Notes from Eclipse Board Meeting
July 13, 2003; 4:15
Members Present: Cindy Vredenburgh, Larry Bright, Howard Maxwell, Karen Binkley, Amber Zellweger, Bruce Gard, Lynn Gilbert-Gard, Danny Gibson, Susan Rohrbaugh, Danny Gibson, Amber Zellweger, Bert Boyer
Financial Update: Hope was not present, so no formal report, but it was noted that the Solstice Clinic went well organizationally and financially. There would be funds reimbursed to IPAS but the exact amount was yet to be determined. Some discussion as to why we put the extra funds into IPAS Ð why not just put those funds into the Club account? Simply the way its been done in the past, and all agreed it should be something discussed further, and at a later date.
Old Business
1. Solstice Clinic Closure. Very good collection of coaches this year. Parents and players generally pleased with the structure and instruction of the clinic. Thanks to all for all their work this summer!! Some discussion of timing. Would it be better to schedule the clinic after the Midnight Sun or well before? Constraints on scheduling include Georgia State Cup, Ina K Tournament, Midnight Sun Tourney, and Chugiak Club schedule. Brights were directed to begin discussions with Chugiak Club right away about next year. General consensus was that weÕd not schedule the clinic immediately prior to the Midnight Sun Tourney next year, likely would prefer immediately after the Midnight Sun. Board requested clinic evaluation forms be sent to team managers for distribution to players. Would like to get as much feedback as possible from players and parents.
2. Tournaments. Two Eclipse teams are going to the Far North Tournament, 2 teams to the Zane Cup Tournament and 4 teams going to state.
3. Eclipse Raffle. The raffle is going well. There was a discussion about next yearÕs raffle. It was suggested to include 2 free Alaska Airlines tickets in the raffle, so that there would be cash prizes as well as tickets. Keep the tickets at $5/ticket, and perhaps ask club members to sell 2 books for the club (20 tickets total) instead of one. Howard Maxwell will investigate the airline tickets. Thanks to Amber for coordinating the Raffle!!
4. Player Evaluations. Coaches are reminded that all Eclipse players should receive 2 evaluations per year. At least one of these must be written and provided to the player and her parents. It is recommended that the written evaluation be accomplished during or at the close of the summer season.
5. Coach Recruitment and Development Committee (CRAD). Eclipse Coach Evaluations need to be handed out to players/parents immediately after the Far North Tournament. They need to be collected by team managers before or during the State Cup and passed on to the team CRAD member, Larry Bright, or another Board Member. The current evaluation form is being reviewed by CRAD, coaches and board members and will be emailed to managers for distribution by 7/21/03. Larry Bright shared a copy of a newly developed Coaches Handbook from the Chugiak Soccer Club. The Board recommended this and other information provided by board members (handbooks from other area sports clubs) is reviewed by the CRAD committee and a handbook developed for Eclipse. Also recommended, that a handbook for managers and parents be developed.
6. Eclipse Tryouts. Club tryouts will be held on two days this year:
Friday, August 15: 5:30 Ð 7:30 for 94s, 93s, and 92s, and from
7:00 Ð 9:00 for 91s, 90s, 89s, and 88s.
Saturday, August 16: 1 Ð 2:30. for 94s, 93s, and 92s, and from
2:30-4pm for 91s, 90s, 89s, and 88s
Registration will be conducted the first half hour of each session. Should be minimal need for registration on Saturday. It is recommended that players attend both days, but at least one day is required. Considerable discussion regarding a registration fee, more on that later (consensus was if a fee is required, it should be $10). Cindy is checking on availability of FYSA fields.
New Business
1. IPA Committee. The need for clear instruction regarding the IPA was discussed, but further work on this was tabled until Hope, a CPA and other team managers/treasurers could be present. It was agreed that this committee should develop a written document clearing outlining what the IPA can and cannot be used for. We need to be sure we are meeting all regulations regarding our nonprofit status and gaming permit. It was further discussed that this information should be a part of a handbook for team managers. Susi agreed to call Hope and get this process moving.
2. Club Gaming Permit. The 93s were given approval for use of the permit to raffle off a quilt. Tickets for the quilt will be sold after the completion of the Club Raffle, July 28. There was a general discussion about the use of the clubÕs gaming permit. A motion was passed requiring Board (either full Board or Executive Committee) approval prior to use of the permit and that at least 10% of any profits generated from the use of the permit would go to the club.
3. Coach for Eclipse 94. There are three, possibly four individuals interested in coaching a 94 Eclipse team. Bert Boyer and Danny Gibson were present at this meeting and both gave presentations regarding their individual goals and approach with regard to coaching a potential 94 team. Danny would like to share coaching duties with his brother, Greg, who was not at the meeting. Therefore, Danny gave a short presentation and expressed a desire to give a more complete presentation to the Board with Greg present. Bert Boyer discussed his background (played Division I soccer, coached rec and comp), his philosophy of player and team development, and provided letters of reference. Both Danny and Bert left the meeting after giving their presentations and the Board discussed a selection for the 94 team. It was agreed not to render a decision and to allow Danny and Greg an opportunity to give a more complete presentation. There will be a special board meeting to discuss and make a decision regarding this issue on August 4, 5:30 pm, at Salvation Army. All board members are encouraged to attend, and parents are welcome as well.