Minutes - Draft

Eclipse Board Meeting 4-5-2008, 4-6 pm

Farthest North Girl Scout Office on Old Steese

 

Meeting Started at: 4:10pm  (the meeting started later waiting for more members to attend, started the meeting even though we did not have a quorum, only 13 attended) 

Meeting called to order by Reba Cadigan, Vice President, sitting in for Larry Bright.

Members Present: Reba Cadigan, Sue Signor, Anita Simpson, Jeff Stokes, Bruce Gard,  Bev Luoma, Brian Luoma, Nicole Nordstrand, Linda Olson, Janet Schaefer, Sue Bishop, Aisha Bray, and Jon Bray.

 

Review of Minutes: Minutes from the January meeting have already been approved. 

 

Financial Update: – Sue has player cards for all teams.  Sue distributed the profit loss and balance sheet since we got our new accountant. Sue sent out a note to coaches that gym fees are due.  All gym fees have been updated by Dave Veazey on a spreadsheet, if you have any questions talk to Dave about gym time.  Sue has also sent out reminders that the summer clinic, and coaching fees and other fees are due.  Our accountant has applied for an extension for our taxes, we missed the date and the accountant does not think we will have fees and he will pay them if we have them.  The Quickbook training probably will not be available until the end of April, still waiting to get the template from the accountant.  We are obviously disappointed it has not happened sooner.   Sue will be trying to set up a treasurer’s meeting despite not having the templates just to provide support and have a meeting if there are questions or concerns. 

 

Sue gave the financial summary: –Activity included clinic fees, coaching fees, concessions at the Carlson, membership dues ($38,925.00) building and gym fees, and 3 vs. 3 tournament fees. Expenses included clinic expenses, coach’s payments, concession payouts, outside tournament reimbursements, gym rentals and 3vs3 tournament expenses.  Total assets as March 31, 2008: $51,818.53.

 

 

Old Business:

 

1.   FYSA Update: Brian Luoma informed the board that the rec spring tournament is underway and that online registration is open for all ages for the summer.  Deadline is April 18th!  Janet Schaefer shared and update on the Run-A-Muck.  Coordination is going well, and is a good fundraiser for FYSA; they are still accepting registration forms for the   Sunday, April 20th    run starting at 10 am.  Lots of teams are doing it, volunteers are still needed.  Mostly crossing guards.  Please contact Janet Schafer directly if you can help: janet@fieldmom.com.

  1. Summer Raffle: Nicole Nordstrand does not have the tickets printed yet because some issue with Interior Graphics.  Nicole is getting quotes from 3 other places for printing costs.  We are shortening our selling time if we do not get tickets soon.  Nicole is waiting for rosters from teams and will just get the minimal tickets until she has a firm number.   She is hoping to have the drawing during the midnight Sun tournament.  As soon as Nicole has the tickets she will set up meeting times to distribute tickets to teams and provide ticket selling locations.
  2. Uniform Update:  Robin did not attend the meeting.  Bev Luoma has not heard anything from Beaver Sports.  Robin sent a message to Beaver Sports but has not seen anything come back. 
  3. Registrar Update:  Pips did not attend the meeting.  Sue Signor shared she has player cards.  Sue said she was not sure if Pips has asked for rosters or not.  Pips will send out a note.

 

New Business:

 

1.   Unified Logo: Fabio did not attend the meeting.

2.   Uniform Request:  Howard did not attend the meeting.

3.   Summer Clinic:  Bruce Gard gave an update on the summer clinic:  Dates are set: May 27 – 30 – Younger teams; June 1 – 4 Older teams, so far we have 5 coaches, mostly from California.  Bruce said he has plenty of homes ready to accommodate the coaches – thank you!  Bruce needs ½  of the payment to Frank Trovato.   We pay per the player. Bruce believes that each team needs a minimum of 12 players to have a designated coach.  There also was a lot of discussion whether this clinic is mandatory to all teams, and what the exceptions are if a player can not attend.    Sue Bishop suggested that in the future we put something in our procedures formalizing what our procedure is for the annual Eclipse clinic, what the mandatory requirements are for each team, and the minimum number of players. This issue will be further discussed at the next board meeting.

4.   Date for Field Day:  May 18th- Randy Smith 1-4 pm.  Howard needs someone to take this over and work with him to start shadowing him for next year.  There were a lot of questions about how the field day is run, fitness first, then have some games; what the overall purpose is and what the coaches want out of it.   A coaches meeting is necessary to decide how it will be run this year.  There seems to be some different ideas amongst coaches on how this should be run.  Reba Cadigan strongly urged that a coaches meeting be set up ASAP to decide the way forward for Field Day.  Additionally, there was a request about getting an updated team picture of the entire club.  Details to be worked to get all teams together for an updated picture and date and time to be finalized at the next board meeting.

5.   Scholarship Review Committee- Reba would like to do the first review on April 15th.  Nicole and Anita will review scholarships with Reba.  Sue says we have $2,500 earmarked for the scholarship fund.    Reba would like this added to a future agenda: the amount we have available for scholarships and if we will be using a percentage of funds from the club raffle for scholarships.  Each request will have a need and why they need it.  Committee has the option to award only a partial or the full amount.

6.   Spring Tryouts – P98& P94 – Only two teams asking for tryouts.  Howard has allowed some time to use at Ryan.  ’94 already have some gym time at Woodriver.  P98’s doing one on the 19th of April.  Reba Cadigan asked for $400 to be used for advertising for spring tryouts;   tryout fees will only be $10.00.  $400 will cover advertising.  Reba will be doing the advertising for the Newsminer.

7.   Jennifer Templeton 4x4 Memorial Tournament:  A reminder was given at the meeting that registrations are still being taken for the 4x4 co-ed tournament to be held April 26 and 27th.  Contact Mary Shipman if you have questions:  456-4811. Teams are encouraged to sign up and support the tournament and attend the Spaghetti Feed/Silent Auction Saturday, April 26th from 5:30 – 7:30 pm at Tanana.  Players from both teams are selling tickets for the event. There will be a lot of great things auctioned off.  The tournament is supporting the ’94 Phoenix and ’94 Eclipse teams for the Regional tournament and a portion of the proceeds will be donated to the Scholarship Fund in Jennifer’s name. 

8.   Outside Tournament Reimbursement:  Sue Bishop asked about the fee to be paid for their ’93 team to go to an Oregon tournament this summer.  Sue Signor will pay for the fee for the team as it covers one of tournaments they are sanctioned to have, if they forgo the Far North Tournament.  If training is to take place instead of a tournament, a coach would have to make a request to the board for the training, especially if their age group does not have a tournament like the P-98.    Janet Schaefer to pursue this option and provide an update at the next Board meeting.

9.   Beaver Sports Drawing – To entice coaches to come to meetings, Reba had a drawing for coaches win approx $30 gift certificate to Beaver Sports (certificate given to the club from % of Beaver Sports purchases).  Bruce Gard won the drawing.

10. Coaches Approvals:  Agenda item for next board meeting - ’94  Coach  and some assistant coach approvals still needed.

 

                       

The meeting was adjourned at 5:15 pm by Reba Cadigan.

 

The next meeting will be TBD.