Sonoma County Alliance Soccer Club - SCA BOARD MEETING MINUTES

SCA BOARD MEETING MINUTES

August 14, 2006 Bank of the West

1.             Call to Order: 6:12 p.m. by SCA Coordinator Tony Behen
Present: Tony Behen, Karen Turner, Terry Catton, Danny Ortega, Gina Monraz, Dave Rabbitt, Karla Woerner, Rick Mitchell, Josh Sterling
2.             Approval of July 24, 2006 Minutes - deferred
3.             DOC Committee Report: (DOC excused himself during discussion) DOC has prepared a time line as requested with points in the season for reporting to establish performance review. Structure of DOC and Sr Coaching Staff provided by DOC. Due to length of review process it was suggested the new contract be valid through January 2008. Committee meeting with Josh Sterling in near future to review proposed contract.
DOC advised the Board that he would like to have an opportunity to review the contract with his attorney before meeting with the committee. His request was noted by the committee.
4.             Treasures Report (T. Catton) - Old bank account closed and money deposited into current account. Distribution of E-Script and Community Smart had not yet been completed. Thus, she will distribute monies for the 1st, 2nd, 3rd, quarters.
Many players behind in payments. She has had 3 responses to the approximately 17 letters sent. Delinquency letters will be sent to 30-40 players. Letters advise the players they cannot train or play if they do not become current with payments. Many teams are not fundraising and seems are dependant on P.A. Some teams are trying to get sponsors. Are messages re: fundraising opportunites going to managers? As Club should keep making opportunities available to those who want the help. Treasurer also getting emails that teams are concerned about losing players. Concern expressed by Board member that if teams lose non-paying players to the potential detriment of the team, teams could possibly lose other players as well. Board and DOC need to concentrate on setting payment guidelines early, ie. at the very beginning of the season.
G. Monraz passed out notice today to PA participants regarding possibility to fund raise. She’s heard from few people.
Coordinator suggests players be identified who are in jeopardy of being cut and then coach, players and parents meet to discuss ramifications of losing players. Requesting report from treasurer, DOC and PA representative in next two weeks to get in front of the problems.
Financially league is healthy. Equipment has gone out. Combat has been paid. Bonus money from Human Race received. Additional $900 from Fireworks Co. Will distribute additional funds to teams. $1200 stipend included costs to mow fields, but SCA mowed. Still looking at requesting reduction in stipend. SR and Youth Team managers need to collect passes and medical releases from players until they become current. These can be held by the managers or league secretary. Issue of payment to NorCal for games resolved.
Further discussion/ideas re: delinquent payments - other leagues/clubs have taken credentials from an entire team if players behind. Might help to have a collections department. Player contract should be reviewed for Board’s legal rights.
Make sure coaches know which players can’t play. If parent brings player to practice, then 1st time coach has option to let them train and after practice parents contacted. If player comes to subsequent practice prior to reconciling account, then player will be told can not participate.
Team rosters have changed and PA players have changed. All needs to be updated. Registrar sent numerous emails to managers that she needs to know of all changes. Not getting information. Suggested request on monthly basis managers send to Board a roster. Sr. Team Manger will ask managers 1st of every month to give him changes to roster. If no response will assume same, otherwise need to know. Dropped player form on SCA.com?
PA rep. requested One Call Now so can contact all PA players when fundraising opportunities arise.
Motion (T. Behen) to allow a One Call list of PA players. Motioned 2nd and passed unanimous.
5.             Referee Proposal. T. Behen to meet with referee coordinators for PYSL and United to discuss referee proposal and assist with assigning refers.
CPR/1st Aide – R. Mitchell will have provider/contractor schedule directly with DOC date and time to complete instruction. DOC will advise Board of date and time.
SCA Questionnaire – want feedback on communication - what type info are teams getting from team reps - is system working? Should team rep position could be replaced by the team managers or treasures? Tony suggested Club newsletter to distribute info.
6 Street Soccer started. Main groups participating are U-13 to U-15.

Nor Cal Jamboree 8/19/06. Pete Hulzman will be Field Marshal. Games are now posted on NorCal website. Discussed food set-up and field prep.
Sonoma County Classic: 43-44 teams participating. Emails going out to U11-U14 teams requesting help/volunteers for field marshals, fields food, merchandise. All SCA teams participating must provide volunteers. If not enough volunteers from these teams, then will solicit volunteers from other age groups. Vision of what tournament can become being reviewed. Soliciting contributions, can have name put on field for $200 and still selling ads for the brochure.
Barn Dance – D. Rabbitt - Hermann Son’s Hall booked by another group, so looking for another venue. Should change date as venue not yet secured? Will ask coordinator.
By-Laws – Tony to ask Dave Derby if he wishes to relinquish chair to another Board member so that work can begin.
Injury Policy/form: Rick submitted revised form. Per prior discussion, removed the doctor information.
SCA Photo Day – will occur on one day at the end of September. Shooting Stars the photographer.
7.            Booster Report – D. Rabbitt - New fields underway. Donations being requested. Discussed Club brochure to distribute to potential sponsors. D. Rabbitt to prepare brochure. Should consider structure for level of sponsorship, i.e. certain amount of sponsorship will allow add on website, practice t-shirts, banners, fields, nets, etc.   Coordinator can send statistics info.
CYSA Registrar – K. Turner will resign at the end of the term. Need to start actively looking for replacement.   It was suggested that one person be registrar for both CYSA and US Club. This would help with communication and consistency and awareness of who has paid, etc. However, may be somewhat daunting for one person to handle both.
Treasurer – T. Catton advised she also is resigning at the end of this term (January 31, 2007). Discussed possible change to treasurer position.
Fields – J. Sterling after this week lose Casa fields for use. Complications have arisen with scheduling as PYSL and United also using Lucchesi. Prince being used by PYSL. Sonoma Mountain somewhat open, but need clarification on scheduling. Suggested that another person assist in assigning fields, because people are calling DOC directly rather then field representative.   Possible to form system so that there is more organization and collaboration between PYSL, United and SCA? Club will contact PYSL and United to discuss recommendation.
Fundraising – G Monraz- Looking at additional ways for players to raise money. Possible to sell food at Soccer Fest? She will contact coordinators of Soccer Fest to discuss.
P/R Media – E. Mateo – Getting steady stream of articles for website and several have been in the Argus Courier. Player recognition - Michael Schmidt (U17) has been identified by Hoek to playing Europe. He leaves soon. Playing for a professional team.    Discussed team results from Danville tournament.
DOC - reserve weekend for Board Appreciation Potluck for coaches?   High School Academy dates will be set in next couple of weeks. Street Soccer growing and going well. Evaluations should all be completed by end of week. DOC and Vice DOC will have meeting with all coaches to discuss results of season to date. Alumni – DOC completing list of kids who have gone one to play soccer at college/university level. Considering changes to U9, U10 system. Ideas include forming playing league and combining U9 and U10, coordinate with United and form pool of kids who have play dates and 6v 6 etc. Play 4 v 4.
Meeting adjourned 8:45 p.m.
Respectfully submitted Karla Woerner, Secretary