Coaches Meeting Minutes 4/19/12

 

Present: Taggart Malone, Claire Davis, Justin Bargar, Kevin Battle, Cara O’Callaghan, Mike Homes.

Registrar Availability Checks

• • Need to come through Taggart first.
    • As a contact in case there are any problems.
  • Need perm numbers on them.
  • Dick Bush I retiring; he has been good about processing last minute requests.
    • Do not want to continue this precedent with the new person.
  • Q: academic eligibility qualifications for Sport Club athletes?
    • Whatever the league determines.
    • “Good Standing” with the university is 2.0+.
    • Stated in the Sport Club Manual.

Re-evaluate the Effectiveness of the Coaches Meetings

• • Same coaches on a regular basis.
  • Already have several meetings per week/see each other frequently in the office.
  • Kevin: different from Manager’s Meeting in that it is Sport Club Specific.
  • Less frequently, every other week? 1x per month? As needed basis?
  • *Changed: first Thursday of every month!
    • All coaches will be emailed about this change.

Use Each Other as a Resource

• • BARC, Rowing
    • Taggart’s been dealing with a lot of confusion/questions.
  • Dues, Water-ski
    • Outline of exactly what you get/pay for, and includes fundraising responsibilities, etc.
  • Events, Paul Ramsey: Santa Barbara Shootout
    • Extremely detailed.
    • So well run that is has been become a fundraiser.
    • Should be used as a model for other teams.
  • Q: BARC generic forms
    • Rowing’s BARC form is detailed, comprehensive.
    • Teams can create their own BARC forms like these to outline team dues, etc.

Cara: Accounting Update

• • Finishing ledgers this week.
  • Updating J drive, actual.
  • Recent OSL reports also available.

 

Volunteering at IV Elementary

• • Any teams interested?
    • *Women’s Rugby

Sport Club Banquet

• • Sponsored caterer?
  • Some different things happening this year.
  • Budget, trying to save money; as much as possible.

Coaches Meeting Minutes 4/12/12

 

New Allocation/Fundraising Match Matrix

New Facility Request/Confirmation Procedure

• More streamlined
• Set dates for submissions
• Confirmations
• Procedures/timelines for schedules and post-season
• Creating a better system for everyone
  • Things like grass being mowed, etc. should be automatic, no sprinklers coming on

 

Summer

• For full-time employees
  • Clarify job descriptions and time worked
  • Camps (UCSB unrelated)—need to outline those details
  • Insurance through Sport Clubs (if Sport Club related)
  • Taggart would prefer to be separate from Sport Clubs

 

Evaluations

• Due 4/18 (Paul)
• Taggart requesting an extension
  • Mid-year, mid-may
  • 6/1 as a target date
    • Rowing: mid-June

 

International Travel

• Fiji fiasco
• Make sure we are following university procedures/guidelines
• Jon thinks international travel is a bad idea
• Travel list, contacts, etc.
• Good reminder that we do not encourage international travel because things can happen.

 

Coaches Meeting Minutes 3/15/2012

 

Alcohol and Other Drugs Meeting Spring Quarter

• Wednesday 4/4/12, 10:00am – 11:30am.
• Mandatory for ALL coaches.
  • Assistant coaches included.
  • Any paid coach.

$35 Sport Club Fee

• Talked to Sport Club Council and got their reaction.
  • More were inclined to keep an umbrella fee even if it meant increasing it.
  • Though they may not use it, it is nice to know that it is there if they need it.
• The fee would have to be increased by a large amount in order to make an impact.

Gauchosplay Coaches Bio and Pictures

• Need pictures and bio’s to update the coaches page.

 

 

Coaches Meeting Minutes 3/8/2012

 

Men’s Rugby

• Antonio is working with a lot of fundraiser ideas.
• I-Hop: set up a breakfast plan for when they travel.
  • Each player spends $10 per meal and gets $2 back for the team.

Spring Insight

• April 14^th, campus wide event.
  • Need to know availability of teams and who will be working the event for each team.
  • This will be addressed to team representatives at sport club council.
• It is a very good recruiting opportunity.

2012-2013 Budgets

• Need to start working on proposed budgets for next year.
  • Keep in mind of the re-charge process that will take effect next year.
• Need to evaluate Strength and Conditioning and Athletic Training programs.
  • What is a financially sustainable ways to keep these programs?
  • Open hours are available and coach ran programs are available.
    • More value in receiving one-on-one training rather than just going in during open hours.
• Right now for strength and conditioning, there is more demand than Peter can provide.
  • Do we need to steer away form having open hours, and make it a place for team workouts?
• Idea: What ever teams use this service should pay for it through team dues etc.
• Idea: Increasing the $35 Sport Club fee to pay for these services.
  • Rather see these programs that aren’t team specific become team specific so they will be charged.
  • Need to take into consideration of how much allocated money goes to each team and does the use of facilities take this into account.
• To take the next step numbers need to be presented on how many teams actually use these programs.
• Athletic training may cover itself with the re-charge system that is being implemented next year.
• Idea: Consider Athletic Training and Strength and Conditioning as a team and allocate them money through the matrix.
  • Problem: no shortfall because that would take allocated funds away from other teams.
• Idea: Create a new allocation process.
  • All funding based on the funds each team brings in through fundraising and team dues.
  • Then teams will be responsible for the amount of money they are allocated.

Summer

• Need to know vacation time, availability and commitments.

Facilities Updates

• Dock design is done, in the research stage.
  • Substantial cost, $200,000 to be done correctly.
  • Taggart: definitely attainable.
• The Pit: still working with baseball and figuring things out.
• Harder Stadium: always a challenge.
  • 2x/year
• Storke Field: storage shed.
• Rob field bids went out.
  • Hopefully done by fall.
• Rob Gym: Long list of repairs being done in order of need.

Coaches Meeting Minutes 2/23/2012

 

Red Truck Update

• Working on getting the red truck fixed.
• Rowing has been renting trucks from transportation services, which has worked out great.
• Rowing also offered for others to rent the rowing truck if need be.

 

Priority Registration Update

• While Women’s Lacrosse was traveling to Arizona last weekend, players had pass times in which they were not able to complete because they were traveling on a bus to Arizona.
  • Receiving priority registration is not just about scheduling around practices, but making sure instances like this do not occur.
• Sport Clubs is not the only group trying to get priority registration, and it will take a commitment and time to reach our goal.
• Idea: cross-reference faculty members that are at the Rec Cen, to establish relationships with Faculty Senate.
• Claire and Justin are continuing to work on ideas for a proposal.

 

Cara’s Update

• There have been checks with odd amounts coming through accounting.
  • Need to know what these checks are, and who they are coming from.

 

Men’s and Women’s Lacrosse

• In regards to the Men’s and Women’s Lacrosse tournament that has been requested to be held in the Fall, in order for Lacrosse to raise money from the event it needs to be seen as something that will benefit the whole.
• A problem arises with scheduling for the fields.
  • The department uses the fields in the fall to create revenue from outside sources.
• Asked for November 3^rd and 4^th tournament date, but was rejected for a later date which causes uncertainty if they can get teams to participate.
• To continue planning the tournament the next step would have to be meeting with the entire scheduling committee.

 

Coaches Meeting Minutes 2/16/2012

 

Rob from Athletic Training:

• The report Rob provided last week was very helpful and comprehensive, as noted by all coaches in attendance.
• Fear, by coaches, of an increasing trend of injuries because of an increase in number of sport club athletes and the amount of teams that are now using the strength and conditioning coaches.
• Idea: work with student health and local physical therapists to take some stress off Rob and his Training Staff.
  • Create a relationship between local orthopedics/trainers and physical training staff.
  • Some problems would arise because of the hiring freeze on campus, and the inability to pay them.
  • Would they volunteer?
  • Would it be easier to go straight through Student Health, and try to work with them?
  • Coming into the next year is when things can be evaluated and address the needs of student athletes and Rob/Training Staff.
    • As of now, given the resources Rob has, he is performing to the best of his ability.
• How do coaches tackle the issue of keeping kids out of the Training Room when they do not need to be in there?
  • Seems as if athletes are going there to skip practice on some days or conditioning.
  • Working on acquiring and implementing Rob with the CLASS system to make sure athletes who are there are allowed to be there.
  • Idea: Permission slips by the coaches for athletes to see the trainers.
• Main point is keeping a transparent relationship between teams and the training room is teams must keep Rob informed.

 

Admissions/Priority Registration

• Faculty Senate information update:
  • Justin Bargar met with the AS Rep. of the Committee on Admissions of the Faculty Senate.
  • Gained valuable information on what approach should be taken for the Faculty Senate to consider our plan for priority registration for Sport Club Athletes.
  • Continuing to work with Mayra Segovia on finding the correct committee to approach with a proposal.
• Admissions list are still an option.
  • These will note which students gained admissions/waitlisted/denied etc.

 

Sailing Updates

• Right now in the research stage for the new dock.
• Looking at potential dock layouts.
• By the end of the month will have a scale model of the ideal dock that will fit in the area.

 

Cara’s Update from Accounting

• As a whole teams are doing well in terms of submitting approvals and requests.
• Canexus System
  • Essentially a university travel agent.
  • Possibly implementing this system for all teams.
  • Questions do arise about insurance policies and limitations of the program.

 

Staff and Budget Reviews

• Because of budget constraints, staff and budge reviews will be taking place.

 

Field Team Schedules

• Marcus mapped out the field schedule for the sprig quarter, with Rob Field being closed for re-carpeting.

 

Coaches Meeting Minutes 2/12/2012

 Updates from Athletic Training—Rob Wang

• In efforts of opening up dialogue between Athletic Training and Sport Club Coaches.
  • Wanting to better collaborate and make clear what is available for teams and coaches.
  • Packet handed out on overview of Athletic Training Program.
    • Includes Year-to-Year Comparisons:
      • Trainers Logged Hours
      • Student Athlete Visits
      • Number of Events Covered
• Most Student Trainers are volunteers.
  • Volunteer at least 4 hours a week with 1 additional in-service hour.
• A reasonable amount of time must be given to Training Staff, for covering events.
  • Training request forms needs to be filled out for all games, events, etc.
• Improvements will come in the form of communication between the sport club teams and training staff.
• Looking for maybe having an in-town athletic trainer to cover some events, but there are problems with this idea:
  • Finding certified trainers.
  • Finding trainers with the extra amount of time needed.
• Paying $250,000 to ICA, but reducing this in plans of elimination
  • If Rec. Sports is paying this money to ICA, why can’t ICA athletic trainers assist Rob?
• Needs to be ideas of getting resources back to Rob and Athletic training.
• Off campus events are held at Rob’s discretion.
  • Up to governing body of team sports to provide EMTs, athletic trainers, etc.
• Taggart is working on making an all encompassing request form:
  • Staff, Equipment, Trainers, etc.
• Rob and Brenda need to know of changes and a confirmation needs to be given.
• Hiring Freeze on campus.
  • Would be difficult to hire another full-time Athletic Trainer.
  • Especially for a program that does not have guaranteed funding.
• Need to educate the students on what their paying for.
  • $20,000à800 students

Spring Practices

• Outlined
  • Will be official next week.
  • Meet with Celia.
• Needs of all field teams have been met.

Accounting Update—Cara

• Travel approvals.
  • Paul
    • Question regarding business services and insurance.
• Buses
  • Certain companies are contracted through the University.

Harder

• Cleaned out tomorrow 2-5, $12/hour.
  • 4 strong Sport Club Athletes.

Project – Paul Lee

• For Justin:
  • One (1) page checklist for travel.
• Evaluate $35 dollar fee.
• What it goes toward
• Alternatives?

Admissions Notification

• Athletes who got accepted or denied.
  • Appeal/waitlist
  • Something that was not in the application.
• List of students—submit now.
• Excel format with the application number.

Faculty Senate

• Do not see benefit of Athletics and lumping us with them.
  • Out-of-State enrollment.
  • Strategy
• Last group: ZOP
• Attempting for years-need new approach.

Coaches Meeting Minutes 2/2/2012

 

Training Room:

• Unexpected closure due to family emergency with Rob.
• Coaches ask if student staff can do treatment in the absence of Rob.
• Is there a hierarchy of student staff that is able to administer treatment?
  • Majority of the students are volunteers, not able to provide service without the supervision of Rob.
  • There is a staffing issue, and maybe an experience problem with in the staff.
• Not everyone can be administering services with in the training room because it is a university liability issue.
• The issue to the coaches is that it was s surprise to them that the training room was closed.
  • Information needs to be relayed to the coaches in the case of this happening again.

Travel Approvals/Advances

• Approvals and Advances need to be submitted at least two weeks prior to scheduled travel.
• Travel approvals submitted the week before teams are traveling will no longer be accepted.
• Advances:
  • Money during travel does not have to be fronted by coaches or team members.
  • Teams can get a travel advance and reimburse the money that is not used during the trip.
  • Advances can be issued two weeks before if a travel approval is submitted two weeks before the advance.

Sport Club Vans

• Lowering Sport Club Van prices in past years created a debt.
• Starting Spring Quarter of this academic year, Sport Club Van prices will be increased to $60/day.
• Where is the shortfall of money coming from in the past years?
  • Competition with Transportation services.
  • Also, priority comes into question when the vans are administered.
    • Who comes first?
    • Adventure Programs has a vast amount of input they should be questioned.
    • Priority is Sport Club Teams.

A.S. Accounts

• There is a difference between team’s OSL and A.S. accounts.
• Finance board is available to request money from.
  • Meetings are held Mondays, open for teams to go and request money if teams have a written proposal.
• If you do not use the team’s money in A.S. account, it does not roll over from year to year.

Field Meeting

• E-mail has been sent out to schedule a meeting about scheduling conflicts with Rob Field soon closing for re-carpeting.

Alumni Weekend

• Needs to be a push for Alumni events for each team during the upcoming alumni weekend.

Sport Club Super Challenge

• In the process of developing a Sport Club Super Challenge for the year end banquet.
  • It would replace the talent/variety show.

Sport club Year End Banquet

• Working on ways to reduce costs.
  • Ideas about reducing the cost of food.
  • Reducing the amount of t-shirts given out.

Coaches Meeting Minutes 1/26/2012

 

Student Leader Involvement:

• Faculty and Alumni Advisory Committee is developing.

   o Aim: Making Rec. Sports stronger in approaching the faculty senate.

   o  Need: Clear aim that we can express to them; such as a mission statement with explicit goals.

   o Alumni groups are available, and need to contact through Alumni Board of Directors or team reps.

Budget Cuts and Affects

• Potentially looking at the allocation process, and come up with a way to put responsibility on teams to fundraise a sizable amount in order to fund their teams.
• How much should lower tier teams be allocated if there is a less sizable gap between how much money they are allocated and how much it takes to fund there season?
• Seems to be that the allocation matrix being used is outdated and unclear.

   o  Is it time for it to be looked at and reformed?

   oSuggested Action Item: Taggart to take a look at the allocation matrix in place and determine if it is outdated.

   o  Coaches feel there is too much unknown with the budget allocation process.

• Would like to see a ratio of team’s budget:expenses if at all possible.

Protecting Student Fee Initiatives

• Have reg. fees been allocated to other areas of the campus?
• Is raising reg. fees a good idea, rather than finding ways to increasing AS fee initiatives?
• Rob Gym Example:
• There was a proposed reg. fee to fix Rob Gym last year, and when the initiative did not pass, the money was found elsewhere.
• This example may cause students to bypass initiatives.

   o  Knowing where current reg. fees are diverted to would be interesting to see, but would it be helpful?

Increasing Media Coverage on Sport Club Events

• Some of the sport club events appear to be unprofessional.
  • Do not have a lockdown on scheduling, fields, etc.

   o  Have the ability to make events professional and give people reason to come because they are fun events.

   o  To increase attendance it is not just about advertising, but promoting it as a spectator event.

   o  As of now it is up to coaches and team reps. to obtain what they want for events.

• There should be a standard set-up for each team’s events.

Student Faculty Information

• Addressed where the Faculty Senate is, when the due dates for proposals are, and when the next time Faculty Senate meets.
• Saw two examples of past proposals that have been passed regarding priority registration, and student athlete initiatives.
• Hierarchy of staff and committees.
  • Should go through committee on student programs and policies, for sport club proposals.

   o  Should not just go to faculty senate with a wish list, but instead a clear cut goal for what we need.

Coaches Meeting Minutes 1/19/2012

Scheduling Requests

• Men’s Lacrosse requested to start morning practices Monday, Wednesday, and Friday at 6:45 am.
• Men’s Rugby strength and conditioning practice request to practice 6:30 am to 7:00am Monday, Wednesday, and Friday.
  • Men’s Rugby also requested if a 6:00 am timeslot was available.

Jungle George Sponsorship

• Jungle George is struggling to maintain Club Sports sponsorship nights.
  • As of now, there are two options to uphold this sponsorship:
    • 1. 20% profit nights; Club Sports teams having a designated night for people to go in to support the team, with 20% of the total profits going back to the team.
    • 2. Pre-sale tickets; Teams selling presale tickets to be brought in, in which 50% of the total purchase would go to the team.

Sponsorship Positives:

• Rec. Sports was given $5,000 dollars worth of vouchers.
• Designated days have all proceeds come back to sport club teams no matter if they are there for the team or not.
• Out of town teams are close enough to Jungle Georges to eat there during there stay.

1. oFlyers can be given to visiting teams about Jungle Georges and how it supports our programs.

Sponsorship Challenges:

• To far away for students to eat at when there are many places to eat in Isla Vista, and there main transportation is bikes.

Registration

• Everyone should be registered by now.
• If there are any due changes for this quarter Taggart needs to know, in order to pass the information on to Cathy Czuleger to update the gauchosplay.

Physical Clearance Forms

• All physical clearance forms are due, as of the first day of winter quarter.

• If they are not submitted by the team’s next game, players without them will not be allowed to play.
• An E-mail of completed clearances was E-mailed to the coaches.

Add Codes/Independent Studies

• Add codes are available.

• Contact Taggart or Claire if your team still needs add codes, only for those who would like them.
• For those athletes, who spend a lot of time working on items for the teams independent studies credit can be received. Jobs include registration, filling out forms, etc.
  • Can receive up to four (4) units, two times maximum.

1. oOne (1) unit is equal to three hours of work.

Gauchosplay

• Teams that have not updated gauchosplay need to do so.
  • Working with Ashley King to achieve the goal.
  • If teams have an alternate website, the link needs to be posted on gauchosplay, but need to start working towards having gauchosplay as their main website.

Forms and Requests

• Those who need help filling out forms see Taggart or Claire for help.
• Also teams need travel approvals for anything that is coming out of OSL.

Special Events Staff

• The first two trainings have been completed.
• Special Events Staff has transitioned into a $10 flat-rate; with supervisors getting paid a bit more.
• Special Events will be transitioned to a scheduling system, instead of sign-ups, and it is the staff’s responsibility to get shifts covered if they cannot make one.
• Special events staff number one goal is risk management.
  • They are not responsible for team duties such as score keeping.
  • If they are staffed enough, then someone can help with team’s tasks if they are showed how to do so.
  • Things such as moving Rugby goals are not apart of Special Events Staff setup.

Alcohol and Other Drugs Town Hall Meeting

• AOD will be having a Town Hall Meeting on February 3^rd, 11:00 am – 1:00 pm in Corwin Pavilion.
  • Lunch and incentives will be provided for those who attend.
  • Must RSVP to, This e-mail address is being protected from spambots. You need JavaScript enabled to view it .

1. oMore information will be given to teams at the next Sport Club Council Meetings.

• It is important to have as many team representatives as possible at this Town Hall Meeting.

Cara’s Update:

• Continuing to work on payroll.
• Wants to put an emphasis on Gauchosplay; it is vital for her to get information about teams.
• Account statements on J Drive are recent.
  • OSL account statements are not the best way to see how much team accounts hold.
• UCSB shopping cart system.
  • Needs information about all present and past vendors to implement in the new system.
  • Questions were raised about LRG’s for team logo use.

Hall of Fame Event:

• Saturday April 28^th, the induction ceremony will be held.
  • All team’s participation is requested.

Paul’s Update:

• Rec. Sports Legacy Fund is off the ground.
  • Right now all Rec. Sports funds are coming from student referendums.
  • Next Weeks Meeting will focus on the Legacy fund in all aspects.

• Sport Club Governance Board
  • Need to reinstate a student representative position.

• Needs to be a focused plan on admissions agreements and priority scheduling with Academic Senate.
  • Need a successful proposal drafted.
  • Identify faculty members that are affiliated with the Academic Senate, and are willing to help.
  • Sport Club Council needs to draft a proposal on why this is an important issue.
  • Needs student involvement.
  • Identify the process of passing a proposal in the Academic Senate.

November 10th, 2011