AYSA General Board Meeting Minutes
June 18, 2012
ROLL CALL AND ESTABLISH QUORUM Meeting was called to order Tracy Peters @ 6:32pm
Present:
œ Tracy Peters, President
œ Michael Lopez, Vice President
œ Craig Danielson, Director of Rainier Valley Slammers
œ Joyce Harris, RVS Admin Assistant
œ Rich Hargett, VP of Purchasing
œ Chris Vance, Recreational Director
œ Bob Zipp, Referee Director
œ Michael Hargett, Mod Director
œ Helicia Thompson, RVS Treasurer
Not Present:
œ Teri McDermott, Registrar
œ Retta Bleich, Treasurer
œ Leticia Peters, Communications Director/Webmaster
OLD BUSINESS:
Review/Vote on minutes from May. Motion to approve: Michael Lopez; 2nd: Bob Zipp. Motion approved.
A question came up as to who receives the minutes – Board of Director positions are emailed the minutes monthly. In the future, the minutes will be available on the website once the new site is up and available.
NEW BUSINESS:
Open Board Positions:
Nominations were taken for the open board positions posted on the AYSA website last month. Brief bios were given by each candidate. Those positions with multiple candidates were voted on by written ballot and counted by Craig Danielson.
· AYSA Secretary – Nominees: Krista Finney & Mona Planesi. Mona Planesi voted in as the new secretary.
· Field Scheduling Coordinator – Nominees: Tim Secrest (1st: Mike Hargett; 2nd: Rich Hargett) & Anne Williams (1st: Sara Birt; 2nd: Mona Planesi). Tim Secrest voted in as the new field coordinator.
· Tournament Director – Nominee: Rich Hargett (1st: Mike Hargett; 2nd: Helicia Thompson). Rich Hargett voted in as the new tournament director.
· Team Manager Coordinator – Nominees: Krista Finney (1st: Joyce Harris; 2nd: Mike Hargett) & Sara Birt (1st: Anne Williams; 2nd: Mona Planesi). Krista Finney voted in as the new Team Manager Coordinator.
· Registrar – no nominees for this position.
Thank you to all of the nominees!
RVS Director (Craig Danielson):
117 teams registered so far in our RVS tournament – breakeven point is 60 teams.
Last weekend’s Open Cup –conversations with Todd Lincoln regarding teams who didn’t place first in their divisions, but had strong showings. Strong possibility of wildcard teams being added to the second open cup weekend. Overall, our teams performed well, and we received a lot of compliments as a club.
Additional conversation about RCL clubs having only 4 summer tournaments – would increase the size of our tournament substantially. Our tournament and the Nike Crossfire Challenge are the two tournaments being supported by the RCL.
There was a mandatory RCL directors meeting held at Starfire. Craig and Mike Hargett attended for our club. Much of the discussion was around referees – would like to pay a little more and remove the personalities from the process. Looks like there will be a lot of changes in the RCL rules – limit of 7 substitutions per half – once you come out you can’t return. You can play again in the second half with another limitation of 7 substitutions. Rules will apply to age U12 and older. Rules will be shared with coaches once they are finalized.
Brackets for league play should be set by the end of August.
Mod Director (Mike Hargett):
Registration closes June 30 with 246 participants to date. Coaches will receive 2-4 UK Elite training sessions this year – please share this information and recruit! The age requirement of 16 and older only for coaching and can be great advertising for RVS as the kids really enjoy having an older child as a coach. Ages 16/17 are required to have a parent on site during coaching sessions.
Referee Director (Bob Zipp):
Two entry level referee clinics coming up: July 21st & July 28th. Both at Starfire. You can pre-register on our website.
Rec Director (Chris Vance):
Registration is under way with 125 currently registered. Expecting approximately 12 teams, basically the same size as last year. Meeting for rec coaches is on Wed. July 11th at the fire station.
Purchasing Director (Rich Hargett):
Last year of Nike requirement and we are currently looking at vendor options for the new contract. Working on streamlining vendors for equipment as well – especially soccer balls, etc.
RVS Admin Asst (Joyce Harris):
Working with Retta again this year on monthly declined payments. There are 25 declined for June. Emails have been sent.
AYSA Registrar (Teri McDermott):
Teri had sent her report; it was reviewed verbally by Heather Rowan.
Registration is open for Mod and Rec. As of her report, 134 registered for Rec and 246 registered for Mod. Once registration is closed, rosters will be finalized; player cards printed, and signed rosters provided to each team.
RVS currently has 358 players registered and 28 teams – total of 3 teams at U9; 5 teams at U10; and, 20 teams at U11 through U18.
Currently the U12 – U18 teams are fully registered with the exception of players who are being added on a one by one basis. Player cards & signed rosters have been provided to these teams. All birth dates have been verified for all players and have been noted in the system. This week Teri will be finalizing U9 – U11 rosters, preparing player cards, and signing rosters.
RVS Tournament: A list has been sent to Starfire of our RVS teams. Craig is sending out the paperwork needed for placement in the tournament. Please be sure to get that back to him as soon as possible.
Tournament Roster Requests: Team managers should contact her at least 5 working days prior to when a tournament roster is needed. All teams were provided signed rosters which can be photocopied and used for tournaments, as long as guest players are not added. You will need to contact Teri if you are going to add guest players.
RVS Treasurer (Helicia Thompson):
Working on tournaments for teams. Trying to get more money in the account from Retta to pay for tournaments.
Vice President (Michael Lopez):
Michael and Chris Vance had a very positive meeting with the Auburn mayor who is very receptive to ideas they proposed regarding field development. There is possible state funding available if we have field space identified and plans proposed in conjunction with the city of Auburn.
President (Tracy Peters):
Significant scholarship requests – Executive Board meeting will be held Monday, June 25, for consideration of requests from RVS players. Requests from Mod and Rec players will be discussed in an Executive session tonight. The budget is half of what was available last year due to reduced revenues in the club. Applicants will be notified by the end of June. Please understand that the decisions are difficult and a lot of care and concern goes into the process. There is the possibility that conditional scholarships will be awarded with requirements for service hours to be performed. Team fundraising is encouraged as well to support the team and cut costs per player. Ann Williams has volunteered to assist with notifications, tracking of volunteer hours, etc.
Operating expenses need to be a focus for cost reduction opportunities as we have approximately 80 less players this year.
Website: Waiting for Demoshere to give us the product; AYSA has supplied them with everything they need. Hoping to have by Monday, June 25th.
Team websites are part of phase 2. Korrio, Bonzi, and Demosphere are submitting bids. Must be able to handle pictures, calendar linkage, and social network connections. Currently Leticia has reached out for help and there is a volunteer opportunity since the website will most likely be requiring daily updates.
Treasurer (Retta Bleich):
Stop generating independent RVS logo wear!!! Penalties are imposed by the Slammers organization (California) for inappropriate logo / name use. Rich Hargett and Retta Bleich MUST approve any requests for deviations / differences to the standard logo options. Soccer Saves (Lynden) and Sportswear Connection (Bonney Lake) are the only two approved vendors for team logo wear. Any requests for logo designs / apparel must be submitted to Rich Hargett.
Team Reports:
GU9 (Todd): Looking at playing 6v6 for seasonal play with just 8 players on the team. They will be playing BU10 at the RVS Tournament.
BU13: Tournament was good – W 7-1, L 0-1, T 1-1. Talk about being a wild card team.
GU16 White: Challenging weekend – new team of 10 U15’s & 6 U16’s. Positions were just identified on Thursday prior to the tournament.
BU10: Teams are pooling for summer tournaments
GU14 White: Tournament went well with growth even though all games were lost.
BU12: Played in U13 division with 2 U11 guest players. Team fought hard this weekend but were really outsized. Complimented by opposing coach for fighting throughout the game and holding their head up high.
BU11 Orange: Played at Snohomish United. Lost all games but played well with ¼ of the team being new players.
BU11 White: No games played yet, only 8 players and looking for more
GU13: Took first in their bracket this weekend
GU16: Won 2 lost 1
GU17: Exceptional weekend – 6 new/returning players to the team. Adding some practices (4x per week) and showed promising play. Won 2, tied 1 (RCL Div 2 team – tied 0-0)
GU12: Good weekend with 2 wins and 1 loss
GU10: Shared tournaments for the summer – RVS, Adidas Beaverton Cup and Seattle United Cup.
RVS reputation is that the teams are respectable with good playing / hard working teams. The last session with Walid is showing that the teams can play more aggressive and get in condition.
Fundraising: BU13 request for information about fundraising. Retta Bleich, AYSA Treasurer, must be contacted first for the form to be completed. All funds must go to AYSA and will then be transferred to the team by the AYSA treasurer.
October: Cancer awareness month and we would like to coordinate a Club focus.
Club Picnic: Looking at a Street Soccer tournament and picnic to build the teaming focus for the club. Mike Hargett is working on the idea – volunteers are more than welcome.
RCL Academy Teams: RCL will be encouraging / enforcing the academy format
ADJOURNMENT –Motion to adjourn by Krista Finney; 2nd by Mona Planesi
Meeting adjourned at 8:45pm.
EXECUTIVE SESSION:
Rec and Mod Scholarships: Rec – Chris Vance made a motion to grant the 8 scholarships requested at 100%. The total amount granted would be $1200. His budget for scholarships was $1500. Mike Hargett 2nd the motion. Motion passed.
Mod – Mike Hargett made a motion to grant the 4scholarships requested at 100%. The total amount granted would be $270. Chris Vance 2nd the motion. Motion passed.
