Minutes

Eclipse Board Meeting 4-17-2005, 4-6 pm

Farthest North Girl Scout Council meeting room (Old Steese Hwy)

Meeting Started at: 4:05

Members Present: Larry Bright, Kathy Port, Barb Stockwell, Hope Swoffer, Pam Broderick, Derek Broderick, Keith Anderson, Gary Bender, Bert Boyer, Sheri Brechan, Susan Faulkner, Bruce Gard, Bev Luoma, Brian Luoma, Howard Maxwell, Fabio Mariutto, Rob Solomon, Kim Stokes, Sue Bishop, Jim Davis, Steph McGinty, Alan McGinty

Review of Minutes: Gary Bender made a motion to adopt the minutes as written. Kathy Port seconded. Motion passed.

Financial Update: Income from Carlson Center concessions, FYSA registration fees, and uniform orders – all pass-through items, along with membership dues and tryout fees. The concession stand income will be distributed when the spreadsheet is given to the treasurer. Total assets equal $37,114.86 with $31,520.56 in pass-through items.

Old Business:

1. Uniform Order – brief update: The total new uniform order has been submitted, thanks to Laura Bender, Kim Stokes, and Bev Luoma. Not all items have been ordered through Beaver Sports due to availability; other suppliers did have the items in stock. The uniforms should arrive in time to be numbered before the planned distribution at Field Day. The warm-up suit is only available in black, the purple stripes were discontinued.

Larry Bright led the discussion on future orders of the Adidas uniforms. To insure adequate stock, the order must be placed no later than November - once teams are finalized in September or October. Beaver Sports has indicated it should not be a problem to order in the fall. Rob Solomon asked why Eclipse should stay with Adidas uniforms if the Adidas company is so difficult to work with. A major problem is that there is not a great demand for purple uniforms – limiting the options. These uniforms were selected basically due to the comfort of the jerseys; the other jerseys had uncomfortable necklines. If there are continued problems with Adidas, the board will need to revisit this issue. Bruce Gard said Adidas changes uniform styles about every two years.

2. Field Day prep: Howard Maxwell reported what was agreed on at the coaches meeting. The Field Day will have modified testing compared to last year. There will be less testing and a Soccer Jamboree that will involve all players. They determined that some of the tests were not as useful as others. The BEEP test, for endurance; the 40 yard dash, for speed; and the T-Test, for agility will be administered. E-92, E-88, and P-92 will work the BEEP stations. P-95 and E-94 will work the 40 yard Dash stations. E-91 and E-93 will work the T-Test stations. All teams are requested to have the necessary volunteers on hand to smoothly operate these stations. Howard will provide the player cards for test scores. Sara Alden is organizing the Soccer Jamboree/club building activities; the other teams will be used to help - E-95, P-94, and P-93.

The club will provide the hamburgers, hot dogs, buns, and paper goods. Food assignments are by team: Salads – E-95, P-95, and P-94, Desserts – E-93, E-92, P-93, and P-94, Chips – E-90, E-91, and E-88. Each team is to bring drinks (water and juices/sports drinks) in coolers.

Tentative plan is to hold it at Randy Smith again. Howard will email Jim Curry, RSMS Principal, to inform him of our plans – the area cannot be reserved; it is available on a first come, first served.

3. Changes and Additions to General Procedures: Kathy Port presented several items developed based on the discussions at the March board meeting. These items were distributed by email prior to the board meeting.

· 10.11 At a parent’s request, parental contributions and fundraised money may be transferred from one sibling’s account to another sibling’s account within the Eclipse organization.

Howard Maxwell made a motion to add 10.11 to the General Procedures. Gary Bender seconded. Motion passed.

· The uniform package change was tabled until the next meeting.

· Howard asked if the procedures could be logically organized to make sense. Gary Bender suggested having the coaches determine the structure. Larry Bright reminded the board that it is part of the Vice President’s responsibilities to maintain the policies and procedures and Kathy Port should be the person to take on the job. Kathy said she would attend the next coaches meeting to reorganize/streamline the General Procedures.

· All teams are not following the current procedures when Guest Players are rostered for tournaments. Due to the inconsistency of teams collecting $25 from Guest Players, it was suggested to drop 4.1 from the procedures.

Howard Maxwell made a motion to strike 4.1 from the General Procedures. Gary Bender seconded. Motion passed.

· 4.3 deals with the guest player form.

Howard Maxwell made a motion to add ‘guest’ to 4.3. Sue Bishop seconded. Motion passed. The procedure now reads ‘Requesting coach shall complete guest player transfer form and submit the form to the Eclipse Registrar.

· Gary Bender said 4.4 needs to be updated because there is a state form. It is the responsibility of Eclipse to inform the state, not FYSA.

Gary Bender made a motion to change 4.4 to read ‘Guest players must be approved by AYSA, the league, and/or the tournament prior to playing on the tram requesting them.’ Howard Maxwell seconded. Motion passed. How to handle guest players needs to be discussed with FYSA and Poppy when playing beyond Fairbanks.

· Two versions of a rewrite for Section 3, Filling of rosters (from recreational teams) was distributed, as well as the need to remove ‘(from recreational teams)’ from the title.

Howard Maxwell made a motion to strike ‘from Recreational teams’ from the title of Section 3. Gary Bender seconded. Motion passed.

Howard Maxwell made a motion to add 3.5 to the procedures, Bruce Gard seconded. The discussion included keeping Sara’s wording as a guide, but incorporate into the procedures; having agreement from the other coach, not just notify the other coach; rec and high school allow mixed gender teams; there are not mixed teams at Regionals or Nationals – it is not disallowed, but discouraged; there are opportunities to play up on a same gender team.

Howard Maxwell changed his motion to: It is the intent of the club to field gender pure teams. All teams will be gender pure. Any exception to this policy must be approved by the board. Bruce Gard accepted the friendly change. Motion passed by a 13 to 4 vote.

4. CRAD Document: Kathy Port delayed the restructuring/rewriting of the CRAD Document until a committee with coaches and parents could be formed. The actual CRAD Committee will not have coaches represented, but the procedures and document should have input from the coaches. The Document Committee is Howard Maxwell, Gary Bender, Kathy Port, and Sue Bishop. They plan to meet after the next coaches meeting.
5. Update on FYSA activities: Brian Luoma reported the next meeting is Thursday at 6:00.

· Indoor rec tournament is finished.

· There will be a Spring Clinic with Dave Milne.

· Discussion concerning moving the indoor season for the older players to the Fall due to the change in the High School schedule; there would be competition for gym space for practices between comp and HS teams. Bruce Gard heard that the Anchorage area High Schools wanted to move their season to the Fall.

6. Proposal from Dave Veazey: Tabled due to time constraints. Larry Bright asked that everyone review the documents previously distributed and be ready to discuss at the next board meeting. Howard Maxwell asked if Dave Milne had been retained as the Director of Coaching. Brian said he had not heard that is has been finalized.
7. Club Clinic – June 27-30: Larry Bright reported the annual clinic is scheduled right after the Midnight Sun Tournament. The clinic coaches will be coming from Chugiak. The players will start Monday afternoon; the coaches could start Monday morning – that is a coaches decision. Friday’s schedule is still up in the air due to Fourth of July weekend. This will be a coaches clinic as well as a players clinic. Bruce Gard asked if there would be enough coaches for each team to have one – there may be an extra coach for pulling players out of practices instead of keeping them longer at the end of the day. They are willing to do what the Club wants. All coaches should let Larry know after the meeting if their team is participating.
8. Other summer training plans:

· Positive Coaching Alliance – update: Bert Boyer suggested that FYSA become involved due to the expense; it is too big for ESC. Howard Maxwell suggested a corporate sponsor would help with the expenses. Barb Stockwell said she contacted the president of youth football and they are interested. Hockey and basketball could also be approached.

· BRUSA Camp – Bert Boyer felt his team needed a clinic earlier in the season than the club clinic. He contacted all coaches, with interest from E-95 and P-94. P-94 will be attending both clinics; E95 and E 94 will not. He wanted to know if he needs board approval to continue. Bruce Gard thinks it is good to have additional clinics. Howard Maxwell said E-93 isn’t participating because of the cost and he had already made other plans. Bev Luoma remembered there were higher prices for the older players. Coaches would be staying with coaches to be able to talk soccer the whole time they are here. Actual clinic times could be half days for the older players, reducing the cost. Any team may add if Bert is notified by next week. Larry Bright added that the Club Clinic has always been optional. It is valuable to have all the teams pulled together for activities and training. It could be revisited because we do not have to have Georgia’s Clinic every year. Frank Trovato has options if clinics are needed earlier in the year.

New Business:

1. Eclipse 94 Coaching Staff Adjustments: Bert Boyer will be on sabbatical for a year, starting after the season ends in August. Alan McGinty has been assisting with the team since last year, so the transition should be smooth. The Club has received the required three letters and background check. Alan spoke to the board: he will be taking the D coaches license clinic in May; he is involved in both youth and adult men’s leagues; he has played all team sports; he will bring energy and play with the team; he has conducted winter and summer practices for E-94; was head coach in rec for five outdoor seasons and several indoor. Kathy Port made a motion to accept Alan McGinty as the head coach of E-94 starting when Bert Boyer leaves for sabbatical. Gary Bender seconded. Motion passed. Larry Bright said the issue of what happens in 2006 will be addressed later. Players should know what will be happening. Bert will be back five times during the year. The issue will be discussed later with parent’s input. Howard Maxwell feels the proposal should come from E-94.
2. Pins: Howard Maxwell thinks the issue of using the club logo should be discussed at another meeting. The Eclipse pins have already been ordered by E-93 as a fundraiser and are available to all interested teams – they have been emailed with the information. E-93 will sell off the pins and not order more if they have to. Hope Swoffer informed the board that she has the supply of the current Eclipse pins; they have sold for $1.00 in the past.
3. Website update: Gary Bender asked all coaches and managers to check the information on the website and provide new/corrected information to him.
4. Club Raffle: Kathy Port asked if there were any volunteers to coordinate the raffle. Sue Bishop will consider it and let Larry Bright know. Liz Styers has the spreadsheets to use and will help. Larry can approve the coordinator without the Board.
5. Trainers and clinics – need for contracts: Howard Maxwell asked about the board approved contracts for trainers. Gary Bender said he would get a copy of one from the State.

Other:

Ina K Tournament Registrations have not been received from E-90 or P-94.

Howard Maxwell made a motion to adjourn. Gary Bended seconded. Meeting adjourned at 6:25.