Minutes - Draft
Eclipse Board Meeting Meeting 5-4-2008, 4-6 pm
Farthest North Girl Scout Office on Old Steese
Meeting called to order by Larry Bright at 4:07 pm.
Members present: Larry Bright, Sue Signor, Rebekah Cadigan, Anita Simpson, Mary Shipman, Linda Olson, Ben Good, Brian Luoma, Bev Luoma, Greg Gibson, Aisha Bray, Alan McGinty, Will Irvine, Howard Maxwell, Janet Schaefer, John Cadigan, Kathy Port, Sue Bishop, Melissa Niedorf, and Nicole Nordstrand.
Agenda Changes: Howard Maxwell asked to delete Uniform request from the agenda. Added Gaming Account with Nicole Nordstrand.
Review of Minutes: Move to adopt the April 5, 2008 minutes made by Howard Maxwell. Rebekah Cadigan made a second motion. Minutes approved.
Old Business:
1. FYSA Update: Brian Luoma informed the board that they hired some older person in charge of field crew for the fields; late season may need volunteers to help on the fields. State champion teams can use the fields up until they leave. Fields still very wet. Fields across the street – start putting top soil down and put seed down. Will be available in the 2010 season. Should Larry be going to Mary Ann about field use for the clinic end of May, June? Sue to pay Mary Ann when we confirm field usage.
2. Training for Treasurers, accountant news, etc: Sue distributed the financial update. Sue is working with someone in the accounting office to help us keep better track as suggested by Kathy Port. Keeping track of 3 vs. 3 tournament, etc. Timeliness of things has been a little bit difficult. Treasurer training is still problematic. Taxes taking this long this year was a concern. They are completed and Sue may have a few people look over them. Kathy Port noticed an accounting error was noted for the 3 vs. 3 tournament. Sue to fix it. Sue has collected for the clinic. All teams in except one. Paid Frank Trovoto for ½ of summer clinic fees. All teams in the clinic. Need to get a check for the remainder and send to Frank. We need to give ourselves a little bit of leeway on numbers of the clinic if we add or lose a couple players for the clinic and still break even. Bruce is the lead dog on the clinic – he should have the most accurate number of players participating. Also paid for Ina K tournament.
3. Summer Raffle: Nicole Nordstrand currently working on raffles for distribution. Noon on Sunday of Midnight Sun tournament will be the raffle time. Tickets and sales locations are being taken care of by Nicole. ’94 Eclipse and Phoenix are the first ones to sell because they are leaving for Hawaii. Should be given to all teams by today. First $50 of tickets goes to the club as in previous years. Nicole is offering a new 5 tickets for 20 and will explain to teams how to account for tickets.
4. Spring Clinic: Bruce e-mailed out to board clinic coaches and where they are staying. Bruce is in charge of the clinic. We do have hours: 1st session May 27, 28, 29 30 – 9 am – Noon and 1-4pm; '97 and 98 go only half day; Lunch 12-1 pm and supervision for kids 2nd session June 1, 2, 3, 4; Sun 3-6 pm, Mon, Tues 9:30 – Noon and 1:30 – 3:30 pm Wednesday 9:30 – 12:30 . Showcase game- need to check with Bruce. Greg to talk to Bruce about a possible showcase game for the Monday night. Bruce to send out to everyone what Howard just said. There will be a ½ hour opening ceremony at the beginning and a ½ closing ceremony at the end during the first clinic. Managers makes sure that there is water and first aid kids to practices etc. Bruce needs to send a reminder to all teams to bring a tent, water and first aid. Concern or preferences need to be passed on to Bruce.
5. Field Day, May 18: Randy Smith – 1- 4pm ; Food at 3 pm.
Each team has been assigned some things for the fitness testing; Juggling and hardest shot contest; rewards for this. Howard needs a roster from each team electronically in an excel spreadsheet for field day testing. Each team is responsible to get their volunteers. Food part – Karla and Larry have gone out to get food; club buys meat, buns, and condiments. We distribute among teams the rest of the food, also check on barbecue. . Grill - Check to see if Jeff Stokes can get a grill; Anita and Nicole – determine amounts and purchase the food for the club. They will try to get donations to reduce the amount the club spends. Larry to send numbers on amount to purchase. Status of portapotty for Randy Smith: Can we have it stay longer? Nicole can try to get a portapotty donated and see about having one on Field Day. Ideally have it May 17- August 10th. Thanks Nicole.
6. Uniform Order: Beaver Sports is still waiting on uniforms, girls shorts missing; some warm up and boys x-large pieces missing. We need to revisit this uniform situation. We, as a club, decided we would give this a chance for a year. Greg needs to get uniforms over to get numbered at Trademark. Bev has been in touch with Greg on timeline and getting numbering etc. Larry to talk to Robin. Larry to send an e-mail out to everyone with a uniform update.
7. Registration News: Sue Signor shared that everything is going well according to Pips. She is out of town. Total numbers – from registration? Sue to send to Greg Gibson the number of players in the club. First year every team is in the clinic.
8. Coach approval: Ben Good – doing a great job with the Phoenix 94 boys team. We have been trying to get Ben approved over the last few months. Played college at Geneva college, has done some Asst. coaching, teaching. Philosophy of coaching – creating a safe, fun, but competitive environment for the boys while still loving the game. Ben has three excellent recommendations, saying that he is patient, well-organized, and has passion for the game.
Words from Ben: Ben has had a lot of playing experience:
comp, high school, played
at a small liberal arts school, NAIA Div I school. Always desired to teach kids,
taught Sunday school to high school kids, always knew he wanted to coach. Worked
with Steve with the Adventure Based Counseling, learned soft skills working
with group of kids. Came to Alaska
and lived here for 6 years. In Fairbanks
1 ½ years, 5 years in Anchorage, knee injury in Anchorage, moved to Fairbanks, and then worked with Alan at Flint
Hills, saw name on the board, did not get
connected last summer, with Jen’s passing, Alan came to Ben about filling in. Started working with the ’94 boys at
tryouts, coached during indoor season and
working with them all winter and now getting geared up for Ina K and Hawaii,
Sharon is coming up in July to do the clinic. Questions for Ben:
Took E- License
in Wasilla, is taking the D possibly before Hawaii, according to Frank. Howard
Maxwell moves to approve. Alan McGinty
seconds it. All approve. Motion
passes.
New Business:
1. Unified Logo: Fabio did not attend the meeting. Fabio brought this up some months ago and so did Larry. Would like one logo, not multiple logos. We need to think of the idea of being one club. Fabio went to Trademark to produce 4 sample logos, to represent Phoenix and Eclipse – about $400. Larry told Fabio he thought $400 would be a lot. Fabio to ask Trademark to come up with and produce 4 logos for $200 and if we like one we would pay them another $200. If we like them we want them to continue making samples until we like them and if we pay $200. Someone to make a motion, Greg and Sarah came up with the first Eclipse logo; Phoenix logo came with the team when they joined the club. Janet Schaefer has a friend who could do some logo work; Dee Dee at the Newsminer to be contacted by Aisha Bray for a possible logo. It was suggested to put out to the club first, send an e-mail to Board to put together a unified logo by a deadline. We need a vector file so Aisha Bray and Janet Schaefer will bring a logo(s) forward for review to the executive board to be brought forward to the full board.
2. Gaming Account: Nicole Nordstrand recommends the entire executive board, and gaming official, Nicole, and alternate gaming official to be able to sign on the gaming account so a signature is always available. Janet Schaefer moved to approve, Howard Maxwell, seconded. Motion approved.
3. Scholarship Committee: Rebekah shared that we have 3 players requesting financial help from the scholarship committee. Committee is currently reviewing. Has approved one and working on two more. We currently have $2,500 funding for this purpose. We are not giving out more money than we have. Guidelines to put down. A lot to think about and about setting precedent. Work in progress.
4. IPA Policy: For information only - Larry shared that there have been a few issues raised on IPA’s according to IRS regulation. Nicole is talking to the Icebreakers, primarily the orchestrators of their change. We will be getting together with Ice breaker people, including John Burns, attorney on the team who has helped the Icebreakers. Our system is not that far off. All IPA money goes into each team account. Each player is accounted for on paper. We probably will be tweaking it a little bit, requiring that each team has a budget and providing what is required from each player, or their obligation. Not that different than what we are already are doing, so we are square with the IRS. No changes expected this season. Any changes will be made after the season. Liz and Hope did revamp our IPA’s several years ago. We need to look into how this was revamped. Only the club has a tax identification number, only funds going to the club can be tax deductible. We have to make sure that we are doing it correctly. Carryover from one year to the next is in question. Sue is leading the group working the IPA policy, with a sub committee. Howard recommended we get a wide range of opinion on our IPA policy. Larry cautioned that it would be best to do majority of fundraising as a team and limit the individual fundraising. We need to be careful asking for donations as an individual player with our tax id number. IPO – individual player obligation; No changes have been made to date, and a lot of work will happen before any changes are made. The bottom line is, what is legal for our club, as a team and individual.
.
The meeting was adjourned at 6:10 pm by Larry Bright.
The next meeting will be TBD, most likely no meeting until post summer season.