PGBRS meeting minutes

Meeting 2006.03.04

Meeting called to order at 8:30pm.

Attending: Greg (Chair), Lisa, Mike, Devon, Chris (for a portion), Sean, John, Nini, Neil, Martha, Jolene, Pat (Secretary), Eric, Maize.

Business Arising:

Meetings:

In order for a meeting to officially occur, and have decision-making recognition by the members of PGU, the following must take place:

a) General notice of a meeting must be sent out to email list, including an agenda

b) Individuals must be given 1 weeks notice from the point when the agenda is sent out

c) 10 people from the PGU email list (general club list) must be present in order for there to be quorum, and thus decisions made are valid

d) Any decisions made must be written down and acted upon

e) The minutes for the meeting must be distributed to all members of the club

Decisions regarding club policy must be made face-to-face versus other formats (email, forum, etc)

Formal motions to change the quorum could be raised in the future as PGU grows.

What group decision making methods should PGU use?
      a)       50% +1 Simple Majority.
      b)      2/3 Majority.
      c)       Unanimous.
      d)      Consensus.
      e)       Discretion of an elected or appointed person or group (committee).

Decision: 2/3 Majority

Alternative suggested was 50% +1 with exception for money and/or constitutional matters where 2/3 would be needed. People who supported the 2/3 liked the greater unity in the decisions and the need to work towards consensus. People who supported the 50% with exceptions option thought that this method would lead to more expedient decisions and most decisions would be made with a greater majority than this anyway. Roughly 8 to 5 were in favour of 2/3 after the first vote.

It was suggested that we try the 2/3 method and that if it slows down decisions, a formal motion to change this “bylaw” could be made in the future.

Web forum vs. email list

We will use the web forum for general communications (see Greg’s recent email regarding connecting to this, or just visit PGU website). For time sensitive issues, and meeting notices an email to the general club list is also necessary. The general club list is appended to the end of these minutes

Discussion was that most ultimate orgs use web forums. They offer newcomers an opportunity to be involved and a degree of anonymity. Many people are desensitized to email and may ignore important info. Some matters should be communicated by both methods.

Meetings (game days vs other times)

Official meetings can occur whenever they are needed, provided the general rules above are abided by.

General note was that votes probably shouldn’t occur while either at a tournament, or while a large number of players are away at a tournament.

**Changed agenda a bit at this point, and moved on to discussion of touring teams**

Touring Teams

Touring teams will be selected based on the captain’s discretion, given that full information must be disclosed as to the nature of selections, the level of the tournament, etc. The captain being the individual who takes the initiative to enter PGU in a tournament. A weeks notice must be given so that everyone can be aware of the email or forum discussion, and thus has adequate time to either reply ASAP after a deadline is given (as in the case of a first come, first serve team), or prepare for a selection/tryout.

For touring teams, once a team is selected based on whatever method is chosen, those individuals on the team are then the only ones who have a vote of team issues. However, that is not to say that everyone in the club doesn’t still have a voice.

This was the longest debate of the evening. Some worried that teams could be “elitist”. Others were concerned that limitations on captain’s discretion might reduce the necessary expediency required to secure a spot in tournaments. People also observed that the fact that we are debating this matter is a “growing pain” and that it is indicative of the growth and success of PGU.

Realization is that logos and T-Shirt/Disk purchasing decisions are separate club matters that are not made by members of a touring team. Also, nothing is stopping other people from organizing other tournament teams to play in future tournaments.

Name, however, is a touring team issue, to be decided by team members

Logo

Discussion was held, as to the nature of the logo for T-shirts.

Discussion centred on the logos present (old one-guy in a disc, vs new one – bear)

Various discussions over where to put numbers, logos on front/back, etc

In the end, the old logo was voted down, and the new design approved

This will be the logo for the T-shirts, but shouldn’t necessarily be seen as something static.

Logos will be discussed seasonally (every summer, or summer/winter) dependent on the initiative taken. In the future, meeting should be held earlier in the winter for a summer logo, and everyone should be prepared to come to the table with logos in hand, drawn and ready.

Bear logo will also be taken and put on a disc, again it’s not the logo forever, and purchasing is dependent on whether you want on.

Next Meeting

Whenever needed, but there was the realization that they are needed more often, and that PGU is currently in a difficult growing stage, whereby there are too many people for one tournament team, but not enough for two. Some sort of setting of of bylaws, and/or organising PGU as a society is likely needed sooner rather than later.

Meeting adjourned at 11:00 pm.

General Email list:

Neil Lamont

Pat Maher

Sarah Weatherbee

Brett Fletcher

Kathryn Fairweather

Martha Shoemaker

Jason Smith

Mike Connor

Erin Paul

John Bowes

Aron Reusch

Chris Hunter

Eric and Nini Long

Ed Hausot

Devin Bisanz

Greg Jonuk

Shannon Mallory

Jolene

Sean Bernard

Michelle and Kevin

Laura

Lisa Haglund

Luke Williston

Max Jones

Jeff Anderson

Brian Hunter

Layne

J Kolybaba

Individuals specifically interested in playing at tournaments: