Minutes

Eclipse Board Meeting 5-16-2004, 4-6pm

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

Meeting Started at: 4:15

Members Present: Larry Bright, Kathy Port, Barb Stockwell, Hope Swoffer, Amber Zellweger, Bert Boyer, Bruce Gard, Greg Gibson, Brian Louma, Howard Maxwell, Wendy Quinn, Jennifer Templeton, Sherina Anderson, Rob Soloman, Mark Gramstad, Beverly Luoma, Jody Thomas

Review of Minutes: Kathy Port moved to approve the minutes as written. Greg Gibson seconded. Motion passed.

Financial Update: Income received for clinic fees, membership dues, try-out fees, and uniforms. Expenses included try-out advertising & gym rental, supplies, FYSA registration fees, Ina K and Zane tournament fees, training, and uniforms. Combined Checking/Savings balance is $13,175.74.

Old Business:

Summer Clinic: Coaches are set and the tickets have been purchased for all but one, who is with the National Team, will not go on to Chugiak, and will probably bring an assistant. All details will be worked within the next few days.

Assignments will be worked out – Larry Bright will compile what each coach would like to work on and send it to Franklin who will refine the assignments.

Larry stressed that it is important for the best fit of coaches knowing the skills and age levels of the teams. Greg Gibson stated it would be nice if a coach could have the same team for two years.

The potluck cannot be held at FYSA fields due to games held at the fields and schedules of sibling games. There will be a small informal potluck at the Bright’s on Sunday prior to the clinic. Larry will send out schedules for feeding the coaches.

Bert Boyer heard of the possibility that the younger teams would have shorter times. Each team can modify schedules with their assigned coach. The coaches ride together to the fields and could help other teams. Kathy Port stated that in the past, some teams ended early on game days.

To use the FYSA fields, Amber Zellweger has to have names and $5 per player to FYSA two weeks prior to the clinic.

Housing, Vehicles, and Meals – several rooms and vehicles have been offered. Larry will coordinate. Bruce Gard stated that last year, each team gave money/gift certificates and the coaches went out to eat. Each team is responsible for feeding their coach lunch and providing some one to watch the players during lunch.

RST Fundraiser: All money/cards and spreadsheets are due at the Field Day. There was no idea as to how sales were going. It was noted that other cards have had better offers. Kathy Port suggested that if this type of fundraiser is used in the future, it should be planned farther apart from the cash raffle.
CRAD, Licensing, Summer Registration, Tournaments: Summer registration packets have been sent to FYSA. Ina K packets are in and Zane packets have been sent. Midnight Sun information to be collected at Field Day. State Cup roster is due at Field Day. No increased fees for Far North. Information will be sent when it is received. The playing fields will be the new ‘pick-up’ point for Amber Zellweger. Rosters are needed and player passes need to be made. Cindy Vredenburgh may have the format to fill out the cards on her computer. Passes are required by Midnight Sun. Ina K not requiring due to information being sent out late.

Amber stated that she has been having difficulty meeting with people at the FYSA Offices – even when they know she will be stopping by. Five times in the past two weeks the doors have been locked during stated office hours. She has no complaint about working with the people, just the office hours. Bruce Gard has also had difficulties. It was suggested that these problems be documented and presented to the FYSA Board. Larry Bright requested that this documentation be emailed to him.

Juggling Patches: 300 patches will be ordered on Monday, 100 for each level of 25, 50, and 100. Bruce Gard has a juggling ladder for motivation – he will provide to other if interested. Hope Swoffer feels that the club still needs incentives for the older players. Criteria for earning each level was decided at a coaches meeting: 25 touches, one surface; 50 touches, two surfaces; and 100 touches, three surfaces.
Procedures Manual – new volunteer?: Suzy Nicolai has prepared a file using hockey as a starting point. She is no longer with the club so a new volunteer is needed to follow up with this project. No one volunteered.

New Business:

Preparations for Field Day: Cindy Vredenburgh and Amanda Ross are chairing this event. Reminders have been set out to the teams concerning the food. Cindy arranged for the port-a-potty. Howard Maxwell contacted Jim Curry to reserve the field – it is first come, first served. Rick Port forward all the rosters to Howard to make the Test Cards. A parent will be needed to prepare and take the cards to each test site with the team. There are six tests and possibly a juggling station. Hope Swoffer asked about injured players who could not take the tests at Field Day – the coaches will be able to test the players at later dates. If new players are picked up, they must take the tests prior to playing. Discussion included the types of tests, if teams have started training for the tests, and that the tests are for base information only. Rick Port is organizing the testing. Each team except for the 94’s will be manning a test station. Results will be recorded on a card and on a team roster. The cards will be given to the coaches and the rosters will be used for inputting into a database. Larry Bright suggested there be an additional person to trouble shoot throughout the stations and testing time to keep the tests flowing Kathy Port reminded all teams that have fundraisers to bring the items for sale.
Eclipse Raffle – timing, logistics: Hope Swoffer has paid for the tickets and not all were ready when picked up. A second order was placed and will be picked up tomorrow. They will be handed out a Field Day. Each team needs a coordinator, but no money should be deposited into team accounts. Store sales are being set up at Spenards, both Safeways, and ACE. There has been a coordinator meeting, but only 2or 3 teams were represented. Linda Colang should be sending out an email regarding Field Day distribution.
Ina K Tournament: Amber Zellweger asks that all teams have copies of Eclipse Membership Forms or FYSA Forms at the tournament as proof of insurance. All nine teams are participating. Greg Gibson asked if the new teams knew what to expect at Ina K. Bert Boyer said they were ready and Jennifer Templeton said they were ready and would be holding a team meeting – she will check with the team manager. Amber stated she is available for help if needed.
Goalie Training: The coaches would like to tap the training budget for coach improvement to use for Goalie Training. Larry Foster will train four goalies for $40/hour. There are other options available. Larry Bright stated that the Georgia Clinic will also offer additional goalie training. Greg Gibson said that training spread through out the season would be helpful. Also, coaches should try to attend the training sessions. Howard Maxwell made a motion that the Board will support up to $100 during calendar year 2004 for each team for goalie training with a licensed coach. Bert Boyer seconded. Motion passed.
FYSA Table Rental: Tables are available for selling anything that will not compete with the concession stand. Fee is $5/day or $15/week and no percentage required; does not include tournaments. The concession stand vendor is still open.
FYSA Board Elections: Nominations are due May 31 with elections held June 16. Open positions are President, Secretary, four seats, and AYSA commissioner. These elections are at the FYSA fields on a night when Eclipse teams do not play. Larry Bright would like each team to come up with one name with a goal of four to six willing to run for office. He would then talk with these people at Field Day. The earlier election time is an attempt to get more rec parent involved.

Greg Gibson moved to adjourn. Kathy Port seconded. Motion passed @ 6:22.