Minutes

Eclipse Board Meeting 4-18-2004, 5-7pm

Farthest North Girl Scout Council meeting room (Old Steese Hwy)

 

Meeting Started at: 5:08

Members Present: Kathy Port, Barb Stockwell, Hope Swoffer, Amber Zellweger, Gary Bender, Colleen Kowalchuk, Brian Luoma, Howard Maxwell, Patricia Nelson, Jennifer Templeton, Sherina Anderson, Dan Templeton, Linda Colang, Mark Gramstad, Sandra Templeton, Beverly Luoma, Cindy Vredenburgh, Laura Bender, Amanda Ross

 

Review of Minutes: Gary Bender moved to approve the minutes as written. Cindy Vredenburgh seconded. Motion passed.

Financial Update: Income received for membership dues and FYSA registration. Expenses included FYSA registration fees, refunding membership dues, rental for Ryan in October, and three Soccerships. Combined Checking/Savings balance is $16,804.42. Tournament fees have increased; membership dues will need to be re-evaluated for next year.

 

Old Business:

 

1. Soccerships – distributed: Cindy Vredenburgh reported the three Soccerships were awarded and placed in their IPAs.
2. Soccer Symposium – outcome: Cindy Vredenburgh reported 150 people attended and it was well received. State was happy with the results. The club will only reimburse with a receipt; contact Marsha if a receipt is needed (Cindy or Kathy Port can provide the email address).
3. Summer Clinic – teams participating: Georgia Coaches Clinic will be June 21 thru 25. Monday - 1:00 to 4:00, Tuesday through Thursday - 9:00 to 4:00, and Friday - 9:00 to 12:00. Cost is $100 per person, due May 10 to Hope Swoffer (one check per team). Any expenses associated with the clinic will be reimbursed only with receipts. Cindy Vredenburg made a motion to charge each player $100 and not make refunds and apply the extra towards additional costs of the clinic. Gary Bender seconded. Motion passed.

      88 and 89 will be combined for one coach. Karla Bright needs to know the total       number of teams participating by the end of the week.

      Volunteers are needed to host the coaches – the total number will not be known       until Chugiak notifies us. One coach will be bringing up a college student at no       additional expense except housing. Coaches usually do not leave on the last day,       staying to sight-see and watch the teams play. Vehicles are also needed for the       coaches to use; gas will be reimbursed.

      Team assignments for lunches and dinners will be made at the next meeting.

4. Club Manual: Has been started; nothing to report.
5. RST Fundraising – update: Mark Gramstad distributed the team packets. Each card sells for $5.00, with $2.50 going to Eclipse. Selling starts Monday, April 19 and goes through Sunday, May 23. Each player is required to sell four tickets for the club; all additional revenue goes to the IPA. No store sales have been set yet, teams will be notified what stores/days are available. Liz Styers has an Excel spreadsheet to help keep track of each team. Kathy Port will send the file to Amber Zellweger to forward to the team managers. Please attach this sheet when turning in. One check per team should include $20 per player and $2.50 for each additional card sold over the mandatory four per player. Turn in all money and/or cards in at the Eclipse Field Day, May 23. All questions should be directed to Ginny Ohdersk: work – 459-1026 and home – 474-0480.
6. CRAD: nothing to report

      Licensing: Amber Zellweger will give Kathy Port the current License of each    coach (used to determine amount of pay). Gary Bender reported there are not     enough people signed up for the D and E Licensing clinic scheduled for Fairbanks in May.

      Summer Registration: All registrations have been accepted by FYSA.   Tournaments: Ina K packet due May 28. Zane Cup packet due the sooner the     better; the date received will be used as the fourth tie-breaker, if needed. State        Cup packets need to be turned in by early June (Amber will be leaving June 16).

 

New Business:

 

1. Spring Gym Fees: $440 is due to FYSA or Eclipse will not receive a summer schedule. Larry Bright believes this should be paid by the Club due to the coaches meeting to divide the gym times. A majority of the teams have benefited from the gym times. Howard Maxwell moved that the Club pay the $440. Gary Bender seconded. Motion passed. Discussion included why the general fund should be used to pay and could the general fund pay with the teams reimbursing.

      Brett also announced at the FYSA Board meeting that the 88s gym time had not       been paid. Cindy Vredenburg says it has been paid. He also claims that Eclipse       is delinquent due to the Phoenix 94 Try-Out gym time has not yet been paid. This       time has not been invoiced and will only be paid upon receiving an invoice        (emails are not acceptable) 

2. Report on new U-11 Boys Team: Coach Jennifer Templeton reported there are 14 registered players on the Phoenix 94 team. They have had two practices and one scrimmage. Their club dues are due by May 15, with one check to Hope Swoffer. These dues cover all tournaments and registration fees.
3. Preparations for Field Day – food, port-a-potty, etc.: Gary Bender reported from the coaches’ end, all duties have been figured out for the testing. Coaches will be asking parents to help with the testing stations. Howard Maxwell will email Jim Curry concerning the use of the Randy Smith Middle School field. Fitness Testing will be held from 1:00 to 4:00; the potluck will start at 4:00.

      Co-chairs for this event are Amanda Ross and Sherina Anderson. Each team will       bring a case of water and juice in a cooler with ice. The club will provide the       hotdogs, buns, condiments, and paper goods. Managers will be notified the other       items the teams need to provide.

4. 91’s Fundraiser: Hope Swoffer notified the board of a Wine Tasting fund raiser the team would like to hold to raise funds for their trip to Portland. It will be put on by local distributors and parents will sell the tickets. It will be scheduled for the fall. Hope Swoffer made a motion that the Board approves the 91 possible fundraiser for a Wine Tasting. Gary Bender seconded. Motion passed.
5. Eclipse Raffle – timing, logistics: Linda Colang is the chair. She wanted to make sure that the person named on the Gaming License does not have a problem with Linda running the raffle. Amber Zellweger said that everything should be run past Liz Styers prior to any activity. Linda is planning to set it up the same as last year. Amber will forward all the information to Linda. The raffle is set-up to benefit the players more than the Club. Each team needs a coordinator and Linda will hold a meeting to cover all information. Kathy Port suggested that Linda ask Liz to prepare a spreadsheet for this fundraiser.

      The sales will begin May 15 and end prior to the Tide Cup; drawing will be held       August 7. Linda will set up time for store sales

6. Patches: Bruce Gard wants to purchase patches to provide an incentive to the girls to improve their soccer skills. The patches will be placed on the player’s bags and their names will appear on the Club website. Bruce Gard made a motion that the club use up to $800 to purchase juggling incentive patches. Kathy Port seconded. Motion passed by 2 to 1. Discussion included the type of design should be good for girls and boys, set-up fees, other incentives, pins, all ages should be covered, other ways to motivate, criteria should be set for receiving the incentives.
7. Uniforms: Laura Bender reported that Adult S and M shorts are out of stock until June 15 at Diodora and another distributor cannot be found. Some of the new players have not placed orders. She has used current inventory to fill the new orders due to the uniform change for next year. All players should bring their old shorts to Field Day for players to Borrow until the new shorts arrive. Kathy Port asked that Amber Zellweger contact all team managers to tell them the need for shorts.
8. Sponsorships: Amanda Ross asked what the Club policy was concerning sponsorships. Hope Swoffer said that all donations in any amount are accepted; however, the IRS will be notified. Uniforms cannot have any sponsorships on them. Banners are acceptable on the side lines. All information must be kept with each team; all treasures need to keep track of all donations. Hope will find a letter used in the past for sponsorships.
9. 93 Fundraiser: Howard Maxwell reported that the 93 team will be selling soccer umbrellas: large for $25 and small tote for $15.

 

 

Gary Bender moved to adjourn. Mark Gramstad seconded. Motion passed @ 6:53.