| SCA Board Meeting Minutes June 26 2006 |
| Tuesday, 18 July 2006 | |
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Sonoma County Alliance Board Meeting Minutes 6/26/06 Bank of the West · Call to Order at 6:05 p.m. Present Tony Behen, Karen Turner, Terry Catton, Rick Mitchell, Danny Ortega, Gina Munraz, Tracie Hankerson, Karla Woerner, David Rabbitt, Eileen Mateo · Approval of Meeting Minutes 6/12/06 - tabled · Treasurer’s Report - $29,000 from Human Race deposited, bonus money will be deposited in August. Hoek paid, but teams not debited until July 1, 2006. · SSU Live-In Camp. Parents have been coming up to Board members to comment on the camp as they thought SSU/Hoek Live-In was part of SCA program. Board is responsible for information going out to the public and may need to clarify more clearly which camps SCA is associated with. · Hoek Camp - it appears that parents are not fully aware that the Hoek Day Camp is not included in their fees and is an additional team expense. One player has dropped out of the league because his parents said they were unaware of the additional expense. Regardless, the financial agreement states parents are responsible for expenses of the month they drop if they drop after the first of the month. Suggested that for next year the Board consider either putting in the financial agreement that Hoek is an additional team expense, or combine the expense into the over all fees. The concern with building the expense into the fees is whether or not the cost of the camp is consistent. The contract with Hoek is a 3-yr contract and it will need to be renegotiated next year. It was suggested that the overall budget be reviewed at the end of the year. Further, volunteers were solicited last year for reviewing costs of Hoek. Has the review been completed? Good time now to do survey of all camps in area. Also, need an audit of attendance this year at Hoek. Can request this information from Franz. Payment on a per player basis in the future rather then per team? Should have contract broken down to understand what the players are receiving for their money. · Field Report (Rick) - Report from Casa HS - teams are doing a good job keeping the fields clean. · Tony said he’s experiencing lack of responsiveness to emails sent to team managers and treasurers. Any suggestions to get better % of responses? Suggested memo to managers. Terry also noted that team treasurers are not getting bank receipts to her and she’s unable to reconcile bank statements. Notice needs to go out to treasurers that if their team statements do not have a credit, it’s because they’re not getting Terry the paperwork. · Discount to families with 3 or more players - SCA talked to PYSL (Dave Mitchell). PYSL offers to families with more then one player a $5 registration discount. Tony will follow up with PYSL to see if any other discount program available. · Player Assistance: Gina handed out a copy of a proposed policy. Concerns: how to determine the number of players per team who can receive PA (averages 2-3 per team). Per #8 on proposal - re: PA player will get refereeing license and referee set # of games. May be difficult to monitor. Suggested this be changed to “Each player is encouraged to take Referee class”. Rohnert Park matches the amount referee makes. Could have referee bring in pay stub and credit will be given to team account. A dollar for dollar match would be incentive to participate. Per #4 - may be difficult to monitor. Are managers aware of those players who are on PA? Gina is keeping track of all fund raising available through out the year. She’s putting together a calendar for next year of yearly fund raising. Per #9 and #10 - some players still in arrears. Terry will send copy of SCA letter to Gina for translation and once she has names of players who still need to pay, she will send them the letter. Also, already have strict language in SCA policy about payments. Need to enforce the policy. Gina suggested the program be st up so there is a monitor or review prior to summer break of all players who owe. (1) US Club registrar also needs to let CYSA Registrar know status. Have a check list at registration as part of the complete packet. Further, when coaches are recruiting or when setting up the teams should know who PA players are on the team. Need clarification on how Director of Coaching bills out for PA. DOC should know ahead of time before tryouts, forming teams, and registration who may needs assistance. Club should advise parents what is available regarding PA before tryouts and registration. Information could be added to the tryout form. Possible to get information from team treasurers at end of year who needs assistance and who is in arrears? Possible to put in DOC contract that DOC will be made aware of number of players on PA? · Director of Coaching Contract - It was recommended that Board approval/consensus should be obtained before negotiating new contract with DOC. Discussion: 1 yr contract vs. multi year contract? Salaried or team based? Salaried with possible bonus for performance? Full disclosure of what coaches are paid? Could make request for coaching budget over all. New titles have been established by DOC, i.e. Assistant Director or Coaching. Board should consider requesting a job description, responsibilities, lengthy of contract, time line of all camps, start of practice, breaks, etc, before tryouts. Contract needs to be approved by PYSL also. Should include non compete clause. Committee will come up with revision and suggestions to the Board to discuss. - Team Board Representatives arrived and were admitted at approximately 7:15 p.m. · Fall Barn Dance - date 9/23/06 Adult fund raiser · Fire Works Booth - (Kathy Ferrari reported) Teams that have not responded: 89 B, 96 B White, 94G White, 98G, 91 B, 89G, 98B black - 2 signed up, 97G Black - 2 signed up. This is the largest fund raiser of the year. A banner will be provided for the booth. · New Fields - (Dave Rabbitt reported)- 26 acres, design to be complete in the fall. Park and Rec. Commission will meet to accept the design and then City Council has meetings re: design. Need people in attendance at the meetings · Registrar - CYSA (Karen Turner reported)- currently getting all passes completed so teams can compete. Needs information from managers when the teams are attending CYSA functions. Has only heard from 3/4ths of 26 teams. Remind managers need birth certificates, registrations forms and photos. · Fields - (Rick Mitchell reported) - Opening on Board for Fields Rep. Current report on Casa fields good. Team Reps asked if garbage cans could be put on field? The school will not put out cans on the field and no current system for garbage. Possible to unlock gate for entrance? Casa not unlock gate due to concern people will drive onto the field. · Player Assistance- (Gina Munraz reported) - She needs information from every team re: those on PA. Juice Shack across from SSU will contribute 10% of all sales to SCA during Hoek camp. Receipts can be put in envelope at the field. Any players who are referees can earn extra money refereeing for SSU 6v6. Any PA parents who want to work the fireworks booth on July 4 can still participate. · Field scheduling (Tracie Hankerson reporting) - Still waiting on District V - Division I and III schedules. Once coaches get schedule make sure can make games ASAP. Will be difficult this year to make changes, especially in the U14 and younger age groups. · Public Relations (Eileen Mateo reporting) - All team PR reps encouraged to write articles about team successes and submit to Eileen. Guideline and sample article provided to reps. Board reps need to give info to managers or PR rep. · Nor Cal report (Tony Behen reporting for Dave Derby) - Spring League - problems with participation. Nor Cal Cup already set. August 6, 2006 is the last day to finish games. Contact Dave Derby for field scheduling and make up games. Note: Santa Clara soccer complex doesn’t allow sports drinks - water only. · Referee Coordinator - Current coordinator, Dana Teicheira, resigned. New Referee Coordinator needed. Any one interested should contact Tony Behen ASAP. · Uniforms - (Tony Behen for Kim Behen) - practice T-shirts are now in and teams will be contacted in near future. · Merchandise link on SCA site. Still COD right now. · Injury Policy - Board approved Injury Policy last meeting. Can obtain copy of the policy on line. While the training expenses will be reduced to 25% during the period of non-play, the player is still responsible for all team expenses. · Nor Cal Jamboree - August 19 and 20. · US Club Tournament - September 2 and 3. Older teams can fund raise during the tournament. · DOC Committee - committee currently meeting to discuss new contract with DOC. · KOA Day - very nice Club building event (raised money also). Thank you to all who participated and those who assisted in putting it all together. · Information from team board reps - Website not current. Website should be fully updated by end of June 2006. · Tournament - Tony Behen will follow up with coordinators for calendar of what needs to be completed and to find out about committee opportunities. · Miscellaneous - Reminder to teams that Hoek Camp is a team expense. U15 G won Cal Cup. 2 SCA players made ODP State team from U15 G. Next Board Rep meeting - July 24th (4th Monday). Team Board Representatives adjourned at 8:30 p.m. · New Business - PYSL matching funds are sponsorship based. Need copy of acknowledgment letter to obtain the matching. Team treasurers were instructed on the reasons and purpose of the letter. Dave Rabbitt to write letters to community organizations soliciting contributions. Tony will get business cards for fund raising coordinator and PA coordinator. Windblade and SCA Banners - team that has the windblade for sale will be notified that SCA has not budgeted for the purchase, but if the team would like to donate it would be gladly accepted. 2 banners have been budgeted for and Kim Behen will purchase the banners. Tracie will contact Petaluma United and/or PYSL to see if SCA can use their storage container. Gina will buy two pop-up tents. Request by Sonoma Academy - the academy has requested a copy of the SCA mailing list for use. They will be advised that due to CYSA rules and privacy issues, the mailing list cannot be distributed to any organization outside of SCA. They are welcome to advertise in tournament brochures. Hoek Camp- suggested that Franz or Marcus send out survey or similar evaluation tool to get feedback from parents on the camp. It was observed that some of the coaches are using aggressive language. Several parents found this offensive. It is to be noted that SCA is not affiliated with SSU Live In Camp. Also, SSU Live In Camp is not associated nor affiliated with SCA Hoek Experience. Further, it has been brought to the SCA Board’s attention there occurred an incident at the SSU Live In Camp. Sonoma County Alliance does not condone this behavior. Any person who has questions or wishes to give feedback on the SSU Live In camp should contact Marcus Ziemer. Meeting adjourned at 9:50 p.m. Respectfully submitted Karla Woerner, Secretary |
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| Last Updated ( Tuesday, 29 August 2006 ) |
