February 6, 2008 Board Meeting

 

Present:  Chris Clark, Kathy Clark, Patty Rietveld, Barbara Bacon-Pavlovic, Sasha Pavlovic, Marc Garcia, Katie Kauffman, Shannon Hoffman, Geoffrey McInnes, Jason Bacon

 

Jason made the motion that the January 23 minutes be approved.  The motion was seconded by Barbara.  The motion passed.

 

Patty reported that all of our teams are registered and that transfers were being worked out.

 

Shannon reported that she will put together an excel spreadsheet to help with cost projections for the club based on multiple scenarios; including # of teams and # of players/team.

 

Sasha reported that all the teams except the U8 girls are practicing.  All teams will go outside in the next week.  He has been going to practices; working with teams & coaches.  The board asked that he keep a log of his time (day/time/teams) to help identify the true time commitment needed of a Director of Coaching.  Sasha agreed to document his hours.  He also indicated that he will hold regular meetings with the coaching staff to facilitate communication and camaraderie in that group.

 

There was discussion about what criteria the club should establish regarding coach availability.  Should individuals that aren’t available on weekend days due to work, religious affiliation, or other commitment be appointed as head coaches?  The board asked Sasha to take this to the coaching staff for discussion and a recommendation.

 

It was noted that Christa Tackett is unable to participate on a consistent basis as an assistant coach.  She requested that she be made a 2^nd assistant for the U18 Girls.  This is a volunteer position, not a paid position.  Erin Donnelley has agreed to take the position of assistant coach for the U18 Girls.

 

Director’s Committee Reports

Tournament Committee:  Barbara reported that the Tournament Committee is meeting every other Sunday @ 3:00 at her house.  She noted that she and Chris would be meeting with Dennis Phelps from St. Luke’s on Friday, February 8 about medical staffing and preparation for the tournament.

 

There was discussion about tournament t-shirts.  The question arose as to whether the t-shirts should all be done a pre-order basis (John Bartlett?) or if we should also have them available for sale at the tournament; and if so should we use the same vendor (Fine Design?) for both?  There was concern about ordering too many t-shirts and then being “stuck” with them after the tournament.  Katie suggested that any “extra” t-shirts be donated to Robert Stuart for kids that can’t afford P.E. clothing to use.

 

Barbara was asked to verify that Twin Falls Parks & Rec has not scheduled anything for the weekend of President’s Cup and that TFSA be given sole access to Sunway complex for that weekend.

 

It was determined that we would need to purchase (2) more sets of 8v8 goals for the tournament.  Kathy made the motion that we purchase (2) additional sets of 8v8 goals from Soccer Etc. (where we recently purchased (2) sets of 8v8 goals).  The motion was seconded by Lori.  The motion passed.

 

Fields, Referees, & Scheduling:  Katie reported that the numbers for the referee and AR clinics were low.  She indicated that she would contact all parent representatives by phone that had not already contacted her.  She asked for clarification on what the club is requiring of the parent referee reps from each team.  After some discussion it was decided that each parent referee rep should become certified as either an AR or referee.

 

Katie then asked if TFSA planned to assist the parent referee reps with the cost of the AR/referee certification.  After discussion Kathy made the following motion:

Referee clinics cost $50.00: $25.00 refundable after the newly certified referee refs (5) games.  The TFSA will pay the non-refundable $25.00 and the parent referee rep shall pay the refundable $25.00 (to be recouped after refereeing (5) games.

AR certification costs $25.00: $15.00 refundable after the newly certified AR refs (3) games.  The TFSA will pay the non-refundable $10.00 and the parent referee rep shall pay the refundable $15.00 (to be recouped after refereeing (3) games.

Recertification clinics costs:

Referees $50.00 (all non-refundable).  TFSA will pay $25.00 towards recertification and the parent referee rep shall pay the remaining $25.00 as they may earn well over the $25.00 cost should they chose to be an acting referee.

AR’s $25.00 (all non-refundable).  TFSA will pay $10.00 towards recertification and the parent referee rep shall pay the remaining $15.00 as they may earn well over the $15.00 cost should they chose to be an acting AR.

This motion was seconded by Marc.  The motion passed.

 

There was discussion about the use of the Sunway complex and the Club’s equipment by Sawtooth United.  The board agreed that any club wanting to use the fields must pay a fee for the use of the Club’s equipment (goals & nets) plus labor required to set up and line fields (including paint cost + wear & tear on paint machines).  Shannon made the motion that we charge $100/field/day for the use of the above stated materials and labor.  The motion was seconded by Kathy.  The motion was passed.  It was noted that any club wanting to use Sunway fields must negotiate the use of the physical property with the City of Twin Falls.

 

A tentative Parent/Referee Night was set for March 3 at 7:00 p.m. pending confirmation from Marc.

 

Fundraising Report: Geoff reported that he and JoBill Robertson were working with the Portuguese DairyMen’s Association through Tony Azavedo to put on a fundraiser dinner.  He also requested that he recruit an assistant to handle coordinating the team and other regular fundraising activities as he does not currently have time to serve in that capacity as well as chairing the large scale fundraising efforts the club has in mind to develop an indoor/outdoor facility.  The board was in favor of him acquiring an assistant.

 

Marketing Report: Lori reported that the Team & Public Relations parent reps will meet at 6:30 p.m. at her house on Wednesday, Feb 13.  She will also work with Chris to develop the next newsletter.

 

Managers: Patty reported that the managers all have their team information and have been working hard to finalize all team paperwork and fees.

 

 

Soccer Fest:  The club must have a delegate at Soccer Fest.  Barbara made the motion that Patty be our delegate.  The motion was seconded by Katie.  The motion passed.  Patty was asked to find out as much as possible about the database system used by the state for registration to streamline data entry from one season to the next as many players play season after season.

 

March 8 & 15 Exchanges: Katie reported that she had not yet received a schedule from the Snake River League for either of the exchanges.  The logistics of how many referees would be available at a time to determine how many fields could be scheduled simultaneously needed to be worked out before a schedule could be established.  The board asked Katie to convey that we would like a tentative schedule for both exchanges by our next board meeting.

 

Lori and Geoff were asked to work with their parent volunteers to set up and man a concession stand and club “gear” sales booth for both exchanges.

 

Director of Coaching Contract Proposal: The board reviewed the proposed Director of Coaching contract submitted by Sasha.  Kathy made the motion that the contract be accepted with the following changes [added language is in italics]:  Section 3:  “The Club shall provide reimbursement for lodging for out-of town tournaments and for payment of the Director’s mileage for Club related activities at $0.48 $0.30 per mile.”  Section 4: Education...This will not be funded as stated, but instead addressed on a case by case situation as training opportunities arise.  Section 11:  “The Director will conduct coaches’/managers’ meetings/orientations (with the assistance of the board administrator) prior to each competitive season and tryouts.  The Director will also meet regularly (3-4 meeting per season) with the club coaching staff throughout the season.”  The motion was seconded by Geoff.  The motion was passed.  The original version of the proposal will be sent out to the board.

 

The next meeting date was set for February 27 @ 5:30 at the Just Amere Inn.