Minutes - Draft

Eclipse Board Meeting Meeting 9-21-2008, 2:45-4:45 pm

Noel Wien Library

 

Meeting Started at: 2:50 pm 

Agenda:  No additions to agenda.

Members Present: Larry Bright, Rebekah Cadigan, Sue Signor, Anita Simpson, Pips Veazey, Greg Gibson, Brian Luoma, Beverly Luoma, Rob Solomon, Howard Maxwell, Bill Black, Sarah Keller, John Cadigan, Tara Drennon, Mary Shipman, Linda Olson, John and Aisha Bray; Steve and Michelle Steel, and Robin Miller.

 

Review of Minutes: Minutes from the August 24, 2008 meeting were reviewed; Rebekah Cadigan moved to adopt the minutes. Howard Maxwell seconded. Minutes approved. 

 

Other:  Pips Veazey has agreed to be nominated as club president and Tara Drennon has agreed to be nominated for Registrar and will be voted on at the next AGM;  Larry will be leaving, but will still be around and help on special projects;

 

Financial Update: – Sue Signor provided an update.  As of August 31, 2008 our total assets are $27,807.59 and our net income is $18,408.91. Pretty much what was discussed at the last meeting.  Sue Signor discussed how membership dues covered our expenses; trying to capture miscellaneous expenses and see how we run the club;  Raffle money has come in. Couple additional things – out of pocket - $600 for spring tryouts; Sue estimates that there maybe $13,000, accounting fee, misc stuff, gym rental for AGM, etc.;  Should have about $14,000 left at the end of the year, but won’t be all finalized until all receipts have been paid for.  Important piece of it, from Sue’s analysis, our membership dues are paying 4 tournaments and including state cup – just barely covering; she added that on our fees we are only charging what we need to run our business; we did lose on uniforms; Talked about raising the level for the academy, and for paying Will for goalie training; could put funds into Phoenix and Eclipse academy; we will use some of the raffle money to cover normal expenses – for expenses over and above; field day, porta potty, etc;  we lost about $265 on uniforms, but still might get some money in;  At the AGM, members will be summarized how the membership of $175 was used to cover expenses through the year.

 

Old Business:

 

1.    FYSA Update: Brian Luoma shared that FYSA has a new president, board, and program director.  Hopefully get some more customer service; indoor fall starts first week of October; Eclipse people on the board; there are approximately 10 or so members on the board; should be a positive way forward.

2.    Registration News:  Pips shared that membership dues are on-line; October 31, 2008 is the due date for these dues; the 98 Phoenix will still do the registration form; Howard suggested to pay the membership dues, we are going to have a team, we just need 3 more players; the more commitment parents and players make, the more committed they will be for a team next year.  Pips to send out a note for fall indoor.  Pips would like to update the contact list and then send to Howard for the website.

3.   Tryouts Wrap Up:  Larry mentioned that they went very well and appreciates all the volunteer efforts: manning tables, sign-ups and money handling; a lot of kids                 and parents attended;  Larry is very pleased on how many tried out. Phoenix 92        team – about 6 players came out, which was a disappointment but will give it a           rest and then start pulling kids together again to see if we can pull them together;                  right now there will not be a Phoenix 92 team;

4.   Uniform Contract: Robin and Bev talked about this.  Uniform contract with             Beaver Sports was only for 1 year; we got a quote from Eurosport and Beaver                   Sports; the Exec Committee discussed the quotes and we had a unanimous   consensus to give Eurosport a 1 year contract and try them.  Eurosport is about                5% cheaper; should be easier for the club and teams to organize; we also will get                   gold club points and can use it for coaches shirts, jackets, etc.  Larry added that it           is not  is not easy breaking the relationship with Greg right now; Beaver Sports                  folks are great; Each team will have a uniform coordinator and will order through      Eurosport their own teams uniforms; Howard Maxwell made a motion to accept a         one year uniform contract with Eurosport; Mary Shipman seconded;  All in favor                  – motion passes; Additionally, Larry suggested that we set a date for players to          order uniforms so that we have them here in time.

5.  Approval for new coaches:

 

Michelle Steel, Eclipse 99:  Howard moved to approve Michelle; Robin seconds;                   All in favor; motion approved;

Aisha Bray, Phoenix 98 – Name one as head coach- move to accept by Bill Black;               second by Sue Signor;  Aisha on paper is head coach; All in favor; motion       approved;

Dave Veazey- Eclipse 96-; Howard, second; Dave has a package on file;  with       Dave coaching 2 teams, Greg mentioned that he needs to be careful with 2 teams,     parent jealousies, favoring of one team over the other, 96 and 97 only 1 year                 apart, natural rivalry, play each other, tournaments;  Dave does have 2  assistants           on his 97 teams; Will Irvine is also interested in helping; the main thing is being up front;  the communication needs to be up front so there are no surprises;   A             valid concern.  Larry has talked to Dave about concerns; All in favor; motion                  approved;

Bill McKenzie – 91/92 Eclipse- there are several 91’s  that want to join the 92       team;  Greg will help coach the 91 and 92 team; this is a core 92 team; handful of    91’s ; 14 are committed, one brand new player; Robin made a motion to approve;        Greg seconded; – Greg mentioned that Bill is not a licensed coach, he will get his E license in the spring. All in favor; motion approved;

 

New Business:

1.   AGM :  Rebekah will be sending out information for the upcoming AGM, the       potluck and meeting location.   It is convenient to have the gym for the kids at          Randy Smith, about $200 for the night; tentatively scheduled for October 19th,       4:30 – 6:30 pm at Randy Smith.  Meeting date to be confirmed and communicated        ASAP.

2.    Concession at Patty: Patty center ice rink is looking for someone to take care of their concession stand; give us the room and we do all the food purchasing, set prices, and sell; UAF gets 20% of the net; Nicole got a lot of information to Mary; open during the youth games and the Blue and Gold Game; mainly a few hours on a Sunday, Wednesday, Fridays a couple hours, Saturday depending on games; Tom Robinson did say a lot of the youth games can be manned by one person, not like Carlson, 6 people for every game; stand has an espresso machine, hot dog and pretzel machines;   if the concession is not open for 3 games then contract is terminated if no notice is given; opportunity is to make more money; 16 year olds can work the Carlson; at Carlson everyone needs food handling permit, to check if UAF needs one; both 94 teams are interested in running it; Mary Shipman offered to help coordinate this concession since she is already doing the Carlson Center.  Larry thinks the two 94 teams should organize it, get the food, etc, and see how it goes the first year. Mary, Linda and Anita to organize the concession and the club will loan some $ to run the concession if needed.  Linda doing the financial, Anita purchasing, and Mary the coordinating.  Greg to move for the executive committee to sign the contract with Patty Center and make any decisions to make it work; Larry gave the go ahead for these teams to sign the contract with the University to run the concession.

3.    Donation to FYSA for fields  - Brian wanted a letter of support; key is a draft proposal; several paragraphs taken from FYSA statement; grass is growing and the fence is around it;  Greg Gibson to draft a proposal.  Howard moves to put in front of the general membership at the AGM requesting a donation of $500 to FYSA for the expansion of the fields for matching by the Rasmusson Foundation.  Robin Miller seconded; All in favor. Motion passes.  Larry would like to see a constructive dialogue on how the fields will be used; can we use the fields by clubs if we donate, FYSA and clubs need to discuss to use for practices; it would be from this fiscal year.  Rob Solomon added that he thinks the amount from the club should be higher to show our support and to get a higher matching.

4.   3 vs. 3 Tournament/Winter -  Howard suggested having Eclipse Sponsorship for this tournament and to own it. In the old days Lizards ran the tournament; they stopped doing it for 2 or 3 years, aka Northern Lights Shootout; Howard suggested we make it a club thing, but who wants to coordinate it? Planning needs to be ongoing if we want to do it; confusion with Cyclone club, Cyclones said they have the permission to run the tournament; which teams are going to do it?, Howard suggested we should just do it; P95 and P97 may want to do it.  Potentially January 17, 18th  weekend and block out gym time.  Organizing meeting – P95’s, P97 may be interested, E97 are also interested, and possibly E95, Howard will meet with these 3 teams, to decide the way forward. Bev Luoma will send out an e-mail to these teams when the meeting time is set.

                 

The meeting was adjourned at 4:50 pm by Rebekah Cadigan. Seconded Larry         Bright.

The next meeting will be at the 2008 AGM , meeting time and location TBD.