Ultimate Happenings - Issue 193
November 23, 2001

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           U L T I M A T E   H A P P E N I N G S            
                Issue 193 - November 23, 2001                
                
******************* 3487 players served ********************
                   
      OCUA - The largest ultimate league in the world!      
            (300 teams and 3700 members in 2001)            

                    http://www.ocua.ca/                    

"The gods too are fond of a joke. " 
- Aristotle (384-322 B.C.) 

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CONTENTS:

- OCUA General Manager - Terms Of Reference
- UP Inc. Annual General Meeting & Share Buyback
- Ultimate Parks Inc. Share Buyback Procedure
- Calendar Of Events

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OCUA GENERAL MANAGER - TERMS OF REFERENCE

1. General Information

The primary responsibility will be coordination of the 
Ottawa Carleton Ultimate Association. The General Manager 
will manage OCUA's summer, fall and winter leagues. The 
General Manager will be responsible and report to the OCUA 
Board of Directors (BoD). 

The position will be a contract position. The contractor 
will be expected to work from their home or other location; 
office space will not be provided. The contractor will 
require access to a telephone, computer, and the Internet. 
As well, the contractor will require access to a vehicle.

The contractor will receive a contract for a period of 12 
months, with a remuneration of $34,000 to $40,000 for the 
period, depending on experience and qualifications. As well, 
the contractor will be reimbursed for expenses of:
- Mileage on vehicle;
- Basic monthly phone charges;
- Long distance phone charges; 
- Internet Access charges; and
- Other expenses as approved by the BoD.
 
The contractor shall be responsible for determining whether 
the services provided to OCUA pursuant to this contract are 
subject to GST. If so, the Contractor shall also be 
responsible for determining the amount and for claiming it 
from OCUA.

Potential contractors should submit 3 copies of a three (3) 
page proposal outlining capability and suitability to 
undertake the work as described in Section 3 - Statement of 
Work. A résumé should be attached to the three-page 
proposal.

Proposals should be mailed to:

Ottawa Carleton Ultimate Association (OCUA)
Box 120
410 Bank Street
Ottawa, ON, K2P 1Y8
Attn: Robin Kealey

Proposals will only accepted by the BoD only if they are 
postmarked on or before November 30th, 2001. Consideration 
will not be given to submissions received by fax, through 
the e-mail or delivered in person.

The BoD expects to make a decision regarding choice of 
contractor by the end of December, 2001.


2. Desired Skills / Experience / Education

1. Post-secondary education in sports administration;
2. Experience with sports league administration;
3. Strong organizational skills;
4. Strong communication skills;
5. Computer skills; and
6. Basic bookkeeping.
        
3. Statement of Work

1. Scheduling and League Coordination
- Maintain a calendar for the BoD.
- Draw up schedules, rankings, pools, list of captains, play-
  off formats for all leagues (using guidelines provided by 
  Board).
- Assist with spring captain's meeting and registration 
  (including booking of venues).
- Coordinate new players (e.g. find teams).
- Organize finals (including booking of venue for parties, 
  beer tents, prizes, etc.).
- Ensure timely and accurate updating of scores, spirit 
  ratings, schedules.
- Maintain a record of defaults, complaints, etc.
- Collect player information (for phone book, statistics, 
  etc.).

2.  Communications
- Check OCUA phone daily and update hotline; respond to 
  phone messages or forward within 48 hours.
- Respond to or forward e-mail questions and requests within 
  48 hours.
- Check OCUA mailbox weekly and respond to mail as required.
- Provide schedules, information bulletins, and other 
  required information for posting on website.
- Monitor website for accuracy; items of interest for BoD.
- Ensure that scores are updated on weekly basis.
- Write league update periodically for posting on website, e-
  mail mailout, TOUR.

3. Finances
- Manage finances for OCUA (e.g. ensure that bills are 
  presented for payment to BoD on time, deposits are made, 
  preparation of budgetary estimates).
- Liaise with bookkeeper and provide with required 
  paperwork. 
- Develop for cheques for signature and mail invoices as 
  required (e.g. field rental, insurance).
   
4.  Tournament Coordination
- Ensure OCUA tournament directors submit budgets and 
  statement of accounts.
- Ensure tournaments have adequate insurance coverage.

5. Field Management
- Communicate with city to ensure OCUA has adequate 
  representation for field use.
- Book fields for summer and fall leagues.
- Assist the BoD in checking on Sod Farm, South Park, and 
  city fields on a weekly basis to ensure well maintained. 
- Insure proper permits in place (list of required permits 
  to be provided by BoD).

6.  Other 
- Ensure adequate supplies of cones, discs, etc. are 
  maintained and available. 
- Attend OCUA Board of Director meetings and other OCUA 
  meetings as required.
- Maintain log book of time spent on various OCUA 
  activities.
- Submit monthly reports at BoD meeting, outlining tasks 
  undertaken and recommendations for required actions. 
- Submit end-of-contract report, making recommendations for 
  improvements in position (job description), problems 
  encountered, suggested improvements.   
- Coordinate volunteers.
- Liaise with insurance agent to ensure adequate and timely 
  insurance coverage for league.

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UP INC. ANNUAL GENERAL MEETING & SHARE BUYBACK

The Ultimate Parks Inc. AGM has been scheduled for the 
following place and time:

Thursday, Nov. 29, 2001
7:30pm - 9pm
Confederation High School Cafeteria
1654 Woodroffe Avenue

The primary agenda items will be OCUA's buy-back of 150 
shares, and the election of a new board of directors.  As 
such, we want to make sure that all the shareholders are 
aware that this is happening, and that they have some 
choices to make.  Unfortunately, most shareholders have not 
been very diligent about keeping their addresses up to date, 
so we are asking shareholders to read the following, and 
contact us with their choices.

The share buy-back is the most important item, and is a 
little complicated. It is important that you read the 
procedure at the end of this message, and then send us the 
following information:

1) current contact information (email address, home phone, 
   mailing address) If your info in the OCUA registration 
   database is current, you can just refer to that.
2) do you wish to include your shares in the 2001 random buy-
   back draw?
3) if you have 5 or more shares, do you wish to exercise 
   your multiple buy-back option?
4) do you wish to apply for hardship buy-back? If so, please 
   provide details.
5) do you wish to donate some or all of your shares to OCUA?

The info should be emailed to:

upinc@ocua.ca

In addition, if you have any interest in serving on the 
board of directors, you  should let us know as soon as 
possible.

Thank you,

UPI Board

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ULTIMATE PARKS INC. SHARE BUYBACK PROCEDURE

The following is the share-buy back procedure as approved by 
the shareholders at the 1999 AGM. The procedure may seem 
rather complex, but it was developed in order to meet the 
following 3 objectives:

1) Provide a mechanism to help any shareholder who has/is 
   experiencing financial difficulties and needs the money
2) Provide a mechanism to ensure that shareholders who have 
   purchased multiple shares (and thus made a greater 
   commitment to the project) have a greater chance of 
   reimbursement
3) Achieve the above goals with minimal impact to the other 
   shareholders
 
We strongly believe that the procedure that is in place 
achieves these goals in the fairest manner possible. The 
procedure is as follows, with additional information 
pertinent to this year's buyback marked with *** and 
enclosed in parentheses:

1. OCUA informs Ultimate Parks Inc. as to how many shares 
   they intend to buy back at least 6 weeks prior to the 
   Ultimate Parks Inc. AGM. 

   (***this year, the number is 150)

2. The Ultimate Parks Inc. Board of Directors informs the 
   shareholders at least 3 weeks prior to the AGM in order 
   to allow individuals the opportunity to apply for a 
   "hardship" buyback.  This consists of the shareholder 
   contacting the board, and outlining the specifics of 
   his/her hardship case.

   (***Deadline for application for hardship buy-back is 6pm
   Monday, Nov. 26. Send applications to upinc@ocua.ca )

3. Prior to the AGM, the Board of Directors determine if the 
   individual hardship cases merit buy-back, and can 
   allocate up to 10% of that year's buy-back for guaranteed 
   buy-back of these shares. If they decide that cases do 
   not warrant hardship buy-back, or if there are 
   applications for hardship beyond the 10% allocation, then 
   these cases go before the shareholders at the AGM for a 
   vote.

   (***this year, there are 15 shares available for hardship 
   buy-back)

4. The remaining shares are to be bought back by random 
   draw, with one exception. Multiple shareholders with 
   sufficient holdings have the option of automatically 
   having a fixed percentage of their shares bought back 
   that year, if they remove their remaining shares from the 
   draw.  In order to maintain equal odds for the other 
   shareholders, the fixed percentage is based on the size 
   of the buyback, hardship shares excluded, in relation to 
   the total number of shares outstanding. Thus, if there 
   are 500 shares outstanding, and 50 are being bought back, 
   multiple shareholders can have 10% of their shares 
   automatically bought back, rounded down to the nearest 
   share. (ie, if you only had 9 shares, you would not be 
   able to exercise this option).

This is best illustrated through example:

"Let's say that OCUA plans to buy back 100 of 900 
outstanding shares. There would be 10 shares available for 
hardship buy-back, and let's say there are applications to 
have 10 shares  bought back. The board reviews the 
applications, and determines that all 10 shares warrant 
buyback.  These 10 shares are guaranteed to be bought back, 
and so there are now 90 shares available for random draw. 
Now, multiple shareholders have the option to have a fixed 
portion of their shares bought back that year and the rest 
of the shares don't go in a random draw. 900 shares have 
been sold and OCUA is buying back 90 (100 total, but 10 for 
hardship cases). That means 10% of the outstanding shares 
are being bought back and multiple shareholders have the 
option of having 10% of their shares bought back (rounded 
down to the nearest share) That means that you must own 10 
or more shares to be eligible. Lets say you have 15 shares, 
you can have 10% of 15 (1.5 shares, rounded down to 1 share) 
bought back. You choose this option and your one share is 
guaranteed to be bought back. Your other 14 shares are taken 
out of the pool for the random draw. We then draw randomly 
from the eligible pool of shares for the rest of the shares 
to be bought back. It does not affect the odds for any other 
share being drawn (in fact, using the above scenario it 
increases their odds)"

Note that this option is not mandatory. Shareholders with 
multiple shares can opt to simply place all their shares 
into the random draw. Shareholders who do wish to exercise 
this option should state their intent to the board as soon 
as possible.

(***This year, the fixed percentage will be approximately 
20% (depending on the number of hardship buybacks), and so 
anyone with 5 shares or more will be able to take advantage 
of this option.  If you feel that you would like to exercise 
this option, please notify us as soon as possible at 
upinc@ocua.ca).

5. Note that any shareholder has the option of withholding 
his/her shares from the random draw, if they do not wish to 
be bought back at the present time, thus increasing the odds 
for others. Shareholders who do wish to exercise this option 
should state their intent to the board as soon as possible. 

6. In addition, we realize that certain shareholders may 
wish to simply donate some or all of their shares to OCUA. 
This still requires that a share transfer take place, so if 
this is your intent, please state your intent to the board.

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CALENDAR OF EVENTS:

 2001/11/28    : Winter Indoor starts (Ottawa, ON)
 2001/11/29    : UP INC. Annual General Meeting (Ottawa, ON)
 
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