Executive Board Meeting - May 2009

 

 

 
Waldorf Soccer Club Executive Board Meeting

 

Meeting Minutes
Overview
Purpose/Objective:
 
Executive Board Meeting
Date/Time of Meeting:
 
Thursday May 7th  2009 7:40PM 9:45PM
Location:
 
John Hanson Middle School
Attendees
 
 
Shawn Bingham
Steve Loftus
 James Cataldo
Michael Gaines
Marjorie Willis
 
Mike Merwin
Scott Wolfe
 
Mana Labrie
Stephanie Lloyd
 
 
Absent: Mark Duncan, Karen Jones , Felisa Hawkinsbee, Dave Weavill, Paul Cushion, Joe Ward
 
 
Meeting Facilitator:
 
Steve Loftus

 

Minutes
 
 
Topic
Lead
Discussion
1.        Call to Order
Steve Loftus
Steve brought the meeting to order at 7:40PM
2.        Roll Call
Marjorie Willis
Roll call was maintained with a Meeting Sign-In Sheet
3.        Reading of Minutes and Acceptance
Marjorie Willis
Marjorie called for a vote to accept the minutes from the meeting held on April 5th. Unanimous approval was obtained.
4.        Reading of Correspondence and Communications
Steve Loftus
None
 
5.        Officer Reports
Various
President
  • No Updates
Vice President, Administration
  • No Updates
Vice President, Recreational Program
  • No Updates
Vice President, Travel
  • No Updates
Secretary
  • No Updates
Treasurer
  • All travel teams have paid their registration fess. Three do not appear on the budget report because they were only recently received. They will be deposited and will show on the report in May.
  • Our Travel Team Financial meeting is scheduled for 5/14 at Barnhardt Elementary School. New Travel Team bank accounts will be opened that evening per the new travel team financial policy.
  • Budget Reports were provided for review.
 
Registrar
  • No Updates
Boys Program Director
  • Issue regarding U-10 Coach using foul language was resolved. Coach apologized to kids and parents
  • There was an injury on 5/2 a boy broke his wrist in two places.
  • Dillman issue was resolved by creating a “pool of players to manage player shortages.
  • Need to add an agenda item to the next Coach’s Meeting (fall) to talk with coach’s about leveraging a scrimmage out of a forfeit. Encourage coaches to share the players to ensure that the kids can enjoy the game,
Girls Coordinator
  • No Update
Fields and Scoring
  • No Update
Merchandising
  • Mana will soon be putting in orders for new t-shirts.
  • WSC is featuring discounted pricing for inventory not selling (sweatpants).
  • Mana is working to identify additional strategies to move merchandise.
Media
  • Quick conversation regarding fall flyers and the need to discuss the flyers at TC Martin. 
  • Group needs to consider hosting practices in Hughesville.
Coaching Advisor/ Travel Team
  • Travel Team Try-outs scheduled to begin on Tuesday 5/12.
  • Group was asked to check their schedules to see if they could come to Bryantown and help with Registration, etc.
  • RecPlus to occur simultaneously.
 
6.        Unfinished Business
Various
·         Third Field for U6 remains outstanding (for the fall)
·         Trailer Acquisition (discuss in the fall)
7.        New Business
Various
Travel Team Uniforms
  • It was communicated to the teams that old uniforms could be used OR new ones could be purchased, since it was communicated a month ago that the old uniforms (from Adidas) were being “phased out”. It was suggested that the club move to SCORE.
  • It was also proposed that the Travel Team Coordinator manage the decisions regarding uniforms for travel jerseys.
  • The following motion was made:
The Travel Program will move to SCORE in the Fall of 2009 with current teams being grandfathered with the remaining Adidas supply (from Simon).
  • Vote was unanimous.
  • The Board requested an opportunity to look at the merchandise prior to purchase (if possible).
 
Board Member Duties
  • An issue was brought up regarding the duties of Scheduling Coordinator. Deb and Scott have been partnering to manage scheduling and with their additional club responsibilities it is beginning to take a toll. It was requested that either the Scheduling Coordinator be reminded of the expectations and resume duties, or the Board should consider taking steps to identify a replacement.
 
8. Miscellaneous
 
 
Children’s Names on the Website
  • There is a conflict on the existing website with posting the juggling players name’s and the disclaimer on the bottom of the webpage that says “No children’s names will be posted….” The Board agreed that first name and last initial would be okay. Also considered adding a note to all of the registration forms indicating parental permission for photos, names posted, etc.
  • It was also recommended that the Board consider having a mandatory Coach’s Clinic at the beginning and half way through the season. This should be discussed as an agenda item for the Fall 2009 season.
  • Scot will be researching fees to cover the cost of sessions for the Positive Coaches Alliance (PCA) or NCYSA. All in the spirit of providing support to coaches.
 

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




Action Items
Created Date
Action
Assigned to
Due Date
Status*
03/05/09
Need discussion with the county to discuss a 3rd U-6 field
Mark Duncan/ Joe Ward
Prior to Fall ‘09
Open
04/02/09
Document list of duties for Field Marshall
Steve Loftus
TBD
Open
04/02/09
Document list of duties for Concession Stand
Steve Loftus
TBD
Open
04/02/09
Schedule location for Travel Team Managers Meeting w/ Wachovia on 4/25
Marjorie Willis
04/19/09
Closed 5/7/09
04/02/09
Review Field Assignments for Wade Elementary
Stephanie Lloyd
05/02/09
Open
03/05/09
Research the prices of the trailers for the mowers and bring to the Board Meeting next month
Shawn Bingham
Prior to Fall ‘09
Open
03/05/09
Identify a process to collect and manage email votes
Marjorie Willis
TBD
Open
05/07/09
Need to confirm June Meeting site John Hanson or Applebee’s
Marjorie Willis
May 30th
Open
05/07/09
Contact Scheduling Coordinator regarding duties
Steve Loftus
TBD
Open

 
*Action Item Status – Open, Completed
 

Future Meetings **
Date:
Time: 
Location
03/05/09
7:30 p.m.
John Hanson Middle School
04/02/09
7:30 p.m.
John Hanson Middle School
05/07/09
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.