Executive Board Meeting - February 2009

 

 

Waldorf Soccer Club Executive Board Meeting

 

Meeting Minutes
Overview
Purpose/Objective:
 
Executive Board Meeting
Date/Time of Meeting:
 
Thursday February 5, 2009 7:34PM 9:38PM
Location:
 
John Hanson Middle School
Attendees
 
 
Mark Duncan
Steve Loftus
Marjorie Willis
Shawn Bingham
Dave Weavill
Karen Jones
Mana Labrie
Joe Ward
Michael Gaines
Scott Wolf
Paul Cushion
 
 
Meeting Facilitator:
 
Mark Duncan

 

Minutes
 
 
Topic
Lead
Discussion
1.        Call to Order
Mark Duncan
Mark brought the meeting to order at 7:34PM
 
2.        Roll Call
Marjorie Willis
Roll call was maintained with a Meeting Sign-In Sheet
3.        Reading of Minutes and Acceptance
Steve Loftus
Steve called for a vote to accept the minutes from the meeting on January 8th. Unanomous approval was obtained.
4.        Reading of Correspondence and Communications
Mark Duncan
No new correspondence. Regarding the Coach’s meeting on March 14th, Joe Ward will confirm St. Peter’s Church.
 
New Coaches will work with Paul Cushion at 9:00am. Seasoned coaches will meet at 10:30am for coaching logistics, packages, and field assignments.
 
5.        Officer Reports
Various
President
  • Currently reviewing loadings. Fields 11,13,14, will be closed until 2pm on Saturdays.
  • Awaiting County approval  for all of the practice fields.
 
Vice President
  • No Updates
 
Treasurer
  • Final report will be provided at next month’s meeting. Budget breakdown is as follows:
*$270      C&M Mailing Service (flyers/sponsorship packages)
*$150      Sorting of flyers into bundles of 25
*$982      Arbor Graphics (printing of the flyers)
*$82        SMECO bill
 
  • DC United bill still outstanding
 
  • Account Totals (4) equal to $59,187 which does not include recent registration checks and picture rebates. This total is lower in comparision to account total at this time last year (approx. $68,000). It was stated that once the registration dollars are accounted for there should not be any gap.
 
Registrar
  • Registrations during the 2nd Walk-In proved successful. Board concluded that the success of the Walk-In Registration was due to the registration flyers that were placed into school folders after the Christmas Holiday. Totals exceeded 266 for girls and 249 for boys. An email has been sent to former WSC participants advising them that there are “7 more days to register.”
 
Boys Coordinator
  • Currently working through registration, coaching assignments,  and team forming process.
 
Girls Coordinator
  • Also working through registration, coaching assignments,  and team forming process.
  • Receiving feedback from parents about fields of practice. Plan to make efforts to accommodate when possible.
  • The Board discussed the concept of charging an additional fee for children wanting to play for WSC, but live outside of the county.
 
Fields and Scoring
  • Mowers received. Will transport the goals to Jennifer and Carrington
  • Travel team fields will be available on 3/9.
  • Currently visiting practice fields to assess nets for replacement. WSC currenlty has nets for the spring season, but will likely need to be replaced by the end of the Spring.
 
Merchandising
  • Sent estimate to Score for 1,044 jerseys, which was cleared for production capability.
  • Mark to confirm LaPlata colors to ensure uniform differences between LaPlata club and WSC.
  • Final numbers for teams must go to Score no later than 2/16 to ensure that the uniforms arrive prior to the 3/14 Coaches Meeting.
  • Orange polo’s for coachers were ordered.
  • Four new Board Member jackets were ordered
  • Mana to complete inventory check for balls, equipment, etc
 
6.        Unfinished Business
Various
Travel Team Policy Re-write 
  • Scott provided a copy and requested feedback via email no later than Thursday 2/13. Specific section highlighted (page 13 section i-vi)
  •  Team managers will review after Board review and provide feedback. Final review to be conducted by the board.
  • There was some discussion regarding the why the club must collect funds so far in advance. Leagues must provide fees 1 week in advance of required due date in order to be considered “in good standing” by WSC.
Team Try-Outs
  • Two options were proposed:
-Option 1: Try-outs to be conducted over a two week period. 1st week the first week of May, the 2nd week the last week of May. This will allow teams to get money into WSC.
-Option 2:Try-outs to be conducted over a two week period 2nd and 3rd week of May. The 4th week will be for team formulation.
This item remains an open issue, but must be resolved no later than the next meeting.
Summer Camps will be conducted at Bryantown
July 6-10 Travel Team Camp
June 22-26 Rec Camp (Paul Cushion)
July 27-31 Rec Camp (Paul Cushion)
 
4x4 Tournament
  • No Update
Wakefield & Carrington
  • No Update
 
Executive Board Polo Shirt
  • After much discussion, it was agreed that the new shirts will be a black breathable polo with board members name embroidered on one side and WSC logo (multi-color) on the right. This expense will come out of the WSC budget.
 
Meeting Locations
  • It was decided that the meeting location would remain at John Hanson Middle School every month in 2009, with the alternate ( for the summer and inclement weather) to be Applebee’s.
 
Trailer Acquisition
 
  • A request was made to purchase a trailer ($800-$1000). Shawn will research the prices of the trailers and bring to the Board Meeting next month. A final decision must be made whether to continue using St. Peter’s field, or transport the mowers.
 
Recycle
 
  • There was a discussion about requesting recycle containers at the Bryantown fields from the county. It was shared that there is an access issue for the county to be able to enter the fields and retrieve the bins. It was advised that it is not fundable.
 
3X3
  • A unanimous vote suggested that WSC will implement 3X3 in the  Spring. Teams will need to be comprised of 10 per team to support this approach. Less players will encourage more activity, but new lineup will generate 3 more teams. There is only 1 U-6 field, but games may be held 8-5 on Saturdays.  Will need to ensure coaching support.
 
  • Will consider kick-ins instead of throw-ins in the fall of 09’
 
 

 


 

*Discussion Type – Information Sharing, Update, Review, Decision Making, Direction Setting, Approval or Feedback




Action Items
Created Date
Action
Assigned to
Due Date
Status*
2/5/09
Confirm logistics for the Coaches meeting on 3/14
Joe Ward
03/05/09
Open
2/5/09
Approval of practice fields for the Spring Season
Mark Duncan
03/05/09
Open
2/5/09
Budget Report to be provided at the next Board Meeting
Dave Weavill
03/05/09
Open
2/5/09
Final numbers for teams must go to Score no later than 2/16
 
Mana Labrie
03/05/09
Open
2/5/09
Feedback for Travel Team Policy due 2/13
All
03/05/09
Open
2/5/09
Travel Team Tryouts
Deferred until next meeting
03/05/09
Open
2/5/09
Confirm future meetings site and complete insurance forms
Marjorie Willis
03/05/09
Open
2/5/09
Research the prices of the trailers for the mowers and bring to the Board Meeting next month
Shawn Bingham
03/05/09
Open

 
*Action Item Status – Open, Completed, or Overdue
 

Future Meetings **
Date:
Time: 
Location
3/5/09
7:30 p.m.
John Hanson Middle School
4/2/09
7:30 p.m.
John Hanson Middle School
5/7/09
7:30 p.m.
John Hanson Middle School
 
7:30 p.m.
TBD
 
7:30 p.m.
TBD
 
7:30 p.m.
TBD
 
7:30 p.m.
TBD
 
7:30 p.m.
TBD

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