Minutes

Eclipse Board Meeting 12-14-2003 4-6pm

Salvation Army

 

Meeting Started at: 4:05

 

Members Present: Larry Bright, Kathy Port, Barb Stockwell, Hope Swoffer, Bruce Gard, Colleen Kowalchuk, Brian Luoma, Howard Maxwell, Cindy Vredenburgh, Mark Gramstad, Beverly Luoma, and Laura Bender. There is a new sign-in sheet, listing the Executive Committee, Board Members, and Team Officers (non-voting). The 94s need a Team Rep. If attending for an absent Team Rep, please sign beside the Team Rep’s name.

 

Review of Minutes: Kathy Port moved to accept the minutes; Bruce Gard seconded. The vote unanimously passed. Gary Bender should post on the website.

 

Financial Update:

• Net income from November 16 through December 14 is -$265. Total assets equal $18,762.80. Approximately $3,600 is not earmarked.
• Miscellaneous Expense represents the appreciation gifts to for out-going board members Greg Gibson and Cindy Vredenburgh.
• No check had been received from the Carlson Center for concession stand workers. We should receive one check for November and December.
• Tournament Fees were reimbursed to the 91s for the Arctic Freeze. This brought up a discussion on which Tournament Fees the Club will pay for each team. Kathy Port made a motion to change the General Procedure 2.7 in the Finance Section to read ‘The club will pay for up to four in-state tournament fees per fiscal year for participating teams, effective December 14, 2003. Out of state tournament fees are the responsibility of the traveling team.’ Bruce Gard seconded. The vote unanimously passed.

 

Old Business:

 

1. Monthly Eclipse Newsletter: Sarah Alden was not present. Information for the first issue has been received.
2. Individual Player Accounts – General Procedures: Hope Swoffer, assisted by Liz Styers for IRS issues, presented Guidelines for the use of IPA funds. Discussion followed, making changes and additions to the presented guidelines. Kathy Port made a motion to accept Section 10 IPA Guidelines, as amended, to be included in General Procedures. Bruce Gard seconded. The vote unanimously passed.
3. CRAD Committee Meeting: Kathy Port reported on the CRAD Committee meeting held on December 3. Three members were present.

·      Procedure needs to be followed that the completed evaluations are given to the CRAD Committee prior to the coaches receiving them. The committee will give them to the coaches. The coaches need to be kept separate from the evaluation process to allow the parents and players to feel that their comments are not being made directly to the coaches.

·      The committee recommends that the board accept all the coaches for next year’s teams for the coaches that evaluations have be received. Evaluations are still needed from the 89s and 90s.

·      The only problem was players receiving a second evaluation by the coaches. The committee recommended to have set times for the player evaluations. Board discussion revealed that the General Procedures include the dates in which the evaluations must be completed. The coach’s evaluations were completed before the second player evaluation, which is required prior to try-outs for the following year.

·      Other comments from the committee:

·      Have the Club finance coaches to attend the symposium in April (approx $245).

·      Send one or two coaches outside for clinics every other year and have them present a club clinic upon their return. Could then bring someone up on the off years to hold a clinic for all Club coaches.

·      Purchase additional equipment

·      Tabled discussion concerning a Director of Coaching until more input has been received.

·      Recruitment – should search for new coaches by ‘word of mouth’ and when mentoring the rec coaches.

4. Soccerships: Howard Maxwell will prepare an application form requesting a letter of interest. This form will also provide a section in which to indicate financial need or eligibility for the school lunch program. The President will approve this form, once it has been reviewed, and forward it to all coaches. All applications will be sent to the Club PO Box to be collected and coordinated by the Vice President (Kathy Port). The applications will then be presented, without the applying player’s name, to the review committee. The Soccership Committee is Laura Bender, Bev Luoma, and Cindy Vredenburgh. Target date for reviewing the applications is mid-February.
5. Process for Admitting New Teams: Rick Port was not able to attend, but sent in the process he prepared. Through discussion, minor modifications were made, including an additional item the applying team needs to address. Hope Swoffer moved to accept the Process for Admitting Existing Teams into the Eclipse Soccer Club, as added to. Bruce Gard seconded. The vote unanimously passed.
6. Eclipse Web Site: Tabled until Gary can attend with more information. Hope stated that the IRS now wants to know if organizations have web sites.
7. Development of “Standard Operating Procedures” i.e., a complete manual for team managers/treasurers/board reps: Nothing new to report. Cindy and Bev will continue to followup.
8. Ideas to Foster Club and Team Spirit and Fitness: Coaches met and came up with a plan for a bi-annual fitness test for every girl in the Eclipse Soccer Club. Discussion to continue at the next scheduled meeting.
9. Pull-tabs Update: The letter went in to Badger Den and we are currently waiting for an answer.

 

New Business:

 

1. FAC Lock-in – plans: Tabled, Amber Zellweger not present.
2. Costs of gym rental for winter / FYSA policy: Kathy Port will represent the Eclipse Soccer Club at the next FYSA board meeting.
3. Fund Raising

 

Open Discussion:

 

Next meeting will be Sunday, January 18, 2004.

 

Kathy Port moved that the meeting be adjourned. Cindy Vredenburgh seconded. The vote unanimously passed.

Meeting adjourned at 6:30.