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WASHINGTON AREA FRISBEE CLUB Tuesday, March 31, 2015 y Kettler Iceplex, Arlington, VA

Annual Meeting

MINUTES

Board members present: Paul Collinson, Sandy Gani, Kris Gill, Chris Hulett, Rob Luhrs, Jacob Nuxoll, Julie Serfass

Number of members present: 30

1. Election of officers a. The presented slate of candidates was elected by attending members

i. President: Julie Serfass ii. Vice President: Jessica Konrath O’Hara

iii. Treasurer: Alan Kolick iv. Secretary: Sandy Gani

b. David Zurbuchen will be transitioning into the Treasurer position this year

2. Strategic plan update a. Julie gave an update of the strategic plan process b. Board will evaluate and implement working group recommendations

3. New initiatives

a. New partnership with Disc Store for jerseys b. Continue evaluating and improving clique league divisions and draft league’s individual player rankings

i. Julie summarized Andrew Miller’s report on clique league divisions x Division II has 2 sub divisions x Commissioner (Bill McNary) has power to move teams around

c. Support the field committee’s work to secure new fields i. New chair – Sean Lynch

d. Get an agreement with National Park Service to improve Anacostia fields i. Previous efforts died because of turnover within NPS

ii. Have new contact at NPS, hoping to have progress by winter e. Expand number of charity tournaments

i. UltiGift – Dimitry would like someone to run the tournament in the summer f. Support DC’s first High School Ultimate Championship Tournament g. Support youth clinics at all DC Breeze home games

i. WAFC will do something similar with DC Current h. Revise our governance rules

i. Tim Herbert is helping with effort ii. Goal is to separate operations from oversight

iii. Hoping to have a proposal by fall i. Support Girls in Ultimate and Capital Women’s Ultimate movement j. New commissioners for leagues and tournament

i. Winter indoor league

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ii. Summer advance league iii. Summer weekend league iv. Savage Seven tournament

k. Advertise for a paid staff (presented by member Michael Hechter) i. Position is not on the board, not a voting member, and is board directed and supervised

ii. Salary offer is not settled iii. WAFC should hire who we want vs hiring who shows up iv. Next steps:

x Board agreement to hire x Finalize job description x Post job listing

4. Q&A

a. Why did PayPal fee change in the budget report? i. Alan via email - Just for your information so that you know why this looks weird, I think I

included all refunds made through PayPal in this account in the prior year which is why it was so much higher last year. This was likely relatively consistent in actuality.

b. How is our relationship with TopScore (website vendor)? i. Rob - WAFC is in  the  middle  of  the  contract  and  are  happy  with  the  amount  we’re  paying  and

the  services  we’re  receiving c. WAFC Jr updates

i. Coaching clinic x Dave Soles - Success!

ii. YCC winter indoor league x Dave Soles - Good numbers despite hours

d. Fields i. Would WAFC look into fields outside of the Metro system?

ii. Regional approach to structuring leagues e. Is WAFC doing anything to recognize the success of local ultimate teams (Scandal, Truck Stop, Current,

Breeze)? i. Aside from e-blast and social media, no.

WASHINGTON AREA FRISBEE CLUB Tuesday, March 31, 2015 y Kettler Iceplex, Arlington, VA Annual Summit

Agenda ● Election of officers ● Strategic plan update ● New initiatives ● Q&A

Thank you for attending this annual summit.

Questions? Ideas? Comments? Email info@wafc.org

Initiatives from 2014 WAFC ran 17 leagues, providing ultimate for over 4,500 players of all skill and experience levels. (See appendix)

● Held seasonal clinics for new players WAFC ran the following tournaments:

● St Hatrick’s ● Fools Fest ● DaBUT ● WAFC Jr Fall Fling ● Supported  Chesapeake  Ultimate’s  Chesapeake Open and Chesapeake Invite ● Supported  USA  Ultimate’s Club sectionals and regionals

WAFC supported these organizations, charity tournaments and events:

● Summer league party and WAFC night at DC Current game ● Tailgate and WAFC Jr fundraiser at DC Breeze game ● Jerseys and discs drive (donated to WAFC Jr) ● Ultimate  Without  Borders’  disc drive ● Demonstration game during Arlington County Fair ● Girls Ultimate Movement (GUM) clinic ● UltiGifts hat tournament

WAFC Jr

● Sent 2 teams (open and mixed) to the Youth Club Championship (YCC) ● Held a new middle school league

Strategic plan:

● WAFC’s  board approved a plan to create working groups to focus on 7 areas to improve the organization over the next 5 years. Each working group will give suggestions to the board on how to achieve goals within each focus area. The board will evaluate and implement the groups’ recommendations.

○ Best practices ○ Community ○ Communications ○ Youth ○ Fields ○ Volunteers and leaders ○ Player development

WAFC’s  partnerships: ● Maintained partnership with SPIN Ultimate to provide jerseys for draft leagues ● Worked with Lounge 20, Union Pub,  and  Kelly’s  Irish  Times  to  host  season  parties ● Maintained an on-going relationship with EMS to sell WAFC discs ● Working on relationship with the National Park Service to improve Anacostia fields ● Worked with local pro teams in various ways

Five DC teams played in USA Ultimate Club Nationals:

● Truck Stop (open) ● Scandal  (women’s) ● Chesapeaked  (open  master’s) ● DC MadDames (women’s  master’s) ● Old  Line  (open  grand  master’s)

Planned Initiatives for 2015 ● New partnership with Disc Store for jerseys ● Evaluate  and  implement  strategic  plan’s  working  groups  recommendations ● Continue  evaluating  and  improving  clique  league’s  divisions  and  draft  leagues’  individual  player  ranking ● Support  the  field  committee’s  work  to  secure  new  field  sites ● Get an agreement with National Park Service to improve Anacostia fields ● Expand number of charity tournaments ● Support  DC’s  first  High  School  Ultimate  Championship  Tournament ● Support youth clinics at DC Breeze home games ● Review  WAFC’s  governance  rules ● Hire paid staff member (See appendix)

WAFC Board of Directors Bryan Steffen (past president, 2008-2010) Tim Herbert (past president, 2005-2007) Kris Gill (past president, 2001-2004) Chris Hulett (past president, 1995-2000) AJ Iwaszko (past president, 1994-1995) Steve Goodwin (past president, 1990-1994) Paul Collinson (past president, 1988-1990) Eric Simon (past president, 1980-1987)

Current Officers President: Julie Serfass Vice  President:  Jes  Konrath  O’Hara Treasurer: Alan Kolick Secretary: Sandy Gani At-large:

● Rob Luhrs ● Jacob Nuxoll

Candidates for 2015 Julie Serfass – President

● President since 2011 ● Former WAFC at-large member (2007-2011) ● Former rec league commissioner (2006-2011) ● Tournament director for DaBUT (2008-2013)

Jes  Konrath  O’Hara  – Vice President

● Board member since 2010, vice president since 2013 ● Volunteer recruitment/appreciation event organizer ● Women’s  league  commissioner ● Long-term rec and clique league captain

David Zurbuchen – Treasurer

● Played and captained in WAFC Sandy Gani – Secretary

● Secretary since 2014 ● Played and captained in WAFC

At-Large Members (These  individuals  are  appointed  by  WAFC’s  Board  of  Directors) Rob Luhrs – At-large member for communications and tournaments

● At-large board member since 2011 ● Web guru ● Tournament director for Chesapeake Open, Chesapeake Invite

and Fools Fest ● Club and pro team liaison

Jacob Nuxoll – At-large member for youth programs

● Board meeting participant since 2012 ● At-large board member since 2013 ● Coaches local youth teams ● Organizes traveling youth teams

2014 WAFC Supported Ultimate

WAFC Leagues Team count Approx. # of players per team

Total players

Winter Indoor league 16 17 272 Outdoor league 18 13 237 Spring Clique league 63 19 1,221 Middle school league 5 14 71 Night Owl league 6 21 126 Rec league 12 24 289 WAFC Jr league 22 21 462 Women's league 6 15 87 Summer Advanced league 12 25 297 Corporate league 30 24 535 Intermediate league 20 24 472 Rec league 12 21 253 Weekend rec league 6 19 112 Fall Clique league 75 23 1,371 Middle school league 4 13 50 Night Owl league 6 21 127 Rec league 14 24 329 SUBTOTAL 6,311

WAFC Tournaments Team count Approx. # of players per team

Total players

St  Hatrick’s 8 16 132 Fools Fest 48 21 1,000 Chesapeake Invite 27 25 675 Chesapeake Open 43 25 1,075 DaBUT 13 10 130 WAFC Jr Fall Fling 6 20 120

SUBTOTAL 3,132

GRAND TOTAL 9,443

Paid Staff Benefits to WAFC Members If a WAFC staff member … Then … Manages WAFC Jr, including school leagues, clinics, tournaments, scholarships, coach identification and development and YCC coordination

WAFC Jr will be well run! There will be multiple opportunities for young members to play in leagues, tournaments, clinics and other formal area teams. Coaches and parent volunteers efforts will be coordinated making sure that kids are safe while playing and traveling. This will create an affinity for WAFC and one day WAFC Jr players will play in WAFC's adult leagues, volunteer, coach and represent the Washington Area while playing on area club teams.

Establishes relationships with vendors, area venues, parks and rec departments, field sites

WAFC members will get sweet deals on ultimate merchandise, will get free schwag and deals at restaurants and other social venues. WAFC members will also have access to convenient and nice fields.

Serves as the staff liaison to the finance and investment committees, prepares and monitors budgets, makes payments and refunds

WAFC  members’  fees  could  decrease  or  league  benefits  could  go  up.  Better  financial planning and investments can lead to more options to WAFC members and possibly permanent field sites.

Volunteer coordination, including recruiting new board members, commissioners, and tournament directors

WAFC members will play in consistently well-organized leagues, tournaments and clinics.

Scheduling league games Members will know their game schedule and team assignments more than one week in advance. This means members will be able to plan for personal travel and have a life outside WAFC (but only if they want one).

Establishes and maintains a relationship with USA Ultimate

WAFC members will remain informed about USAU and other related organizations. Members will remain up-to-date on subject areas like USAU tournaments, benefits, pro team games, etc.

Other tasks as delegated by board of directors including weekly communication, achieving goals as outlined in strategic plan, website administration, disc and jersey coordination

WAFC members will have great leadership that will ensure members are playing in the best local league in the country. Members will have more opportunities to be a part of the organization because volunteering will be more manageable with the help of a paid staff position. Volunteers will remain involved for a long time and become ambassadors of the organization because the paid staff person will help prevent burnout.

The Paid Help Exploration Committee was established in 2011 to explore options for a paid position for WAFC.

Volunteers have been the life-blood of this organization since it began. As an organization grows – by size (more players/more leagues), or in responsibilities (strategic plan) – it’s  imperative  to  have  accountability.    Current  WAFC  volunteers do an incredible job of accomplishing what WAFC currently offers.

However,  there  is  a  limit.  There’s  a  capacity  of  time,  capabilities  and  energy  for  volunteerism.  WAFC’s  strategic  plan  seeks to accomplish more and offer more as an organization, which challenges the current WAFC workforce (its volunteers).

Recently, the Committee conducted a survey of elected leadership and WAFC volunteers and collected 60+ responsibilities for a paid position to manage.

The Committee sought advice from groups who have a hired position.

What  we  learned  was…  the  optimal  position  would  be:

• Not elected; hired • Non-Board, but invited to assist the Board of Directors • Non-voting on Board • Board-directed & supervised • Acts  as  administrative  &  support  “staff” • Managerial with leadership qualities • Helps with continuity • BIGGEST  ENDORSEMENT:  Many  remarked  they  “wished  they  had  hired  someone  sooner!”

So, hiring someone for WAFC is a decision  to  ultimately  be  made  by  WAFC’s  Board  of  Directors.  WAFC  volunteers  will  always be required in some capacity, but if WAFC hires THEN volunteers may no longer be the main contact for each project.

IN CONCLUSION, the Committee recommends a paid WAFC position be established for the following reasons:

• WAFC has demonstrated a need with specific responsibilities • WAFC’s  strategic  planning  requires  dedicated  staff  time • Reduces volunteer burnout • Adds accountability for projects • Allows Board to act as volunteer leadership, not as staff • And, other ultimate organizations have proven THAT hiring someone is beneficial

Executive Director WAFC seeks a full-time professional to help manage their volunteers, carry out their recent strategic plan and ensure sustainable finances and business practices. Prior to the establishment of this position, WAFC has been 100% volunteer run. The current board imagines that this position may assume additional responsibilities as the executive director takes on more of the day-to-day operations of the organization. Reporting  to  WAFC’s  president  and  board  of  directors,  the  executive  director  will be responsible for:

x Implementing  WAFC’s  Strategic  Plan x Managing community volunteers x Running multiple leagues including but not limited to managing registration, scheduling, volunteers,

jersey distribution, etc. x Establishing, managing, and retaining business relationships including but not limited to USA Ultimate,

merchandise vendors, fields, business partners and sponsors x Developing and retaining a business continuity plan involving standard operating procedures x Working with the board of directors and community volunteers to ensure transition of designated

volunteer operations to the executive director x Organizing member social events x Managing the website and member database x Identifying, developing and establishing best practices for the organization and the community including

but not limited to financial oversight, reporting, commissioning and captain guidelines, etc. x Safeguarding  WAFC’s  501(c)3  status.  Attains  tax  exemption  in  state  of  headquarters x Exploring alternative funding opportunities and membership structure in order to ensure organization

sustainability and member satisfaction x Working  with  WAFC’s  Board  of  Directors  to  nurture the vision of WAFC's future

Qualifications: Four-year  bachelor’s  degree At least 2 years of professional experience Must be self-motivated and have strong interpersonal skills Must be eager to learn about the community and organization Ability to handle multiple tasks, projects and priorities Must be flexible, nimble and open-minded and possess a positive attitude Keen information-gathering and decision-making skills Excellent verbal and written communication skills Ultimate Frisbee experience is a plus Association experience is a plus but not essential Salary Starting at $45,000 with bonus potential. The executive director will work as an independent contractor and must work out of their home. WAFC will offer a monthly stipend for benefits. Local travel is required.

Dec 31, 14

ASSETSCurrent Assets

Checking/Savings10000 · Paypal Account 69,732.8910005 · Suntrust MM 341,827.2010015 · Suntrust Business 82,470.6010025 · Vanguard Investment Account 536,738.61

Total Checking/Savings 1,030,769.30

Total Current Assets 1,030,769.30

Other Assets15000 · Note Receivable - TDF 85,433.10

Total Other Assets 85,433.10

TOTAL ASSETS 1,116,202.40

LIABILITIES & EQUITYLiabilities

Current LiabilitiesAccounts Payable

20000 · Accounts Payable 50.00

Total Accounts Payable 50.00

Credit Cards20005 · Visa Business Loan Commercial -319.4020006 · Alan Credit Card - 7494 4,018.41

Total Credit Cards 3,699.01

Total Current Liabilities 3,749.01

Total Liabilities 3,749.01

Equity32000 · Unrestricted Net Assets 1,014,636.75Net Income 97,816.64

Total Equity 1,112,453.39

TOTAL LIABILITIES & EQUITY 1,116,202.40

10:54 AM Washington Area Frisbee Club02/18/15 Balance SheetAccrual Basis As of December 31, 2014

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Jan - Dec 14 Jan - Dec 13

Income45000 · Investments

45010 · Interest - Savings 517.72 1,173.5245030 · Loan Interest 3,533.79 3,423.2445040 · Dividend Income 7,397.32 529.4345050 · Unrealized Gains 26,922.53 1,889.33

Total 45000 · Investments 38,371.36 7,015.52

50000 · Disc Sales 5,150.00 5,248.0050010 · League Fees 235,212.00 229,237.0050020 · Tournament Revenue 88,214.50 91,474.0050030 · DC United Income 0.00 1,841.0050050 · Merchandise Sales 869.00 419.0050070 · Club Use of Fields 1,639.00 1,795.0050080 · Sponsorship Revenue 1,316.45 4.00

Total Income 370,772.31 337,033.52

Expense60000 · Administration Expense

60010 · Business Registration Fees 100.00 0.0060020 · Postage, Mailing Service 34.01 55.0060040 · Insurance - Liability, D and O 25,328.00 22,322.0060050 · Conference, Convention, Meeting 4,940.23 4,691.5860060 · Miscellaneous 4.43 0.0060070 · WAFC Hotline 678.18 649.6960080 · Web Administration 8,616.90 1,490.7860100 · Tax Penalty 0.00 0.0060130 · Bank Charges 20.13 0.00

Total 60000 · Administration Expense 39,721.88 29,209.05

65000 · Discs 7,264.97 10,291.4065005 · WAFC Jerseys 24,134.63 19,343.9565010 · Field Rental Fees 141,658.00 154,425.7565020 · Other Tournament Expenses 29,769.46 29,529.6965030 · Other League Expenses 8,665.55 7,348.4065040 · Social- League Meetings 94.88 0.0065050 · Social- Parties 2,196.89 769.5365060 · Tournament Food/Prizes 4,022.64 7,371.9465070 · Youth Ultimate 6,578.96 300.0065080 · DC United Tickets 0.00 4,810.0065085 · DC United Other Expenses 0.00 519.3465090 · Paypal Fees 8,042.50 18,773.2766010 · Charitable Contributions 805.31 1,307.0066030 · Gifts 0.00 752.24

Total Expense 272,955.67 284,751.56

Net Income 97,816.64 52,281.96

8:30 AM Washington Area Frisbee Club03/31/15 Profit & LossAccrual Basis January through December 2014

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