Minutes

Eclipse Board Meeting 2-15-2004, 4-6pm

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

 

Meeting Started at: 4:10

Members Present: Larry Bright, Kathy Port, Barb Stockwell, Hope Swoffer, Sara Alden, Gary Bender, Bruce Gard, Colleen Kowalchuk, Brian Luoma, Howard Maxwell, Wendy Quinn, Angie Wills, Mark Gramstad, Beverly Luoma, Suzi Nicolai, Jody Thomas, Cindy Vredenburgh, Ginny Ohdersk, Laura Bender

 

Review of Minutes: Kathy Port moved to approve the minutes as written. Gary Bender seconded. Motion passed. Gary Bender is posting the Draft minutes on the website when he receives them.

Financial Update: Carlson Center concession revenue was $1372.19; to be distributed once Hope Swoffer receives how to distribute. FYSA reimburse the Club $1650.00 for practice time fees from both indoor sessions and for players practicing but not playing. Expenses included concession payout (from prior revenue received) and purchase of the domain name.

 

Old Business:

 

  1. Monthly Eclipse Newsletter: Sara Alden presented a sample newsletter. The sample was passed around for rosters to be updated and corrected. The goal is to distribute by April 1. Each team is to send all pictures, articles, events, and other team information to Sara by March 6. (sara_alden@health.state.ak.us)
  2. CRAD Committee Report: Nothing to report.
  3. Soccerships Committee Meeting: Howard Maxwell summarized the activities. They are currently waiting to receive applications to review. Two applications have been received Ð the postmarked deadline was February 15, so the review committee will wait until the mailbox is checked again. Review committee members are Bev Luoma, Cindy Vredenburgh, and Laura Bender. The committee should have recommendations ready for the March Board Meeting.
  4. Eclipse Web Site: Gary Bender was able to purchase Eclipsesoccer.net as the Club domain name. More team interest in the current website must be expressed before development and moving to a new server. The only activity subsequent to the last Board Meeting was one team adding a link to the current site. A form granting permission to use playerÕs names, pictures, and other information is attached to these minutes. This form will be an agenda item for the March Board Meeting.
  5. Development of "Standard Operating Procedures": Suzi Nicolai, with Cindy Vredenburgh and Bev Luoma, will be developing the procedures manual.
  6. FAC Lock-in Ð plans: Amber Zellweger emailed information today; date changed to Saturday, March 6 due to scheduling problems. Forms are due by February 28; there should be one contact person per team handling the details.
  7. Costs of gym rental update: Reimbursement was received; Hope Swoffer needs details to reimburse the teams involved. Larry Bright reported that this subject was discussed at the Comp Club President's Committee meeting; not all comp clubs were represented. FYAS Board policy is $10 per player for each 1.5 hour session. Because of confusion on how to register teams/players, FYSA feels that Eclipse may be receiving more hours than the policy states. Three hours need to be returned. Larry Bright feels this situation needs to be resolved this year. All information concerning Eclipse teams/players/hours using practice time distributed through FYSA will be provided to FYSA for their decision on whether more fees are required. Discussion included: schools canceling gym time with no replacement time provided; going through the school district directly to schedule time; holding a lottery for each comp team requesting practice time; and having the ability of stating how many hours per week each team prefers to practice.
  8. Soccer Symposium: No updates. April 2 - 4 at West Valley High School.
  9. Comp Club President's Committee report: Continued from #7. After the Summer Schedule has been completed, FYSA is offering to hold a coaches meeting on the following Saturday to work out the "kinks" in the schedules. Howard Maxwell stated there will be problems due to teams having to play up or down, depending on the number of available teams for competition. Bruce Gard and Gary Bender have both had situations where they played the same team five times. The FYSA plan will only work if all coaches from all comp teams attend. Howard Maxwell said this will be discussed at the next Coaches Meeting. Larry Bright will plan to attend.

 

New Business:

 

  1. Uniform Order: Laura Bender reported that prices have not changed from last year. Purple and black backpacks have been added. Discussion included the older teams wishing to change the uniforms, but they have not made presentations to the board; purple socks instead of white; appearance of club if teams allowed to have different items; quality of current brand versus other brands; more brands carrying purple. Kathy Port made a motion to keep the same uniform with white socks for the upcoming season. Mark Gramstad seconded. Motion passed. A motion was made and withdrawn to allow the outer gear to be optional by team. Proposals for new uniforms and outer gear must be presented to the board by the October meeting.
  2. Summer Clinic: Georgia Coaches Clinic dates are set for June 21-25, the week following the Midnight Sun Tournament. The easy day will be moved from the last day to Monday. Teams planning to attend are 89, 91, 92, 93, 94, and Phoenix. Sara Alden said the 90's could only attend part of the clinic. She would like to have her team attend, if it was possible for negotiations.
  3. Spring Tryouts/Additional Teams: Moved to the Coaches Meeting. Concerns include the cost to hold tryouts and the timing to purchase uniforms for new players.
  4. Spring Field Day/Fitness Testing: The date was set for Sunday, May 23 from 1:30 to 5pm ish. The Fitness Test will be administered to all players. According to the approved proposal, every player must take the test prior to playing in any games. Each team will be required to man one of the testing stations.
  5. Eclipse 4V4 Tournament: Kathy Port looked into types of fund raising tournaments. There is not enough time to adequately plan and put on a spring tournament. This will be added to the Coaches Meeting agenda.
  6. New meeting location: Due to conflicts in schedules, we cannot use the Salvation Army facility any more. After a brief discussion, it was decided to meet in the Farthest North Girl Scout Council meeting room. The room can be reserved up to four weeks in advance. Setting up and taking down tables and chairs is required. Sunday afternoons should not have conflicts with Girl Scout activities. Suzi Nicolai has access to the Alumni Room at UAF if an alternate location is needed.
  7. RST Fundraising 2 for 1 cards: Ginny Ohdersk, a parent from the 89 team made the presentation. Up to 40 businesses can be included. RST will contact the business and provide the cards. The cards will be purple and have the Eclipse Soccer Club name and logo. The sales price of each card is $5.00, with 50% staying with Eclipse. If each player sells four cards for the club, approximately $1000.00 will be raised. The remaining cards sold will benefit the player's IPA. Suzi Nicolai made a motion to sell the RST Fundraising cards and the first four cards per player goes to the club, with every team participating. Kathy Port seconded. Motion passed. Information will be sent to the teams when available.

 

Open Discussion:

 

Next meeting is March 21 from 4 to 6 pm at the Farthest North Girl Scout Council meeting room.

 

Gary Bender moved to adjourn. Sara Alden seconded. Motion passed.