Minutes -Draft

Eclipse Board Meeting 11-11-2007, 4-6 pm

Girl Scouts Office on Old Steese

 

Meeting Started at 4:05 pm. Rebekah Cadigan made a motion to open the meeting. Seconded by Sara Alden. All in favor.

 

Members Present: Larry Bright, Sue Signor, Rebekah Cadigan, Anita Simpson, Sara Alden, Sue Bishop, Bev Luoma, Brian Luoma, Bill Black, John Cadigan, Nicole Nordstrand, Michelle Benjamin, Aisha Bray, Will Irvine, Melissa Niedorf, Dave Veazey.

 

Review of Minutes: No changes to the minutes. Larry Bright made a motion to approve the 10-21-07 Eclipse Minutes. Sue Signor seconded. All in Favor. Motion Passes.

 

Financial Update: Sue Signor provided an updated financial report to the Board.

Sue said there are no changes on the financial report. The first treasurer training is being planned for early December. Good timing for us. Sue is mostly doing the end of the year stuff and working on coach’s contracts and W-9 forms. She has forms for those coaches who have not filled it out – easy to fill out. Larry asked for ‘07 bank statements from each team. Sue Signor will send out which bank statements she may have along with Larry’s she has received to date. We need to start piecing together our ‘07 taxes. Larry also is looking at the accountant contract, the only thing missing is the amount of the contract – not to exceed $5,000, and also that the club will have a treasurer who will work with Tom Freeman; and also the contract not to exceed 1 year. One signature on contract – Larry. Larry can come in at the end of November/beginning December if needed to be able to discuss anything with Tom. Once we start using the same forms and streamlining with Tom we will be in much better shape, says Larry.

 

Old Business:

 

1.   FYSA Update: Brian Luoma reported that the club will handle the background checks for each of the coaches in the club. This is required by AYSA. Brian to check what specific kind of background check is needed by AYSA. FYSA has a grant for $925,000 submitted for South Davis Park. Should hear back soon on the status. It was asked if anyone is talking indoor facilities – Brian says no. Also a heads up: Fee for FYSA $50.00 a player/ and if not playing in Session I indoor must pay $30.00. Lastly, Arctic Nights got the concession contract for the FYSA fields, but with no subcontracting as in the past.

  1. Updates: a) Eclipse Website – Howard is kindly updating the website in the interim and doing a great job. Howard is looking for updates of teams to the website. A sheet was sent around for updates; b) Support for Volunteers – Larry commented that we are very close to having a uniform and accountant contract signed away. Robin is finalizing the Beaver Sports contract, pretty much just needs to be signed, and flush out a couple details. Robin to be sending out individual team order forms, which will be turned into Greg by early December. Teams can get with Robin for samples, fitting, etc. We still need to have a Phoenix coordinator for the uniforms for the boys. Bev Luoma stepped up taking on that role primarily as the Phoenix representative working with Robin. Each team will be responsible in getting their own orders into Beaver Sports and picking them up. Trying to get all orders in by December 1. Already starting to get late on the ordering from Addidas. Bev Luoma talked about the black uniform top for the Phoenix – still trying to finalize. Robin and Bev will be monitoring that each team has their order in and that Greg indeed has ordered all uniforms etc. Also Greg, will give 2% of all uniform orders back to the club to be used as desired by the Eclipse Club Board. The accountant contract is pretty much squared away. Pips to send a note out to all members reminding them than any purchases at Beaver Sports are eligible for a % to the non-profit of your choice – will let all members know that now prior to holiday shopping season to put Eclipse Club down for all purchases. A little extra revenue for the club. Larry thinks volunteers positions at the Executive level should possibly get something for their time – possibly a player scholarship with possible clinic scholarship. How do we draw the line on who gets it and how much each executive board member would get? We must be careful how this is done. Sue to ask Tom Freeman about tax ramifications of giving a scholarship for a volunteer. We are talking about an equivalent of $300 for the designated volunteer
  2. Follow-up – Jennifer Memorial Fund Contribution- legalities, etc.- – Sue Signor will be following up with Tom Freeman about the status of our club giving $2000 to the Jennifer Memorial Fund.

4.   Dates for Eclipse Raffle - Nicole Nordstrand summarized that currently the ’94 Eclipse team is currently doing a quilt raffle with the raffle being at the championship of the Arctic Freeze Tournament in December, and the next at the Spring Fling Tournament (to be renamed Jennifer Templeton Memorial) in April. Both raffles are Eclipse ’94 raffles. Howard Maxwell is asking for a 50/50 raffle at their tournament in January and has to pay 1% to the gaming account. Nicole Nordstrand stressed the requirement for teams to come to the board when using the gaming permit so that she is aware of which teams are using it, and that it is approved by the board. Larry added that when a team is hosting an event that it does need to be approved by the club. A team event would possibly need to be approved by the board, along with the use of using the gaming permit if desired. It was suggested that the club should have a list of what all the teams do as individual teams as fundraisers, then teams know what they can still possibly do and also know where to buy these items if desired. Also it would be helpful to list on the Eclipse website tournaments, especially Eclipse sponsored ones.

 

Nicole is proposing to start selling raffle tickets early for the Annual Eclipse cash raffle and start selling in store locations after the Spring Fling tournament. Ideally she would like to have the raffle at the Midnight Sun Tournament. She shared that we have had problems on IPA and team amounts. Nicole feels that we should have had more money coming to the club with the numbers of members in the club projected. Some members did not sell their required books which shorted the club. Nicole takes the expenses off before giving back to the club. Nicole knows of several players who did not sell and some checks that did not clear. Nicole would like to increase the number of prizes, yet stay with same ticket price of $5.00 and 1 book be sold by each player. Nicole to provide a draft proposal of next year’s raffle to the board for next month for approval. Larry would be a little concerned about selling tickets to early and suggested to start selling after the spring tournament because it gets people more geared up when the outdoor season starts. Nicole also provided a summary of the gaming account. We generated $40,358.00 and transferred $30,381 to IPA’s and over $8,000 to the club treasury.

 

 

 

 

 

New Business:

 

1.   Gym Time: Dave Veazey gave a summary and spreadsheet on current gym time usage and shared that there are open gym time slots that are not scheduled. Dave currently has $920 of gym time that is open. At Tanana, if both gyms are full, team has to pay $30 an hour or if not full has to pay $60/hr. At Lathrop it is $60/hour for the whole gym. Dave is bringing to the board what we as a club should do with the open gym times – disperse the cost to all teams, have open gym time for teams, disperse to teams using that day? There are some teams who are not on the list yet, too, so not really fair to have teams pay if they are not using the gym, nor to charge teams more because they do use the gyms. Coaches have had many opportunities to sign up for gym time. As a club we are trying to coordinate with Velma to get this coordinated. Dave said that to cancel with the school district gym time, we need 7 days notice for cancellation. The question is – what is the club willing to bear on open gym times? Larry Bright suggested charging an extra 10% to gym charges to cover the costs by the end of the indoor usage. He also urged that we need to make a greater effort of turning back unused gym time back to the school district. Larry commended Dave for being such a great resource scheduling the various gym times for the teams, and that he has put in a tremendous amount of work for a thankless job.

2.   Eclipse Academy: Will Irvine shared that they had 11 kids at academy training last week. Dec. 2nd is the next practice. We established a $100.00 fee for the academy participants, which include 2 practices a month and a t-shirt. Will is working with Trademark with a t-shirt to be a part of the club. Also, hopefully the academy will help pay for the next upcoming team, where extra revenue can help offset some startup costs to the club of that new team. These players are scrimmaging with 98 teams. Contact Will if you know someone in this age group interested. Insurance issues with FYSA were discussed regarding liability. There are 2 more sessions until the end of the year. Academy participants must sign up for indoor in the spring to be able to participate in the academy to cover them for insurance.

3. Planning for Winter and Spring Tournaments- Each team sponsoring a tournament needs to contact both AYSA and FYSA that they are having a tournament. Additionally, FYSA has to check the names of each participant to make sure they have insurance before they can play. A heads up will be provided to Howard Maxwell with his winter tournament and to Alan/Steph McGinty regarding the spring tournament. There was a question regarding the Northern Lights Tournament January 12/13th (replacing the old Lizards 3 vs 3 tournament) and if board approval was sought. Larry confirmed that it was approved. However, Larry did agree and wanted it noted in the minutes that future tournaments or events sponsored by the club using the Eclipse umbrella need board approval, particularly if the gaming license is going to be used. Nicole followed up that she will provide guidelines for running a raffle and the use general use of the gaming permit to clarify this issue.

4.   Carlson Center – how are things working? Mary Shipman is organizing – how is it going? Mary took it on and seems like things are going rather well and she is getting enough workers. Board to get update at the next meeting.

5.   Phoenix ’94 Coach Update: Benjamin Good has taken over the coaching of the Phoenix 94 team. He is doing a great job. Larry is working with Ben on getting everything straight to approve him as coach for the team very soon. The boys have been working very well with Ben.

 

            The meeting was adjourned at 6:07 pm.

The next meeting will be Sunday, December 16th, 3-5 pm at the Noel Wien Library.