Goals for 2009
1. water donkey

Administration

Commissioner: Mike Arsenault (email: suemike1@comcast.net)

1. Responsibilities
1. coordinator of the coordinators
2. moderate the annual kick-off meeting and establish agenda
3. set registration characteristics with Treasurer
4. propose goals for the league season
5. moderate disputes
6. work with Treasurer and league Coordinators to determine registration costs
2. Registration
1. Cost to register will the same as last year
1. $25 for UPA members age 21 and under on June 1st, 2009
2. $35 for UPA members over 21 years of age on June 1st, 2009
3. $35 for non-UPA members age 21 and under on June 1st, 2009
4. $45 for non-UPA members over 21 years of age on June 1st, 2009
2. Registration will be through the month of May - ending on May 31th (Sunday). Draft on June 1st.
3. Registration data will be available to captains 'live' and in printable format throughout May and the season.
4. Team sizes - 16 a team (6 women, 10 men). Last year there were 11-12 men, 6 women on each roster to start.
5. Target is 10 teams:
1. 60 women (last year - 47)
2. 100 men (last year - 91)
6. 4/3 format as much as possible (captains decide before all games).

Website Administrator: Mike Arsenault (email: suemike1@comcast.net)

1. Responsibilities
1. provide a notification update on the web page by 3PM the day of a canceled league night
2. update web pages as needed by league Coordinators
3. manage registration database
4. manage website
2. Considerations gathered from the 2008 kick-off meeting:
1. email notification : ask at registration