Meeting Minutes
Overview
Purpose/Objective:	Executive Board Meeting
Date/Time of Meeting:	Thursday May 7th  2009 7:40PM 9:45PM
Location:	John Hanson Middle School
Attendees	Shawn Bingham Steve Loftus  James Cataldo Michael Gaines Marjorie Willis   Mike Merwin Scott Wolfe   Mana Labrie Stephanie Lloyd     Absent: Mark Duncan, Karen Jones , Felisa Hawkinsbee, Dave Weavill, Paul Cushion, Joe Ward
Meeting Facilitator:	Steve Loftus

Minutes
Topic	Lead	Discussion
1.        Call to Order	Steve Loftus	Steve brought the meeting to order at 7:40PM
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 April 5th. Unanimous approval was obtained.
4.        Reading of Correspondence and Communications	Steve Loftus	None
5.        Officer Reports	Various	President No Updates Vice President, Administration No Updates Vice President, Recreational Program No Updates Vice President, Travel No Updates Secretary No Updates Treasurer All travel teams have paid their registration fess. Three do not appear on the budget report because they were only recently received. They will be deposited and will show on the report in May. Our Travel Team Financial meeting is scheduled for 5/14 at Barnhardt Elementary School. New Travel Team bank accounts will be opened that evening per the new travel team financial policy. Budget Reports were provided for review.   Registrar No Updates Boys Program Director Issue regarding U-10 Coach using foul language was resolved. Coach apologized to kids and parents There was an injury on 5/2 a boy broke his wrist in two places. Dillman issue was resolved by creating a “pool of players to manage player shortages. Need to add an agenda item to the next Coach’s Meeting (fall) to talk with coach’s about leveraging a scrimmage out of a forfeit. Encourage coaches to share the players to ensure that the kids can enjoy the game, Girls Coordinator No Update Fields and Scoring No Update Merchandising Mana will soon be putting in orders for new t-shirts. WSC is featuring discounted pricing for inventory not selling (sweatpants). Mana is working to identify additional strategies to move merchandise. Media Quick conversation regarding fall flyers and the need to discuss the flyers at TC Martin.  Group needs to consider hosting practices in Hughesville. Coaching Advisor/ Travel Team Travel Team Try-outs scheduled to begin on Tuesday 5/12. Group was asked to check their schedules to see if they could come to Bryantown and help with Registration, etc. RecPlus to occur simultaneously.
6.        Unfinished Business	Various	·         Third Field for U6 remains outstanding (for the fall) ·         Trailer Acquisition (discuss in the fall)
7.        New Business	Various	Travel Team Uniforms It was communicated to the teams that old uniforms could be used OR new ones could be purchased, since it was communicated a month ago that the old uniforms (from Adidas) were being “phased out”. It was suggested that the club move to SCORE. It was also proposed that the Travel Team Coordinator manage the decisions regarding uniforms for travel jerseys. The following motion was made: The Travel Program will move to SCORE in the Fall of 2009 with current teams being grandfathered with the remaining Adidas supply (from Simon). Vote was unanimous. The Board requested an opportunity to look at the merchandise prior to purchase (if possible).   Board Member Duties An issue was brought up regarding the duties of Scheduling Coordinator. Deb and Scott have been partnering to manage scheduling and with their additional club responsibilities it is beginning to take a toll. It was requested that either the Scheduling Coordinator be reminded of the expectations and resume duties, or the Board should consider taking steps to identify a replacement.
8. Miscellaneous		Children’s Names on the Website There is a conflict on the existing website with posting the juggling players name’s and the disclaimer on the bottom of the webpage that says “No children’s names will be posted….” The Board agreed that first name and last initial would be okay. Also considered adding a note to all of the registration forms indicating parental permission for photos, names posted, etc. It was also recommended that the Board consider having a mandatory Coach’s Clinic at the beginning and half way through the season. This should be discussed as an agenda item for the Fall 2009 season. Scot will be researching fees to cover the cost of sessions for the Positive Coaches Alliance (PCA) or NCYSA. All in the spirit of providing support to coaches.

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	Closed 5/7/09
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	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	Open
05/07/09	Contact Scheduling Coordinator regarding duties	Steve Loftus	TBD	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