Minutes--FINAL
Eclipse Board Meeting 5-22-2011, 3:00 - 5:00 pm
Girls Scout Office
Meeting Started at 3:08 pm
Attendees: Amy Geiger, Kate Armstrong, Steph McGinty, Anita Simpson, Howard Maxwell, Beverly Luoma, Brian Luoma, Dennette Marks, Sarah Keller, John Cadigan, Deb Triplehorn, Clay Triplehorn, Natalie Mayer, John Mayer, Colleen O'Neill, Rory O'Neill, Elizabeth Schok, Pips Veazey, Kelly Atlee, Carl Kegley, Paula Everts, Bill Mitchell, Linda Olson, Mary Shipman, Shea Daniels, Maria Mandich, Dave Veazey
Review of Minutes: Howard Maxwell moved to approve the 4-17-11 Eclipse Minutes. Bill Mitchell seconded. All approved.
Agenda Approval: All Approved
Monthly Agenda Items:
Registrar Update: All tournament reminders have been e-mailed out to teams.
Financial Update: Kara Moore was ill and not able to attend.
Coach Coordinator Update: Dave Veazey discussed the Academy this year and that the overall numbers are lower than in the past. Part of it has been the timing and not wanting to compete with the FYSA academies through the spring. It was suggested to do the academies during January and February and plan and advertise early on, so that we can get better numbers, as in the past. Dave also added that he is working on State Cup planning which will be in Fairbanks this year in early August.
Goal Keeper Trainer Update: John Cadigan shared that Field Day Goalie Wars went well and some players played until 8 pm or later! Need to organize it differently next year by age group and time slots. Also he added that there will be summer goalie training and he will be sharing it with the club soon for both youngers and olders and that Eric Court will be having more involvement, a previous goalie himself. Top Soccer is taking off slowly. John is hoping to get more helpers, and expects it to really kick off next year after working out the bugs this y ear.
FYSA Update: Brian reminded everyone that we are guests of the FYSA field and to keep all parents from the jail road area as it is closed off. We need to take care of the grass and respect the rules of the facility.
Old Business
1. Raffle Update: Anita Simpson shared that the raffle kicked off at Field Day and all teams have their tickets through their team raffle coordinators. Selling locations were distributed to the coordinators and they are working with their teams on sign ups. Tammy Kosa graciously volunteered to help the club as the overall Raffle coordinator this summer with all the legwork from Beckie Crawford in the early stages. Selling locations and team ticket money turn in is coordinated with Tammy. If you have any questions please contact her at: the4kosas@acsalaska.net. Thank you Tammy for stepping up for this important club fundraiser.
2. Soccer Clinic Underway: Dave shared that the club clinic is going well and getting great feedback. The evening coaching seminars have also been very valuable. Impressed with how much these coaches know and want to share. The older clinic will be June 7 - 10 with the Peninsula College Coaches (junior college coaches), including a goalkeeper coach.
3. Clothing Distribution: All distribution through the teams has gone well up to date.
New Business:
1. Release of Eclipse 2000 Coach: Howard Maxwell agreed to take the gavel and facilitate the meeting for the entire board. He reminded everyone that the majority of the club positions are volunteer based positions and to have tolerance in regards to those serving. Elected board members are voted in by the general membership and team representatives should be voted in by their individual teams. Coaches are not elected Members of the Board; they are on the Board because of their ex-officio status. Howard asked for the boards approval to proceed with this agenda item as follows:
a) short briefing in the process leading up to the removal of the '00 Eclipse Head Coach, Rory O'Neill
b) opportunity for the board members to ask questions
c) a public testimony period where comments can be heard from club members (limit 3 minutes each)
d) an opportunity for the board to take any official action regarding this issue and related issues.
Summary of above meeting procedures:
a) Amy Geiger provided a summary of the timeline of events related to the release of the 2000 head coach Rory O' Neill from fall, 2009 to present. The entirety of these events made it necessary for the Club to seek out a skilled and experienced soccer person to do one of the following to help the 2000 Eclipse team:
1) Come on as Rory's Assistant, with a re-evaluation in the fall
2) Come on as a Head Coach, and have Rory remain as an Assistant Coach, with a re-evaluation in the fall.
3) Come on as a Head Coach and choose new Assistant Coach, with a re- evaluation in the fall.
b) The board asked the executive board along with other members questions about the release of the coach and the process which was followed. It was agreed that that the Eclipse by-laws have a lot of gray areas, and that there is not a clear process of removing a head coach from a team, although the by-laws were followed by the executive board as they are currently written. An example of such an event, though different, was the resignation of the 96 Eclipse coach and the desire of the team to bring in a new coach for the team several years ago. Unfortunately, with this team, it did fold and the Club no longer has a 96 Eclipse Girls team because the situation was not rectified. Amy shared that there is no clean procedure, but in no way could the executive board ignore the situation with the 2000 team, with a chance of it folding or joining another club.
c) Howard gave a chance for public testimony and there were comments and concerns both for and against the action taken by the executive board. Steph McGinty discussed her strong involvement as Vice President including her role in the mentoring process and working with two mentors and Rory over the past year to improve his coaching abilities. Kelly Atlee, manager of the 2000 Eclipse, provided insight and the process involved with several of the team meetings with parents, the involvement of Amy Geiger and Steph Mcginty at the team meetings and an experienced coach; also discussed at the meeting was how the displeasure of the team evolved over the past 1 1/2 years, including the lack of communication with the coach and the team, the inexperience of the coaches, and lack of an assistant coach to help in the current year. 2000 Parents also gave feedback to the board on the situation with the team. Rory disagreed with the process and the lack of support he received from the board and how that it was handled disrespectfully. Steph responded that she only handled the situation with respect and always communicated with Rory up front and honestly with the intention to help him, even when he would not respond in a timely manner.
d) Howard asked for a motion from the board regarding the removal of Rory O'Neill as 2000 Eclipse Coach. Linda Olson made a motion as follows:
The board approves the action of the executive committee in the removal of the 2000 Eclipse Coach, Rory O'Neill. Shay Daniels seconded the motion.
There was further discussion amongst the board. Bill Mitchell introduced the notion whether Coach Rory would want to resign as 2000 Eclipse head coach instead. The motion was made by Bill Mitchell as follows: The Eclipse Board accepts Rory O'Neill's resignation in lieu of what the executive board's actions to remove him. Eric Nace seconded the motion. Rory was asked if he would like to resign from the position of head coach of the 2000 Eclipse and he declined the offer.
Howard again brought to the floor the original motion made by Linda Olson to accept and approve the action of the executive committee. The entire board was in favor and the motion passes for the removal of the 2000 Head Coach.
In addition, Howard entertained a motion to pay the former Eclipse 2000 coach a figure of $450 which amounts to approximately 50% of what he would have been paid in 2011. Seconded by Elizabeth Schok. The entire board was in favor and the motion passes.
Lastly, Howard closed this portion of the agenda with the following notation on record. Dave Veazey and Sarah Keller made a 1st and 2nd motion for this addition as follows:
Whereas the Board feels it may have failed the previous '00 Eclipse Head Coach in several important ways; be it resolved that we wish to communicate to Mr. O'Neill that the approval of the executive board's action is in no way a personal condemnation of Mr. O'Neill nor is it a statement that he is ineligible for future coaching positions for this club. In fact, if the proper training, years of experience as an assistant coach, and thorough development occurs, it is quite possible that the board would entertain an application to be a head coach of a team several years down the road.
Howard was thanked for staying on task and facilitating this part of the meeting.
2. Strengthen Evaluation Procedure: As a follow-up on having a procedure for coach removal and retention, it was agreed that our club needs to have a more defined process on the evaluation process of coaches and overall better communication amongst coaches with each other, their teams and the board, as outlined in the current by-laws. It was identified that a committee encompassing the coaching coordinator and two or three volunteers to work on the evaluation process of coaches with full team involvement, incorporating the mentoring program and being more assertive in the feedback process. Volunteers offering to be on this committee were John Mayer, Shay Daniels and Elizabeth Schok.
Also, at the next coaches meeting a representative coach will be elected to serve on the Executive committee.
3. New Assistant Coaches and Other Coaches: Dave Veazey mentioned that he and Steph McGinty have been working really hard on the recruitment of new coaches to the club to serve as assistant coaches and to bring players who have played to bring demonstration skills to our teams. Coaches who have less experience are encouraged to work with these coaches/previous players for more help. Ashley Kauffman (97 Eclipse), David Powers (multiple teams), and Justin Racette (01, 02 Phoenix) are new coaches wanting to help and are eager to work with the kids. Coaches, parents and players: please welcome them to the club to help. Dave added though it is not practical for Fairbanks in general with our population base and lack of coaches, but in the interest of the club, we should try moving away from having parents coaches in general. In addition Dave feels, as coaching coordinator, that the club must adhere to a policy of having coaches be an assistant coach for several years before applying for Head Coaching roles.
4. Proposed 2002 Eclipse Girls team Soccer Coach Eric Nace: Eric Nace introduced himself to the club and provided a brief overview of himself and his coaching experience and philosophy on coach. He provided three excellent references. Elizabeth Schok made approving comments on her experience with Eric Nace as a coach on the 96 Phoenix team and her full approval of Eric as a coach. In addition Eric is also a great athlete and sets a great example for the kids to make health and well being an important part of their lives. A motion was made by John Mayer to accept Eric Nace as the 2002 Eclipse Head Coach. Howard Maxwell seconded. All approved the motion. Eric Nace is the 2002 Eclipse Head Coach. Welcome Aboard.
5. Proposed 2000 Eclipse Girls Interim Soccer Coach Bruce Gard. Bruce Gard also introduced himself to the club with a biography of himself in his previous coaching years as the Head 92 Eclipse Coach and the teams many successes, AYSA Coach of the year, years of assistant coaching experience as well as many years as a recreational coach. Bruce is multiple athlete who trains in marathons, cycling, cross country skiing and many other activities. He has been a teacher for 20 years and is a 6th grade teacher at Ticasuk Brown. A motion was made by Dave Veazey to accept Bruce Gard as the 2000 Eclipse Head coach, pending the submission of two additional letters of recommendation to the board. Howard Maxwell seconded. All approved the motion. Bruce Gard is the 2000 Eclipse Head Coach. Welcome back to the Eclipse Club.
Dave and Steph both emphasized that we will continue the mentoring program/relationship with coaches. It helps both the inexperienced and the seasoned coached.
6. Proposal for the remainder of the Phoenix '93 money to go for Coach Polo shirts and Soccership fund: Howard Maxwell made a motion to make polo shirts for all Eclipse and Phoenix coaches ( purple/girls and yellow/black/boys) with remaining money that the Eclipse '93 team has left in their account. The remaining $900 - $1200 will be donated to the Eclipse Soccership program. Howard Maxwell made the 1st motion and Dennette Marks seconded. All approved. Motion passes. Thank you Eclipse 93 team and your contributions to the club.
7. Proposal to increase coach reimbursement amount to $150 for gas and $30 per diem for food: In light of ever increasing energy costs, the club believes it is important to reimburse coaches to the best of the club's ability while keeping membership dues in line of what the club can afford. These reimbursements come out of the club's general fund. Kate Armstrong made a motion to increase the gas reimbursement per tournament from $125 to $150 per coach and $25 to $30 a day for food. Anita Simpson seconded. All approved. Motion passes.
In addition, there was a discussion on increasing the stipend for coach licensing. Howard suggested that this be presented at the Annual General Membership meeting in the fall.
The meeting adjourned at 5:05 pm.
The next board meeting will be July 24th, 4-6 pm at the Morris Thompson Center.