Minutes - Draft

Eclipse Board Meeting Meeting 2-22-2009, 3:00 -4:45 pm

Noel Wien Library  

Meeting Started at: 305 pm   

Agenda:  No additions to agenda. 

Members present: Pips Veazey, Tara Drennon, John Cadigan, Samantha McMorrow, Linda Olson, Mary Shipman, Gina Brigette, Howard Maxwell, Beth Luoma, Nicole Nordstrand, Anita Simpson, Sue Signor, Rebekah Cadigan, Greg Gibson, Bill Black, Sarah Keller 

Review of Minutes: Minutes from the December and January move to adopt with corrections by Howard Maxwell.  All approve.  Both sets of minutes adopted. 

Financial Update: – Raffle money (Approximately $7,000) has been deposited.  Working with Tara to make sure registrations and club dues are equal.  If  anyone wants to apply for a soccership submit application to  Rebekah Cadigan.  Still waiting for 3 vs. 3 gym time bill.  A picture has been taken by Linda Burke for the South Davis contribution from he Eclipse Club.  Sue to write an article with picture and submit it to the Daily News Miner.   

Old Business:  

1. FYSA Update: Brian Luoma :  Not present.

2.  Registrar News:  All background checks have been done.  Still waiting for registrations from E-91/92.  Once  Tara gets the background checks she will start passing out player cards.  Tara has an updated contact list for board members.

   3.  Uniform Update:  Nothing new on uniforms.  Sarah mentioned she may have some  uniform problems but it must have worked out.  Otherwise, everything must be  going well.  Dave with Europsort would like to have contact information for  coaches and managers.  Bev Luoma to ask Dave with Eurosport to write  something up and send it into Pips and we can forward it to managers and coaches  and they can contact Dave if they want to be in direct contact with him.

   4. Raffle Update – Nicole shared that someone else has taken the gaming test - a  ’99 team dad, Brent.  Right now our permit is not in effect until we have an  alternate coordinator.  We grossed over $39,000 for our summer raffle.  Nicole  has submitted to Interior Graphics tickets for our summer raffle.  We will start in  March.  Balance in gaming account is approximately $1,873.54.  To renew the  permit we need Brent’s test, with signature, and Pips signature etc.  Time frame –  once Nicole submits it we may get a temporary permit.   Drawing for the summer  raffle will be at the  Midnight Sun Tournament.  Nicole sent a note out about help  with raffle coordination from each team.  Nicole really wants a lot of help with  cash, setting up selling places, etc.  Pips addressed that this is a huge benefit to the  club, obviously over $30,000 into players accounts, so we need to fill these  important positions for the club.    

      5.  Academy Training – It is going very well, almost all of the coaches are  participating.  For the U-8 and U-10 groups we have over 40 participants. 

6. Summer Clinic – Final clinic coordination is taking place with Frank Trovato  FYSA is going to charge $10 for use of fields.  We will be paying $90 per player which will include the $10 FYSA field.  We do not have a timeframe for collecting money yet.  Pips told Frank she will discuss with the board when clinic monies need to be in by.   The sooner the money is due the better we get the information out.  Usually the money is due about April 1st.  Pips to reiterate that Frank pays the $10 to FYSA.   There will only be 6 coaches.  Pips said she will try to find them a mini-van.   If anyone knows about a possible minivan let her know.  Pips to try to set up a dinner and something fun for them.  Howard suggested that a tuition waiver be given for those who loan out a van and provide the housing.  Howard is handling the coaching part of it and housing; Pips handling the financial side.  We should start soliciting numbers from teams and payment.  We hope to also have some keeper training, we will see with coaches.

      7.  General Procedures: 

     a)  IPO language (Rebekah, Sue)  Pips talked about our IPO procedure changes.  First looked at the section changes.  Most changes are mostly changing terminology of IPA to IPO.  Largely based on IRS concerns of keeping our non-profit status and not receiving money as a youth organization.  Most changes reflect the change to IPO.  9.5 took out lock in; 9-12 substantive change regarding refunds to players and the requirement for board approval.  Howard moved to accept changes of section 09.  Sue Signor seconded.  All in favor. Motion Approved.

Section 8.13 – each team treasurer will establish a team budget, a part of the whole planning process.  January 15^th is the deadline for the budget to the treasurer from each team.  Sue provided a template but each team can do their own which fits the criteria. Teams are not dinged if the budgets are not accurate.  Asking for the best estimate at that time of submission.  Per diem has not changed at this point.  Howard moved to adopt  section 8-13.  Sue second Signor seconded  All in favor.  Motion approved.

     b) Club coaching positions (Pips, Howard)- Section 14 -Coaching Coordinator – this position should be a contract that is accepted by the board; the board discussed the idea of a coaching coordinator and then put the details in a separate contract.  Coaches as a whole have talked about this, Larry Bright has long talked about it and it is something the club recognizes that we need.  .  Pips addressed that we put in training activities – primary responsibility of this position.   Contract will be reviewed by the full board every year, but the executive board would determine what the position does.   We want to promote two solid events as a club – club clinic and academy training.   Howard moved to change the verbiage in 14.1 as rewritten by Pips.  All approve.  Greg had a question on the coaching coordinator position compensation, 14.5 would define what the position would be paid.  Greg Gibson had a question on how the amount is decided on what the coaching coordinator gets and how we can change it if needed in the future.   Howard moved to accept all of section 14.  Nicole seconded.  All in favor.  Motion approved. 

Section 15 – Goal keeper coach and a trainer – one position.  Howard moves to adopt the entire section 15. Open the discussion, contract written by Executive Board and approved by the full board. 15.2 is a good description of the position.  Approve to move section 15.  All approve. 15.4 – we would need to decide at the beginning of the season how much will be spent on goalkeeping training paid for by the club. Specifics to be written in the contact.  All in favor of accepting section 15.  All in favor.  Motion approved. 

Section 17 – Language talks about how we compensate both of the above positions.  Each positions would be paid $1,500 for their services. It is good for our club and we need these coordinators to promote soccer, additional training with the academies, etc. and it is good for our community, club, etc.  Greg moved to accept section 17.  Anita seconded. All in favor.  Motion approved. 

Section 8.4 -- Language talking about how we fund these positions.  The treasurer determines Dec. 31 if we have the funds to support these positions.  Any $ used that is raised by the academy is club revenue generation. The windfall goes to the general fund anyways. We should always be funding ahead.  Each team should be charged $100 fee to help cover the coordinator positions, to also include gym time (about $4000 total), and raffle money and academy revenue to be used for the remainder of the cost.  Howard made the motion for the club treasurer to assess each team $100 to be due by October 31 annually. Also moved to accept section 8.4.  Rebekah seconded.  All in favor.  Motion approved.  
 

         

New Business:  

1.   Field Day – Location and date – proposing May 17th at Randy Smith.   More  discussion to take place at the next meeting. 

   2.   Other: Fundraising approval requests were made by Eclipse 96 who want to sell  sweat pants with Eclipse logo; '99 Phoenix Boys want to sell baseball caps.  Tara  is going to do a spreadsheet of what every team is selling.  
 

      The meeting was adjourned at 4:50 pm by Rebekah Cadigan. Seconded by Sue  Signor.  
 

The next meeting will be March 29th, 2009, Noel Wien Library.