Minutes

Eclipse Board Meeting Meeting  4-15-2007, 4-6 pm

Farthest North Girl Scout Office on Old Steese

 

Meeting Started at:  4:06pm

Members Present:  Larry Bright, Anita Simpson, Kim Stokes, Pips Veazey,  Kathy Port,  Greg Gibson, Howard Maxwell, Jennifer Templeton, Dave Veazey, Linda Olson, Sarah Keller, Rob Solomon, Bev Luoma, Bett Schaffhauser, Melissa Nicdorf, Mary Shipman, Nicole Nordstrand. Bill Black.  Guest:  Bill Kisken

 

Review of Minutes:  Howard Maxwell moved to adopt March 18, 2007 Board meeting minutes.  Jennifer Templeton seconded.  All in Favor.  Motion Passed.

 

Financial Update:  Kim Stokes gave a financial summary:  –Activity included fundraising concessions and other, building rental, clinic and registration fees, and uniform payments, and tryout fees and membership dues; Expenses included: advertising, clinic expenses, contributions, , fundraising expenses, FYSA registration, and uniforms. Total assets as April 15, 2007:    $64,237.98  The June Clinic expense of $10,000 was paid to Frank Trovato.  The U-17 tryouts collected $180; expenses associated with the tryout were $540 for advertising and the associated building rental.   

 

 

Old Business:

 

  1. U-17 Boys Team: Larry discussed the U-17 tryout situation that enough players did not tryout so the team will not be able to be formed, unfortunately;  the Executive Board made a decision for the club to cover the shortfall of the expenses of advertising and gym time associated with the cost of the tryout minus the $180 tryout fees collected
  2. Update on FYSA Activities: Brian Luoma was not present at the meeting.  Heads up that the indoor season will be changing how registration and insurance will be administered along with gym time allocations.  Pips suggested that it would be important to have an Eclipse club representative at the FYSA meetings. Next meeting need to fid out from Brian what is happening with FYSA etc.
  3. Uniform Committee Report:  Kim Stokes shared that the girls’ uniforms are all in and that trademark is currently embroidering and numbering the uniforms.  Kathy Port added that the boys pieces are primarily in except that some spring orders are having a harder time being filled due to backordering and items not being available.  The new uniform coordinator will need to consider uniform logistics etc in the future.  Kim said that Eurosport can do all the embroidering and numbering and can package up and send uniforms by team – something our club may really need to consider with the growing size of the club.
  4. Current Registration Issues:  Pips shared that the Ina K. website is up and running.  The deadline for managers is April 25th.  Please check with Pips regarding play up letters.   
  5. Summer Clinic:  Jennifer Templeton is spending a lot of time finalizing the clinic details.  Thank you Jennifer!   10 of 12 coaches are confirmed and will be completed by Wednesday.  At least 8 coaches are college coaches. All housing is set up.  Clinic dues are coming in and Kim is doing a great job tracking it.  
  6. Spring Snowmelt Tournament Update:  The kids had a lot of fun.  Stephanie McGinty and Patti Tennison did most of the organizing and did a great job. The first tournament was very successful with 28 teams playing from U8 – U-18.
  7. New Procedure on Play-Ups:  There was a lot of discussion regarding the proposed play up policy with coaches and members.  The purpose of this new procedure is to develop a vision of the club for the future in trying to develop strong true-age teams.  This policy is in effect for players born on or after 8-1-98.. Howard moved to amend the current version of the procedure to state that a minimum of 3 club coaches appointed by the President but not to include the two immediately involved coaches.  Jennifer Templeton seconded.  All in favor.  Motion passes.    Greg Gibson made a motion to accept the motion as written except to exclude “d”  which is the exception stating that “player in the same chronological school grade as the true-age player on the team”.  .Deon commented that there will be a different impact on players at different ages regarding play ups involving “d” and how close to August their birthdays fall.    10 in favor of the motion.  2 Abstained.  Motion passes.  Letter “d” is struck from the draft procedure.  Larry made a motion to re-letter procedure a-e.  Bett Schaffhauser seconded.  All in favor.  Motion passes.  Larry confirmed that the new procedure is in and made a motion to approve Procedure 2.6 as amended below regarding play-ups:

 

 

      2.6       Players must tryout for, and be rostered on their age appropriate team.  Exceptions are as follows, any one of the following:

                  a)         No age appropriate team is available within the Club,

                  b)         The coach of the age appropriate team cannot (no space on his/her roster), or will not roster the player and roster space is                               available on an older team,

                  c)         Player is born before 8-1-98,

                  d)         For players U14 and older, the Eclipse Board has previously approved their playing up (players already playing up at U14                               and above do not need to be approved each year), or

                  e)         The Eclipse Board approves a player playing up based on individual considerations or on the recommendation of at least three                               club coaches, appointed by the President but not to include the two immediately "involved" coaches.

 

All in favor of this new play-up procedure 2.6 as outlined above. Motion passes.

 

  1. Field Day Prep:  Larry said we are in good shape.  Approved to use Randy Smith fields.  Larry emphasized that Jim Currie, Randy Smith Principal, wants all vehicles parked in the parking lot and not on the grass because it is ripping up the outside area of the fields.  Larry would like this request followed by all teams using these fields at Field Day and all summer.  People bringing food for the picnic can deliver the food and then  park in the parking lot.  Larry to send an e-mail to all members regarding the Randy Smith fields.
  2. Summer Raffle Update:  Nicole stated that the raffle date will be July 26th, 2007 at the FYSA fields.  Raffle tickets will be distributed on and before Field Day to team reps.  Nicole is still trying to get a hold of the Eclipse 96 and Eclipse 92 reps for ticket distribution.  Also Nicole will be providing ticket sale locations to each team.  On another note Nicole mentioned some concerns about the use of the gaming permit.   Nicole will send a note to Pips for distribution regarding the use of the gaming account for raffles etc. so that all members and teams are aware of the procedures when considering the use of it as a fundraiser for teams.

 

 

New Business:

 

1    Carlson Center Concession:  To be discussed at a later meeting; Considering whether or      not to continue the concession work at the       Carlson.

2.   Vice President: Deon MacMillan shared that she has accepted a position in Minneapolis and the family will be moving in August.  She asked if there was anybody who wanted to step up as VP and replace Deon, and suggested to go back to their teams and look for new blood to step up to this position.  Deon said she will finish her work and details regarding the soccership procedures.  Thank you Deon for your contributions to our club.

 

 

The next meeting will be Sunday, July 8, 4-6 pm  at the Farthest North Girl Scout Office on Old Steese.