Waldorf Soccer Club Executive Board Meeting

Meeting Minutes
Overview
Purpose/Objective:	Executive Board Meeting
Date/Time of Meeting:	Thursday April 2 2009 7:45PM 9:00PM
Location:	John Hanson Middle School
Attendees	Karen Jones Steve Loftus Paul Cushion Michael Gaines Marjorie Willis Scott Wolfe Mike Merwin Joe Ward   Mana Labrie Stephanie Lloyd     Absent: Mark Duncan, Shawn Bingham, James Catalido, Felisa Hawkinsbee, Dave Weavill
Meeting Facilitator:	Steve Loftus

Minutes
Topic	Lead	Discussion
1.        Call to Order	Steve Loftus	Mark brought the meeting to order at 7:45PM
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 February 5th. A request to amend the minutes to reflect that Gary Knight will coach his son or daughter’s Recreational Team was incorporated into the final draft. Unanimous approval was obtained.
4.        Reading of Correspondence and Communications	Joe Ward	There was a note sent to the club from John Martin’s mother thanking everyone for the flowers sent in recognition of her recent loss.
5.        Officer Reports	Various	President None   Vice President, Administration There are still 12 background checks outstanding.   Vice President, Recreational Program Pictures scheduled for the weekend of April 4th and April 18th. TSS will arrive at 6:30am Joe will send an email to all board members requesting signup for Field Marshall duty. It was recommended that the board consider better scheduling for pictures. Perhaps throughout the day versus just over the lunch period. Steve to create a list of duties required for Field Marshall duty.   Vice President, Travel No Updates Secretary No Updates   Treasurer Prepping for an upcoming mandatory Travel Team meeting with Wachovia. Meeting scheduled for Thursday April 23rd. Marjorie will work to secure a space. Profit and Loss Report notables:  Many bills were paid in March – largest was the uniform bills at $16,769, which came in $4120 under budget – a good thing since Recreational Registration fee income came in $4469 under budget. All refunds for the cancelled adult program have been processed and have been debited from account 4000. Pictures rebates of $2637 were received in March. Balance Sheet notables:  $3639 was spent on the snow cone machine and freezer – and have been recorded as fixed assets. Change funds for the concession stand and the merchandise tent are now listed as current assets on the balance sheets.  These funds will be turned back into the checking accounts at season-end. We have spent close to $7,500 on fixed assets and non-budgeted expenses so far this year (snow cones, laptop, CPA fees).  We need to be aware of this as we may have to make some mid-year budget adjustments to compensate.  Otherwise, we will deplete our current assets even further. Registrar 347 packets were sent in for late registration, however many failed to follow through due to the required $75.00 fee.   Boys Coordinator Total of 50 teams for the Spring ’09 season. Received feedback from the parents regarding the need to establish an FAQ page on the WSC website to answer questions from parents. Karen shared that one had been drafted but never implemented, she took an action item to update and post. Would like to have the club consider enhancing communications about where their child may be practicing (perhaps West/East Waldorf). This was raised by the parents currently living in Hughesville that currently have to travel into the western end of Waldorf for practices.   Girls Coordinator No Update   Fields and Scoring Field scheduling has been completed. There was an action item to review field assignments for Wade Elementary. Consideration should be made to reduce practices to 1 night a week for U-6 players.   Merchandising Mana has circulated an email requesting volunteers for the merchandising tent. In addition, she has created a user manual to provide guidance for those who volunteer. Media No Update   Coaching Advisor/ Travel Team Dates for Travel Team Try-outs are as follows: Wednesday May 13th , Friday May 15th , Tuesday May 19th, Wednesday May 20th, Thursday May 21st We are awaiting confirmation for the fields at Bryantown from Martha Battaglia. The Coerver Camp is July 6-10 at Bryantown. The Free Clinic has been rescheduled for May 12th. The Rec Camp dates have been now approved Proposed setting up an All Star Game (perhaps early next spring) to enable travel team coaches to see players and recommend that they try out for travel. This event would be sponsored by Travel Team Coaches. Seeking confirmation on Free Clinic on 7/6 – 7/10 (by Marge @ Bryantown). Recreational Camp scheduled for 6/22-6/26. Fee needs to be determined.
6.        Unfinished Business	Various	·         Third Field for U6 remains outstanding (for the fall) ·         Trailer Acquisition (still to be discussed)
7.        New Business	Various	Concession Stand Issue outstanding regarding when to close the concession stand, given the late start time of 5:40 (for some of the games). Concerned regarding early closing causing revenue loss and loss of interest by traveling teams to the Bryantown fields. Item for continued discussion in May. ·         6/7 Travel Team to cover or volunteer. ·         6/6 is covered by the Travel Team. ·         Steve is working to draft a document highlighting concession stand duties. Financial Decisions It was proposed that the board review the guidelines regarding how money is being spent. From a merchandising perspective it would be a good idea to review a range of products to see what sells well and what does not.   Rec Plus Program Program recently communicated at the Coach’s meeting in March was unexpected. It was requested that it be presented to the board so that all members could be good ambassadors and properly communicate the program. This item will be added to the May agenda.

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	TBD	Open
04/02/09	Document list of duties for Concession Stand	Steve Loftus	TBD	Open
04/02/09	Schedule location for Travel Team Managers Meeting w/ Wachovia on 4/25	Marjorie Willis	04/19/09	Open
04/02/09	Review Field Assignments for Wade Elementary	Stephanie Lloyd	05/02/09	Open
03/05/09	Research the prices of the trailers for the mowers and bring to the Board Meeting next month	Shawn Bingham	05/02/09	Open
03/05/09	Identify a process to collect and manage email votes	Marjorie Willis	05/02/09	Open

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
	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