Sport Club Council Meeting

1. Sport ClubCouncil Meeting 10/23/13

2. Points of Contact • YOUR SPORT CLUB PROGRAM MANAGERS ARE YOUR 1ST POINT OF CONTACT. • Only after you have attempted contacted them, should you proceed to contact Tyler. • Program Manager office phone #: (785) 864-4519 • Program Manager office email: sclubs@ku.edu • Office fax #: (785) 864-1777 • Contact information for Tyler Spencer • Office phone #: (785) 864-0792 • Office email: tyler.spencer@ku.edu • Cell #: (270) 779-4554 • ONLY USE CELL IN EMERGENCY SITUATIONS

3. ITT deadlines • If using restricted: • Must submit ITT 15 business days prior to travel • MUST MEET WITH PROGRAM MANAGER 10 BUSINESS DAYS PRIOR TO TRAVEL • Confirm hotel/rental reservations 2 weeks prior to trip • *** This is not the sport club staff’s job! It is your job to set up hotel and vehicle rentals. If you do not know how to, ask.

4. Late information for Intent to Travel Forms If you’re giving your Program Managers hotel/car rental/etc. information only a couple days prior to your trip, you will not be funded using restricted fees for the missing information.

5. All paperwork is turned into your program manager first!

6. Unlabeled/mislabeled Paperwork Announcements

7. Travel Receipt logs • If your gas receipts exceed $0.55 per mile – then you will not get reimbursed for the excess spent. • Do not list lodging/rentals/etc. if they have been prepaid by Tyler • Only list those expenses if you need reimbursed for the purchases • Please remember to pick up room receipts and turn into Tyler as soon as you get back • Fill out both pages of the travel receipt log thoroughly to ensure proper reimbursement. • Do not mark on receipts • DO NOT FORGET TO SIGN THE BOTTOM OF THE 2ND PAGE!!!

8. Receipt Logs Cont… When turning in receipt logs: List how your club did at the event!

9. Generated Income • Membership • Must have a waiver on file • Must have paid dues through SOFAS account • Must be an active member of club on Rock Chalk Central • Member’s list • Member’s full name • Amount member paid • Date dues were deposited • Last day to deposit dues (to be applicable for FY 15 allocations): • 1/31/13 • Next meeting: • Will hand out updated records of generated income and member’s list.

10. Spring 2014 Facility Requests • DUE TODAY

11. Spring Events • If your club is planning on hosting any spring events using any KU facilities – submit game & event facility requestsNOW

12. Shenk Closing • Shenk will be closing for the winter on Friday, 11/21/13 • Weather permitting

13. CPR Certification 11/4/13 5pm – 7pm Notify Tyler if you would like to attend by 11/1/13.

14. Capital Improvement Reminder Eligible Clubs Clubs on standby Women’s Ultimate JiuJitsu Softball • Quidditch • Disc Golf • Boxing • Bowling • Judo • Rock Climbing • Ki Aikido • DanceSport • Men’s Rugby

15. Martial Arts Storage Closet • Keep it clean – or items left awry will be confiscated!

16. Sport Club Banners • We are looking into getting banners for clubs • Please send us every title you have won • National Championships, Regional Wins, national ranking, and league titles, etc

17. Active Shooter Video • KU Public Safety Recommendation Video • http://www.youtube.com/watch?v=5VcSwejU2D0

18. Constitution Announcements

19. Club Conduct You represent the University of Kansas and the Sport Club Program. Treat everyone with dignity and respect. This includes your program managers, coordinator, and all rec facility staff.

20. Upcoming Important Dates: • Supplemental Request Hearing/Exec Board: 12/4/13 • Requests due: 12/2/13 • Sport Club Council Meeting: 12/4/13 • Sport Club Officer Leadership Workshop: 1/29/14 • Financial/Travel Session 7-8:30pm • Policy Review Session 8:45-9:45pm • Generated Income Deadline: 1/31/14

21. TheEnd!