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MINUTES TWIN FALLS SOCCER ASSOCIATION December 5, 2007 Board Meeting Present: Chris Clark, Kathy Clark, Patty Rietveld, Shannon Hoffman, Shane Hoffman, Barbara Bacon-Pavlovic, Sasha Pavlovic
1. A motion was made by Patty to accept the November 28 minutes amended to include the motion made by Geoff at the November 28 meeting which was seconded by Shannon and then passed that, “Players that have been registered with the club in the past year that do not submit their paperwork and deposit by the Dec. 1 deadline will be assessed a $100 late penalty”. Patty’s motion was seconded by Shannon. The motion was passed.
2. Patty reported that she had received additional registrations after the Dec. 1 deadline. Those players whose paperwork and deposit are received after the Dec. 1 deadline will be accepted until the roster closes for the team they would play on; all 8v8 teams have a roster limit of 14, 11v11 teams have a roster limit of 18. Player’s will be added in the order they are received as indicated by post mark date. There was discussion about when a player is considered “registered” for insurance purposes. Patty will contact the state and clarify this point.
3. Shannon reported that she and Chris met with Brad and Robert from Magic Valley Bank. MVB will work with the club in a community match program. The board has identified team benches, tents, and team windfeathers as equipment we would like to acquire this year through this partnership with MVB. The cost of these items will total approximately $25,000. We are asking MVB to pick up half that amount. Chris also requested that MVB serve as our Tournament Sponsor (providing T-shirts for sale at the President’s Cup tournament). Brad and Robert requested that they be given 10 minutes at the start of our organizational meeting Dec. 13 to explain how the community match program works to our membership.
There was discussion about player fees being deducted from coach’s salaries. Shannon noted that that was not a problem, however, she needed to be notified about any coach’s intending to do this. Currently both Jason Bacon and John Bartlett will have their children’s fees deducted from their respective salaries.
4. Sasha reported that teams have been established and coaches assigned to each team. The coaching assignments will be made public Dec. 6. Team rosters will be announced at the organizational meeting on Dec. 13. Sasha has scheduled a coach’s meeting for Saturday, Dec. 8 at 9:00a.m. at the Orthodox church. Coaches will complete all necessary paperwork (W9 forms, IYSA volunteer forms, coach’s contracts, and coach’s code of conduct) and discuss their role at the organizational meeting on Dec. 13.
Kathy will finalize the coach’s code of conduct and coach’s contracts for review by the board Thursday, December 06. There was discussion about the coach’s spring season pay schedule. After review a motion was made by Barbara that the following schedule be implemented based on licensing as of Jan 1 for that year:
License type Head Coach (U10 & up) Assistant Coach (U10 & up) none $1200 $200 E $1400 $400 D $1600 $600 C $1800 $800
U8 & under “recreational” teams that do not attend tournaments and have a shorter season will receive $500 for the head coach and $100 for the assistant coach.
Note: If a team has more than one assistant coach they must split the assistant coach salary. This motion was seconded by Patty. The motion was passed.
5. Chris reported that the Radio Rendezvous is available in Jan/Feb; however, it is only available from 7:00p.m. on weeknights. There is a $300 damage deposit and a monthly rental fee of $600. Chris will contact the Radio Rendezvous owner to negotiate use of the building and fees. He will also contact the leasing agency for the “old” batting cage facility downtown to inquire about its availability and cost.
6. Barbara reported that many of the hotels are full the weekend of President’s Cup due to our tournament, a softball tournament, and a golf tournament all scheduled that weekend. She indicated that many of the reservations appear to be for soccer teams. She also noted that she was working with Janae at the state to inform interested teams that many rooms are available if teams request Saturday night lodging only as the golf tournament finishes on Friday. Barbara is also working with CSTT to block the rooms of the new hotel being built on Pole Line for our tournament. She requested that anyone having questions about hotels for that weekend go through her or Janae as it will create less frustration for everyone involved that way. Barbara also noted that she has filled out the paperwork requesting the field fees be waived by the School District for use of their fields for President’s Cup.
7. The final version of the handbook will be available to hand out at the Dec. 13 meeting. Kathy will send out copies of the coach’s and board members codes of conduct which will be incorporated into the handbook. The codes of conduct for all members will reflect that alcohol not be consumed during any club or team activity. This is to include “team” dinners at tournaments as they can be considered a team function.
8. Chris reported that Score was willing to separate the sweats and uniforms (players not required to purchase sweats). Shannon made the motion that the club award the uniform contract to Score; going with their “Select” package which includes (2) jerseys, (2) shorts, (2) socks for $55. Sweats may be purchased for an additional $50. This motion included giving Chris the authority to “negotiate” with Score to reduce the price &/or add items for the same price. The motion was seconded by Patty. The motion was passed. The full bid from Score will be maintained in the secretary’s notes.
9. Patty reported that Lori would be decorating the wagon on Thursday, Dec. 6. Twenty players have confirmed they will participate in the parade on Friday. Chris talked to Lori about purchasing candy for the players to toss out. Two banners were purchased for $220 to be used in the parade and at other functions.
10. There was a miscommunication between a scholarship recipient and a board member about the scholarship award. Kathy will contact the scholarship recipient to clarify the award and address any questions they might have. In this instance the board is willing to allow the scholarship monies to act as the deposit with the scholarship recipient paying the balance of the fees no later than Jan. 15, 2008.
11. Jill Bevaqua communicated that our club would host (2) exchanges, March 1 & March 8) and possibly a third. There was discussion about the financial impact this would have on our club. Kathy will email Jill asking how this should be handled (each team/club be required to provide refs, each team is assessed a fee to cover ref costs???).
12. Kathy will email Katie about her responsibilities as Director of Fields/Referee Coordinator/Scheduler. The office of Vice President remains vacant.
13. The next board meeting has been set for January 7 at 5:30 p.m. at Shannon’s office.
14. The following tentative agenda was set for the Dec. 13 organizational meeting: a. Welcome b. Introduction of Brad and Robert from MVB (Community Match Program) c. Handbook Update • Registration Information for Fall 2008/Spring 2008 • Parent Volunteer Positions 1. Introduction of Directors that will coordinate the respective volunteer groups a. Director of Public RelationsàLori Jackson b. Director of Fields/Referees/SchedulingàKatie Kauffman c. Director of FundraisingàGeoffrey McInnes d. Tournament DirectoràBarbara Bacon-Pavlovic • Manager Positions 1. Introduction of TFSA RegistraràPatty Rietveld • Jan. 15 deadline for fees to be paid in full (may be paid tonight) d. Uniform Update • Uniform Night at Donnelley’s for anyone needing to purchase a uniform for the spring season. • New uniforms for Fall/Spring 2008-2009 season 1. Cost 2. Sweats available for Spring 2008 season a. $50 for sweats (may be ordered & paid for tonight) e. Introduction of Director of Coaches and team coaches • Director of CoachingàSasha Pavlovic TFRSA Spring 2008 Coaching Staff Team Head Coach Asst. Coach U8G Callae Marcellus Tracy Clark Richard Garcia U10G Tim Henrickson Scott Thompson U12G Carlos Hernandez Gabriel Martinez U14G John Bartlett Beth Bartholomeu U16G Skip McFarland U18G Sarah LaMarche Krista Tackett
U9B Jason Bacon Lisa Dickenson U10B Nathan Thompson Tim Mann Don McCall U12B Roberto Garcia Ramon L. Ortega U13B Jose Morales Leo Sanchez U14B Shane Hoffman Greg Clark U16B Derek Anderson U18B Joe Silva
f. Team Meetings • Identify a manager for each team • Identify the following parent volunteers (p. 7 in the handbook) 1. Team & Public Relations 2. Field Representative 3. Referee Representative 4. Fundraising Coordinator 5. Tournament Representative • Determine tournament schedule (p. 13 of handbook) • Set practice schedule g. Volunteers and Managers meet with their respective board of directors member.
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