Minutes Aug 3, 2005
Roll Call
Tom Thoits, Traci Proulx, Mark Proulx, Lorne Kearl, Diane Fiez, Nikki Little, Lora Braden, Travis Braden, Sherry Smith
Left Early Sherry Smith.
Late Kristie Spencer
Excused Kristin Catt
Nomination by Tom for Traci & Kristie to have RCA positions. Traci will be in charge of Volunteer coordinator, Refereeing, Hotline, and Website. Kristie will be in charge of Soccer Fest, UK Camp Coordinator, and Picture Day.
Motion by Tom Second by Diane
No Opposition
CVPA Review-not emailed out. Names are as follows:
Jamie Kovary,Bradley Sweet,Jeff Anderson, James(Jim) Jones, Steven Hancock, Terri Shimata, Chad Simmons, Santiago Vilela, Chris Simmons, Susan Behr, Mark Oja, Amy Crofts (youth referee), Mark Poulx, Danielle Croyle, Joshus Shepard, Andrea Sweet, Kristin Catt, Tom Thoits, Michelle Niebrugge, Valerie Herzog, Tim Herzog, Kristie Spencer, Mark Spencer.
Motion by Traci
Second by Lora
No Opposition
Lora has reported there is a problem with the computer system. When a volunteer signs up if no position is chosen it will automatically default to Regional Staff. Many of the Volunteers have pre-registered however, no forms were printed out. (signature required).
Still working on 30-50 forms.
Action Sherry and Lora will follow up on the missing Volunteer Forms.
Still need people to help set up nets.
Budget No purchasing pending.
Diane, Travis, Traci, Tom and Lorne will be authorized to write checks. Two signature will be required.
Motion by Lora to add Lorne & Kristie to Bank Account
Second by Traci
Action Tom will add Lorne & Kristie to the bank account.
Sherri Received email for Clorox Bags for U10 Players. She has ordered 280 bags.
Budget Diane has purchased software(Quick Books—Inventory Feature). Currently we have 65,000 minus 23,000 balance of 41,000 in account currently.
Deferred fees for players 11.75 per player times 1,115. need to pay for players due by the first game.
145 coach’s- Mark proposes to pay for coach’s children that are playing. Perhaps when coach’s sign up their children in the Spring. It is tabled at this time.
Diane has recommended to have an auditor come in and do an audit of the books. Auditor will come within the next 60 days. By Oct 1, 2005. Will be appointed by National. It will not cost us anything.
Duplicate checks have also been ordered.
Only large foreseeable expense is Field Maintence.
Action Diane will follow up with auditor.
Referee Traci has spoken with Tim Kendall to get all necessary information to take over the position. According to Eayso and paper registrations we have 81 potential referees. Appears there is 20-25 that is certified. The following trainings have been set up:
Huntsville-all day
U8—min 10 yrs old—requires 4.5 hours
Asst. Referee—min 12yrs old—additional 2 hrs can also do lines.
Basic Referee—min 12 yrs old—8 hr training
Working on getting another class set up. Aug 22 or Aug 29 for 4 hours will let the children referee a game the n have a follow up around Sept 12th.
May be able to have the younger kids run the lines.
Volunteer forms are located at the following:
Soccer.org
Resources
Forms
Everyone will need to complete Safe Haven. Would like to purchase T-Shirts, Flags( U10 and up), Whistle, and a Stop Watch for all referees. Those that are older than 16 will receive Shirts, shorts, socks, wallet, bag, whistle and flags.
AYSO Store has T-Shirts for 5.00
Bags are also available
Need to set aside 8,000 for Lagoon Passes for Referees that do 14 games. Coaches will need to initial cards to validate. 1Season pass for every 14 games.
600 for REAL tickets.
Additional funds that may be coming:
Picture Day 750-1,000
UK Camp
Late Registration
We get 10-15.00 for every kid that plays.
Nationals took over UK.
Action Diane and Tom will confirm UK camp account status.
Next year pay one or the other.
Tom motions for Traci to order referee materials not to exceed 300.
Lora Second
No opposition.
Action Traci will hold a meeting with all referees.
Action Nikki will make sure AGC follow up with their coach’s to see how the first game went. A list will then be compiled and discussed at the following board meeting.
U12 Girls Our region has always played 9 on the field. Dave (Area Commissioner) said we are the only region playing 9 everyone else is playing 11.
Tom motions for 11 players on the field for Girls and 9 for Boy’s (due to Football) which means one team will be dissolved.
Traci seconds
No Opposition.
Regional Coach Administration-
Coach Training—Jennifer Evans, Ryan Boam, Larry Holdaway.
Action Nikki will send out an email to AGC to RSVP for training.
Travis passed out a handout outlining Coach’s Meeting on Aug 9th.
Sign up sheet will be started. Coaches will be asked what certification they have. It will be on the Honor System.
U12 and up will be up to Mark Tracy.
All kids should be notified by Aug 20th. Coach’s will be informed at the Aug 9th meeting and also be posted on the website.
Coach’s book’s will be handed out to each AGC then given to coaches.
Coach’s Meeting should last 35 minutes.
Action Lora will make big signs for the meeting and a Volunteer list to Nikki.
Traci will email U5 list to Travis.
Travis will contact U5 group to see what parents can help with this group. The parent s will be told to arrive 30 minutes early so they
can be ready to go.
50 boys 45 girls are signed up.
Lora will email Nikki the Organization Chart.
Lora will send out letters by Aug 20th. They will be the same ones we used last year.
Registrar review
Please encourage people to sign up on the website. If you need forms you can go to Socccer.org AYSO Resources Forms
In years past, there has been a flood of calls after practices start. Teams that have issues need to be reports by Aug 30th to Nikki. Uniforms will only be given to players that have paid. Lorne checked on Roosevelt Field.
To improve it will cost 475.00. Which includes road base, topsoil, and Sod. Dirt will be donated. Will concentrate in front of the goals and the top of the goal box. Monday or Tuesday is the earliest it can be done. UYSA will split the cost to renovate field.
Action Lorne will follow up with schools.
Tom motions to have spots filled in maximum amount 1,500.00
Nikki seconds
No Opposition
Paint is under a different category. Last Year we budgeted 200 for fields. Stakes cost 11.85 for nets. Need 5 sets of Pugs. Board members Shirts are in the Shed. U5 Asst. Coaches will be placed with referees.
Action Travis will grab shirts from the shed.
Plaque for Wayne.
Motion from Tom to not exceed 100.
Second by Kristie
Action Diane will email Kristin about Plaque on 8-4-05. Will try to have it by 8-9-05 meeting.
Action Tom will inventory the shed on Sat. Aug 13th @ 8:00 am
Field lines are done.
Aug 31st end of registration.
Tom motions for the next board meeting to be held on Wed Sept 7 @ 6:30 pm. Location TBD
Nikki Seconds