MINUTES

TWIN FALLS SOCCER ASSOCIATION

September 20, 2007 Board Meeting

 

Registrar’s Report:  Patty reported that all team paperwork will be sent to the state Friday, September 21.  She indicated that there was a problem registering the U14 girls team as they currently have 2 U12 girls playing and also a U15 girl.  Therefore, the team can be registered as a U14 team and the 2 U12s would be rostered & the U15 would be unable to compete or it would be registered as a U15 team and the U15 would be rostered & the U12’s would be unable to compete.  The board voted to register the team as a U14 team for two reasons: 1) the two U12 girls had registered before the U15 and 2) the majority of the girls on the team are U13’s which would mean that most of the girls would have to play up two years if the team were registered as a U15 team.  The board encouraged the U15 player to register for the spring season.

 

The board discussed a transition from last year’s fee schedule to next season’s (2008-2009) fee schedule.  A motion was made that “a $100.00 nonrefundable deposit by Dec. 1, 2007 for spring registration with the balance of the fees to be paid no later than Jan. 15, 2008.  Any athlete who has not paid in full will: 1) be dropped from the team (minus the deposit) if the roster is full and there is a waiting list or 2) if the roster is not full the athlete will not be allowed to attend practices or games until the fees are paid in full with the understanding that if another player applies for registration on that team and pays the full fees that the player with the delinquent fees will be dropped from the roster”.  This motion was passed with the following amendment, “Registration fees for all subsequent seasons shall be due in full by the specified registration deadline”.

 

In order to align the handbook and the TFSA bylaws a motion was made to amend the bylaws as follows, “Section J.  Refund of Registration Fees.  1.  Registration fees will be refunded in full to players that do not make a team.  Refunds are to be made as soon as possible after the January 15, 2008 deadline.  2.  Registration fees less a $100.00 nonrefundable deposit due on December 1, 2007 are refundable up to and until January 15, 2008 for a player leaving the team for any reason.  3.  After January 15, 2008 no registration fees will be refunded to any player.”  This motion was passed.

 

It was also discussed that our managers need to receive training information which will include how to put together their Managers & Coaches notebooks.  This way they will all consistent.  This material will be put together by Patty and Kathy

 

Treasurer’s Report

Shannon has investigated moving our account to a local bank.  Magic Valley Bank and First Federal were recommended.  She will identify what benefits each bank will offer including a club credit card, and credit card processing abilities.  She will present her findings at the next meeting.

 

The board voted to purchase (4) small goals for the soccer complex.  These were ordered September 19, 2007 from Soccer Etc. in Boise (John Gabrielson) and should be here by October 2..  The cost is $4983.00: $4300-goals, $258-tax, $425-shipping.

 

Coordinating ByLaws and Club Handbook:  Kathy will review and develop the next handbook draft to be presented at the next board meeting.  She will work with Dallas to ensure that their are no contradictions between the handbook and TFSA bylaws.  If anyone has comments after reading the current draft of the handbook or bylaws email them to Kathy.

 

Resolving Presidents Cup with State:  Email from Ken Edmunds “We held our IYSA Board meeting on Saturday.  The Board voted and approved Twin Falls as the host for President's Cup for the next five years.  The revenue sharing would be 75/25 for registration fees only.  All other revenues would accrue to your club.  We are struggling with State Cup scheduling.  We expect President's Cup will be on the weekend before Memorial Day, but we do need to work through some issues with a possible pre-qualifying weekend before State Cup. 

 

IYSA will promote President's Cup through its affiliate correspondence and on the Web, receive and process applications, schedule games, etc., along with having an active presence in helping you with the tournament on that weekend.  Our goal is to get this up to in excess of 150 teams.  We look forward to working with you.”  Chris will work to finalize an agreement with the state prior to the next board meeting.

 

Process Charts (communication diagrams, etc.):  Kathy will work on this to present in the new draft of the handbook at the next board meeting.

 

Director of Coaches Report: A coach’s contract and code of conduct will be drafted by Kathy to present at the next board meeting.

 

A motion was made to purchase 10 first aid kits; not to exceed $100.00 each, which will be signed out to each coach at the beginning of the season and returned at the end of the season.  The motion was passed.

 

It was also decided that all coaches must be responsible for providing an ice chest full of ice with plastic bags for possible injuries when we are the host team.

 

Sasha will meet with Shane Hoffman and Leo Sanchez (our confirmed spring coaches) to determine the criteria our club should use when hiring coaches.  They will also establish a training system for all club coaches to participate in that ensures a common philosophy amongst the coaching staff with common goals for the club.  Additionally, they will develop a recommendation for how players are selected and placed onto teams within our club.  We currently do not have a tryout based system; therefore, a policy must be established regarding how this process occurs (which may include tryouts for placement).  Finally, the board would like the coaches to determine a playing time policy for club athletes.  The Coeur dAlene Sting handbook stated that athletes must attend at least one practice during the week to be eligible to participate in games/tournaments that weekend in a capacity other than backup for injury.  We would like a policy for our club based upon the coaches’ recommendation.  Kathy will email this information to Sasha, Shane, and Leo.  They will have recommendations to present at the next board meeting.

 

District Commissioner vacancy:  Chris spoke with Ken Edmunds via email about this position.  Ken was positive about the possibility of Jill Bevaqua filling this role.  The board voted in favor of supporting Jill’s nomination.  Jill has consented to take this position and will coordinate with us, the state, and the other District Commisioners.

 

Rapids website: the website will go “live” asap. 

 

Uniforms and "corporate contract" (Donnellys is getting numbers from a Puma, Diadora, Addidas, and Under Armor)

The concept would be we purchase new complete uniforms every 2 years and in return we get additional product/equipment (this will vary with each company).  We are waiting for bids.

 

Marketing:  Lori Jackson will work with local businesses (Threads & Argo) to work up proposals for club promotional items which may include things such as: bumper stickers, water bottles, baseball hats/visors, shirts.  She will also get quotes (Chris will provide contact info) for Windfeathers which would be checked out by each team and could be used as team fundraisers each season by getting an annual team sponsor for them.

 

It was agreed that all team items should use the Rapids logo from now on for “Branding” purposes.  Only TFSA materials will use the TFSA logo.

It was agreed that we will continue to host an “End of the Season” party/fundraiser each year.  This will occur on June 7, 2008 this year.  It was recommended that we try to have a potluck/barbeque type party at the end of each fall season.  This could take place on October 27, 2007 at the Complex if we host an exchange on that date.  Lori will look into this and work with the managers for the fall function and the Marketing representatives from each team to put together the June 7 event.

 

A motion was made to begin a monthly newsletter; paper for the first edition followed by email versions after that at a cost of $15.00/month for the email service.  The motion was passed.  Lori will work with Chris to develop a template for the newsletter and establish the online service.

 

Fundraising:  Geoff McInnes

The long term goals of the TFSA include acquiring property (preferably adjacent to the existing complex) and building an indoor soccer facility as well as developing additional practice fields.  Barbara and Dallas will find out who owns the properties adjacent to the soccer complex.  Geoff recommended setting a building fund goal of $5 million dollars.  He will begin contacting corporations to identify possible funding sources for this project.

Scholarships:  There was discussion about the amount of money currently awarded to individuals who receive scholarships.  The question, “do we establish a % amount that adjusts with the cost of fees?  If we do this; do we offer the same system in both the fall and spring?” arose.  This will be addressed at the next meeting.  As a result of this discussion it was determined that we need to actively raise funds to support Scholarships.  Geoff will present ideas on this at the next meeting.

 

T.F. Parks and Rec

Chris reported that the city tentatively plans to build a structure to house restrooms, storage areas, and possibly concessions once utilities are available at the complex.  This is thought to occur in 2009.  Chris is working on preliminary designs for this structure to submit to Parks & Rec.

Chris will draft an operating agreement with the city Parks & Rec division and also begin designing a field layout plan to recommend to the city for the fields at the complex.  This will help to reduce wear and tear on the fields and will also establish "permanent" field locations for ease of painting.

Field sponsor signs: The safety of the sponsor signs/boxes was addressed.  It was agreed that more “visible” recognition of the field sponsors is necessary.  This will be discussed at the next meeting.

 

Laura Baxter indicated that she would not be able to fulfill her role as Vice President due to health complications.  She would like to remain on the board as a member at large.  Therefore, we need to fill the following vacancies:  Vice President, Director of Fields, Director of Referees. 

 

The next meeting will be held on October 11 at 7:00 p.m. at Shannon’s office.