Executive Borad Meeting - June 2009

Waldorf Soccer Club Executive Board Meeting

Meeting Minutes

Overview

Purpose/Objective:

Executive Board Meeting

Date/Time of Meeting:

Thursday June 4^th 2009 7:42PM 9:30PM

Location:

John Hanson Middle School

Attendees

Shawn Bingham	Steve Loftus	Karen Jones
Michael Gaines	Marjorie Willis	Lisa Hawkins-bee
Joe Ward	Dave Weavill
Mana Labrie	Stephanie Lloyd
		*Absent:* Mark Duncan, Paul Cushion, Scott Wolfe, Mike Merwin, James Cataldo

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 May 7^th. 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 DC United Club night is on 6/13. There will both Desiree and Kent will be recognized for multiple years of service. There were two referee bags stolen from the Bryantown field. It was identified that there was a strange visitor during one of the evening weekday games. He was asking a lot of questions, but was not part of any team. A recommendation was made to request Rhett Calloway to come and walk the field. Vice President, Travel No Updates Secretary Applebee’s will be used for July and August Board Meetings. We will resume at John Hanson in September. General Membership meeting to be scheduled and draft agenda to be created and distributed for comment. Treasurer Budget Reports were provided for review. A tax extension to complete the 990 form has been filed. Dave is currently working with the CPA. Dave met with Wachovia to setup Travel Team accounts. Registrar Online registration is open Walk-in Registration is scheduled for 6/14 at Dick’s. Boys Program Director Discussed participating in the event at Regency Stadium prior to Blue Crabs game. July 13^th Crystal Palace event. Tickets $12 Good season overall, but did experience issues with parents being committed. Board discussed how to address these commitment issues and a suggestion was made to review the bi-laws and perhaps make an amendment regarding the 50% playing time concept. Girls Coordinator No Update Fields and Scoring Lisa is going to work with Steve to discuss scheduling “how to’s” in anticipation of fall scheduling. As an action item for next meeting, need to vote on whether or not to just eliminate the need to track scores. Merchandising Uniform orders need to be submitted by July 13^th for the fall season. Media Fall flyers were distributed to all schools on June 4^th (St. May’s and Calvert were both included). TSS to get rebate checks and sponsor plaques. Coaching Advisor/ Travel Team No Update
6. Unfinished Business	Various	· Trailer Acquisition (discuss in the fall). May make a request for a discount from HitchMan in return for a banner.
7. New Business	Various	Travel Team Uniforms Vote for Travel Team uniforms on May 7^th was rescinded. Dave presented a style/pricing sheet and a new vote was cast with a decision: -Option 1 will be required for U-11 and up. -Option 2 and Option 3 will be required for U-10 or below (but then they my select 1 if they would like (but not required). Coerver Camps – Dave needs to submit 4 names to Adidas of kids that should go to the camps. Should we use these slots for younger players not selected for travel? Fall Season Season opens on August 29^th. Coach’s meeting to be scheduled for August 15^th at Saint Peter’s Church. More than one hour should be slotted for clinics. Joe will work with Paul. Waldorf Soccer Club Cup 63 teams. Will run from 10-2 on Saturday and Sunday.
8. Miscellaneous		Need to discuss General Scholarships for students at the next Board Meeting.

*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 3^rd U-6 field	Mark Duncan/ Joe Ward	Prior to Fall ‘09	Open
04/02/09	Document list of duties for Field Marshall	Steve Loftus	-	Closed
04/02/09	Document list of duties for Concession Stand	Steve Loftus	-	Closed
04/02/09	Schedule location for Travel Team Managers Meeting w/ Wachovia on 4/25	Marjorie Willis	04/19/09	Closed
04/02/09	Review Field Assignments for Wade Elementary	Stephanie Lloyd	05/02/09	Closed
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	Closed
05/07/09	Contact Scheduling Coordinator regarding duties	Steve Loftus	TBD	Closed

*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
06/04/09	7:30 p.m.	John Hanson Middle School
07/02/09	7:30 p.m.	Applebee’s of Waldorf
	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.