Agenda - DRAFT UNTI L APPROVED!

Eclipse Board Meeting 11-21-2004, 4-6 pm

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

 

Meeting Started at: 4:08

Members Present: Larry Bright, Kathy Port, Barb Stockwell, Hope Swoffer, Gary Bender, RaeAnna Chase, Wendy Quinn, Bruce Gard, Greg Gibson, Bev Luoma, Brian Luoma, Deon MacMillan, Howard Maxwell, Rick Port, Kelly Shanklin, Rob Solomon, Kim Stokes, Jennifer Templeton, Gayle Violett, Lindsey Brown, Cindy Vredenburgh, Randy Pitney

 

Review of Minutes: Two sets of minutes were up for review: 8-22-04 and 9-19-04. The August minutes had been sent twice, once with corrections and the September minutes had been sent prior to the Special Meeting. Howard Maxwell made a motion to accept the minutes as presented, pending any gross errors. Gary Bender seconded. Motion passed.

Financial Update: Report included activity from September 9. All income was from membership dues. Current assets total $19,053.93.

 

Larry Bright asked if there were any additions or suggestions for the agenda. He suggested that the Board focus on items one and two from New Business first. Gary Bender made a motion to move reforming the 89 team to first on the agenda. RaeAnna Chase seconded. Motion passed.

New Business:

 

1. Details regarding reforming the 89 Team, Board will define process: Randy Pitney reported he had located a potential coach, but might have a better candidate, so he is not prepared to present one for Board approval. He suggests using a combination of three coaches/trainers with one as head coach. He believes he has found a good conditioning person. He believes that a ‘goal-setting’ meeting with the players should be held to create a team mission. A good infrastructure needs to be established to take the managing burden off the coach.

Discussion moved to having an 89 Team Rep attend Board meetings. Due to the informal approach taken for substitute Team Reps attending Board meetings, there is no problem with Randy attending and possibly voting if that should become an issue. Randy feels the team should select their Team Rep.

Due to timing, a coach should be selected soon with Try-Outs in January or early February at the latest. The team needs to have gym time and possibly register for the Spring Session. Randy feels he could have a coach ready to present in two weeks, but will be out-of-town. He should be able to have another parent help while he is gone.

Newer Board members asked how other coaches are located. In most cases, word of mouth will usually result in a viable candidate. Most years will have only one candidate approach the Board. Randy asked what the qualifications and requirements are for an Eclipse Soccer Club coach. His candidates include one who played professionally in Europe, one played comp and for the University of Kansas, and the third played in England. The general consensus is that if the person has playing experience there wouldn’t be any problems. The person selected could receive a coaching license subsequent to selecting and coaching a team. Assistant coaches do not require board approval.

Deon MacMillan made a motion to set the date to review the candidate in two weeks (December 5, 2004). Gary Bender seconded. Motion passed. Kathy Port listed the items the coach should provide the Board: letter of introduction (should include experience in soccer playing and coaching, experience with children, and why the individual wants to coach), three letters of reference, and a background check. All people interested should continue looking for a coach or anyone interested in coaching should notify the Board.

Deon MacMillan read the comments she received concerning the reformation of the 89 team. Two items concerned players wishing to remain on the 88 team. All comments are attached to the official minutes.

Greg Gibson reminded the Board that the 88 team is also being affected. 20 girls are currently practicing with atleast two being cut prior to the competitive season. Greg has discussed reforming the 89 team with all 89 age players on the 88 team.

Larry Bright said that once a coach has been approved, Eclipse Soccer Club will work with the coach to schedule advertising, try-outs, gym time, etc.

2. Nomination of 89 Team Coach, other specifics of approach to training, conditioning, etc. – Rescheduled for December 5, 2004.

 

Old Business:

 

1. Coaching Issues: Gary Bender presented two proposals developed by the coaches: Proposal for Trainers in Eclipse Soccer Club and Proposal for New Focus of CRAD Committee. A copy is attached to the official minutes.

Trainers: A pool of coaches/trainers that want to stay involved with soccer but not coach. The Board would maintain a list of trainers with interests, skills, and experience as well as the fee. Gary stated they would like to have contracts with each individual. Payment would be made by the Club to be reimbursed by the Team. Larry Bright said it would be good to be a part of the Procedures with a sub-committee to be responsible for drawing up the qualifications. Howard Maxwell added that the Board would sanction and approve potential trainers. Greg Gibson envisioned a broad range of trainers for different age groups, skills, and experience. Bruce Gard said there is a great influx of military with soccer experience. There is a need to advertise to reach all potential trainers.

CRAD: Change the name to Coaching Retainment and Development and remove the evaluation aspect. This change will give more focus to the committee. They would also like to focus on Northwest soccer, especially for the college bound players. Discussion was mixed for financial support to coaches for advanced training/licenses. Larry Bright suggested that this proposal was a good start but needs to be more specific for General Procedures. Gary Bender added that this should have been presented as suggestions instead of as a proposal. Greg Gibson said the coaches felt CRAD was not functional and came up with suggestions and ideas to make it more effective. Kathy Port reported she has sent suggestions for re-focusing CRAD to Larry and feels a CRAD outline should be a part of policy and procedures. Bruce Gard suggested that ideas from each coaches meeting be forwarded to the CRAD committee.

Larry Bright proposed that Kathy continue to work with the coaches and develop the CRAD committee to be more effective, bringing the reorganization back to the Board when it is complete. He also asked that the coaches bring the trainer proposal back to the Board written in ‘General Procedures format’. Gary Bender will try to locate a contract for employment. Larry also suggested that one or two coaches should work with him on the summer clinic using Northwest coaches.

2. Uniform Committee – New Uniforms and Ordering: Not all the samples have been received so the committee is not ready to make a presentation. They hope to be ready for the December 5^th meeting.
3. Carlson Center Update: Liz Styers reported that the Carlson Center has been treating the Eclipse Soccer Club great. The Tracy Lawrence concert is the next special event. The novelty stand earned 8% of sales at the Montgomery Genty concert. All workers need to be at the Carlson Center two and a half hours prior to the start of the event.

The gaming application needs to be signed and completed by the end of December.

4. Board and Club email/phone number lists: The current email list used by Larry for meeting announcements included all voting Board members as well as a few team officers. Hope will forward all her email and phone information compiled from registrations to Barb Stockwell and Gary Bender.
5. Indoor Session 2: fees, paperwork: Cindy Vredenburgh reported that all paperwork is due by December 13, 2004. Each team treasurer should write one check to cover the fee for their entire team and give it to Hope. Howard suggested that everyone bring the paperwork and payment to the next meeting.
6. 2005 Summer Concession Stand – interest in making a proposal? Kathy Port received an email from FYSA requesting proposals to run the concession stand. The stand must be staffed for all rec and comp games; the Tide Cup and Midnight Sun Tournament are optional. The proposal must include the percentage of profits that FYSA would receive. One person would be needed as the coordinator. Brian Luoma reported that the Lizards made about $5,000 last year; he did not know their percentage. Howard suggested that the request be presented to the teams to see if there are any people interested in being the coordinator. If no one comes forward, then the Club will not submit a proposal. Deon MacMillen asked if there could be an incentive for the coordinator. Kathy Port will send an email to Team Managers requesting them to forward the information to their teams.
7. Update on FYSA activities: Brian Luoma reported that FYSA is going ahead with forming a U19 team probably with Dave Milne as the coach.

Extra gym time will be passed along when available.

‘E’ and ‘D’ license clinics will be offered Memorial Day Weekend.

Ina K Tournament has been moved back one week making it back-to-back with the Midnight Sun Tournament.

Larry asked Brian to let the Board know if he needs any additional support at FYSA meetings or any other kind of help.

 

New Business:

 

3. Cash Raffle: Howard was asked to represent the winning ticket seller and request the payment of the $50. Larry stated that it had not been paid because it had not been approved by the Board. Howard made a motion to pay the girl selling the winning raffle ticket $50. Rick Port seconded. Motion passed. The money should come out of the gaming account. Hope will pay it from the club account and see if gaming will reimburse.
4. Optional Fund Raising Activity - Cash Raffle: Howard has a person to coordinate an additional cash raffle in the winter. He is requesting the board to approve the raffle. The raffle would be self-funding and would not cost the Club and the Club would also not benefit. Tickets would sell for $5 each. Any player that wanted to participate could. Sales would run from early January to April with the drawing at the Arctic Freeze Tournament. Deadline to participate would be December 15, 2004. Proposed prizes are $1,000 and five $500. Once the number of participating players is known, the minimum number of tickets to be sold can be determined. Kathy Port said the Club should receive 10% as stated in the procedures. Howard said if it is a policy, he would ask for a waiver – he felt because it is a club raffle and not a team, a percentage does not have to go to the Club, all funds would go into IPAs. Rick Port asked if the winning ticket seller would receive $50 – he/she would not receive anything for selling the ticket. Once a player has committed to participating, there is no way to back out. Greg Gibson made a motion to have a Winter Raffle. Gary Bender seconded. Motion passed.

 

Gary Bender made a motion to adjourn. Hope Swoffer seconded. Meeting adjourned at 6:05.