Executive Board Meeting - March 2009

 

 

 

Waldorf Soccer Club Executive Board Meeting

 

Meeting Minutes

Overview

Purpose/Objective:

 

Executive Board Meeting

Date/Time of Meeting:

 

Thursday March 5, 2009 7:34PM 9:24PM

Location:

 

John Hanson Middle School

Attendees

 

 

Mark Duncan

Steve Loftus

Marjorie Willis

Shawn Bingham

Dave Weavill

Karen Jones

James Catalido

Joe Ward

Michael Gaines

Mana Labrie

Stephanie Lloyd

Mike Merwin

Felisa Hawkinsbee

Absent: Scott Wolf

Paul Cushion

Meeting Facilitator:

 

Mark Duncan

 

Minutes

 

 

Topic

Lead

Discussion

1.        Call to Order

Mark Duncan

Mark brought the meeting to order at 7:30PM

2.        Roll Call

Marjorie Willis

Roll call was maintained with a Meeting Sign-In Sheet

3.        Reading of Minutes and Acceptance

Steve Loftus

Mark called for a vote to accept the minutes from the meeting held on February 5th. Unanimous approval was obtained.

4.        Reading of Correspondence and Communications

Mark Duncan

No new correspondence. 

Mark mentioned great success for the club with regard to the ODP Players.

 

5.        Officer Reports

Various

President

  • Confirmed with the county that fields 2 and 10 will be open.
  • Continued discussion with the county to discuss a 3rd U-6 field.

 

Vice President, Administration

  • No Updates

 

Vice President, Recreational Program

  • Coach’s Meeting at 11am with Coaches Clinic at 10 (John Hanson Middle School)
  • Invited Dan Griffin from DC United to attend the Coaches Meeting and promote DC United to the older teams (incentives, special pricing, etc).
  • Anyone needing DC United ticket should send an email to Joe Ward.
  • Home-opener is March 28th (DC vs. Chicago)
  • WCS Day is going to be June 13th (DC vs. Galaxy)

 

Vice President, Travel

  • No Updates

Secretary

  • Will identify a process to collect and manage email votes.  It was unanimously agreed that responses should be sent to the requestor (only).
  • Raised concern regarding finishing meetings (in the future and for the Coaches Meeting) on time to mitigate the risk of losing meeting location at John Hanson.

Treasurer

  • P&L Budget Report was provided (January – February 2009).  The income for Sponsorship and Registration appeared to be slightly less than last year at this time. (Note: The budget did not include fees from the Adult program.)
  • It was noted that a payment to Nick Vitalis remains outstanding.

Registrar

  • Still working through to finalize registrations.  A total of 25 currently on the waiting list.  Need to assess how to manage uniforms.  Registration ended with a total count of 1,139.

Boys Coordinator

  • Working on leads to obtain coaches for U18 (1 coach), U6 (3 needed), U8 (3 needed). Note: as of 3/13, only one coach (U8) is needed.
  • Need to identify if an 18year old can be a player and a coach.
  • Background checks in progress.

Girls Coordinator

  • Total number of teams (girls/boys 103)
  • All coaches for all teams obtained.
  • Background checks for coaches have been sent

Fields and Scoring

  • All former coaches were contacted and practice field locations were confirmed.
  • Games will need to be scheduled
  • Need to assess (or define process) for managing game standings will (posted, etc)

Merchandising

  • Order for uniforms was placed on 2/16 and will be delivered (with the coaches shirts) in advance of the Coaches Meeting on 3/14.

Media

  • Crown will be providing packages for the trophies to put into the coach’s packets.
  • Picture schedules for TSS to be completed
  • Sponsor emails were circulated

Coaching Advisor

  • Paul Cushion will be providing a package with skill sets etc for coaches which will be included in the coaching packet.
  • New coaches will have a mandatory clinic at 10am (45 minute training).  Available for all coaches

 

6.        Unfinished Business

Various

Travel Team Policy Re-write 

  • Mark highlighted the proposed changes to the Travel Team Policy

-Page 16 (a.)

-Page 11 (Scholastics)

-Page 12 (Playing Time)

  • Suggestions were made to amend:

-Add Bank Name (attachment 4)

-Provide clarification regarding passwords and account numbers for teams.

-Return check fee

  • The vote was unanimous to accept the changes as amended.

Uniform Policy (Travel Team)

  • Mark highlighted the proposed changes to the Travel Team Policy (Uniforms).

 -Page 2 (a) Goalie jerseys must be Adidas. WSC must be displayed on shorts and Jersey’s

-Page 2(e) WSC Team Coaches must wear Adidas apparel to both league games and tournaments.

  • The vote was unanimous to accept the changes as amended.

Team Try-Outs

  • Confirmed dates: May 11 – May 15th and May 18th – May 22nd.  This approach will enable the formulation of teams prior to the week of the 29th.

Discussion: Gary Knight

  • A request was issued by Gary Knight to the Board to return to WSC as a coach for his son’s team.  An issue, which occurred several season’s ago resulted in a stipulation of punishment restricting him from participating as an officer of the board, but it did allow him to coach his daughter, as long as he did not handle any funds for the team.  Given his daughter’s current lack of interest in soccer, he requested that the board allow him to coach his son’s team instead.  The board voted and results were as follows: 11 voted yes and 2 abstained voting.

Trailer Acquisition

  • This item was deferred until next month’s meeting.

 

WSC Rules and Procedures

  • Will communicate to the coaches that both the medical releases (for each child) and the conduct forms (from the parents) must be kept together at all times.
  • The vote was unanimous to accept the changes as amended.

 

 

 


*Discussion Type – Information Sharing, Update, Review, Decision Making, Direction Setting, Approval or Feedback




Action Items

Created Date

Action

Assigned to

Due Date

Status*

3/05/09

Need discussion with the county to discuss a 3rd U-6 field

Mark Duncan/ Joe Ward

04/02/09

Open

3/05/09

Payment to Nick Vitalis dues

Dave Weavill

04/02/09

Open

3/05/09

Assess waitlist and finalize teams

Karen Jones

04/02/09

Open

3/05/09

Schedule Games and finalize process for standings

 

Stephanie Lloyd/ Felisa Hawkinsbee

04/02/09

Open

3/05/09

Feedback for Travel Team Policy due 2/13

All

04/02/09

Open

3/05/09

Research the prices of the trailers for the mowers and bring to the Board Meeting next month

Shawn Bingham

04/02/09

Open

3/05/09

Identify a process to collect and manage email votes

Marjorie Willis

04/02/09

Open

 

*Action Item Status – Open, Completed, or Overdue

 

Future Meetings **

Date:

Time: 

Location

3/5/09

7:30 p.m.

John Hanson Middle School

4/2/09

7:30 p.m.

John Hanson Middle School

5/7/09

7:30 p.m.

John Hanson Middle School

 

7:30 p.m.

TBD

 

7:30 p.m.

TBD

 

7:30 p.m.

TBD

 

7:30 p.m.

TBD

 

7:30 p.m.

TBD

**Applebee’s’ will be used as an alternate for inclement weather and summer months.