MINUTES

TWIN FALLS SOCCER ASSOCIATION

March 26, 2008 Board Meeting

 

Present: Jason Bacon, Katie Kauffman, Shannon Hoffman, Chris Clark, Kathy Clark, Barbara Bacon-Pavlovic, Lori Jackson, Greg Clark, Sasha Pavlovic

 

Shannon made the motion to approve the March 12 minutes.  The motion was seconded by Barbara.  The motion passed.

 

President’s Report: Chris reported that Mitzi McCarthy, a parent from the U9B team is very interested in helping to develop the rec soccer program in Twin Falls.  Everyone was in agreement that we should encourage her to pursue this acting as a liason between the club and the city rec program.

 

Registrar’s Report: Patty reported via email that she is still waiting for some add/transfer/drop forms.  State is working with the rest of the teams rosters, should receive them this week. 

 

Treasurer’s Report: Shannon reported that she has the 2^nd round of coach’s checks ready to be sent out.  She has checked into insurance for the TFSA board.  It seems to be a very “complicated” process.  She has finally made a contact with someone willing to provide information about this.  She’s currently waiting for his return call to follow up on this.

 

Secretary’s Report: Kathy reported that she had contacted the South Central Health District regarding concessions stand information, but had not yet had her call returned.  Barbara will check into vendor licensing and food handling requirements as she is currently working on this for the Tournament Committee.  Kathy will develop of a schedule for the Rec League concessions stand this week to be sent out asap to all team managers and fundraising volunteers.

 

Director of Coaching Report: Greg Clark developed two worksheets for his son, Zachary, this year to help with his consistency. He’s had good results so far. As a result, he decided to write a short manual to explain the worksheets.  They are evidence-based techniques using a simple cognitive behavioral approach. He thought maybe the other coaches might find them helpful.  They are in a word format, probably better converted to a pdf if posted or e-mailed.  He wanted to run it by the board to see if we thought it would be a useful tool for our coaches.  It might not be everyone's cup of tea but the approaches do work and are being used in the professional leagues, and it's free.  (The file he refers to is attached to the email you received this agenda in)

 

Practice schedules need to be rescheduled as we will not have Sunway available as a practice site beginning April 7.  Barbara will ask Sasha to develop a practice schedule indicating what location, day/time each team will be assigned trying to stay as close as possible to the current day/time schedule for each team.  As we will not be using Sunway after April 5 until the tournament, Shannon will have the restrooms removed after our April 5 games.

It was recommended that two 8v8 fields be set up at Ascension (one on the South end of the large west field and one on the North end of the large west field).  This recommendation was made due to concern about kids hanging on the new goals if they were set up at one of the school practice locations.  We can move one or two of the new 8v8 goals over to Ascension for these fields.  Maybe the existing 8v8 metal goals could be moved to O’Leary for April and May.  Everyone felt that the coaches/team parents of the teams practicing on a field should be responsible for lining it for practices.  Finally, there was discussion about the Hispanic league and what fees they should be paying for use of our equipment and bathrooms.  Chris will contact the director of the league to discuss this with him.

Sasha and Chris will meet with the city rec officials and coaches for the spring soccer season Thursday and Friday evening this week.

It was noted that the fields are starting to accumulate trash.  Kathy will send out a reminder to all coaches and managers to remind their players to pick up all trash after each and every practice and game.

 

Director’s Committee Reports

Tournament Committee: Barbara reported that the food vendors discussed at the last meeting + El Sombrero are lined up for the tournament.  Barbara will check into vendor’s licensing for both club fundraising activities and the tournament.  She also noted that Steven Pierce Acct. has agreed to be the Coach’s Bag sponsor at $750.  Magic Valley Bank has confirmed that they will be the T-shirt sponsor at $5000.  There will be a tournament “spot” on KMVT’s morning community section on May 1^st.  Barbara is currently working on also bringing KMVT and a radio station out to the tournament for the battle of the goalies.  The committee is working on tournament pins and awards and is currently looking for sponsors for the quickest shot and most accurate shot activities.  It has also been decided that referees will receive tickets worth $2.00/game they ref in the payment envelope (in the form of raffle tickets).  In addition to this, referees will receive parking tags allowing them access to reserved parking at the complex.  Last, Barbara will check into the progress of the new Ameritel being built in Twin Falls to find out if it will be available for the tournament.

 

Fields & Scheduling Report: Katie reported that all three large fields are lined and ready for the March 29 and April 5 exchanges.  She will organize volunteers to reline the two 8v8 fields so that they are ready as well.  She asked that permanent corner markers be installed for the fields at Sunway and Ascension.  Chris will check with an engineering firm to develop ideas on how this can be accomplished.  Katie ended her report with the request that her position be split into Fields Director and Scheduler positions.  She would then continue in the Scheduling position and talk to some of the field volunteers that are particularly motivated about taking the position of Fields Director (preferably prior to the tournament).

 

Referees Report: The Parent/Referee meeting was small but very educational.  The parents and coaches that attended were pleased with the information provided and the chance to discuss questions about soccer rules and how referees enforce them.  It was suggested that this meeting take place when some other activity is going on, such as the AGM or Beginning of Season Orientation Meeting.

 

Facilities Fund Report:

Geoffrey McInnes’ title has changed to Director of Facilities Funding.  This leaves a Club Fundraising Directorship open.  Geoff is currently recruiting for this position.  Kathy also spoke with Janel Williams about this position

 

Marketing Report: Lori reported that

Submission of game results from each team was incomplete after the March 8 exchange.  Few teams were involved in the March 15 exchange and it was spring break—consequently no information was submitted to the newspaper regarding those exchanges.  The public relations reps are all clear on the process now.  To ensure that things run smoothly Lori will try to get to as many games as possible on March 29 so that she can submit our results.  Results will be submitted from this point on regardless of whether all teams provide information.

Lori will bring all the drinks that were left from the previous exchange, but we need to determine what we intend to sell.  Recycling bins?? 

It was agreed that the club would purchase four folding tables for use at our exchanges and other events, plastic tubs to store club merchandise, and large garbage cans to be used for recycling.

Lori is working on food for 5/28 End of Season Party (calls have been placed to a few restaurants, but I have not heard back from any of them yet).

 

March 8, 15, & 29 Exchanges + SRL Schedule

The Mar. 8 exchange went well with the exception of one coach/referee issue.  The Mar. 15 exchange was fraught with problems, primarily a clear decision-making process regarding cancellation policies and then a proper communication chain to notify all involved of any changes that occur.  The Mar. 29 exchange is on track with Sawtooth United.  A game schedule including a schedule for team volunteers has been sent out to all coaches and managers (attached via email).  Each team is being asked to provide two people to man the concessions stand for 1.5 hours.  The SRL Schedule has been posted.  All coaches and managers should check the schedule regularly for updates.  The link to the SRL schedule is HTTP://WWW.ALLPROSOFTWARE.NET/SNAKERIVERLEAGUE 

It was agreed that a cancellation policy needs to be drafted.  Chris will work on this.

 

The Directors wanted to ensure that all active volunteers were recognized by the club; possibly in the newsletter and/or at the End of Season Party.

 

Next meeting date is April 9 at 5:30 p.m. at the Just Amere Inn.