Minutes - Draft

Eclipse Board Meeting Meeting 8-25-2008, 4-6 pm

Farthest North Girl Scout Office on Old Steese

 

Meeting Started at: 4:03pm 

Agenda:  No changes to the agenda.

Members Present: Larry Bright, Rebekah Cadigan, Sue Signor, Anita Simpson, Pips Veazey, Greg Gibson Brian Luoma, Beverly Luoma, Rob Solomon, Kyle Evans, Howard Maxwell, Bill Black, Sarah Keller, John Cadigan, Mary Shipman, Linda Olson, Nicole Nordstrand, CP Price, John and Aisha Bray; Guests: Michelle Steel

 

Review of Minutes: Howard Maxwell moved to approve the May 4, 2008. Pips Veazey seconded. Minutes approved. 

 

Financial Update: – Sue Signor provided a financial summary as of July 31, 2008 and says we are looking good; Coaching fees have not been paid; with gym rental and club clinic we broke even.  The scholarship committee awarded 3 scholarships.  We are doing well with member dues; we covered tournaments, office supplies, etc, and saved money with State Cup here.  Some teams only played in 3 tournaments.   Tryouts coming up, let Sue know if anything is missing.    FYSA – Sue needs a cost from FYSA on how much it will cost for us to use the fields during tryouts.  Our total assets are $ 41, 925.53.  Coaches need to give Sue W-9 and player evaluation list, etc.  End of year bookkeeping – Sue plans to send out end of year spreadsheet to each treasurer to get back to Sue.  IPA policy issue – we want to make sure we are abiding to IRS regulation with player contributions.  Pretty complicated.  Clubs do things differently and so this is not an easy issue.  The executive board has agreed that next year all teams develop a budget for the year; the manager, coach, and treasurer of each team to come up with tournaments, clinics, fundraising, and estimate what each player will owe. Individual Player Obligation (IPO) – each player knows what they owe at the beginning of the season (estimate funds that are directed to the team account).  Sue to send out an example budget – so teams have a template to use if they want. Howard asked if at the end of the year we should have an assessment if the amount we asked for from dues was pretty accurate, etc.  Are we in the ballpark?  Seems about right?  Sue to give a summary of membership dues at the AGM.

 

Old Business:

 

1.    FYSA Update: Brian Luoma :  Mary Ann resigned so we have a new program director – Linda Burke.  AGM tomorrow tonight – Clay Clark running for President, 4 board seats open; we could use some board seats; this is a turning point for FYSA; need new folks and new energy. Signups open for fall;  South Davis grass is growing, fence around Sept. and hope to start using in 2010; plans are in place for a strategy on how to use the 6 fields; being able to rent out fields for practice times and give some fields at the current site a rest and get fixed. Intention is to be able to rent fields, also the state is looking for us to host the Directors cup or Regional tournament.  There could be a problem with the softball park and dog complex with through traffic.  There will be foot traffic back and forth.  We want to put gates at both ends but the borough wants to keep it open.  Good point from Sarah Keller is the traffic issues with children running across the street.    Maybe our club can talk to FYSA about adopting a field from FYSA.  Maybe we can think of ways of doing that, rather than team rental.  FYSA would like a donation from us for the further development of the fields, looking for matching funds,  not sure what is matching, etc. support for facility and the entire program.  The Rasmusson Foundation has done a great deal of giving to FYSA for the fields. It was suggested at the AGM to get donations from folks to give to FYSA for the fields,. Resolution of support for local businesses to give support to FYSA.  AGM or board could pass some sort of support.  A paragraph or sentence from FYSA should be structured so that clubs, and the community know how to drum up donations etc. to FYSA; FYSA wants to know, too, that soccer clubs are the primary users and FYSA would like to have earnest money given; The Rasmusson Foundation will match up to $65,000 to monies given.  Resolution of support, for field support to FYSA, Greg Gibson to take the lead and will address at the next meeting.

2.    Summer Raffle: Nicole Nordstrand  gave a summary of the club raffle; brought in $39, 347.00;  total expenses, $41, 482.18;  Cash Balance: $9,034.98. Sales time was shorter than last year, we had less revenue;  maybe wiser to do it early to mid July and people can still use it for Far North  We had fewer teams this year, less memberships; what the club gets does not have to do with total tickets sold, but by number of player/members in the club selling – the numbers should not change too much.  We had less players than the year before – so a little less $ to the club.  It is uncertain if Nicole will be here or not next year as Gaming Coordinator because it depends if her daughter plays or not   We need an alternate to fill in for this position and Kathy Port is no longer with the club.  Nicole will try to have a raffle committee to help with the summer raffle and not put it all on one person; have someone coordinate the raffle, while she manages the gaming account;  Nicole to send to Pips a note on what she wants sent out to the club about help on gaming account.

3.    Registration:  Pips to send out a note for fall indoor season. Pips would like to       update the contact list and then send to Howard for the website.

4.   Tryouts – Larry asked each team to have several volunteers to help set up their     team’s                   tryouts at the edge of the fields.  '99 Phoenix covered and 99 Eclipse; 98   Eclipse are going to help run the '99 Eclipse tryouts.  Pips send out a note of what            is needed for tryouts; Pips and Anita to help at tryouts; waiting for the flyer for      the official tryout times, etc.  Each team to bring cash, 2 people, table, chairs,   Sept, 3rd and 4th. Running ads on Wednesday and Sunday’s.  It will run everyday                   the last week before tryouts;  ad showing the value of being a  part of our club,     why our club costs more etc.   Rebekah is trying to get the tryout flyer      approved by the school district to help spread the word on tryouts;.

5.    Uniform Contract:  Larry talked to Greg – emailing back and forth.  What do we                   do with next year’s uniform contract.  Greg will provide us with a quote.  Next       board meeting we will make a decision.  If we collectively want to try someone       else that is fine too.  Greg worked really hard with the club. He has some                  suggestions and ideas on how to improve the process.  We are waiting for his          quote.  Bev Luoma said there are changes with Phoenix jerseys.  Bev did talk to   Greg too. Warm up expected to go out Oct. of this year.  Uniform should be                   good until Oct/09.  One more year.  

6.  Scholarship Committee:  Rebekah summarized that we gave three different                scholarships for this year. Would like to do things a little bit different next year.      We need to know how our support is going to go and also giving back to the club.                 She wants to make it more transparent, cleaner and work with the committee.         Next year the committee will have a better idea on how to award scholarships.

 

 

 

New Business:

 

1.   New Coaches: Michelle Steel is interested in coaching the ’99 Eclipse; Aisha         Bray wants to coach the ’98 Phoenix;  The plan was for the Bray’s to coach the             98’s; planning to run the tryouts; Howard Maxwell made a motion to make John                  Cadigan the coach of the ‘99 Phoenix; Seconded by Sarah Keller ; All approved.         Now we have an opening for the ‘98’s – John and Aisha want to co-coach the         team.  As a parent perspective, one needs a head coach and an assistant; for clarity       of coaching payments, parents, listings etc.  Question about co-coaching; Their             son is a play-up and we have a true age policy; we have to decide why he should          play up and need to know his skills etc.   We will revisit the approval of these        coaches at the next meeting pending play up procedure for their son and their                  coaching.  The Bray’s are approved to run the tryouts and approval will take place                 in September. Michele Steele - applying for the ’99 Eclipse Team – there are still             a couple of issues that need to be resolved before the head coach can be named.

2.    Carlson Center :  Mary said that the Carlson has got a new contract, pretty much the same; we will be doing it; Note to come out to parents pretty soon so sign ups can happen. Mary to manage. Sign-ups to come out by the third week of Sept. Larry thanked Mary for taking this time consuming job on for the club..

3.    Coaching Requirements:  This past year, Bruce Gard, The Eclipse ‘92’s coach resigned, unresigned, resigned, etc., and has had a great impact on the kids and parents; Bruce has apologized for his actions; felt bad how the summer ended.  Rob Solomon. would like to talk about a process or procedure for coaches to resign.  Rob does not want this happen to another team again; Bruce got a replacement himself; however it should be through the board; a coach should step down after State Cup and be replaced at tryouts;  The club does have a clause for  coaches during a family emergency; it should be brought to the board’s attention; if it is a temporary leave than a coach can assign a coach to cover; if the coach resigns, the coach does not have the right to name a replacement; only the board approves the replacement.  In our procedures, we outline how coaches are approved; we do not have anything about commitment and resigning.  What are we doing to recruit new coaches; do we put out an advertisement.  If the board wants to be more aggressive with recruiting more coaches; etc, we would have to pay more.   Bill McKenzie and Greg Gibson will run the ’92 tryouts for Eclipse;  for the Phoenix ‘92’s – CP Price and Roger Evans has offered help with tryouts; 

                 

The meeting was adjourned at 6:16 pm by Larry Bright.

 

The next meeting will be Sept. 21, 2008, 2:45 -4:45 pm at the Noel Wien Library.