Minutes

Eclipse Board Meeting Meeting 3-18-2007, 3-5 pm

Noel Wien Library

 

Meeting Started at: 4:08pm

Members Present: Larry Bright, Anita Simpson, Kim Stokes, Pips Veazey, Kathy Port, Greg Gibson, Howard Maxwell, Ken Mach, Jennifer Templeton, Sue Bishop, Dave Veazey, Rob Solomon, Bev Luoma, Brian Luoma, Dave Veazey, Nicole Nordstrand.

 

Review of Minutes: Howard Maxwell moved to adopt February 25, 2007 Board meeting minutes. Jennifer Templeton seconded. All in Favor. Motion Passed.

 

Financial Update: Activity included: Fundraising concessions,, Building Rental, registration fees, and uniform payments, and tryout fees; Expenses included: advertising, field equipment, , fundraising expenses, gym rental, and uniforms. Total assets as March 18, 2007: $63,382.98. Kim Stokes gave a financial summary – paying building rental through April . The Concession checks for January are ready and Kim is collecting spring uniform monies from teams.

 

 

Old Business:

 

  1. Update on FYSA Activities: Brian Luoma said there was no update as there has not been an FYSA meeting since the last update.
  2. Uniform Committee Report: Kim Stokes shared that uniforms should be available by the end of April. .
  3. Eclipse Logo: Postponed, as Alan was sick and not able to attend the meeting.
  4. Current Registration: Pips is currently reviewing the procedure for registering teams for summer. Also Pips mentioned that there has not been any new information on the state Cup tournament in Kenai. Housing is still sparse however and teams need to make sure they have their accommodations well in advance.
  5. Summer Clinic: Jennifer Templeton confirmed that 8 coaches are confirmed for the upcoming summer clinic, and still working on 4 more. So far she has 6 rosters, and expecting 9 more. All teams need to send their roster to Jennifer. Older roster are expected to have a minimum of 15 on their roster and the younger teams a minimum of 10. Payments for the clinic need to be made to Kim/Jennifer by April. Greg Gibson gave a heads up that there may be a conflict with high school players state tournament and the dates of the clinic.
  6. Summer Clinic Updates: The current clinics for U8 and U10 have grossed over $610, which at least covered the gym costs. Summer clinics for U8 and U10 are being planned and will be conducted by Eclipse/Phoenix coaches. Larry thanked Dave Veazey for spearheading this excellent opportunity for the younger players. Dave is finalizing the summer clinic schedule and will be available soon.
  7. Spring Snowmelt Tournament: Dave Veazey said that the tournament is being marketed heavily at the indoor rec soccer games and other places, but the tournament is on schedule. Stephanie McGinty is handling the registration of teams.

 

 

 

New Business:

 

1    U-17 Tryouts: The ad is in the newspaper and tryouts are set for March 24/25.

2.   Field Day Prep: The best date for field day is slated for May 20,2007, 1- 4: pm at Randy Smith Middle School. Howard Maxwell agreed to take charge on how the coaches will run the fitness part of Field Day – to be decided at the next coaches meeting. Larry Bright to help with the picnic part of Field Day. Kim Stokes also offered her help with food distribution among the teams and the club provided hamburgers and buns, along with the use of the barbecue grill. Contact Larry/Kim if you can offer your help.

3.   Summer Raffle: Nicole Nordstrand gave a status report on the upcoming summer raffle. Nicole has the raffle and timeline well organized and is finalizing a date at the end of July, during the summer Rec tournament finale, for the drawing date. Nicole is also working on scheduling as many slots as possible for ticket sales locations to try and have a total of 8 weekends to sell before the drawing. Each player is responsible to sell 1 book, and the 1st book goes to the club.

4. New Procedure for Play-Ups: Larry Bright opened this discussion sharing his feeling that in the past there has been a conflict among coaches and parents on what the club policy is regarding play ups. Larry shared that the clubs needs a procedure in place to avoid these conflicts. Larry has four goals regarding this policy:

 

      1)         Minimize conflict with coaches/ parents and the Board

      2)         Needs to be fair

      3)         A transparent, open process

      4)         Simple Process

 

      Two versions of a play up policy were distributed to members present. A simple version and a more detailed version of 2.6 (Named 2.6 because the previous 2.6 was deleted at the last AGM) Larry opened the issue for discussion. Howard Maxwell said that the coaches generally are in support of some kind of policy. Greg Gibson reminded everyone that this policy is for the future of the club – the new players coming in and will not affect current players. Also, a policy forces coaches to have a policy and coaches are held to a standard. In the more detailed version it discusses the need to have at least 3 club coaches evaluate the potential play-up. Nicole Nordstrand addressed the issue of evaluation of coaches and how the process takes place, particularly in regard to how they evaluate players for play up. In regards to developmental teams, it was discussed that coaches can approve such a player to a 1st year team. The following year, the player would be expected to go down to their true age group. Dave Veazey added that all of this discussion is representative of the evolution of our club and that there is now a true need for the club to have a Director of Coaching along with considering having coaches coach teams in 2 year age groups, rather than following teams during their duration.

 

            Dave Veazey made a motion to accept the more detailed version with a minor change           with “e”. Below is the motion on the table as left at the March 18th meeting, and is up

            for further discussion at the next meeting on April 15, 2007.

 

 

 

 

 

            DRAFT ONLY - NOT FINAL - as of 3-18-07:

 

            2.6 Players must tryout for, and be rostered on their age appropriate team.

         Exceptions are as follows:

 

            a) No age appropriate team is available within the Club.

 

            b) The coach of the age appropriate team cannot (no space on his/her roster) or will not       roster the player and roster space is available on an older team.

 

            c) Player is born before 8-1-98.

 

            d) Player is in the same chronological school grade as the true-age players on the team.

 

            e) The Eclipse Board approves a player playing up based on individual considerations or     on the recommendation of at least three club coaches who have evaluated the player's            skill level.

 

            f) For players U14 and older, the Eclipse Board has previously approved their playing up    (players already playing up at U14 and above do not need to be approved each year).

 

 

 

 

The next meeting will be Sunday, April 15, 2007, 4-6 pm at the Farthest North Girl Scout Office on Old Steese.