Minutes

Eclipse Board Meeting 11-16-2003

Salvation Army

 

Meeting Started at: 4:05

 

Members Present: Sara Alden, Gary Bender, Karen Binkley, Bert Boyer, Larry Bright, Linda, Colang, Dan Gibson, Mark Gramstad, Sharon Gramstad, Colleen Kowalchuk, Beverly Luoma, Brian Luoma, Howard Maxwell, Kathy Port, Rick Port, Wendy Quinn, Barb Stockwell, Liz Styers, Hope Swoffer, Cindy Vredenburgh, Angie Wills

 

Review of Minutes: Minutes from the last board meeting were not available.

 

Financial Update:

• Net income from September 21 through November 15 is $11,566.73 of which $11,300 is earmarked for tournaments in Summer 2004. Total assets equal $19,027.80.
• The first check from the Carlson Center for working the concession stand has been received and distributed to the respective teams.
• All membership dues have been received; need rosters from ‘89s and ‘94s teams.
• Taxes have been completed.

 

Old Business:

 

1.     Appreciation gifts for out-going board members Greg Gibson and Cindy Vredenburgh.

2.     AGM Outcome

     Elected Positions:

§       President: Larry Bright

§       Vice President: Kathy Port (one year, to fill vacancy from Larry Bright)

§       Secretary: Barbara Stockwell

§       Registrar: Open (Cindy reported that Amber Zellweger, who was not able to attend, is willing to accept the Registrar position if there are no other volunteers.)

      Bylaw Amendment: passed. Eclipse will now be a club for all youth, not just girls. Amendment now needs to be written and provided to the AYSA. Part of the VP responsibilities is to oversee the By-Laws and General Procedures. Kathy will update the By-Laws, with Larry’s guidance.

3.     Gaming License: The renewal application has been completed. Liz Styers will be meeting with Badger Den next week concerning pull-tabs for Eclipse. She also stated that there were two instances involving the Eclipse gaming license that are not appropriate: the gaming license was used by a non-Eclipse group and that she was not receiving the gross amount collected from each team. She does not feel comfortable continuing as the coordinator if these practices continue. After discussion, Liz agreed to return to the next board meeting with Gaming Procedures and Guidelines for the Board’s approval; team treasurers will then be trained. She will continue as coordinator if these conditions are met.

4.     Fund Raising at the Carlson Center – Scheduling and Receipts/Profits: There are 11 spots available at the Top of the World basketball tournament; contact Liz to reserve spots. Carlson Center has been please so far with all aspects of the Eclipse Club working the concession stand. Total raised in October was $1,967.74 or $61.49 for each person per event worked.

5.     Monthly Eclipse Newsletter: Sara Alden brought a draft/sample copy of a newsletter for the Club. She also passed out sheets to each team requesting information. She would like to highlight all teams in the first newsletter. Other features could include: Upcoming Events, Board of Directors, ODP Players, Committees, Coaching Staff, Sponsors. All submissions, comments, and suggestions are due to Sara (slalden@mosquitonet.com) by December 1; she is aiming for a December mailing.

6.     Individual Player Accounts – New Policy: Hope compiled 17 questions concerning IPAs and gave them to the Club accountants, Walsh, Kelliher, and Sharp; they will charge by the hour for a response. Instead, Hope has researched IRS regulations and will prepare Policy and Procedure Guidelines. These Guidelines will be emailed to Board Members for Approval at the next Board Meeting. She would then like to have a Policy and Procedures meeting with all Team Treasures.

7.     CRAD: Next meeting set for December 3 at 7:00 at Kathy Port’s house. CRAD members only, no coaches. All coach evaluations should be brought in for review; Larry has evaluations for three teams. Kathy will email directions to her house to the CRAD members.

8.     Soccerships: Four $250 Soccerships available. The committee will continue meeting to make recommendations covering all aspects required to properly administer. These recommendations will then be presented to the Board. Hope will not continue, Howard Maxwell has volunteered to be on the committee. (Committee: Laura, Sara, and Howard)

 

New Business:

 

1.     FYSA Budget Presentation – Dave Veazey: Dave Veazey, VP of FYSA, presented a PowerPoint presentation on the fees and administrative costs of FYSA. Discussion followed with constructive comments and suggestions given to Dave for FYSA to consider.

2.     Soccer Symposium April 2,3, and 4 – Cindy Vredenburgh: Scheduled to be held at West Valley HS. The first day is dedicated to the State AGM. The second and third days will have mini-classes for players, coaches, and parents. All suggestions and comments should be sent to Cindy (flyingdutchman@gci.net).

3.     Mini Camp Concept for 2^nd Session of Indoor – Cindy Vredenburgh: Marsha Brunier is coordinating. FYSA would like to have competitive team coaches help the recreation team coaches. Each coach would be matched with a rec team to run one rec practice and mentor the coach. This is a pilot program that could be expanded to include the summer session. All Eclipse coaches will be included; please wear Eclipse logo.

4.     FAC Lock-In – Amber Zellweger: Lock-In date choices of February 27 or March 5. Discussion included request to move to Saturday night or have an event that would not be an over-night. March 5^th was selected.

5.     Process for Admitting Existing Teams: Rick Port distributed a draft of general procedures. He would appreciate suggestions, comments, and questions to be sent to port@acsalaska.net. He will refine the procedures and present them at the next Board meeting.

6.     New Registrar and Mentoring Positions: Amber Zellweger has volunteered to be the next Registrar. Cindy will mentor her as long as needed. Hope has informed the Board that she does not want to continue as treasurer once this term ends in 2004. She has streamlined the procedures and will update the documentation. She is also willing to mentor and would prefer to start while she is still in office.

7.     Director of Coaching: Many thought this is a good idea. Kathy Port (CRAD) requested each coach prioritize ten requests or ideas for a Director of Coaching and email to her by December 1 (kport@northstar.k12.ak.us). CRAD will outline responsibilities and provide an update at the next Board meeting. This is not a full-time position but could receive a stipend.

8.     Development of “Standard Operating Procedures,” i.e., a complete manual for team managers/treasurers/board reps: Suzy Nicolai has agreed to compile a manual covering all aspects of the Club, with Cindy as a consultant. This manual will provide standard practices and enable all teams to be efficiently and consistently managed. This manual could eventually be provided to parents.

9.     Ideas to Foster Club and Team Spirit and Fitness – Kathy Port: Kathy distributed a handout listing ways to promote club cohesiveness through fitness, recognition, and training.

10.  Eclipse Web Site – Gary Bender:

• Gary has set up an equipment swap section on the web site. Please contact him with any items you would like to have included (gbender@awcable.com).
• The club needs an easily recognizable website and domain name. Gary estimates the Eclipse domain name would cost $70 to $100 with maintenance of $35/year; two years must be paid in advance.

Howard Maxwell moved that Gary proceed with acquiring the domain name and website. Sara Alden seconded. The vote unanimously passed.

 

 

Open discussion

 

Next meeting will be either December 13^th or 14^th. Larry will contact members with the actual date.

 

Howard Maxwell moved that the meeting be adjourned. Sara Alden seconded. The vote unanimously passed.

Meeting adjourned at 6:15.