MINUTES

TWIN FALLS SOCCER ASSOCIATION

March 12, 2008 Board Meeting

 

Present: Shannon Hoffman, Katie Kauffman, Marc Garcia, Patty Rietveld, Lori Jackson, Chris Clark, Kathy Clark

A motion to approve the February 27 minutes was made by Katie and seconded by Shannon.  The motion passed

 

President’s Report: Chris reported that the city of Twin Falls offered TFSA the opportunity to handle all concessions during the spring recreational soccer season (beginning April 7).  Their season runs for five weeks, Mon.-Thurs. nights from 5:30-7:30.  He has contacted Pepsi and has permission to use their smaller trailer for the entire five weeks.  After discussion, it was decided that the TFSA would be willing to run the concession stand out at Sunway for spring recreational soccer as a fund raiser and promotional activity.  A schedule will need to be drawn up, with each Rapid’s team manning the stand twice during the five week period.

 

On another note, Chris reported that Victor Ruiz of Paul has established an adult league.  Although this is an adult league they may have U16 &/or U18 teams.  Chris will pursue information regarding their program and the potential for games between their younger teams and our older teams.

 

Registrar’s Report: Patty reported that the majority of players have all paid in full.  She indicated that any players that had not paid by Thursday, March 13 would not be allowed to compete or practice until their fees were paid.  There was a question as to whether Jennifer Lantz of the U16G had paid, Patty and Shannon will review this.

 

Patty brought up that a U9B team had been established in Shoshone.  They registered through Mountain Home as they received misinformation regarding teams registering under the TFSA affiliate.  Patty spoke with the registrar from Mountain Home to clear up the misunderstanding as she was concerned that their registrar felt our board was unhappy with them for registering Shoshone through their affiliate; which is certainly not true.

 

Treasurer’s Report: Shannon reported that all but the U16B and U16G (both have requested checks for two tournaments) have requested all their tournament checks.  She also noted that she refunded Sarah Henrickson $125.00 as she paid the fees for the U12G team rather than for the U10G team.

 

Secretary’s Report: Kathy will provide the agenda with sufficient notice for all members to fill in their report information to help facilitate more efficient use of time at board meetings.  Everyone should have their agenda items posted to Kathy no later than the Monday prior to a board meeting so that the detailed agenda can be sent out the day before each board meeting.

 

Director of Coaching Report: Sasha was unable to attend the meeting as he was running goalie practice.  However, the board reviewed the recommendation by the coaches regarding availability.  Lori made the motion that the coaches recommendation, “head coach’s must be available for all coaching days, including reasonable practice times, games, and tournaments barring illness or other unexpected conflict” be incorporated into the TFSA & TFRSC coach’s contract.  Patty seconded this motion.  The motion was passed.

 

Director’s Committee Reports

Tournament Committee: Chris reported that the tournament committee had met the previous Sunday and that everything was on track.  He also updated the board on the status of Magic Valley Bank’s community match and T-shirt agreements with the club.  MVB has agreed to have a written agreement emailed to Chris by tomorrow, Thursday, March 13.

 

There was discussion about a designated function for the U8G team at the tournament.  We also discussed whether a vendor’s license was necessary for our food related fund raising activities.  Kathy will contact the health district to inquire as to what the procedure is that we should be following regarding the sale of food items at our events.  During this discussion it was brought up that Falls Brand has agreed to donate all the hot dogs we need for the tournament.  Other vendors that will participate in the tournament include: The Coffee Lady, The Lemonade Hut, Shave Ice, The French Fry stand, and New York Burrito. 

 

Chris indicated that the Mix 103 radio station group is willing to do air promotional information for the tournament.  We also hope to have them do a remote broadcast from the fields on Saturday.  Finally, Chris announced that a sponsor had been identified for the coach’s bags for the tournament.

 

Fields & Scheduling Report: Katie reported that the fields were ready for the March 15 exchange, but that the fields at Ascension (two full-sided and one small-sided) need to be lined.  She also requested assistance with the field work so that she could focus on scheduling.

 

It was noted that the scheduling seemed to be somewhat delayed for the SRL.  The board agreed that this should be brought to Jill’s attention so that she can address this as well as communication concerns in her role as District Commissioner.

 

Katie brought up the March 29 exchange with Sawtooth United, questioning whether they should be charged a fee to help offset the referee and toilet expenses that we will incur.  Shannon indicated that we would spend $800.00 in referee/toilet costs for that day.  The board agreed to request that Sawtooth United pay $400.00 to help offset these expenses.

 

After lining the fields Katie noted that we need to ensure that the city will water the fields at Sunway appropriately so that they aren’t as hard as they were last year.  We received complaints last year about this problem.  It was also noted that we will need to determine if there will be room for any of our teams to practice at Sunway once the spring recreational soccer season begins on April 7.  Chris will contact the city to coordinate schedules.

 

Referees Report: Marc reported that the referee association had two yellow referee jerseys that belong to the TFSA/TFRSC not four.  Shannon will verify how many jerseys the club purchased and report that information at the next meeting.  Marc agreed to bring the two jerseys to the next meeting.  The club will be responsible for loaning them out to members.

 

Marc indicated that there had been an issue with a Rapids coach (not the U15B coach) during the U15B game regarding a hand ball.  He asked that the coaches be reminded about the code of conduct they signed with reference to their behavior towards officials.

 

The March 24 Parent/Ref night was approved.  It will be held at Robert Stuart on March 24 from 6:30-7:30.  All managers and coaches will be notified of this event.  The board strongly encourages all coaches, managers, and parents to attend this informational session.

 

Fundraising Report: Kathy initiated discussion about splitting the fund raising position into two positions.  It was decided that Geoffrey McInnes would become the Director of the Facilities Finance Committee.  This leaves a Club Fundraising Committee Directorship open.  Geoff is currently recruiting for this position.  Kathy also spoke with Janel Williams about this position.

 

Marketing Report: Lori reported that we spent $400.00 on Pepsi products + $200.00 on Costco merchandise + $60.00 on Winco merchandise for the two exchanges.  Lori indicated that she and her husband wanted to donate the $200.00 Costco expense.  She will provide Shannon with receipts so that she can be reimbursed for the rest.  Kathy reported that the club had raised $1602.45 from concessions and merchandise sold at the March 8 exchange.  We did not have an accounting of expenses incurred by Jr. and Rosalva Sanchez for the exchange.  It was also decided that we will charge $1.00 for water and $1.50 for all other bottled beverages.

 

A discussion regarding all the bottles being sold resulted in a decision to provide recycling bins near the concession stand.  Lori will look into purchasing/acquiring those bins.  It was also mentioned that a “recycling” windfeather might help to remind people that recycling is available.

 

Windfeathers and large tents were also discussed.  The board agreed that we would like to get a single sponsor for club windfeathers.  This would be approximately a $2500.00 sponsorship.  Chris asked about the purchase of four 20’x20’ tents.  As this was discussed it was brought up that these might be very cumbersome to store and assemble.  It was agreed that we change the purchase to (4) 10’x20’ tents.

 

The date for the end of the season party was moved to May 28 so that it does not conflict with State Cup Championships in Boise

 

The next meeting date was set for March 26 at 5:30 at the Just Amere Inn.