Welcome to sonomasoccer.org

Sonoma Valley Youth Soccer Association

Minutes for the February Board Meeting

7:00pm, February 3, 2010

At Common Bond, 172 West Napa Street, Sonoma

Directors Present): Lynn Abaté-Johnson, Adolfo Contreras, Jean-François Ducarroz, Jaime Evina-Galindo, Vikki Griggs-Demmin, Camerino Hawing, Sam Honey, Edwin Richards, Dino Rossini, Marc Sloop, Jim Van Sickle, Greg Volker

Absent: (see Apologies)

Also Present: Renee Caruso, Teri Miller, Scott Miller, Molly Biss, Craig Butcher, Rich Goertzen

Apologies: Colleen Paul, Jennifer Rochlin, Deidre Verdu, Phylis Wakefield

Public Comment

Molly Biss of Larson Family Winery presented the SVYSA with a check donation of $122. Larson Family Winery has a “Santa Mailbox” each holiday season. For every 2009 letter to Santa placed in their mailbox, Larson Family Winery donated a dollar to the SVYSA. Molly and Larson Family Winery were thanked by the board.

Rich Goertzen, a former board member, came to the meeting representing Field of Dreams, the organization which leases the Field of Dreams from the City of Sonoma. Rich had two proposals for the board to consider concerning (i) soccer goals, (ii) fundraising.

Regarding (i) if the SVYSA undertook to make greater use of the Field of Dreams fields, the Field of Dreams organization might be willing to invest in some permanent sleeves for soccer goals, and perhaps some goals. Portable goals would also be considered. Rich was clear that his visit was to open a dialog, the details of who paid for what needed to be worked out. In general the board was receptive to increasing SVYSA use of the Field of Dreams. Practice space was at a premium and additional game venues might be useful. (In 2009, the SVYSA had used the Field of Dreams less than usual, in part because of the $12 per hour use fee.) Later in the meeting, it was resolved that Greg Volker would continue the dialog with Richard, offering the Field of Dreams a flat fee for seven –days-a-week field use during the soccer season.

Regarding (ii) Rich reported that Aspen Jazz, the producers of the annual Sonoma Jazz Festival had proposed offering coupons to the SVYSA (and other Field of Dreams user-groups). If an SVYSA member purchased a Sonoma Jazz Festival ticket using an SVYSA coupon, Aspen Jazz would make a $20 donation to the SVYSA. The board responded positively to the concept and again delegated Greg to continue discussions with Rich.

ACTION ITEM: Greg to communicate with Rich.

Craig Butcher gave a brief presentation on North Bay Soccer Camps. The organization has been holding summer soccer camps for children in Sonoma since 1978 and currently uses the Lower Maxwell field. This year the camps are provisionally scheduled to run July 26 – 30 and August 2 – 6. Craig wondered if the League would be willing to publicize the camps. Sam said that because there were numerous soccer camps, the SVYSA didn’t want to publicize one camp to the detriment of another. However, camps were welcome to offer information at SVYSA registration sessions and could pay to advertise on the SVYSA website.

Scott Anderson gave an update on the work he had been doing for the League on the playing fields at the High School, Adele and Prestwood. At present, people were staying off the fields, which was vital to the success of the renovation work. Adele needed more work, with the ideal being laying of additional sod. Including labor (thirty-six man hours), this would cost $2,500 to do the penalty areas and center field. If the League provided volunteer labor, the cost would be lowered. The sod itself would be around $860; there would also be a delivery fee of $75. The League felt it could provide volunteer labor. Scott also recommended fertilizer. If the League bought the fertilizer (cost c. $1,479 with delivery), he would spread it for free. The fertilizer needed spreading before the weather warmed up. The issue of weed-killing was also raised. Scott was thanked for his work.

The board was concerned that other user groups would start using the fields prematurely and some of Scott’s work would be undone. The SVYSA had already spent close to $20,000 on the field improvement project. So far other user groups had not contributed. It was agreed that other user groups ought to give something towards the cost of field improvement and maintenance, in which case, they might show greater concern for the fields’ well-being.

ACTION ITEM: Sam, Vikki and Greg to approach other user groups for money.

Vikki mentioned that the School District had an interest in having the “back field” developed (also known as the “ag field” the back field lies across the footpath and to the south of the High School soccer fields). If this space was developed, there would be less competition for space on the existing fields. Cam said that he could facilitate at a meeting between user groups on developing the back field, though his position on the School Board would prevent him from taking sides.

ACTION ITEM: Greg to get provisional bid from Scott Anderson regarding the cost of developing the back field. This would provide a guiding figure for discussions. Eventually seeding, sodding and turf options would need to be investigated.

Meantime, the League thought it important to continue the improvement work to ensure the job was done properly. This would mean spending beyond the initially budgeted $20,000. A motion to spend up to $4,000 to complete the field improvement work was proposed by Greg, seconded by Vikki. Carried unanimously.

(Originally the board had envisaged paying the $20,000 by selling some of its CDs. However, there had been sufficient money in the checking account to make this unnecessary, at least for the time being.)

Mission Moment

In lieu of a mission moment, Lynn announced that sandwiches and cookies for the night’s meeting had been provided by Sunflower Café. The board expressed gratitude to the Sunflower Café and to Lynn for facilitating the donation. Lynn noted the Sunflower Café logo and website link were now on the SVYSA. She relayed the message from former board member Stacey Schoeningh that this approach to League-local business relations had been Stacey’s idea.

Approval of Minutes

A motion to approve the minutes of the January 6, 2010 Board Meeting was proposed by Lynn, seconded by Cam and carried without a dissenting vote.

Old Business – Review of Action Items

Edwin ran through the action items and their status was updated as follows.

Action Items arising from 01.06.10 (reference 010610- )

1) Jim and Dino to investigate guidelines for by-law changes. Done

2) Edwin to summarize by-law issues raised by Annual Meeting election and email them to board

members for discussion/ review. Done

3) Edwin to notify Rick of his appointment as PAD committee chair and of names of PAD

committee members. Done

4) Vikki to notify Alison Johnston and Tom Young of their appointments (subject to contract

approval). Ongoing

5) Various people to be approached regarding appointments:

Fields and Insurance – Action Item: Phylis to approach Dave Diamond (The position

will cover all fields used by the SVYSA) Done – Dave declined

Field Preparation – Gaudencio to be contacted, Jaime to consider applying. Jaime

declines. Gaudencio contacted without resolution.

Photo Day Coordinator – Greg to confirm Tracy Reynes is still willing to do this Done,

she is.

Game and Field Scheduler – Sam to approach Tracy Walthard Done, she accepts

6) Board members to suggest to Lynn names of businesses to be approached regarding food

donations. Lynn to approach businesses at her discretion. Done through June.

7) Sam and Lynn to complete and submit application for grant from Sonoma Valley Vintners and

Growers Alliance by January 15, 2010. Done

8) Edwin to respond to member request to post budget online. Done (emailed, did not post

online)

9) Edwin to review minutes regarding decision on donation for field use to Sonoma

Developmental Center. November 2009 board meeting, Rick Hicks suggested a donation

of $1,000. No vote taken. No obvious money available. The board agreed that

something (at least $500) should be given.

10) Phylis to approach State Department contact re Peru. (Phylis absent)

11) Jean-François to ask Marc Sloop if he’s interested in helping with the web-site. Marc agrees to discuss with

J-F. Pending

Outstanding Action Items from Earlier Meetings

Action Items from 12.02.09 120209

2) Sam and Vikki to meet with Jennifer to discuss and resolve various bookkeeping issues. Done (see also Vice President’s remarks)

Action Items from 11.18.09 111809

2) Sam/ Vikki/ Greg to get estimates from bidders for cost of annual upkeep and maintenance of fields in years following the initial work. Scott Anderson’s bid obtained. Greg to solicit two more bids.

3) Having obtained the bids, Sam and Vikki to meet with Justin Frese (School District) [Sam and Vikki were due to meet with Justin Frese and representatives of the football community (Bob Michelini and Troy Donahue) on 01.07.10] Done. The meeting had ended with a resolution that SVYSA and football representatives walk the High School field together to discuss field usage and express mutual concerns on-site. Due to the weather, the walk had not yet taken place.

4) Rick and Vikki and any other interested party to craft a memorandum of understanding between the SVYSA and the School District in the event the SVYSA undertakes to work on the fields. Rick and Vikki have communicated. Memo to be finalized after the walk with the football representatives.

President’s Remarks

Sam congratulated the various SVYSA teams that had been in recent tournament action. The past Saturday he had traveled with a group to see the U-10B Sonoma United in the Association Cup. United had played with great spirit although they had been defeated.

He wished good luck to teams with upcoming games.

Vice-President’s Report

Vikki had been pursuing five contract negotiations. She had not yet been able to meet with three people (Gaudencio - Field Preparation, Alison - Referee Scheduler, Tom - Waste Management). She had met with Renee (Registrar) and Jennifer (Bookkeeper).

Registrar

Colleen had joined Vikki in meeting Renee. There had been some modifications to the contract, in addition, the League had undertaken to pay for some of Renee’s expenses including paper, ink, postage and any meals she provided at meetings held for League purposes. Renee’s contract compensation was raised from $6 to $7 per player. Motion: to approve the registrar’s new contract. Proposed by Jim, seconded by Adolfo. Carried unanimously.

Bookkeeper

Vikki had also met with Jennifer (bookkeeper). No huge changes to the scope of work had been suggested. Jennifer had agreed to set aside Thursday afternoons for SYVSA work. This is when she will be responding to messages, cutting checks etc. A request submitted Thursday morning should be responded to Thursday afternoon. A requested submitted Friday morning would not necessarily be responded to until the following Thursday. Jennifer had been paid $600 for work in the second half of 2009; she estimated that by charging her regular rate she would have earned $3,000. She told Vikki that this would be her last year working for the SVYSA. The new contract called for $2,000 compensation. Motion: to approve the bookkeeper’s new contract. Proposed by Lynn and seconded by Jean-François. Carried unanimously.

Treasurer’s Report

Jennifer had sent her apologies.

Secretary’s Report

Edwin reported that he had most of the documents ready for the CYSA affiliation filing. A letter from the IRS indicating that the League was in good standing was apparently on its way.

Because the meeting was running behind schedule, it was agreed to postpone the by-law discussion until the following meeting.

Edwin read a job description of the Fields and Insurance Coordinator prepared by Rick Hicks who held the post last year. Adolfo volunteered to take this important position. Sam said he would help. Adolfo’s willingness was eagerly accepted by the board. Motion: to approve Adolfo as Fields and Insurance Coordinator. Proposed by Dino, seconded by Jean-François. Carried unanimously.

ACTION ITEM: Adolfo and Sam to set up a meeting with Rick Hicks to take over the Fields and Insurance portfolio.

Fundraising and Outreach

Sponsorship and Fundraising

Greg said he was seeking ideas for sponsorship and fundraising. Tom Larson of Larson Family Winery had offered the board the use of his property for a fundraiser. What specifically did we want to raise money for? Practice shirts for U10 and younger? A ball for every player? Did we want local businesses to sponsor team uniforms? Greg invited board members to email him their ideas.

eScrip

Lynn talked about the usefulness of eScrip as an effective fundraising tool. She noted that if 200 people signed up for the scheme and shopped at the average rate, the League could receive $24,000. Additionally, shopping at eScrip’s online mall could bring in further funds. She invited board members to sign up with her directly, or to register online.

Master Calendar

Lynn presented a Master Calendar on which all League events would be recorded. She suggested having a single day to combine the parents meeting and equipment handout, perhaps on the 15^th of July. While all could see the desirability of this, some members wondered whether it would be possible. The Prestwood multi-purpose room was suggested as a good location for such a meeting, since it was close to the equipment store. Opening Day and Photo Day were provisionally set for August 28, a week after most children would have been in school. This would offer an eight weekend playing season, with teams through U12 having two two-game weekends.

Registrar’s Report

Renee had tentative dates for walk-in registrations: Tuesday April 6, Wednesday April 21 (probably at Sassarini), and Saturday May 1 (probably at El Verano). The possibility of one last session at La Luz on May 8 was raised. March 15 was suggested as a provisional start for online registration.

Select Committee Update

Vikki and Teri presented the following names to join them on the select committee: Jean-François Ducarroz, Jaime Evina-Galindo, Camerino Hawing, Scott Miller, Stacey Schoeningh, Mike Verdu, Brian Wirick,

Motion: to approve the composition of the select committee. Proposed by Greg, seconded by Mark. Carried unanimously.

Any Other Reports

The previous evening, the Finance Committee had presented a provisional budget online. Some email discussion had ensued. However, with the hour approaching 9.50 p.m. it was felt that good discussions would not be forthcoming at that time. The board agreed to postpone the discussion to the following meeting. Nevertheless, Renee pointed out that the fees needed to be approved so she could proceed with preparations for registration. Fees had been flat for the last two years. The decision was taken to raise registration fees by $10 per category to $90, $110 and $130 respectively. Family discounts would continue. Motion: to accept the new fee structure. Proposed by Cam, seconded by Dino. Carried unanimously.

The meeting adjourned c. 9.52 p.m.