Minutes

Eclipse Board Meeting Meeting 8-19-2007, 4-6 pm

Farthest North Girl Scout Office on Old Steese

 

Meeting Started at: 4:25pm (Delayed due to 6 vs 6 championship games)

Members Present: Larry Bright, Anita Simpson, Kim Stokes, Pips Veazey, Sara Alden, Susan Bishop, Bruce Gard, Greg Gibson, Howard Maxwell, Bev Luoma, Brian Luoma, Bill Black, Dave Veazey, Fabio Mariutto, Alan McGinty, Ken Mach, Will Irvine, Mary Shipman, Robin Miller, Linda Olson

Guests: John Cadigan, Ron Templeton

 

Review of Minutes: Howard Maxwell moved to adopt July 8th Board meeting minutes as modified written by Kathy Port. Bruce Gard seconded. All in Favor. Motion Passed.

 

Financial Update: Kim Stokes will no longer be the Club Treasurer due to increased demands at her job and we are currently looking fill this very important vacancy. Larry Bright proposed that we have two Club Treasurers: one lead treasurer for the Eclipse teams and a treasurer for the Phoenix teams. The club is considering have an incentive for the future treasurer due to the great demands of the position. In the interim, Larry is to ask Hope Swoffer if she could help fill in until we find 1 or 2 treasurers.

 

Howard Maxwell asked Larry about coaching fees reimbursement. Larry said that if coach’s player evaluations are completed, then they can be turned into Larry so that coaches can receive their checks.

 

 

Larry gave the financial summary: –Activity included clinic fees, coaching fees, membership dues and uniform payment and bank interest. Expenses included clinic expenses coaches travel and payments, equipment, gym rental, tournament fees, tryout supplies and uniforms. Total assets as August 18, 2007: $20,487.

 

 

Old Business:

 

  1. FYSA Update: Brian Luoma informed the board that the next FYSA AGM is August 30th. He encouraged members to attend to represent our club, and to also consider participation as an FYSA Board member. We need more Eclipse members a part of the FYSA organization. There will be no by-law changes. There are 3 seats on the State Board. Kim Stokes is interested in one of the positions; Ron Templeton is considering being on both the AYSA and FYSA boards. Brian added that FYSA is working on the fields for ’09 across the street from the current fields and that it is all going well.
  2. Summer Raffle: Nicole Nordstrand was unable to attend meeting. .
  3. Reminder: coaches document player evaluations, and team treasurers collect funds for coach stipends. Pips will send a reminder to collect player evaluations by coaches so that they can be paid for their coaching fees. Parent evaluations of coaches go to Larry Bright.
  4. Rune Ebbeson Application for Solar Eclipse 97: Rune did not attend the meeting. At the tryout, all ’97 players will be evaluated together. To have two teams, it will be depended on the number of player who tryout.
  5. Tryouts: Brian Luoma is currently working on the FYSA fields for use at the Eclipse Tryouts September 5th and 6th. Thank you Brian and Bev and family! Howard Maxwell has volunteered to take care of the advertising and confirm with coaches all the details. A motion was made by Greg Gibson to approve up to $2000 for Eclipse Tryout advertising. Howard seconded. Motion Passes. Will Urban will be handling the ’94 Phoenix tryout with some help from Alan McGinty, and others. Greg Gibson also offered his help for player evaluations along with the need for coaches that are available to just step in to help with tryouts where needed. Pips said that she has all the material needed for tryouts, just need to make a few more signs.
  6. Volunteers Needed: The club is in need of a Phoenix Uniform Coordinator, Club VP and Club Treasurer(s). Robin Miller, Eclipse Uniform Coordinator shared that Kathy Port would stay as Phoenix Coordinator if we go with all uniform order and distribution through Eurosport. Each team would be responsible for their own uniforms.

 

 

New Business:

 

1    Date for AGM: The Board agreed that October 14th, 2007 will be the date for the 2007     AGM, 4-6 pm at Randy Smith. Larry Bright to confirm the use of Randy Smith for the meeting. Teams need to start thinking of some good door prizes from their team         which will be given out at the meeting. It was also suggested that we again try to get       contributions for the scholarship fund. It again will be a potluck.

2.   Application for Phoenix ’98 (John Cadigan): John provided his background and shared his desire to coach the Phoenix ’98 team. He has also helped coach the ’96 Eclipse girls with Sara Alden. Dave Veazey made a motion to accept John Cadigan as Phoenix ’98 coach. Robin Miller seconded. All in favor of the motion. Motion passes.

3.   Coach for Phoenix ’94 (Discussion): Ron Templeton shared that tryouts are taken care of and following tryouts the decision of who will coach the team will take place. Alan McGinty and Billy did a wonderful job taking the team through the season and the state cup tournament. However, Alan has his own regional bound team to coach and would be difficult to coach two regional teams. Ron said the team is looking for a long term solution to coach the team.

4.   Tribute to Jennifer Templeton – ideas: The club ordered 300 patches for the State Cup.. The 94’ put the patch over the hearts on their jerseys and the rest of the teams put them on their sleeve. This was a wonderful tribute to Jennifer. It is too soon to decide the future of the Jennifer patch. There was a discussion about a donation of $2000 be given from the Club to the Jennifer Templeton Memorial Fund. Howard Maxwell made a motion for the club to donate $2000 to the Jennifer Templeton Memorial Fund. Will Irvine Seconded. The motion passes. The board also discussed the naming of a tournament in Jennifer’s memory. There was discussion if it should be the Spring Melt Tournament which was first kicked off this year, 2007, or the possible renaming of the Midnight Sun Tournament, along with other ideas, such as another summer tournament. This idea was around the fact that Eclipse is a large club and does not run a big tournament. Howard Maxwell also suggested the idea of taking over the previous January 4 vs 4 indoor tournament or the possibility of the use of the Carlson Center for a tournament. No details of the type of tournament was decided, however it was agreed that the Eclipse Club will have a tournament named after Jennifer Templeton. A committee will be working the details. Lastly, Jennifer Templeton was nominated by Frank Trovoto as Coach of the Year for a Boys Team.

 

Because of the late start of the meeting – the meeting time was extended to 6:30 pm.

 

5.   Proposals:

      - Support for volunteers: Delayed to the next meeting.

      - Part time Director of Coaching (discussion only): There has been discussion with

Colin Barton for part-time training for our coaches. Larry Bright will be circulating a

draft of the proposal to coaches. To be further discussed with board.

- Contract with Gary bender for maintenance of our website and developing a new

version. Larry stated that we need more of a business relationship with Gary to work

on our website. He has put countless hours already in the past years maintaining our

website and it is time we pay him for his services. Larry would like to pay Gary $22.50

an hour for work on the website. Larry Bright to provide the board a draft proposal of

what exactly the club will pay, what it needs and who will be working on it.

            - Restructuring the Board: Larry asked the board what they think of the size of the                     board and if it should be restructured. He asked if the board is too big and if it should

            be narrowed. There was a lot of good discussion around making the board smaller and

            keeping it the same. Greg Gibson emphasized the original intention of the board when

            the club first started was to keep a weighted balance between parents and coaches.

            There were comments that it seems like the board is very large – but that it actually

            functions rater well and the input from the many different members is often helpful.

            Also, it does improve the communication flow with representatives from each team

            being a part of the board. It was suggested, however, that the Executive Board be

            more empowered to handle more of the agenda items and for them to meet on their

            own to make decisions rather than presenting the smaller items to the larger board.        

            This idea will be further discussed at the next board meeting.

 

            The meeting was adjourned at 6:30 pm.

 

 

 

 

The next meeting will be Sunday, September 16, 4-6 pm at the Farthest North Girl Scout Office on Old Steese.