Minutes

Eclipse Board Meeting 9-18-2005, 6-8 pm

Farthest North Girl Scout Council meeting room (Old Steese Hwy)

 

Meeting Started at:  Gary Bender made a motion to start the meeting.  Jennifer Templeton seconded.  Motion passed; meeting started at 6:04.

Members Present:  Larry Bright, Kathy Port, Barb Stockwell, Hope Swoffer, Gary Bender, Sue Bishop, Susan Faulkner, Beverly Luoma, Brian Luoma, Howard Maxwell, Fabio Mariutto, Rick Port, Kim Stokes, Jennifer Templeton, Kate VonHoomissen, Steph McGinty, Elizabeth Styers

 

Gary Bender made a motion to change the agenda to accommodate Hope Swoffer (Agenda items:  Old Business #2 and New Business #2).  Kathy Port seconded.  Motion passed

 

New Club Accountant:  Hope Swoffer reported the Club accountant pass away last spring and no one else in the firm will take over the account.  Schneider and Shilling will not accept the account and referred Hope to Wilson and Wilson.  W&W quoted a yearly fee of $950 to prepare the non-profit tax forms; Hope will be required to do most of the work (at least 50 hours).  Due to a computer upgrade, Hope is purchasing the latest version of QuickBooks and will have to learn the new software.  Liz Styers suggest the Club find a CPA to do all the work and prepare the non-profit forms.  Kathy Port made a motion to budget up to $1,200 to pay for an Accountant to prepare the ClubÕs tax return.  Gary Bender seconded.  Motion passed.

Proposed Changes in General Procedures:  Hope Swoffer suggested the allowable mileage amount per instate trip be increased.  Currently, $45 is paid to each coach for in-state travel; actual expenses are at least $100.  This increase expense could be covered by increasing club dues by $10 per player.  Discussion included a smaller increase in the amount and possible fundraisers.  Liz said the raffle income will cover the added expense; also, the club has increased players by adding two new teams.  Howard Maxwell made a motion to raise gas reimbursement to $75 per instate trip.  Gary Bender seconded.  It was noted that a ÔyesÕ vote would not increase club dues.  Motion passed with three abstentions.  Kathy Port made a motion that gas reimbursement must be requested prior to the trip be added to General Procedures.  Gary Bender seconded.  Motion passed.

Hope requested the due date of club dues be changed to October 15.  The Club tax year ends September 30 and under the current due dates, all dues are not received by the treasurer prior to the end of the fiscal year.  Howard Maxwell made a motion to move the team dues deadline to October 15.  Gary Bender seconded.  After discussion, a friendly amendment changed the date to October 31.  Amended motion passed.

 

Review of Minutes:  Howard Maxwell made a motion to approve the minutes.  Gary Bender seconded.  Motion passed.

Financial Update:  Unavailable due to computer problems, balance is approximately $9,000.

 

Old Business:

 

  1. Open Officer Positions:  Larry Bright reminded the Board that President, Secretary, and Registrar positions must be filled at the Annual General Membership meeting next month.  He also encouraged everyone to talk to their teams to find people to volunteer.
  2. New Club Accountant (see above)
  3. Tryouts and Final Rosters – update:  Larry Bright reported that all coaches have made their team decisions.  Many teams used the third night for additional try-out time.  Howard Maxwell asked when teams were allowed to actively recruit players.  Recruitment is allowed after State Cup until rosters are turned in to Eclipse (and ultimately FYSA).  All players practicing with a team must be registered with FYSA to be covered by insurance (rec fee should be $15).  Trial players do not have to pay ESC dues until April.

Results of try-outs:

            E91 – Gary Bender:  20 attended/18 selected

            P92 – Rick Port:  16 attended/15 selected

            P93 – Fabio Mariutto:  13 attended/13 selected

            E95 – Kate VonHoomissen:  18 attended/16 selected

            P96 – Howard Maxwell:  18 attended/12 selected/4 trial

            E93 – Howard Maxwell:  19 attended/14 selected/2 trial

            E96 – Sara Alden:  7 true age/7 younger

            P94 – Jennifer Templeton:  18 attended/15 selected/5 trial

            E94 – Steph McGinty:  27 attended/16 selected/2 trial

            P95 – Brian Luoma:  16 attended/14 selected

            Older girls:  15 selected/1 trial (88, 89, 90 age groups)

  1. Coaching application:  97 Eclipse:  Larry Bright informed the Board that Sarah Alden has agreed to coach the youngest girls – E-96; the Board must formally accept Sarah as the coach.  Howard Maxwell made a motion to accept Sarah Alden as the Eclipse 96 coach.  Kathy Port requested that the coach be present when approved.  Gary Bender agreed with the request.  Howard said that Sarah has already been informally given the team and has been handling the position.  The motion was removed.  Larry tabled the motion until Sarah is available.
  2. Uniforms:  Larry Bright opened the discussion by stating that in the Spring when Adidas was selected for the Eclipse uniforms, the Board decided to avoid the problems incurred with ordering last year, the uniforms would be ordered in the Fall.  Kim Stokes recently met with Greg at Beaver Sports.  The jersey will be available at least through December 2006, and possibly later; the shorts will be available through June 2006.  Beaver Sports should be able to fill the Fall order, with a small order in the Spring for extras and new players.  The warm-up will remain the same.  The order should be received in January.  The color will remain the same purple for all Adidas products.

Adidas prefers to have the defective back packs returned to them for repairs instead of having Appocolips handle them; there is approximately 20 backpacks in need of repair.  Three teams are currently wearing the old Diadora uniforms:  Oldest, 92, and 94.  Susan Faulkner questions the end date of the jerseys; teams need to be aware they will face switching for the following year.  Larry Bright and Howard Maxwell reminded the Board that all uniforms would have a minimum of two years use, even if the uniform has changed.  Extra jerseys and shorts will be ordered for stock.  Sue Bishop mentioned that internet prices for the uniforms are lower than our current prices.  Kathy Port said the internet prices do not include shipping, handling, or embroidery; Beaver Sports continues to be the most economical way to place the orders.  Kim Stokes made a motion to stay with the Adidas package with the Fall order due October 31.  Kathy Port seconded.  Motion passed (3 abstaining, 1 no, 8 yes).

Kim stated each team should turn in a team order with one check per team.  Uniform orders are due October 31.  Kim will send the order forms to the team managers.

  1. Update website:  Gary Bender needs to update the Club website and has requested that all teams email their current officers to him.          
  2. Update on FYSA activities:  Brian Luoma reported the indoor numbers are stable with prior years.  Equipment will be handed out next Saturday at Ryan form 10 to 2.  A coaches clinic has also been scheduled.  There are more high school players and less younger player this year.

FYSA has talked about extending the summer season to go beyond the State Cup, maybe playing on Saturdays after school starts.

The borough has asked FYSA to apply for grants to get the South Davis area moving.

Gary Bender said AYSA is considering having the Zane Cup become the State Cup for U11 and U12 with the winners receiving the designation of State Champions.  Kathy Port said the site should be rotated if State Cup is attached.

 

New Business:

 

  1. General Membership Meeting – details:  Larry Bright stated that the Annual General Membership meeting will be held in place of the regular monthly Board meeting.   Kate VanHoomissen wanted to know what the AGM is.  Larry Bright summarized by saying that officers are elected and By-Laws are changed.  The meeting will be on October 16, with information sent to team managers.  Howard Maxwell made a motion to have two free memberships as door prizes at the AGM.  Kathy Port seconded.  Motion passed.  All teams are encouraged to donate items.  The potluck will be a spaghetti dinner;  Kathy will send out team assignments.  The time will be 4 to 6.  First choice for location is Randy Smith with access to the gym.
  2. Increasing the allowance for gasoline (see above)

                  Mileage reimbursement (amount and timing)

                  Due date for Club dues

  1. Juggling patches:  Rick Port would like to extend the patches beyond 100; with 500 possibly being a shirt.  Higher awards would keep the players driven.  Kathy Port suggested that artwork could be created for the shirts and orders could be placed yearly.

 

 

Other:

 

Larry Bright stated with ESC larger (12 teams) the size of the Board should be reconsidered.  Some age groups could have enough players to field two teams.

Discussions should be encouraged on how to promote the most positive environment for kids to play in.

 

Gary Bender made a motion to adjourn.  Howard Maxwell seconded.  Meeting adjourned at 8:07.