Minutes - Draft

Eclipse Board Meeting Meeting 1-25-2009, 4:00 -6:00 pm

Boy Scout Office  

Meeting Started at: 4:07 pm   

Call to Order:  Pips Veazey called the meeting to order.    

Members Present:  Tara Drennon, Pips Veazey, Anita Simpson, rebekah Cadigan, mary Shipman, Linda Olson, Beckie Crawford, Bev Luoma, Brian Luoma, Howard Maxwell, Amy Geiger, Sue Bishop, Sue Signor, Steph McGinty, Alan McGinty and Sarah Keller. 

Agenda:  Nothing new added to agenda. 

Financial Update: – Sue Signor provided an update of the club's financial state.   Our club currently has assets of $61,017.26.  3 vs. 3 tournament money is coming in the January finances.  Sue informed members that the '08 raffle money has been deposited, a little over $7,000.  Sue suggested that you put a picture of a Eclipse/Phoenix player in the Applause section with a check from the club for the South Davis contribution of $2,470 to FYSA.  Sue to work the details of this happening. 

Old Business:  

1. FYSA Update: Brian Luoma shared that "Count Me In" who was doing our on- line registrations with payments has filed for bankruptcy and is currently holding  $35,000 of FYSA registration money.  FYSA has to recuperate these losses and is  taking cuts in other ways, such as office staffing, and other ways.  It will be hard  on FYSA, but they feel they can move forward with this.  Session II starts at the  end of January.  Brian said that Linda Burke is discussing the one time $30 player  insurance for comp players, which will be much more convenient for all of us.   Members present congratulated Brian Luoma for being recognized by AYSA as  the Volunteer of the Year, which was nicely written in the last State newsletter.   Great job Brian and thank you for all you do for our club and the whole soccer  community here in Fairbanks and the state!

2. Accountant News:  IPO update.  Sue said that we are making changes to the  general procedures as discussed at the last meeting.  Sue to send out electronically  some of the proposed changes. It is proposed to changed the term IPA (Individual  Player Account) to IPO (Individual Player Obligation)Team budgets should be  turned in by the end of January.  Lastly, all refunds to players must be approved  by the board.  This way we keep in line with our non-profit status and making a  step forward to meet the IRS obligations .  We want as little carryover on monies  as possible from year to year, but we have no procedure in place for this yet. The  board is working on how to proceed with this.  The board would like to proceed  on an approval for the general procedures at the next meeting (a draft will be  circulated electronically) and will go to vote next meeting.

3. Registration News:  Tara shared that we have 149 registered player and still  waiting for about 60 more.  She is working with Kate on background checks for  coaches and how we will be charged for them.  The state level does them all.

4.    Uniform orders:  Bev Luoma said she has not heard anything really on uniforms  and that everything seems to be going smoothly.

5.    Raffle Update – Rebekah is looking for assistance for this.  One person has  offered to help out with gaming.  We need more help than one person.  All teams  need to try to help out on this - it directly benefits everyone in the club.  We need  to get an alternate gaming coordinator for our paperwork so we can proceed with  getting our permit.  Right now we do not have a valid permit.  It would be great to  get someone from a younger team to help.  Rebekah said it would be ideal to have  a job description for this position.  Howard suggested that each team have a raffle  coordinator  and put them all in one room and then have a couple from this group  step up for the two key positions.  Rebekah to get representatives from each team  together.

6. Summer Club Clinic - By the next board meetings, Pips will have the amount for  the summer clinic and what is owed by each team.  We are using Frank Trovoto  again.  Fabio has also talked to MLS.  The dates of the clinic are June 9, 10, 11,  12.  We will only be doing half days.  For every two teams we have a coach.  We  will need a total of 6 coaches.  It is believed that Frank should pay the $10 FYSA  fee as a part of the player clinic fee. 
 

New Business:

1. '94 Coach -  Linda Olsen and Mary Shipman discussed the 94 Phoenix Coaching  situation and how it is progressing.  Alan McGinty has been helping the team on  Friday nights.  Mark Liu who is working with Brian has been helping with  Sunday practices and the boys are really liking him. There are potentially 5 or 6  coaches which may be possibilities of working with the team.  The team is also  looking for a strong assistant coach.  There will be a coaching meeting soon to see  if anyone is interested in any coaching changes.  Mary and Linda said that their  team has decided to go to all in-state tournaments this summer, except undecided  about Far North because of ODP.  Alan McGinty to still retrieve Ben's gear for  the team.

2. Coaching Coordinator Position: Pips talked about the proposal for a new position  in the club to greatly help our coaching staff.  The Coaching Coordinator for the  club position description fulfills a lot of duties  which would provide great  support for our club.  Description to be looked over and discussed at the next  meeting.  Howard added that as we look forward as a club we need to improve in  the following  areas:  recruiting and development; academy concept training and  work with our goal keepers.  Alaska as a whole is neglecting goalkeepers.  We  need to provide more training for our goalkeepers.  The Coaching coordinator role  would address these issues.  It was also discussed that this position would receive  a small stipend for all the responsibility this role would take.  There is a minimum  amount that would be required of this position and it would be fulfilled in a  contract and signed by the person filling the position. 

3. Academy Training - Pips to work with coaches on setting up Academy training  ASAP.  We are missing the boat not providing this training this year.  It could be  a great way to help fund the Coaching Coordinator position.  Dave Veazey agree  to find some gym time and help coordinate coaches to lead these clinics.  It would  also be ideal to do these in the summer for development and recruitment. 

4. General: Amy  Geiger asked if it was acceptable for their team to play the 99  Cyclones in scrimmages.  Pips acknowledged that it should be ok as long as each  of their players have FYSA insurance paid.  Also the 99 Eclipse want to make  patches and blankets as a fundraiser.  Pips asked that the '99 Eclipse send in a  written request to fundraise selling blankets and patches and to send in an  example of the patch so that it meets our logo description. 
 
 

      The meeting was adjourned at 5:45 pm by Pips Veazey. Seconded Anita Simpson.