Directors Minutes (Archive) Minutes for the September 2010 Board Meeting
| Minutes for the September 2010 Board Meeting |
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| Tuesday, 26 October 2010 21:06 |
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Sonoma Valley Youth Soccer Association Minutes for the September Board Meeting 7:00pm, September 1, 2010 At Common Bond, 172 West Napa Street, Sonoma Directors Present: Jean-François Ducarroz, Jaime Evina-Galindo, Vikki Griggs-Demmin, Sam Honey, Colleen Paul, Edwin Richards, Marc Sloop, Deidre Verdu, Greg Volker, Phylis Wakefield Also Present: Renee Caruso Public Comment: None Apologies: Lynn Abaté-Johnson, Adolfo Contreras, Camerino Hawing, Jennifer Rochlin, Dino Rossini Also Absent: Jim Van Sickle, Mission Moment Sam reported that he had traveled to Pacifica on Saturday and Sunday to see the U11B. The team lost 7-0 in their first game then went 4-0 down in second game. However, they didn’t give up, played with great spirit and ended up losing this second game 5-4. This was a turning point for the boys: they won their third game and took fourth place in the tournament.
Approval of Minutes The minutes for the August Meeting were approved following an amendment. Motion: To approve the minutes for the August SVYSA Board Meeting. Proposed by Jean-François, seconded by Marc; carried without dissent.
Action Items Edwin read the action item list from the last meeting and updated their status as follows: Action Items Arising From 08.04.10 (reference 080410- )
Action Items Arising From 07.07.10 (reference 070710-). 070710-1 Sam to take over hotline response for last two weeks of July. Done. Sam will continue to monitor the hotline as he has a database, making it easier for him to contact people. 070710-2 Sam to discuss purchase of anti-virus software with Renee Done. Ongoing Action Items from 05.05.10 (050510-) 050510-4 Phylis to email copy of final document “Team Financial Management” to board members and relevant parties, and to post on website. Done. Ongoing Action Items from 030310 (030310-) 030310-11 Following on from 020310-2 Sam, Vikki, Greg to discuss new field layout for High School field to accommodate Bob Midgely’s request, then to get back to Bob Midgely. Done.
President’s Remarks Sam reported on the CYSA quarterly meeting he attended. Among the highlights:
Sam also congratulated all teams on a great start to the season. . Vice-President’s Remarks Vikki said she had collected $350 from teams that practiced at Hanna Boys School over the summer. She would give the money to Hanna. Vikki stressed that select coaches who were scheduling additional games needed to make sure all concerned parties knew about them.
Action Item Vikki to email select coaches to instruct them on protocol for adding/ cancelling a game. Coaches adding a game to the schedule should email the Game and Field Scheduler (Tracy), the Referee Scheduler (Jack/ Alison Johnston) and copy the Equipment Coordinator (Greg), Field Preparation (Gaudencio) and Waste Management (Tom). This will ensure all are alerted they (may) have additional work to do. Similarly in the event of a cancellation, all the above parties should be notified. Winter League – CYSA District V doesn’t want teams to play just summer any more. District V wants teams to sign up for winter too, an extra $900. Some teams want to just do summer ($100) as players disappear afterwards e.g. to college, other sports. The $900 for winter includes referee and field fees; the $100 for summer does not cover these expenses.
Treasurer/ Bookkeeper Absent. Secretary There was a discussion of minutes. Edwin requested that board members review the draft of minutes online prior to the meeting and suggest any corrections in advance of the meeting. Regarding attribution, Greg said that if somebody was accurately credited with saying something then it could be on the record. Edwin said he was willing to make corrections if the board felt his record was inaccurate. Action Item Phylis to investigate appropriate minute taking protocol.
Registrar’s Report 1,294 players have registered so far. Of these, 67 are not assigned to teams (this means either they are not playing on CYSA-registered team, or they have dropped out). $126,900 has been collected, including $820 in late fees. $955 has been collected in field donations, $1,025 in scholarship donations. $2,150 has been given out in family discounts $12,105 in scholarships. Of receipts $57,200 was taken via credit cards. Deductions made by the credit card company on each transaction are not deducted from the above totals. Renee suggested that Photo Day be moved to the second weekend of the season (or later) as there were many factors which made its current “Opening Day” position unsatisfactory e.g. many players were added late to the roster, teams had to scramble to get uniforms, some coaches were still on vacation…On the other hand, moving Photo Day much later in the season would make it difficult to get the souvenir programs ready in time to be distributed. Edwin remarked that some people were opposed to Photo Day and souvenir programs. Action Item Greg to ask Tracy Reynes (Photo Day Coordinator) to move Photo Day back from Opening Day (to at least the second week). It was suggested a Rec Coordinator was needed. Mike Verdu, as Coaching Coordinator, dealt with a lot of rec soccer issues, but there were other matters also and the Rec Coordinator would be able to deal with these. Action Item Renee (and others) to put together job description for Rec Coordinator. Renee said that the League should start looking for another registrar (i.e. she didn’t want to do the job herself after her contract was up). The registrar’s job is very demanding, particularly over summer; Edwin suggested that the ideal candidate would be a comfortably off retiree, somebody who wanted to help and had the time and competence to do so. Marc asked if the job could be done by several people, but Renee replied that the job needed somebody in charge. Vikki reminded everybody that we would also need to find a new bookkeeper.
Comments on Opening Day Opening Day had gone pretty well. Lots of coaches etc. had been fingerprinted; unfortunately despite Deidre (Risk Management) repeatedly telling coaches they did not need fingerprinting again if they had been fingerprinted in a prior year, there were a number of duplicates. It now costs $12 to fingerprint somebody with the current purveyor (Jeff). The fingerprint company transmits information to the Department of Justice, but the SVYSA risk management official receives and keeps the results, thus switching to a different fingerprinting operation is entirely possible.
Parking at Prestwood Sam reported that he had received a letter from neighbors who live on the block north of the High School and Prestwood (East MacArthur Street, Second Street East, MacArthur Lane). He had circulated the letter online to Board members. Essentially the neighbors didn’t like the fact that there was a lot of loading and unloading of players, parking etc. on Opening Day. They had suggested putting up “No Parking” signs. Sam had replied that such action would require police input. He asked them to monitor the situation the following week (game weekend 2). On game weekend 2, police signs prohibiting student parking (placed earlier during the school week) were still in place. In addition, Greg had obtained a key to open a gate north of the tennis courts which gave drivers an opportunity to park closer to the fields, but on High School property.
Field Marshal Last year, the Board had passed a policy that there be a field marshal present at all times during games. However, on game weekend 2, a number of board members had been at tournaments and there hadn’t been a designated field marshal. Edwin said he had acted as a(n undesignated) field marshall before and after refereeing games on the previous Saturday, from about 7.45 a.m., though he had left about 3:00 p.m. It was agreed the field marshal position needed to be filled on a formal basis by volunteers (board members, select committee members or other responsible volunteers).
Action Items Phylis to compile basic information sheet for use by the field marshal. Phylis to compose and send email calling for volunteer field marshals. Marc to create an online sign-up sheet for scheduling field marshals. It was suggested that the schedule for field marshals run 8:00 a.m. to noon and noon to 4:00 p.m. (Note: this time frame probably needs stretching, since sometimes the final game goes beyond 4:00 p.m. and the morning shift probably needs to begin by 7.45 a.m. Marshalls should be present from before the first game until after the last game of the day.) There was a question as to whether the emergency services had keys to open the gate at Denmark. Action Item Sam to verify the emergency services have keys to open the gate at Denmark to enter the High School field complex. Parent Conduct The Select Committee had given out contracts to select coaches covering coach conduct, player conduct and parent conduct. However, whether these contracts were signed and returned had been left to the discretion of the coaches. It was noted that some parent behavior was inconsistent with that outlined in the parent contracts. This raised the issue of enforcement – unless all parents were being held to the same standard, anybody called out for acting in a manner at variance with that prescribed in the contract could easily indicate others who were behaving in a similar manner, but not being sanctioned. What were the responsibilities of the Board and the Select Committee? The need to take consistent, appropriate action was clear, but what did this constitute? Action Item Phylis to consult with Rick Hicks as to who would be an appropriate lawyer to advise us on risk management/ code of conduct issues. Phylis also to consult with Stockton YSA regarding their implementation of risk management/ code of conduct policies. Meeting with Justin Frese (Deputy Superintendent, Sonoma Valley Unified School District) Greg reported on a meeting which he, Vikki and Cam had attended that morning with Justin Frese about maintaining the schools’ fields. Basically the District had no money and Eric Mueller was extremely dedicated to managing the fields, but had a difficult job. Greg hoped field sponsorship would raise additional funds for the League to spend on field maintenance. The fields need mowing weekly, but the District only has the money to mow every other week. The District wanted the League to pay for weekly mowing. However, although the District charged less than Scott Anderson, their equipment was old. Greg thought using Scott every other week would be a more effective use of resources. Tournaments Scott Miller reported that lots of out of town teams had applied to the Honey Tournament, but the response from Sonoma teams had been low. For example, no Sonoma U12B teams had applied. There was speculation this might be due to the entry fee ($350) and the sheer organizational pressure rec coaches were under at the start of the season. Scott thought it would be better to move the Honey Tournament later in the season. The question of opening the Valley Cup to outside teams was also raised. Action Item Greg to talk with Eric Mueller about power source for upcoming tournaments. Scott to talk to Ken Stelling/ Steve Piner about the possibility of inviting outside teams to the Valley Cup. The meeting adjourned around 9:00 p.m. |
| Last Updated on Wednesday, 27 October 2010 08:53 |
