Minutes

Eclipse Board Meeting Meeting 9-16-2007, 4-6 pm

Farthest North Girl Scout Office on Old Steese

 

Meeting Started at: 4:04pm Meeting called to order by Larry Bright

Members Present: Larry Bright, Anita Simpson, Pips Veazey, Bruce Gard, Greg Gibson, Bev Luoma, Brian Luoma, Kathy Port, Dave Veazey, Alan McGinty, Will Irvine, Mary Shipman, Robin Miller. Guest: Benjamin Good (remaining members present is not available as the sign in sheet was not returned to the secretary – if anyone happens to have it, please forward to the Secretary)

 

Review of Minutes: Kathy Port made clear that she would like someone else step up as the Phoenix uniform coordinator as otherwise stated in the August 16th minutes. Kathy Port moved to adopt August 16th Board meeting minutes as modified. Mary Shipman seconded. All in Favor. Motion Passed.

 

Financial Update: Kathy Port provided an updated financial report to the Board after scrutinizing the books (Oct 1, 2006 – Sept 16, 2007)as they were transferred from Hope Swoffer to Kim Stokes and now back to Kathy and Larry in the interim until a new Treasurer steps in. Total assets as of September 16, 2007: $10,156.60, much less than anticipated in August. Kathy found a few serious issues which the Board needs to be aware of and that the club is not in the financial state it thought it was in August. Issues include: 1) We collected $33, 125 in membership dues (which covers 4 tournaments and coaches per diem and gas) and membership dues expenses were $37, 510. We spent over $4000 more than we brought in. Kathy added that we need to look at increasing our membership dues. 2) We have $500 for soccerships which the majority was raised at last year’s AGM and a donation from the sale of the Brights soccer net; the money needs to go into a savings account and not look like it s available in the checking account. 3) The June Club Clinic – We took in $23,180; the club clinic expenses were $25,933. An approximate difference of $2,750 was overspent. Kathy added out of this, there is a little it more money coming from the club. 4) Building Rentals – we were billed for $16, 918 and we took in $15, 468 due to inefficiencies of rented space either not cancelled , or other administrative issues. We also offered developmental clinics to the younger girls (brought in $600) and we offered goalie training at no charge – all things the club should be doing but will cost us. In the future, Kathy suggested we add an extra 10% to all building rentals to ensure they are all covered by the end of the indoor season. Kathy added that we still have about $4,000 (Jennifer Templeton Memorial donation, Fall tryout advertising, and a few more items) in outstanding bills that still need to be paid. Kathy added that the board needs to seriously consider raising membership dues to stay viable. Kathy added the idea of bringing on an accountant to relieve much of the workload from the Treasurer. See below for further details on the accountant proposal from Pips Veazey.

 

Benjamin good was introduced to the board as the possible coach for the ’94 Phoenix team. The club is looking for a two year commitment. Benjamin has been working with the boys and running practices and has been welcomed by both parents and players. A few board members asked Benjamin some questions regarding his coaching desires. Benjamin will be seeking approval as the ’94 Phoenix coach at a future date.

 

 

Old Business:

 

  1. FYSA Update: Nothing to report.
  2. Tryout Wrap-Up: Due to time, Larry was not able to comment in depth about tryouts. However, the overall impression is they went very well. We have 15 teams in the club this year.
  3. Summer Raffle: Nicole Nordstrand gave a summary of the summer raffle saying the club grossed $40,144 with a total of $29,219 transferred to IPA’s. There was a net profit to the club of $10,925. With printing license fees, reproduction of tickets, etc, the amount the club made was about $7,725 which will be transferred to the club account after October 1st to reflect in this year. Nicole mentioned that it is wise to keep some money in the gaming account. She proposes next year to start earlier in the year to give more opportunity to traveling teams early in the season.
  4. AGM Planning – To take place October 14th at Randy Smith from 4-6 pm. School has bee reserved by Larry. It will be a spaghetti potluck. Items for potluck to be brought according to last name. Kathy Port to send flyer of AGM to Pips for distribution. There will be random door prizes, including one membership, rather than two this year. Teams are asked to donate any items they may have for the raffle. There will be no by-law changes this year. Drinks and paper products and utensils to be furnished by the club.
  5. Previous Proposals: Contract with Gary Bender – due to time this was not discussed in full. Larry only commented that if we do not have volunteers to step up for this position as Web master for our website, than we need to pay Gary or somebody outside. Support for volunteers – was not discussed. Part time Coaching Director – not discussed due to time.
  6. Volunteers Needed: Larry discussed that he is willing to stay on as President for one more year, and only one more year while the Board transitions. The club is in need of filling the Vice President, and Club Treasurer positions. Members please get the word out for potential volunteers.
  7. Follow-Up on Jennifer Templeton Memorial Tournament/Committee and Planning: To be further discussed at the next board meeting in October.

 

 

New Business:

 

1    Quilt Raffle/Eclipse ‘94: Chris Mackey, representing the ’94 Eclipse team, asked the           board for approval of two quilt raffles(one in fall, the other spring) to help the team go to             regional’s in June. The first drawing would be at the Winter Indoor Tournament and the      2nd would be at the Spring Fling Tournament in April. Nicole Nordstrand had a few        questions which were answered by Chris. Kathy Port made a motion for the ’94 Eclipse     team to be able to use the gaming license to conduct the two quilt raffles. Seconded by                  Pips Veazey. Motion passes.

2.   New Proposals: Club Uniform Contract – Robin Miller discussed the new proposal of having Europort as our central point of purchasing uniforms. The club would earn 7.5% on purchases which would go toward reward points at Europosrt. Robin explained that each team would have a uniform coordinator and would be working with her as the central point of contact and she would help each team through the process. All team orders would be directly ordered through Europort which would include embroidering and logo and numbering screening. Overall this would eliminate all the duplication, hours of time and driving around by the Club Uniform Coordinator. The club will charge the same price on uniforms and each team will get the uniforms sent directly to them. Our club is getting too big to be ordering uniforms in the manner we have been in the past and it is a huge strain on volunteers. Robin said that Kim Stokes is checking with Greg W. at Beaver Sports to see if he can match this proposal to still stay local if possible, if not, then the proposal is to go with Eurosport with all uniform purchases. Kathy Port made a motion to accept Europort Contract (pending outcome of Beaver Sports). Greg Gibson seconded. Motion passes.

         Club Accountant and Financial tracking - Pips Veazey contacted Tom Freeman with           Freeman & Assoc. to see what he could propose for our club and to move us in a better             direction financially. Pips shared that Tom has tentatively offered to do our 2007 taxes,       (3) training sessions to team treasurers to show them how to do their positions better and     accounting for the club as a whole and to work with the new Club Treasurer. Pips said      that Tom said he could possibly do all of the above for approximately $5000 for the year,       including doing our taxes. Pips was given the go ahead to firm up a more solid       contract for the club before the club would consider entering a contract with Freeman and Assoc. The overall consensus from the Board is that there is a definite need of having         consistency with our books and that we need a professional to manage them or we run the     risk of having more problems. The general agreement is that the board would need to see    some type of firm contract before we would consider the notion of hiring an accountant      for the club. Also it was felt that this a good time to discuss at the AGM the need for an      increase in the membership dues – to cover the club accountant, tournaments and            coaches per diem and gas. It was discussed that the AGM is a good time to talk about          members stepping up and volunteering in some of these crucial positions. Larry also    mentioned the fact that Gary Bender can not continue managing our website for free –         that we either need to pay him or find a current member in the club willing to take it on.

            Larry Bright to work on a presentation at the AGM for the argument of raising        membership dues this year.

           

            The meeting was adjourned at 6:28 pm.

 

 

The next meeting will be Sunday, October 21, 4-5 pm at the Farthest North Girl Scout Office on Old Steese.