Organization

The kick-off meeting for Summer League 2010 was held April 26, 6:00 PM at Flatbread in Portsmouth, NH. Started actually meeting at 6:30PM and finished at 8PM.

Attending were the following kind folks: Alec Bass, John Stone, Justin Richardson, Mike Arsenault, Mark West, Val Griffin, April Flore, Katie Lasky

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.

A number of miscellaneous items from the meeting:

  • Beginner clinic tentatively scheduled for May 23
  • theme of the league : summer day at the beach
  • June 20 : early season mini-tournament 9AM - 1PM
  • began the road to being recognized as a non-profit organization
  • request of 100% cotton t-shirts

Promotion

Coordinator: none (email: Seacoast Ultimate Info)

  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.

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)

T-Shirts

Coordinator: April Flore (email: aprild@unh.edu)

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

Discs

Coordinator: April Flore (email: aprild@unh.edu)

  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

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

Draft

Coordinator: none (email: Seacoast Ultimate Info)

  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

Coordinators: Alec Bass (email: balec7@gmail.com), Katie Lasky

  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

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

UPA

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

  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: 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: none (email: Seacoast Ultimate Info)

  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

Final Tournament

Director: none (email: info@seacoastultimate.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

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