Minutes -Final

Eclipse Board Meeting 8-30-2009, 4:00 - 6:00 pm

Boy Scout Office  

Meeting Started at 4:01 pm by President Pips Veazey. All attendees introduced themselves. 

Members present: Pips Veazey, Samantha McMorrow, Bev Luoma, Brian Luoma, Anita Simpson, Sue Signor, Rory O'Neill, Tara Drennon, Howard Maxwell, John Cadigan, Mark Wilson, Mary Shipman, Gina Burgett, Carmen Frank, Greg Gibson, Bill McKenzie, Rebekah Cadigan, Annette Freymueller, Tom Benjamin, Natalie Mayer. 

Review of Minutes: Howard moved to approve the 5-31-09 Eclipse Minutes.  Sue seconded.  All approved.   

Financial Update: – Sue said the finances are going well, no real surprises.  Sue is working on getting all reimbursements paid for the year.  It looks like the membership dues have covered the tournament expenses and other expenses associated with membership dues.   Gym time is also up to date and paid.  We currently have 228 rostered in the club.  Our net income is $24, 786.69. 

Old Business:  

1. FYSA Update: Brian Luoma said that August 31st is FYSA's AGM.  Several seats are open.   There should be 2-3 new fields open next summer. Linda at FYSA would like us to give her feedback on club requests or things that could be done easier.  She would like to have an Eclipse representative to schedule indoor/outdoor; Pips mentioned that she and Martin Shurr have agreed to help the representatives with the Midnight Sun Tournament committee with getting more teams in the tournament and to help make it a better tournament.

2. Raffle Update: Pips talked to Nicole about the final raffle numbers.  She said the club take on the raffle was just over $7,000.  Colleen O'Neill and Judy Nolan will be running the raffle this year.  Also, thanks to Jeri Maxwell for signing up as a gaming coordinator to help the club!

3.  2000 Prospective Coaches:  2000 girls:  Rory O'Neill introduced himself and provided both a background and his coaching philosophy and how he would administer the 2000 girls team.  Rory plans to get his E license in May.  Kara Swoffer, a previous Eclipse player, would like to help assist Rory.  Pips offered that both Rory and Kara could run tryouts and act as interim coaches until the next board meeting at which time they would be approved as coaches.  Howard Maxwell moved to have Rory O'Neill as the 2000 girls interim head coach and Kara Swoffer as the Assistant Coach pending review at the next board meeting.  All in Favor.  Motion Passes. 

   2000 Boys:  Mark Wilson also introduced himself and provided a both a background a his coaching philosophy and how he would administer the 2000 boys team.  Mark had questions regarding equipment, start up costs etc. and that he would be looking to get an assistant coach.  He also wanted to find out if his E License in Arkansas would transfer here to Alaska.   Mark plans to get his D license in May.  Rebekah moved to have Mark Wilson as the 2000 boys interim head coach. pending review at the next board meeting.  All in Favor.  Motion Passes. 

   Equipment to be given to Rory and Mark for tryouts.  

   5.  92/93 Eclipse:  Howard is stepping down as the '93 girls coach.  Bill McKenzie  has been submitted by Howard Maxwell to run the combined '92/93 team.  Greg  Gibson added that he thinks this is a good model to follow.  They will play as a  U19 team.  Howard moved to approved Bill McKenzie as the coach of the '92/'93  team.  Sue seconded.  All in favor.  Motion Passes.  

6. Tryouts Update: Tara has sent out a note to all teams letting them know what they need for tryouts Sept. 2 and 3 at FYSA. John Cadigan to help out with the 98 boys tryout and Mark will be at the 94 boys tryout.  Bill M. will hold a 93 boys tryout, still looking for a coach for this team, as this was Fabio's last year.

7. Coaching/Goalkeeping Coordinator - Rebekah has put the contracts together and they have been approved.  If anyone knows of anyone who wants to do these positions, let Pips know.  Pips asked that the Executive Board be able to finalize the contracts, since the Board has already approved them.  Howard suggested that a few more eyes look at the contracts before the Executive Board approves as official contract.  Howard and Gina to look over contacts and for final approval at the next board meting.  We would like to get advertisement of these positions out by work of mouth and any other type (website, Craigslist, flyers)  that may be beneficial, and have a procedure in place.  The coaching coordinator needs to be in place soon to get the Academy training kicked off soon.  John Cadigan  said he will provide goal keeping training followed by his training last May.  

8. AGM - The AGM is scheduled for Sunday, October 11, 2009 from 5-7 pm at Randy Smith Middle School.   We need to improve the turnout of all teams at this annual event.  We need door prizes from coaches, parents, etc. to give away at the meeting. Some coaches offered to get some gift cards/prizes from Sports Authority, Foot Locker and Beaver Sports It would be nice to have some of the players from each team to talk about their team's season along with an update from the coaches.   Also, we are looking for a Vice President on the Executive Board, as this will be Rebekah Cadigan's last year as Vice President.  Pips will send a general e-mail to all teams announcing the AGM and potluck, and Rebekah will do a follow-up e-mail.  We need to push the advertisement for this annual event and get as many teams attending as possible.  The gym will be available for the kids to play in.  

New Business: 

1. State Cup Dates - There was a lot of discussion of how the State Cup Dates are becoming a hardship to our teams, players and their families because it is right before our school year starts.   Many members feel that State Cup should be back to back with Zane Cup.  The board agreed that a brief resolution from our club to Kay Jones would be the most effective means of communicating the club's concern and the hope to change the dates in the future.   It was also suggested that we work with the Cyclones to be unified with our displeasure of the current State Cup Dates.  Howard moved for the following resolution be submitted from the Club to Kay Jones: 

      "The full Eclipse Soccer Club Board met (Sunday, August 30th, 2009) and  passed  the following resolution:  To ensure strong Fairbanks participation at State  Cup,  we strongly recommend that State Cup soccer dates be moved as early in  August as possible.  We suggest policy that sets the State Cup annually during the  first full week in August each summer." 

      All in favor.  Resolution passes.  Pips to e-mail the above resolution to Kay Jones

      by 8/31/09.

   2. Kay Jones:  Would like to come up and train managers in our club for a 4 hour  training session.  It was suggested to bring her up around the AGM dates and she  could also attend.  Pips to e-mail Ka to see if she can come up during the AGM  dates for training.

   3. Uniforms - Bev agreed to be Uniform Coordinator for the Phoenix side.  Looking  for an Eclipse Uniform.  It has worked well for Eurosport and they have been  great about getting uniforms to us in a timely manner.  All forms are in place for  ordering.  Pips will  send an e-mail out looking for a girls Uniform Coordinator.   

         Also, the board was reminded that the Eurosport contract was approved for one  year and that we will need to approve it again next meeting.

   4. Club Newsletter - The Executive Board discussed the possibility of having a  quarterly newsletter to keep teams/parents better informed of what is happening in  the club.  It would be a one page electronic newsletter, with list of board  members, possibly highlight a player in each newsletter, team feedback, board  meeting summaries, and future important dates.  This idea will be discussed the  AGM. 
 

      The meeting was adjourned at 5:55 pm by Pips Veazey. Seconded by Sue Signor.   
 

The next meeting will be September 27th, 4-6 pm at the Girl Scout Office.