Meeting Minutes

Attendees

• Bryan - President
• Ronan - Chairman/Webmaster
• Kathleen - Treasurer
• Thomas - Ordinary Committee Member
• Carla, Maria, Liam

Item 1: Committee Organisation

Item 1.1: Committee Positions

• Ronan - Chairman/Webmaster
• Kathleen - Treasurer
• Carla & Thomas - Joint Secretary
• Maria - Public Relations Officer, Equipment Officer, Safety Officer and Club Captain

Item 1.2: Clarification of Roles

Item 2: Health & Safety

Item 2.1: Insurance

• See if students are covered by DCU insurance (Ronan)
• Get quotes for associate member insurance (Ronan)
• Are postgrads covered by DCU insurance (Ronan)
• Will external insurance cover intervarsities (Ronan)
• Is insurance instructor specific (Ronan)

Item 2.2: Sign in Sheets

• This sheet will have the names of all students and associate members who will tick their name at each training session.
• The date and the instructor who takes a class are to be noted on the sheet
• The voluntary 1euro training fee will be collected during sign in

Item 2.3: Up to date member list

• Make a list of current associate members (Ronan)
• Make a list of current student members [wait till new semester] (Maria)

Item 2.4: Incident Book/Report to SFC after accidents

• Purchase an incident book (Maria)
• Find out what SFC means! (Ronan)

Item 2.5: Health Check Form

• Ask students before training for the first time if they have any illness the instructor should be aware of (Maria)

Item 2.6: First Aid

• Maria is trained in first aid
• Get 2 more people trained up. Liaise with Lisa Muldowney (Ronan)

Item 2.7: Procedure for Inducting Novices

• Details for new members in welcome pack (Maria)

Item 3: Documentation/Administration

Item 3.1: Document how the club is run, concisely.

• Ongoing issue (Ronan)

Item 3.2: Constitution

Item 3.3: Club Objectives

• More student members (80+)
• More classes in aerobics studio
• More intervarsity competitions
• More social events
• More emails to keep members informed

Item 3.4: Clarification of committee responsibilities

Item 3.5: Licenses/Affiliation

• 15euro per license, renewed annually at 1st grading
• Licenses provide a paper trail for Kawasoe
• ISI gradings up to and including black belts

Item 3.6: Coach/Instructor forms

• Maria must full out one of these

Item 3.7: Identify new club rep

Item 3.8: ONAKAI

Item 4: Budget

Item 4.1: Review expenditure form last year

• Noted 3rd party fraud on the accounts

Item 4.2: Requirements for next years budget

• Try to get SCC to cover grading fees (2 per year)
• Try to get SCC to cover external training trips (2 per year)
• Try to get SCC to cover external couch visiting DCU (1 per year)
• Try to get SCC to cover extra small competitions (2 per year)
• Insurance Cover ~ 600euro (T.B.C.)
• Instructors fees to be worked out based on 2 instructors in semester 1, and 1 in semester 2
• Provide for increased intervarsity fees from SCC

Item 4.3: Mat fees

• Voluntary contribution of 1euro
• Money will be used for social nights and equipment
• Sign in sheet is to be signed when paying fees
• Are instructors exempt? (please advise)

Item 4.4: Joining fees

• 4 euro for students of DCU
• 10 euro for associates (former DCU students)
• 10 euro for students from other colleges (not-advertised)
• 20 euro for outsiders (not-advertised)
• Are instructors exempt? (please advise)

Item 4.5: Only DCU students to receive club discounts

Item 4.6: Get a cash box (Kathleen/Ronan)

Item 5: Freshers Day

Item 5.1: Rota

Item 5.2: Welcome pack

• Mention health & safety issues
• Cut & paste some content from our website
• Ask Marshall arts shop for discount voucher for pack
• Mention you will have a belt by XMAS
• Look at Scottish karate site for inspiration (Liam has sent link around)
• Photocopy the pages (Ronan)

Item 5.3: Promotion Material

• Last years posters are on the website
• Do up new posters based on last years template
• Ask Brian if he can colour print some posters
• Do up the KARATE CLUB in big writing for behind the stand

Item 6: Training

Item 6.1: New training times

Item 6.2: Extra Bookings

Item 6.3: New equipment

• Start DVD/Book library from club locker
• List books/DVDs on website
• Log all equipment on website (Maria/Ronan)

Item 6.4: Structure to beginners training

Item 6.5: Discuss who will teach beginners this year

Item 6.6: Instructor Rota for senior instructors

Item 6.7: Competitions

• Ronan will try to get funds for this. (Ronan)
• Assess interest in going. (Maria)

Item 6.8: All members to arrive 10 minutes before training

Item 7: Website

Item 7.1: Welcome message for new members (Ronan)

Item 7.2: Section for beginners (Ronan)

Item 7.3: Photos

Item 7.4: Archive of club material

Item 7.5: Photos

Item 7.6: Kamakaziweb Link

Item 7.7: New domain name

Item 8: Events

Item 8.1: Training weekends in Bangor

Item 8.2: Social nights

• Can we get sponsorship for this? (Maria)
• Also have a night out early next month to welcome members

Item 8.3: Karate video night

Item 9: Member Retention

Item 9.1: Introduce yourself to new members early on

Item 9.2: Social night in first few weeks

Item 9.3: Club will buy belts for every grading session

Item 10: AOB

Item 11: Next Meeting

Item 11.1: Schedule next meeting

• Wednesday 28/09/05 at 9:30pm (30 mins max)

23/09/05