Executive Borad Meeting - July 2009

 

 

 
Waldorf Soccer Club Executive Board Meeting

 

Meeting Minutes
Overview
Purpose/Objective:
 
Executive Board Meeting
Date/Time of Meeting:
 
Thursday July 2nd 2009 7:52PM 10:30PM
Location:
 
John Hanson Middle School
Attendees
 
 
Shawn Bingham
Steve Loftus
 Karen Jones
Michael Gaines
Marjorie Willis
James Cataldo
Scott Wolf
Dave Weavill
 
Mana Labrie
Stephanie Lloyd
 
 
 
Absent: Mark Duncan, Paul
 Cushion, Joe Ward, Mike
Merwin, Lisa Hawkins-Lee
 
Meeting Facilitator:
 
Steve Loftus

 

Minutes
 
 
Topic
Lead
Discussion
1.        Call to Order
Steve Loftus
Steve brought the meeting to order at 7:52
2.        Roll Call
Marjorie Willis
Roll call was maintained with a Meeting Sign-In Sheet
3.        Reading of Minutes and Acceptance
Marjorie Willis
Marjorie called for a vote to accept the minutes from the meeting held on June 4th. Unanimous approval was obtained.
4.        Reading of Correspondence and Communications
Steve Loftus
 
Scott Wolf
·         A company by the name of Admiral is seeking POC. Scott to provide Mana’s name.
·         Scott mentioned that UK Elite Camps is constantly contacting him
·         VW wants to sponsor several Rec Teams. The board suggested offering them a reduced price for ½ of the year. 
·         Midas Muffler requested to be a sponsor as well.
 
5.        Officer Reports
Various
President
  • No Updates
Vice President, Administration
  • No Updates
Vice President, Recreational Program
  • No Updates
Boys Program Director
  • Will provide all final counts to Mana by 7/13/09
  • Recommendation made to extend online registrations through the holiday weekend.
 Girls Coordinator
  • No Update
Vice President, Travel
  • No Updates
Secretary
  • Having issues with securing location for General Membership Meeting (8/11) and Coach’s Meeting (8/15).
  • Made the recommendation to amend the bi-laws which require “written notification 30- days in advance”. Would like board to consider reducing costs and generating the notification via email only. Item will be added to the General Membership agenda.
  • Marjorie to add all potential nominees to General Membership Agenda and forward final (along with confirmed meeting site) to Stephanie for mailing.
 
Treasurer
  • Budget Reports were provided for review. $3300 gross revenue acquired for camps. Revenue given to Paul. $1600 was the cost for the Travel Team Evaluators. Current positive net income is $5374.
Registrar
  • All walk-in’s have been keyed (the 1st Saturday had 22 walk-ins, the 2nd Saturday there were 78).
  • Steve to adjust on-line registration to enable people to register through the weekend. Late registration scheduled to begin on 7/7.
  • Mike Merwin and Michael Gaines to address whether or not there will be a U-18 coed team depending on the numbers.
Fields and Scoring
  • N/A
 
Merchandising
  • Uniform orders need to be submitted by July 13th for the fall season.
Media
  • TSS has confirmed for the Fall Season (Travel Teams are interested)
  • Stephanie will be sending a note requesting items for the Newsletter
Coaching Advisor/ Travel Team
  • No Update
 
6.        Unfinished Business
Various
  • Paul Watts wants to take his U-18 Spring Team to Calvert County. Club to identify whether or not there will be a U-18 co-ed team.
  • Will there be an Adult Team in the Fall? Board expressed concern that advertising gets buried in the general registration form. Should be posted separately on the website and a separate email should be generated. Mana also mentioned that she will post signs at the Merchandising Tent.
  • Reviewed draft of General Membership Agenda. Marjorie to remove reference to Camps and re-arrange order of officer report out (so that Boys/Girls coordinators follow VP for Rec).
 
7.        New Business
Various
Travel Team
  • Policy has been amended and posted on website. Board reviewed the policy (on-site). A motion was made to accept as amended and the vote was as follows: Yes=5   Abstain= 3   No= 1
                General Phone Number for website
  • The Board discussed the potential of getting a club phone number to provide to club members for overall questions. It was expressed that people are calling anyone on the club contact page. Dave shared that a phone line via Verizon is very expensive.
  • Board members requested that all phone numbers be converted to email addresses.
Co-erver Camp Scholarships
  • Due to miscommunication, the current issue is that parents do not know that their kids have been nominated. Due to timing limitations, may need to consider offering camp at a different site (separate from Waldorf).
Travel Team Notifications
  • A lot of discussion regarding what did not go well:
1) Need to adjust bi-laws to reflect a more reasonable timeframe for travel team program to notify candidates (one week is not enough). 
2) Evaluation process too long. Most parents did not know anything for 5 weeks.
3) Tryouts should be held after May. Need to discuss the club (WSC) fronting the money for fees instead of hosting tryouts earlier to try and secure funding.
4) Both the VP Travel Program and the Board have zero control regarding tryouts (they don’t build the teams, define candidates, etc).
5) Need to manage the frustration of coaches as they feel that they have no impact. Recommendations offered were:
-Coaches should be on the field with evaluators
-Coaches should participate in forming teams together.
6)Scott will be building a Travel Team Advisory Board, which he will meet with 3 times a year and bring items of concern to the WSC Executive Board.
  • After much discussion, it was suggested that an action item be taken to discuss Travel Team Policy and Travel Try-outs.
 
8. Miscellaneous
 
 
PCA Workshop
  • NCSL and WAGs Coaches have to go through it. WSC should consider making it mandatory for coaches. The cost is $3,000 for two hours.
Recognition for volunteers
  • Board suggested implementing a program to recognize people for their contributions over the season(s). Some of the suggestions were gif cards for dinner, website recognition, tickets for DC United. Those nominated at the July meeting were: Susan Patterson, Jim Cataldo, LeeAnn Parker, Gary Tippett, Deb Duncan. Requests for Dave (under $50) should be submitted to Dave.
RecPlus
  • Mike Saoud will be unable to coach, as a result Michael Gaines will be coaching and will be assisted by Rick Lescoe. Michael has also been in contact with Kit Sullivan and CJ Jones representatives from St Mary's County and Calvert County RecPlus Soccer programs. The following specifics have been confirmed:
 
1.        Each County is responsible for own teams. 
2.        Currently WSC has only one team a U8 co-ed team consisting of 12 players (9 boys and 3 Girls).
3.        U9 / U10 rules apply.
4.        The field size will be the same as our U9 & U10 teams playing 7 vs. 7.
5.        Each player will receive 50% playing time.
6.        There is a 5 goal differential rule. If a team does not abide by the rule 1 point will be deducting from standing.
7.        WSC is responsible for scheduling 4 home games and 1 rainout.
8.        Games only on Saturday may be scheduled only from 9:00 am thru 5:00 pm.
9.        There is the possibility of one Friday game.
10.     WSC must send in our choice of scheduled dates to Kit Sullivan.
11.     Michael was advice to check on field availability.
12.     We have to provide and pay Refs for games at Bryantown.  The rule is we need a Center Ref and 2 AR's... pay cash on the field.
 
·         Dave and Scott both objected to the 2 AR's.  Dave recommended Michael contact CASRA (Capital Area Referees Soccer Association) for confirmation of this rule.  
 
·         There is a trophy fee shared by all the teams from participating Clubs.   Last year the fee was 25.00.
 
Tentative Dates:
 
U8 Jamboree: Saturday, August 22
Opening Day:  Saturday, August 29 same as WSC
Mid - Nov:  Kohl’s Cup fee involved.  Also Bryantown fields are not available. County closes fields Nov 1.
 
·         Michael is planning a Parents meeting sometime the week of July 6 and is currently reviewing the Score Catalogue for uniform selection. Mana provided Michael with several price quote options from our Score Rep Steve Kamin.
·         Michael Gaines or Steve Loftus need to inquire whether or not our standard Rec insurance covers RecPlus when the team travels outside of Charles County.
·         The suggestion was made by Scott to run the program like the Travel Team program.
·         Dave Weavill and Karen Jones agreed. One idea was to have a Team Manager. Chris Lesko was highly recommended for her prior Travel Team experience. (This item will be added to the August agenda in the category of unfinished business)
 
Annual General Meeting of the Maryland State Youth Soccer Association
( MSYSA )
  • Michael Gaines introduced a new concept for registering a team for a tournament or State Cup. He also shared that travel teams will not have to go to the state office to register for the State Cup.
  • He also shared that it is now authorized for travel player cards to be laminated.
Other
  • It was suggested that Executive Board meetings should begin at 7:00 pm instead of 7:30 pm. There was some discussion regarding the time interfering with Board Members practice schedules. It agreed that the meeting’s) beginning in August would begin at 7pm and beginning in August the meetings would be at Applebee’s. (This item will be added to the August agenda in the category of unfinished business).
  • Regarding the cleanliness of the Concession Stand, Jim Cataldo had a couple of things to discuss.
1)      Establish designated buckets/container for cleaning and for serving food. 
2)    To reduce the potential of volunteers helping themselves to free food, it was suggested that we define appropriate guidelines that everyone must follow. It was also highlighted that the Refs may be taking advantage of their one free meal rule.
·          A new grill is needed for the Concession Stand
·         The issue regarding the 50% playing time rule was raised by Jim Cataldo. Michael Gaines suggested that Jim check/research what other Clubs have in place for this type of situation and add it to next month’s agenda. 
 

 
*Discussion Type – Information Sharing, Update, Review, Decision Making, Direction Setting, Approval or Feedback
Action Items
Created Date
Action
Assigned to
Due Date
Status*
03/05/09
Need discussion with the county to discuss a 3rd U-6 field
Mark Duncan/ Joe Ward
Prior to Fall ‘09
Open
04/02/09
Document list of duties for Field Marshall
Steve Loftus
-
Closed
04/02/09
Document list of duties for Concession Stand
Steve Loftus
-
Closed
04/02/09
Schedule location for Travel Team Managers Meeting w/ Wachovia on 4/25
Marjorie Willis
04/19/09
Closed
04/02/09
Review Field Assignments for Wade Elementary
Stephanie Lloyd
05/02/09
Closed
03/05/09
Research the prices of the trailers for the mowers and bring to the Board Meeting next month
Shawn Bingham
Prior to Fall ‘09
Open
03/05/09
Identify a process to collect and manage email votes
Marjorie Willis
TBD
Open
05/07/09
Need to confirm June Meeting site John Hanson or Applebee’s
Marjorie Willis
May 30th
Closed
05/07/09
Contact Scheduling Coordinator regarding duties
Steve Loftus
TBD
Closed

 
*Action Item Status – Open, Completed
 

Future Meetings **
Date:
Time: 
Location
03/05/09
7:30 p.m.
John Hanson Middle School
04/02/09
7:30 p.m.
John Hanson Middle School
05/07/09
7:30 p.m.
John Hanson Middle School
06/04/09
7:30 p.m.
John Hanson Middle School
07/02/09
7:00 p.m.
Applebee’s of Waldorf
08/02/09
7:00 p.m.
Applebee’s of Waldorf
 
7:00 p.m.
TBD
 
7:00 p.m.
TBD

**Applebee’s’ will be used as an alternate for inclement weather and summer months.