Minutes

Eclipse Board Meeting 8-22-2004, 4-6 pm

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

Meeting Started at: 4:10

Members Present: Larry Bright, Kathy Port, Barb Stockwell, Hope Swoffer, Sara Alden, Sherina Anderson, Gary Bender, Bert Boyer, Bruce Gard, Danny Gibson, Greg Gibson, Colleen Kowalchuk, Brian Luoma, Howard Maxwell, Rick Port, Mark Gramstad, Bev Luoma, Cindy Vredenburgh

Review of Minutes: A few typographical errors were pointed out. Kathy Port moved to approve the minutes with the typographical error corrections. Greg Gibson seconded. Motion passed.

Financial Update: No update available due to computer problems.

Old Business:

1. Zane and State Cups – wrap-up: Zane Cup - All three teams made it to the Semi-Finals. Howard Maxwell said the website for keeping updated went very smoothly except for reporting the Championship Games.

State Cup – Three teams made it to the Semi-Finals: E92, P92, and E90, with E92 not moving on. P92 made it to the Finals and lost in double overtime. The coaches thought it was well organized. Play was too fast for some of the referees. The __Flaming Lizards were nominated for Regionals.

2. Raffle Wrap-up: Linda Colang was not in attendance. One item of note is that the seller of the winning ticket received $50. This was not discussed prior to the raffle and the raffle rules will be checked.
3. Eclipse Winter Session: Larry Bright met with the School District and FYSA. The School District is not interested in scheduling for individual clubs – concerned there are too many clubs for scheduling. They encouraged Eclipse to work with FYSA to resolve issues. If all comp clubs are working together and FYSA is included in the plans, could possibly work something out with the School District in future years. The FYSA Board was polled and all would like to work together to smooth out problems. A Spring schedule still needs to be worked out. School District said we needed to compromise and that compromise would be to do what FYSA said. If we want to make the effort, could go back to the School District, working beyond Facilities.

Regardless of games or just practicing, all Fall Indoor teams must pay $85/player. Fall registrations are due Sept. 3. Each team will play seven games and one practice per week. Sara Alden asked for a clarification for fees if players are on ‘rec’ teams in the Fall and practice with their ‘comp’ teams in the Spring.

Discussion also included practicing on Sundays and teams not meeting/practicing in the Fall. At this time, all coaches need to do what is best for their individual teams. Larry and Kathy Port will continue to meet with FYSA to work through different scenarios for the coming year.

4. Evaluations for Coaches and Players: Very few have been received; only team in is 93. Coaches need to remind managers and managers need to remind the parents/players. Coaches will not be paid until evaluations are received.

Larry Bright stressed that all parents/players turn in evaluations to receive a complete cross section of the actual coaching abilities, skills, etc.

5. Clinic/Camp fees and other issues: Bert Boyer suggested the Club Clinic fees should be included with the Club dues collected in the Fall. Mark Gramstad suggested the staggered dues, fees, and clinic would be better financially for some players. Larry Bright listed other issues, including time of year and if a clinic is wanted, and would like to have a committee formed. Bert Boyer suggested that the discussion be tables and placed on the agenda of the next coaches meeting.

New Business:

1. Tryouts - final logistics and assignments: Kathy Port sent out a list of assignments. Each team is responsible for manning their table, providing the table, and creating a poster with the team year. She suggested that each team manager pre-fill out information on try-out forms for current players. In past years, the try-out form was also used as the Membership Form; separate forms should be developed. Howard Maxwell requested that a date be included on the Membership Form and Medical Release – these forms have been questioned at tournaments. Kathy will be sending out the try-out forms to the managers. Howard will prepare the Fitness Testing cards – similar to the Field Day testing, with six slots for tests. Each team will need a parent to help with the cards during testing. A welcome letter with financial information was distributed. Please send any corrections or comments to Kathy. Sara Alden commented that not all costs listed will be incurred by all players. Kathy will separate costs into categories.

Cindy Vredenburg passed the ‘try-out’ tub to Amber Zellweger. It contains tape, numbers, and other items needed for try-outs. She will contact Amber to make sure the tub makes it to try-outs.

Cindy asked how coaches notify players of their decisions. Greg Gibson has a standardized letter. Cindy suggested that each participant fill out an envelope as part of registration.

Greg Gibson asked about how any 87’s would be handled at try-outs. Kathy said they would be grouped with 88 for try-outs.

Bruce Gard asked if Larry or Kathy would be there to welcome everyone. Larry said he would pull everyone in when he feels all are present to introduce the coaches and discuss the club philosophy. Coaches should wear their coaches shirt (Kathy will distribute when received) and parent volunteers should wear Eclipse/Phoenix shirts. Registration should start one-half hour early. Ten ads will have appeared in the News-Miner prior to try-outs.

Greg Gibson said there is a high school girls game Friday night and that any players with conflicts should contact Larry or Kathy.

Smoke cancellation will follow School District and FYSA policy.

2. 95 teams – coaches: Kelly Shanklin would like to be considered as coach for 95 Eclipse, and submitted a letter. She has recruited an assistant and has two sponsors. She works with Sara Alden, but do not personally know each other. Sara says Kelly has an excellent work ethic, is organized, high energy, solid, and grounded. She has played soccer. She took the time to observe training for State Cup held at RSMS. She could not attend the board meeting and will not be a try-outs due to prior family commitments. She will work with any team selected at try-outs. Kathy asked if Sara would be able to mentor Kelly – Sara said yes and Bruce Gard said he is also available to mentor. Rick Port also suggested that older Eclipse players could help coach the younger teams.

Kathy made a motion to accept Kelly Shanklin as Eclipse 95 coach for the coming year. Gary Bender seconded. Motion passed.

Gary Bender suggested that the Club start looking now for coaches for the 96 teams.

3. Changes in Dues Policy: Kathy Port distributed and lead a discussion on changes to the policy and procedures clarifying dues. Greg Gibson made a motion to accept the changes to the Policies and Procedures as presented. Mark Gramstad seconded. Motion passed.
4. New Uniforms – search committee: Larry Bright would like to have a committee to look into changing the official Eclipse Club uniform. Bruce Gard feels that the girls like wearing the current uniform until they reach U13/14. Committee members are Sara Alden, Bev Luoma, Bruce Gard, Danny Gibson, and Laura Bender. Gary Bender stated that the committee must be finished and the Board approve the uniform by the end of December for ordering purposes. Howard Maxwell asked if a logo incorporating both Eclipse and Phoenix be developed. Sara Alden said Becca from the 89 team has been working on an idea.
5. New Registrar and Treasurer – search committee: Amber Zellweger has email Larry Bright that she cannot continue as Registrar. Open positions are Vice President (Kathy Port is currently serving the VP position vacated by Larry Bright when he accepted the Presidency last year), Treasurer, and Registrar. The Registrar position is appointed by the President.
6. Coach Development – proposal for trainers: Greg Gibson and Brian Luoma briefly presented the need to have a paid trainer available to work with the coaches to deal with issues such as coach burnout and experience level, and to help fill in the gaps the coaches may find. A proposal should be made to the Board by the October meeting.
7. General Membership Meeting – date: Eclipse Club Policy state that the General Membership Meeting be held each year in October. Bruce Gard suggested that a smaller/nicer setting be located for the meeting this. Dog Mushers Hall charges $200 for non-profit groups.

The General Membership Meeting is tentatively scheduled for Sunday, October 10, 2004 at 4:00; location to be announced. Program ideas are needed to bring in a majority of the members.

8. Kay Jones from AYSA will be here 8/26 for ODP tryouts. She is willing to meet Thursday evening with any interested group. She is the State Registrar and Executive Director.
9. CRAD: Current CRAD make-up is the Vice President and one representative from each team. There were only three people in attendance at the last meeting. Kathy Port suggested to restructure the committee to include the VP and a core of three or four informed members ‘with a clue’ of what is going on. It was also suggested that a member from a younger team be included to learn about the issues and move up with the Club. It is difficult to address coaches’ evaluations in the current set-up. The Executive Board will probably be used to review the current evaluations.

Greg Gibson would like CRAD to include the Recruitment and Development parts and not stay wrapped up in the evaluation part. Gary Bender suggested that the committee attend a coaches meeting set aside specifically for coaches to provide input for the recruitment and development parts.

Other:

Bruce Gard informed those present of a Co-ed Indoor Adult League (5v5) for $25 at Ryan.

Greg Gibson moved to adjourn. Gary Bender seconded. Motion passed at 6:00.