Minutes

Eclipse Board Meeting 3-20-2005, 4-6 pm

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

 

Meeting Started at:  4:02

Members Present:  Kathy Port, Barb Stockwell, Pam Broderick, Derek Broderick, Sara Alden, Gary Bender, Wendy Quinn, Bruce Gard, Greg Gibson, Bev Luoma, Brian Luoma, Howard Maxwell, Rick Port, Rob Solomon, Kim Stokes, Jennifer Templeton, Audrey Svoboda, Randy Pitney, Susan Bishop, Amanda Ross, Jeff Stokes, Liz Styers, Cindy Vredenburgh, Laura Bender, Maureen McDermott, Alan McGinty

 

Review of Minutes:  Typographical errors were identified.  Gary Bender made a motion to accept the minutes as corrected.  Howard Maxwell seconded.  Motion passed.

Financial Update:  No financial information presented.

 

Kathy Port, acting President in Larry BrightÕs absence, requested additions or changes to the agenda.  Positive Coaching Alliance added as Old Business #6 and Howard Maxwell added an FYI E-93 fundraising item for New Business #3.

 

All present introduced themselves with their Club and Team affiliation.

 

Old Business:

 

  1. Uniform Order:  Eclipse – Kim Stokes has a few teams and will accept the remaining after the meeting adjourns.  She has extra forms.  The published due date was March 13; all orders must be in today.  Cindy Vredenburgh asked how to handle duplicate numbers on E-88.  Laura Bender said the club has handled this in the past.  She currently has enough jerseys in stock to cover the changes.  She will be sending in a Diodora order this week for any new players on teams not ordering the new uniforms.  She will get the boys order from Kathy Port prior to submitting the order.  Sara Alden asked to have additional uniforms ordered for the players she is planning to roster soon.

Phoenix – Kathy Port is coordinating the boys orders for the new teams and any new players on the old teams.  She would prefer receiving the spreadsheet as well as the individual order forms.  Bev Luoma brought an alternate jersey in gold to replace the current white jersey.  The new teams would order the gold jerseys while the old teams would transfer to the gold at a later date.  The Phoenix originally had gold alternate jerseys, which were discontinued.  (They have had problems with local referees not changing their shirts and blending in on the field.  Technically, referees are supposed to change their shirts.)  Bev Luoma made a motion to use the gold jersey in place of the white alternate jersey for the two new teams with the current teams changing within two years.  Rick Port seconded.  Motion passed.

  1. Tryouts for 90s or 92s:  Both teams are filling their rosters without an additional try-out.
  2. Policy Changes:  Hope will present the per diem policy changes for approval at the next Board meeting.

Kathy Port reviewed the two changes she had emailed to Board members.  The first item dealt with colors of uniforms and added the Phoenix colors (9.2).  Bruce Gard made a motion to accept the change as submitted.  Sara Alden seconded.  Motion passed.  The second item allows for fundraised IPA amounts to be transferred to a sibling account (10.2).  The wording was amended to read ÒFundraised money within an IPA may be transferred to a sibling on another Eclipse or Phoenix team.Ó  Gary Bender made a motion to accept the change as amended.  Bev Luoma seconded.  Motion passed.  Discussion included having IPA funds transferred between sibling accounts without a sibling leaving the Club.  This change will be written as a separate policy and presented at a future Board meeting.

Rick Port reviewed the policy change he had emailed to Board members.  This change would allow an instate tournament fee to be substituted for an Outside tournament fee (2.9).  Rick Port made a motion to accept the change as submitted.  Howard Maxwell seconded.  Discussion included the financial impact this change could have on the Club; clubs are encouraged to attend In-state tournaments, especially State Cup; improving teams by attending Outside tournaments; and the wording of the change.  Rick withdrew his motion, Howard agreed.  The change was re-written to read ÒShould a team choose to replace an In-state tournament with an Out-of-state tournament, the Club will reimburse the team for the Out-of-state tournament registration fee up to the cost of the In-state tournament registration fee; limited to one tournament per fiscal year.  This excludes the State Cup registration fee.Ó  Sara Alden made a motion to accept the change as re-written.  Bruce Gard seconded.  Motion passed.

During discussion, the fact that P-94 received reimbursement for the Arctic Freeze Tournament was brought up.  This tournament was not in the same fiscal year as the tournament it replaced.  Greg Gibson made a motion to waive the Phoenix 94 Arctic Freeze registration fee for this fiscal year.  Howard Maxwell seconded.  Motion passed.

  1. FYSA dues /paperwork:  Pam and Derek Broderick said today was the last day to submit paperwork for the Summer Season.  They will stay after the meeting adjourns to receive team packets.
  2. Update on FYSA activities: 

Brian Luoma reported FYSA will have on-line registration for rec this summer. 

The U-19 team has 14 rostered girls with some additional girls attending practices only.  The there is no boys U-19 team.

Only two teams have requested FYSA field practice times.  Howard Maxwell said he thought the club had to request as a group – which is not the case.  Rick Port asked if teams going to Regionals  would still be receiving field time for practices, as in the past.  He should contact FYSA to schedule the time he needs.

FYSA will host a summer camp with ODP coaches and a goalie camp.  Brian has flyers.

There will be a concession stand for the summer season.

FYSA will be holding a meeting next Wednesday evening to see what direction the soccer community wants to go – including plans for South Davis Park.  South Davis Park will have five to eight fields and maybe an artificial turf field to be used for Spring soccer with the high schools.  The Salvation Army bid for a recreation center grant was brought up, which would probably include an indoor soccer field.  Howard Maxwell said Information Insights prepared the grant for the Salvation Army.

  1. Positive Coaching Alliance:  Bert was not able to attend.  Item tabled.

 

New Business:

 

  1. New U17 Phoenix and coach:  Larry Bright and Kathy Port met with Larry Foster to discuss transferring his team to the Eclipse Soccer Club.  Larry Foster has not responded.  Howard Maxwell heard the team will stay with the Flaming Lizards.  Kathy said it basically got down to money issues.

Discussion moved to a policy change involving girls on boys teams.  Gary Bender reported National does allow mixed teams, but Regionals do not.  Bruce Gard feels that unless there is no other place for players to play, teams should remain gender specific.  A volunteer was requested to write the policy addition.  Howard suggested a person who feels strongly about the issue should write the policy.  Due to no volunteers, Kathy will write a draft.

  1. Information on Eclipse 94 coaching staff:  Bert Boyer will be going on sabbatical from August 2005 through August 2006.  Alan McGinty has been assisting Bert and would be the coach in BertÕs absence.  The Club requires the same information from Alan has it does from all new coaches:  letter of introduction, three letters of recommendation, and a background check.  He should email the information to Larry Bright, who will then make the distribution to the Board Members.
  2. Fundraising: 

2005 Summer Raffle – Rick Port made a motion to hold the Annual Summer Raffle.  Gary Bender seconded.  Motion passed.  The raffle is mandatory.  A club coordinator and individual team coordinators are needed – all teams should ask their parents for a volunteer.  Howard Maxwell reported the Winter Raffle drawing will be held April 17.  May 1 and after Ina K were both suggested for starting times. Liz Styers suggested that because Fairbanks is hosting State Cup this year, the drawing should be held during the tournament - the Board agreed on the second Saturday, August 13.  The Club could have a booth set up during the tournament for Club sales; team sales would need to be cut-off earlier due to bookkeeping issues.  There will not be a cash prize to the winning seller.

E-93 FYI:  E-93 has Eclipse pins to sell as a fundraiser; Howard Maxwell checked with Larry Bright before initiating the development and production of the pins.  They would be used at Outside tournaments for trading and selling.  Sara Alden informed the Board that Eclipse already has club pins.  When Eclipse first started, a pin was developed to take Outside.  About four teams have had several orders over the years, but none recently.  There are a few hundred remaining.  Teams would purchase the pins for the teams to trade with the opposing players following each game and for the girls to trade.  Trading pins is very big at USA Cup, with an area set aside to purchase / trade pins.  Greg Gibson said the Club used to give pins to each new member; pins were purchased in bulk (1,000 pin order).  In the past, the Club ordered the pins and the Teams purchased at cost.  E-93 purchased 300 pins and plans to make another order; they will offer a reduced price to girls/teams purchasing in bulk.

Amanda Ross reported E-90 is planning a silent auction during the Midnight Sun Tournament.

FYSA is selling Tupperware as a fundraiser.

  1. Field Day:  Will be discussed at the next Coaches Meeting to be held at Howard MaxwellÕs on Saturday, March 26.

 

Bruce Gard asked for additional information concerning playing Outside and especially at the USA Cup:

¤       Teams are asked to seed themselves – suggested to seed as ÔBÕ if ABC format

¤       Attend the professional game

¤       Find out where parent and fans should sit – has been next to the players in the past

¤       Schedule extra time at the field complex to watch other games, etc.

¤       Valley Fair is the local amusement park

¤       Shop first

 

Gary Bender made a motion to adjourn.  Bev Luoma seconded.  Meeting adjourned at 5:55.