Club Sports Council Meeting Summary and Updates
Club Sports Council Meeting
October 4, 2018
Agenda
●
Visitors
○
Eastbay Representative
●
Council Introductions
●
Student Assistant Introductions
●
Team Updates
●
Club Sports Council Bylaws
●
Polython
●
Committees
●
Upcoming Events
●
Budgets and Funding
●
General Reminders
Club Sports Executive Council
Venus Tran
, Chair
vtran36@calpoly.edu
Hunter Helfgott
, Vice Chair
hhelfgot@calpoly.edu
Phil Ruskin,
Coordinator
ruskin@calpoly.edu
Office phone number: (805) 756-7006
Office: University Union ASI Office (65-203)
Kayla Meacham
, Secretary
kmeacham@calpoly.edu
Samantha Baker
, Treasurer
sbaker14@calpoly.edu
Travel Coordinator
●
Schedule: MW 10-2, Fri 10-1
●
Registration
●
Travel paperwork
○
Participant Forms:
■
Travel CT-3 Emergency Card
■
Release Agreements
○
Driver Forms:
■
Volunteer Identification Forms
■
Use of Privately Owned Vehicle Form
■
Request to Operate State Vehicle
■
Copy of Driver’s License
○
ELECTRONIC and paper version of roster
○
Need to turn all documents in by October 31st
○
If FLYING, please contact me and I will help you with
the necessary paperwork
Jake Shubin
jwshubin@calpoly.edu
Event Management and Scheduling
●
Schedule: MW 10-2
●
Practice Scheduling
●
Event Staff (E-Staff)
●
Apparel
Erin Riley
eeriley@calpoly.edu
Bylaws
●
Standing Committees
○
Special Events
○
PR
○
Fundraising
●
Discussion
●
Vote to approve bylaws
○
Results
Polython
●
Year round tournament
●
Basketball November 8th. Upper courts 6-8pm
●
Bowling January 24th 6-8pm @ Mustang Lanes
●
Ballroom Dance Saturday May 18th in Chumash
●
Soccer April 11th 6-8pm
●
Ultimate Frisbee in Spring
●
Team to have most points end of the year gets a prize pack
Basketball Polython Event
●
3v3
●
Half Court
●
15 minutes or first to 21
●
8 teams of at least 4 (max. 6)
●
Winner gets T-shirts
●
More to be announced later
Committees
Hunter - Special Events
Kayla - Public Relations
Sam - Fundraising
Special Events
●
Plan and produce events (Dodgeball, Polython, End-of-the-Year Banquet, and)
●
Produce new ideas regarding apparel and events
●
Network with all Club Sports to get input on and promote new events
●
Reach out to all organizations to promote events
●
Contact businesses about possible sponsorships for events
Public Relations (PR)
●
Reach out to assigned teams for team updates and pictures
●
Attend one game per quarter to get photo/video material to improve social
media content
●
Work with Special Events Committee to market events (Magic Show,
Dodgeball, etc.)
●
Help put together club sports promotion video
●
*If you’re interested in photography, graphic arts, journalism this is for
you!!*
Fundraising
●
Plan and execute fundraisers with the aim fundraising
$10,000
for the operation of the
Council and to benefit Club Sports as a whole.
●
Oversee and follow up with treasures from every team about the budgets of their teams.
Budgets will be
divided evenly between committee members to oversee.
●
Assist and attend fundraising opportunities for each team.
●
Work the Public Relations and Special Events Committees to ensure fundraisers are
publicized.
●
Be responsible for planning and executing, at a minimum,
one fundraiser per quarter
that will be planned and executed entirely by committee members. Apart from
fundraisers that are already planned by the Club Sports Council.
The Magic of Elliott Hunter
●
One of our own athletes!
●
October 26, 2018 at Santa
Maria High School from 5-
7 P.M.
●
$5 presale, $7 at door
●
All proceeds go to our
Club Sports program!!
Funding Allocation for 2018-2019
Green Bracket
Gold Bracket
Black Bracket
White Bracket
Green Bracket
●
Each team must designate
1
team member to serve as their teams Club Sports Council
Representative all full Club Sports Council Meetings for the duration of the academic year.
●
Each team must have
2
committee members serving on Club Sports Council Committees.
●
Must host
3
fundraisers
by the end of the academic year.
●
Must have participated in
1
philanthropy/community service event by the end of the academic
year.
●
Must attend at least
1
event of another club sport each quarter,
3
by end of the academic year.
o
2
of the
3
attended events may be games and remaining may be philanthropy or
fundraiser.
●
Must have at least
1
full-time, paid or unpaid coach.
Gold Bracket
●
Each team must designate
1
team member to serve as their teams Club Sports Council
Representative all full Club Sports Council Meetings for the duration of the academic
year.
●
Each team must have
1
committee members serving on Club Sports Council
Committees.
●
Must host
2
fundraisers
by the end of the academic year.
●
Must have participated in
1
philanthropy/community service event.
●
Must attend at least
1
event of another club sport each quarter,
3
by end of the academic
year.
o
2
of the
3
attended events may be games and remaining may be philanthropy or
fundraiser.
●
Must have at least
1
full-time, paid or unpaid coach.
Black Bracket
●
Each team must designate
1
team member to serve as their teams Club Sports
Council Representative all full Club Sports Council Meetings for the duration of
the academic year.
●
Must host
2
fundraisers
by the end of the academic year.
●
Must have participated in
1
philanthropy/community service event.
●
Must attend at least
2
events of another club sport.
o
Can be either a game, philanthropy or fundraiser event.
White Bracket
●
Each team must designate
1
team member to serve as their teams Club Sports
Council Representative all full Club Sports Council Meetings for the duration of
the academic year.
●
Must host
1
fundraiser
by the end of the year.
●
Must have participated in
1
philanthropy/community service event.
●
Must attend at least
1
event of another club sport.
o
Can be a game, philanthropy, or fundraiser event.
Funding Allocation Paperwork
DUE OCTOBER 31, 2018!!!!!!!
← Phil if you don’t turn in your paperwork on time!!
Updates from Phil
Social Media
Follow our accounts:
Instagram: @cpclubsports
Facebook: Cal Poly Club Sports
Feel free to send us pictures and game info through these pages!
Small Business Practices
●
Thursday, November 15th; 11:10 -
12:00 P.M. in 186-c103
●
3 times per year (1 per quarter)
●
Fall - Leadership
●
Winter - Fundraising
●
Spring - Marketing & Promotion
●
Required for Club Sports
Representative
○
Open to ALL Club Sports Athletes
General Reminders
●
Make sure you’re in the Google Groups to be updated
○
Presidents, Treasurers, Club Representatives
●
ALL Funding Allocation Paperwork DUE
October 31, 2018
to Jake Shubin in UU203
●
Next Club Sports Council Meeting:
November 1, 2018 in
UU 220
●
Small Business Practices:
November 15, 2018 in 186-c103
Thank you!!
The Club Sports Council Meeting held on October 4, 2018, covered various important agenda items including introductions, team updates, discussion on club sports council bylaws, upcoming events, budgets, and funding. The event also highlighted the Club Sports Executive Council members and their roles. Travel coordination, event management, bylaws approval, and details about the Polython year-round tournament were also discussed. Committees were assigned, and specific events like basketball Polython were planned. Stay updated with the latest happenings in the club sports community and be prepared for exciting events ahead.
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Presentation Transcript
Club Sports Council Meeting October 4, 2018
Agenda Visitors Eastbay Representative Council Introductions Student Assistant Introductions Team Updates Club Sports Council Bylaws Polython Committees Upcoming Events Budgets and Funding General Reminders
Club Sports Executive Council Venus Tran, Chair vtran36@calpoly.edu Kayla Meacham, Secretary kmeacham@calpoly.edu Hunter Helfgott, Vice Chair hhelfgot@calpoly.edu Samantha Baker, Treasurer sbaker14@calpoly.edu Phil Ruskin, Coordinator ruskin@calpoly.edu Office phone number: (805) 756-7006 Office: University Union ASI Office (65-203)
Travel Coordinator Schedule: MW 10-2, Fri 10-1 Registration Travel paperwork Participant Forms: Travel CT-3 Emergency Card Release Agreements Driver Forms: Volunteer Identification Forms Use of Privately Owned Vehicle Form Request to Operate State Vehicle Copy of Driver s License ELECTRONIC and paper version of roster Need to turn all documents in by October 31st If FLYING, please contact me and I will help you with the necessary paperwork Jake Shubin jwshubin@calpoly.edu
Event Management and Scheduling Schedule: MW 10-2 Practice Scheduling Event Staff (E-Staff) Apparel Erin Riley eeriley@calpoly.edu
Bylaws Standing Committees Special Events PR Fundraising Discussion Vote to approve bylaws Results
Polython Year round tournament Basketball November 8th. Upper courts 6-8pm Bowling January 24th 6-8pm @ Mustang Lanes Ballroom Dance Saturday May 18th in Chumash Soccer April 11th 6-8pm Ultimate Frisbee in Spring Team to have most points end of the year gets a prize pack
Basketball Polython Event 3v3 Half Court 15 minutes or first to 21 8 teams of at least 4 (max. 6) Winner gets T-shirts More to be announced later
Committees Hunter - Special Events Kayla - Public Relations Sam - Fundraising
Special Events Plan and produce events (Dodgeball, Polython, End-of-the-Year Banquet, and) Produce new ideas regarding apparel and events Network with all Club Sports to get input on and promote new events Reach out to all organizations to promote events Contact businesses about possible sponsorships for events
Public Relations (PR) Reach out to assigned teams for team updates and pictures Attend one game per quarter to get photo/video material to improve social media content Work with Special Events Committee to market events (Magic Show, Dodgeball, etc.) Help put together club sports promotion video *If you re interested in photography, graphic arts, journalism this is for you!!*
Fundraising Plan and execute fundraisers with the aim fundraising $10,000 for the operation of the Council and to benefit Club Sports as a whole. Oversee and follow up with treasures from every team about the budgets of their teams. Budgets will be divided evenly between committee members to oversee. Assist and attend fundraising opportunities for each team. Work the Public Relations and Special Events Committees to ensure fundraisers are publicized. Be responsible for planning and executing, at a minimum, one fundraiser per quarter that will be planned and executed entirely by committee members. Apart from fundraisers that are already planned by the Club Sports Council.
The Magic of Elliott Hunter One of our own athletes! October 26, 2018 at Santa Maria High School from 5- 7 P.M. $5 presale, $7 at door All proceeds go to our Club Sports program!!
Funding Allocation for 2018-2019 Green Bracket Gold Bracket Black Bracket White Bracket
Green Bracket Each team must designate 1 team member to serve as their teams Club Sports Council Representative all full Club Sports Council Meetings for the duration of the academic year. Each team must have 2 committee members serving on Club Sports Council Committees. Must host 3 fundraisers by the end of the academic year. Must have participated in 1 philanthropy/community service event by the end of the academic year. Must attend at least 1 event of another club sport each quarter, 3 by end of the academic year. o 2 of the 3 attended events may be games and remaining may be philanthropy or fundraiser. Must have at least 1 full-time, paid or unpaid coach.
Gold Bracket Each team must designate 1 team member to serve as their teams Club Sports Council Representative all full Club Sports Council Meetings for the duration of the academic year. Each team must have 1 committee members serving on Club Sports Council Committees. Must host 2 fundraisers by the end of the academic year. Must have participated in 1 philanthropy/community service event. Must attend at least 1 event of another club sport each quarter, 3 by end of the academic year. o 2 of the 3 attended events may be games and remaining may be philanthropy or fundraiser. Must have at least 1 full-time, paid or unpaid coach.
Black Bracket Each team must designate 1 team member to serve as their teams Club Sports Council Representative all full Club Sports Council Meetings for the duration of the academic year. Must host 2 fundraisers by the end of the academic year. Must have participated in 1 philanthropy/community service event. Must attend at least 2 events of another club sport. o Can be either a game, philanthropy or fundraiser event.
White Bracket Each team must designate 1 team member to serve as their teams Club Sports Council Representative all full Club Sports Council Meetings for the duration of the academic year. Must host 1 fundraiser by the end of the year. Must have participated in 1 philanthropy/community service event. Must attend at least 1 event of another club sport. o Can be a game, philanthropy, or fundraiser event.
Funding Allocation Paperwork DUE OCTOBER 31, 2018!!!!!!! Phil if you don t turn in your paperwork on time!!
Social Media Follow our accounts: Instagram: @cpclubsports Facebook: Cal Poly Club Sports Feel free to send us pictures and game info through these pages!
Small Business Practices Thursday, November 15th; 11:10 - 12:00 P.M. in 186-c103 3 times per year (1 per quarter) Fall - Leadership Winter - Fundraising Spring - Marketing & Promotion Required for Club Sports Representative Open to ALL Club Sports Athletes
General Reminders Make sure you re in the Google Groups to be updated Presidents, Treasurers, Club Representatives ALL Funding Allocation Paperwork DUE October 31, 2018 to Jake Shubin in UU203 Next Club Sports Council Meeting: November 1, 2018 in UU 220 Small Business Practices: November 15, 2018 in 186-c103
