Minutes

Eclipse Board Meeting 1-18-2004  2:30 - 5pm

Noel Wien Library Conference Room

Gary Bender moved to open the meeting.  Kathy Port seconded.  Motion passed at 2:05.

Members Present:  Larry Bright, Kathy Port, Barb Stockwell, Hope Swoffer, Amber Zellweger, Gary Bender, Bruce Gard, Brian Luoma, Howard Maxwell, Patricia Nelson, Linda Colang, Mark Gramstad, Beverly Luoma, Liz Styers, Cindy Vredenburgh, Lyn Gilbert Gard

Review of Minutes:  Grammatical and spelling changes made.  Howard Maxwell moved to accept the minutes as corrected.  Gary Bender seconded.  Motion passed.

Financial Update:

• Income is from concessions at the Carlson Center; two payouts have not been made, causing amounts to not balance.
• Tournament fees are Arctic Freeze reimbursement.
• Taxes are completely finished.

Old Business:

1. Monthly Eclipse Newsletter:  Sarah Alden was not present.  Discussion included the frequency (quarterly or semi-annually) and distribution type (mailing or electronically).  Cost estimates are needed.
2. Individual Player Accounts – General Procedures:  The approved procedures, with all updates, corrections, and modifications have been prepared to be place on the web site.  Please check and send comments to Hope Swoffer or Larry Bright.
3. CRAD Committee:

·      Recommendation to support Coach/Assistant Coach/Manager to attend the Soccer Symposium in April.  Bruce Gard made a motion that the Eclipse Soccer Club would reimburse each team for two positions, one the coach or assistant coach and the other at the team's discretion, to attend the Soccer Symposium in Fairbanks in April 2004.  Howard Maxwell seconded.  Motion passed.

·      Greg Gibson made a motion that the Eclipse Soccer Club fund the registration for the Club Registrar to attend the Soccer Symposium in Fairbanks in April 2004.  Howard Maxwell seconded.  Motion passed.

·      Gary Bender informed the Board that a family based fee and individual /player fees at reduced costs would probably be available to the Symposium to encourage greater participation.  It was suggested that Larry Bright email Marsha Boussier stating that the Eclipse Soccer Club is willing to provide volunteers.

4. Soccerships:  Applications are available and the Club has received one.  Deadline for receiving applications is February 15.
5. Eclipse Web Site:  Eclipsesoccer.net is available.  The cost to host the site is $250 to 300 per year and would include 2? email addresses.  Total first year cost would be approximately $400.  It was decided the most cost-effective way to proceed would be to purchase the domain name and wait on the server.  Gary Bender stated that the host he is using for the current web site has a physical limit on space.  The Club is currently not utilizing the website enough.  Gary is willing to continue as the website administrator and will make available on the website instructions how to submit items.  Greg Gibson moved that as soon as the Spring Team information in available, the information be submitted to Gary Bender to be placed on the website.  Kathy Port seconded.  Motion passed.  Howard Maxwell said he was willing to be responsible for submitting the information.  Howard Maxwell moved to purchase the Eclipsesoccer.net domain name if the cost is under $150.  Kathy Port seconded.  Motion passed.  Gary will find the best deal, including renewals.
6. Development of “Standard Operating Procedures”:  Tabled.
7. Ideas to Foster Club and Team Spirit and Fitness – update:  Kathy Port transferred this discussion to be lead by the coaches.  Greg Gibson presented the coaches proposed Goal:  To establish a uniform set of club wide fitness tests.  They would like to start the testing/evaluating at the Spring Field Day.  Kathy Port moved to accept the proposal as written and look at patches/recognition at a later date.  Bruce Gard seconded.  Motion passed.  Howard Maxwell has already purchased one Beep Test, Greg Gibson will purchase the second.  Both will be reimbursed.  Each team will be expected to man a testing station at the Spring Field Day.  All teams should start conditioning; the Beep Test may be checked out from Howard Maxwell.
8. Pull-tabs update:  The 2004 Gaming Permit has been received.  The Eclipse Soccer Club sent a letter to Dave Lambert, the owner of several bars, requesting to receive pull-tab receipts.  He said it was a good letter and will advise when he knows more.

New Business:

1. FAC Lock-in plans:  The date has been set for March 5.  Amber Zellweger will coordinate.  This is a team-building event and not a fund raiser.  Break-even number of participants is 72.  Minimum payment to FAC is $600.  Will Eclipse continue to pay for food (sub sandwiches)?  Team support, chaperons required.  Door prizes were very well received by everyone last year – should this be continued where each participant receives something.  Howard Maxwell moved to charge $25 per person and provide $200 for door prizes.  Gary Bender seconded.  Motion passed.  Amber will send information out to all coaches when finalized.
2. Costs of gym rental for winter / FYSA policy:  Kathy Port represented the Club at the FYSA Board meeting in December to discuss the rental fees for the upcoming season.  The fee was reduced to $10 per player; FYSA is working on sending out refunds for the teams paying the higher fee.  Any additional teams requesting gym time would receive on a first come/first served basis.  Bruce Gard extended thanks to Kathy for going to FYSA for the Club.
3. Admitting Phoenix into the Eclipse Soccer Club:  The application letter from Rick Port, coach of Phoenix, was received at the last board meeting.  Bruce Gard moved to accept the Phoenix Boys Team as a member team into the Eclipse Soccer Club.  Gary Bender seconded.  Motion passed.
4. FYSA U6, U8, and U10 module coaches clinic:  Fred Rohn, of FYSA, would like coaches to contact him if they are able to help on Saturday.  Cindy Vredenburgh and Bev Luoma will be attending the meeting Tuesday; Bev will also go Saturday.  Bruce Gard and Howard Maxwell will commit to evenings with the coaches.
5. D and E License Clinic dates have been circulated to the coaches (May 14 – 17).  A minimum of 10 is needed.  C License will be offered in Alaska next summer.  FYSA will pay for the licensing once the coach passes.
6. Uniform Order:  The current uniforms will be used again in 2004.  Alternate/new uniforms have not been presented for consideration.
7. Summer Clinic dates:  Larry Bright talked to Franklin of Georgia Coaches.  Current proposal is to arrive on Saturday, June19th and watch the teams play in the Midnight Sun Tournament.  The clinic would be held the week following the tournament (June 21-25).  Teams planning to attend are 94, 93, 92, 91, and Phoenix; teams not attending are 88, 89, and maybe 90.  Discussion followed whether to open team slots to other clubs – this also depends on the type of clinic we want to run; the Georgia Coaches want to run a family type clinic.  Further discussion tabled.
8. Spring Tryouts/Additional Teams:  Several people have been inquiring how if Eclipse will be holding Spring Tryouts to add players to current teams.  Another possibility would be to add additional teams.  This will be further discussed at the next meeting due to time constraints.

Open Discussion

·      Gary Bender stated that the State Board is examining re-admitting U12 to the State Cup.  National has one perspective and Regional has a different one.  Alaska and Wyoming are the only states following the National policy.

·      Next meeting will be February 15.

Gary Bender moved to adjourn.  Bruce Gard seconded.  Motion passed @ 4:50.