Minutes

Eclipse Board Meeting 9-19-2004, 4-6 pm

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

Meeting Started at: 4:15

Members Present: Larry Bright, Kathy Port, Barb Stockwell, Sherina Anderson, Bert Boyer, Colleen Kowalchuk, Brian Luoma, Howard Maxwell, Wendy Quinn, Rick Port, Kelly Shanklin, Rob Solomon, Lindsey Brown, Steph McGinty, Bev Luoma, Liz Styers, Jim Davis, Laura Bender

Review of Minutes: Approval moved to next board meeting.

Financial Update: Hope Swoffer was absent.

Old Business:

1. Raffle: Liz Styers reported – Gross income = $22,155; raffle expenses/tax = 2,692.59; IPA’s = 15,255; Admin = 6,900 (of which 405.32 in expenses, net = 5,594.68)
2. Evaluations for Coaches and Players: All evaluations are in. Larry Bright would like to have ‘sit-down’ discussion with each coach; evaluations would then be passed on to the coach. He would like to find out how the board can help, things not being supplied, how things are going, what as a club can be done to improve the coaches.

Coaches should have already had two evaluations per player.

3. Coach development proposal, clinic discussions: Coaches have not met yet to discuss these items. Larry Bright suggested that the coaches meet this month and send the proposal to all Board Members. The clinic should also be discussed.

Bert Boyer asked how a roster could be filled if there was not a large enough turn-out at try-outs. Larry Bright said there was no policy against picking up players during the off season; potential players could be invited to practices. Spring try-outs have been held in the past. Liz Styers reminded everyone that each potential player must still pay the $10 try-out fee, which would be forwarded to the Treasurer. Howard Maxwell added that players cannot be cut as a result of Spring try-outs, these try-outs are only to fill a roster. There is a regulation covering cutting a player.

4. Uniform Committee/Eclipse Logo: The committee met and Laura Bender requested samples from Beaver Sports. Because of the quantity requested, she was not sure if we would have to pay for them. Greg (at Beaver Sports) prefers to work with Diodora and has bad luck with Adidas. Puma is also being considered. Eclipse places orders in the spring when inventory is low - most clubs order uniforms in the fall. We could order our uniforms earlier. The weight of the uniform is an issue and a request was made to also have a sleeveless jersey. Larry Bright requested that the committee bring two or three sample uniforms for the Board approval.

The committee also discussed having the logo on the uniforms. Laura Bender was asked to take in a current jersey to Trademark to have a sample prepared for Board approval. She was also asked if the vendor for the new uniforms could put the logo on for us; she said the ones they are looking at could not do it.

Bert Boyer asked if the 94’s could stay with the old uniforms for one more year. Howard Maxwell said that grandfathering the uniforms has been discussed.

Howard Maxwell made a motion to allow the committee to spend up to $200 for samples, if needed. Kathy Port seconded. Motion passed.

5. New Registrar, Treasurer, and Vice President: Larry Bright reminded the Board which positions were to be filled at the next AGM. He would like to have any interested volunteers mentored. Liz Styers would also like to have help on the Gaming Committee. She has a sample test for anyone interested.

Please give Larry or Kathy Port a list of possible candidates prior to the AGM meeting. Howard Maxwell suggested that team meetings be held prior to the AGM where coaches and team reps could recruit new volunteers.

6. General Membership Meeting – Oct 10 at 4:00: Place has not been determined. A smaller room than the Ryan all purpose would probably be better. Larry Bright has called Dog Mushers Hall. Other suggestions included the Elks Club and Randy Smith Middle School. Larry will check with Building Services.

The club will provide all paper goods. Food assignments by last name:

A-J – Main Dish

K-O – Desserts

M-T – Salads and Side Dishes

U-Z – Chips and Bread

Howard Maxwell suggested the two Eclipse Memberships be given away as door prizes, as an incentive to attend. Other items to also give away could be socks, balls, and shirts. Players and parents would be eligible to win the prizes. Colleen Kowalchuk made a motion to give away two Eclipse memberships at the AGM – with the member present. Howard Maxwell seconded. Motion passed.

Kathy Port will prepare the announcement and send it out to team managers, once the location has been confirmed. Any agenda items should be sent to Larry.

The membership list/email list needs to be updated. Because there is not a Registrar, a copy of all membership forms should be given to Barb Stockwell to compile a master list. Coaches should send a list of their team officers to Barb.

Larry Bright requested that all teams have a parent meeting prior to the AGM meeting. He and Kathy Port are both willing to attend a team meeting to discuss the role of parents as volunteers or any other issues. Laura Bender, Hope Swoffer, and Cindy Vredenburgh are also willing to help.

New Business:

1. Tryouts, Membership dues, teams, meeting with parents: Larry Bright reported that there were no U19’s at try-outs. For both the 88 and 89 teams, only 9 to 12 age appropriate girls attended. They had a meeting with the girls at the beginning of try-outs and told them there was a possibility the teams would be combined. After considering the turnout, Larry Bright, Kathy Port, Greg Gibson, and Danny Gibson decided to go with a combined team. They decided there was not enough to have two comp teams. They also inquired with other clubs as to the viability of the teams making it to the summer season – due to girls quitting because of jobs or other conflicts. Letters have not gone out yet. Larry and Kathy did not want either Greg or Danny to be burdened with the decision. Some players were not selected for the combined team. A letter will explain that Eclipse will roster 20-21 players on the Winter Roster and not have membership finalized until Spring to determine those that will be committed to the team. Discussion included the affect on State Cup and possibly setting precedence for future years. Kathy Port stated that the idea was to minimize the number of players cut. Bruce Gard stated that as a parent, he would want to know and not play thru the winter. He also suggested the use of ‘guest players’. Larry Bright said they thought that instead of having a roster of those selected and a roster of those who could be added in the Spring, to have a group to show commitment and leave the money/dues issue not involved until the commitment is known in the Spring. They feel that the team will evolve and no one will be cut. Rob Solomon asked if there was a date in the Spring when a decision has to be made – FYSA and uniform orders are due by April 1.
2. Carlson Center signups: Liz Styers is coordinating this year. Eclipse works the West Main concession. The hockey schedule is full except for five slots. Top of the World will be coming out soon. Liz sends information to each team manager who should then forward it to the rest of the team. Eclipse has also been asked to work as other special events (Montgomery Gentry concert) for concession and novelty stand. She will split the entire month proceeds between the people working, with funds going directly to the IPA’s. This provides a way for money to be raised for those players with financial needs. We are on very good terms with the Carlson Center staff and admin. Sixteen year olds can work at some of the events. They will be required to work with their parents until they have been established. Each worker should wear purple or black to represent the Eclipse and Phoenix teams – preferably with the team name on it. For information, contact Liz at liz@akwater.com
3. New Club membership and medical release forms: Howard Maxwell restructured the membership form to include all information that is required at tournaments (i.e. dates and medical release). Any issues or comments need to be made ASAP. Howard suggested that the team manager should fill out the team name and date and distribute to all team members. Then copies can be made for the Team, Club, and all tournaments. Larry Bright asked if it could be placed on the website. Howard said a writable pdf file could be made – then the form would be filled out, printed, and signed. A new form should be used for each year to assure parental update. Howard will work with Bert Boyer on the pdf file. Kathy Port made a motion to accept the Membership Form as presented. Wendy Quinn seconded. Motion passed. Howard will send out the new form and all old copies should be destroyed.

Larry asked if both Eclipse and Phoenix logos should be on the form. Rick Port stated that his team has no problem with only the Eclipse logo – it was discussed prior to becoming part of the Eclipse Soccer Club. Howard suggested that a survey at AGM could ask the preference of logo options. Colleen Kowalchuk asked if Trademark could be requested to make several combined logos for the board approval. Howard Maxwell made a motion to go to Trademark and ask them to create a logo incorporating both Eclipse and Phoenix logos. Colleen Kowalchuk seconded. After further discussion, Howard tabled the motion until all teams had a chance to discuss.

Other

      Soccerships – Larry Bright reported that there was not a donation this year, but the intent is to do it again. It should be on the agenda of the next Board meeting. Howard Maxwell suggested that a committee be formed to solicite donations. Liz Styers asked if the recipients appreciated the soccerships and how successful they are.

      Kathy Port said Turkey Shoot Out in Anchorage should be sending information soon.

      Fall season – first games are two weeks from yesterday (9/18/04). Pick-up should have been yesterday. Howard and Bev Luoma will be notified.

      FYSA sells indoor balls for $10.

Kathy Port made a motion to adjourn. Bert Boyer. Meeting adjourned at 6:20.