| SCA Board Meeting - October 9, 2006 |
| Tuesday, 14 November 2006 | |
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SCA Board Meeting Minutes October 9, 2006 Sports City 1. Call to Order: 6:10 p.m. Present: David Rabbitt, Tony Behen, Katya Anderson, Terry Catton, Karla Woerner, Gina Monraz, Rick Mitchell. 4.vii - Club Brochure: Molly Cushman presented mock-up of brochure concept and visual layout. She suggests the club get a parent or other party to come to events and take photos. Sterling suggested the brochure include testimonials from past player and include a list of university SCA graduates attend(ed). D. Rabbitt suggested that the brochure maximize content and then have inserts depending on target market, company, etc. A personalized cover letter will accompany brochure. Cushman advised the brochure can have a sleeve for the inserts. Sterling - wants brochure to be able to promote and get players also. Cushman said the brochure can be very generic. Need a good copywriter - student, SSU student, or professional. D. Rabbitt may know someone. Behen and Sterling to work on information points - benefits of SCA, future benefits, charities' fund-raising. Tools of Life - SCA mission statement. Testimonials from younger player, experienced player, and past/college player. Need disclaimer - i.e. when photos taken and also changes may occur. 2. Approval of Minutes - D. Rabbitt brought motion to approve meeting minutes as presented. Anderson 2nd. Passed unanimous. 3. Treasurers' Report - (Catton) Received PYSL funds for the U9, U10 teams and Player Assistance. Made request to PYSL for $4000 matching. Received sponsor letters totally approximately $4700. Team statements out today. Letters typed for players being dropped due to non payment. Copy of current budget and financial status provided to Board. Discussed income and expenses to date. D. Rabbitt questioned if for the future fees should be reconsidered based on the amount of revenue generated to date. Sterling stated could change depending on players participating. More players this year then anticipated. 4. Old or Unfinished Business 4.i. DOC Contract -meeting hasn't occurred per Sterling, to go over updated draft of contract. 4.ii. By-law Committee - K Anderson - still in process, update to Board at next meeting. 4.iii. Matching Funds - received funds from PYSL. 4.iv. 1st Aide/CPR - Sterling - should occur next couple of weeks. 4.v. SCA Club Survey - survey closed. Coordinator to compile data and have report at the next meeting. 4.vi. Grandparents' Booster Club - proposal accepted, but need presentation from group to Board before final approval. 5. Event/Special Committee Reports: 5.i. College Night - moved to November 2 at Luchessi. Gina - 2 dates on SCA Website, needs to be updated. 5.ii. Barn Dance - coordinator to give update. T. Behen suggested club social to kick off year, i.e. June. Mid May would work better, or early May. Replace KOA day? April possible. 5.iii. Tryouts - Sterling - Dates: U9-U14 - Feb 25, March 3,4 and midweek day (Sun, Sat/Sun, and one time in between) one time slot/day. May get Feb 24 and then could have U0, U10 one weekend. Weekend of State Cup Finals - if team goes into finals it will be noted and players won't be penalized for not attending tryouts. Katya - will there be informational meetings before tryouts to discuss fees? Have tried in the past, but attendance very low. However, it is noted there is a need to get out definitive information about costs, fees to players and parents. 5.iv. End of Year Club Social - Feb 6 - younger teams, April 3 - older teams. Ice cream social @ Sports City. Need assistants. 6. Directors Reports 6.i. Club Booster - Rabbitt surveyed in person homeowners by Wiseman and discussed with if concerned about use. Most homeowners liked that the park was used. Parks are a priority for city counsel candidates, but this is because people in sports have made it that way. Club needs to keep this as a focus with elections. 6ii., 6.iii., 6iv. - CYSA, Fields - no rep/ Fundraising - no report. 6.vi. Player Assistance (Monraz) - $3400 income from snack booths. Sent out distribution list and it will be final if everyone accounted for who actually participated. Waiting to hear on NorCal event and whether can have snack bar there. Has latest E-Script for May, June, July. More people participating. Possible to have aluminum can day once/mo? Further discussion at later meeting. 6.xii. Youth Coordinator (Katya) - send out notice to managers about applications and dates to complete for State Cup. 6.xv. Coordinator (Behen) - Met with Kevin McDonald. US Club insurance does not provide insurance for meetings. Therefore, he will see if he can secure another location. Possible new meeting location Liberty School. 6.xv. DOC report - Recommending U16-U18 boys and girls focus on college showcase tournaments, such as Nomads, rather then State Cup as college recruiters don't focus on State Cup games. Discussion as to whether 11B white and 14Bwhite will attend State Cup or Celtic Cup and end season with that. Academy - met with Kevin and shared details with Tony on ideas for Academy program. U8's objective, length of season, cost, 4v4, selection, training, special t-shirt rather then uniforms to cut cost. Objective with this program is skills and enjoyment. Thinking of eight weekends of 4v4 games. Get more touches with 4v4. Need to share with United and see if willing to merge all kids together to expand the pool. Details need to be worked out. Also, Board noted must reach out to existing teams and explain what's happening Goal Keeper program - train 2 times/week. Important for technical training to go at least twice per week. Scoring training - incorporate into the goal keeping. This wouldn't effect cost, but would help with improvement for both. Private training schedule - coming up with list of coaches, costs and contact info for people interested in private training. Psychologist - thinking of getting for one day training for parents and/or players. Suggested the coaches get training also. College program - seminar would be more beneficial then current college night program and could be facilitated by others then just DOC. Winter Academy - dates set and notice sent to team managers. Monraz - can SCA players be involved to help coach, i.e. those players who need financial assistance can they work academy and get paid? Sterling stated a mentoring system a good idea and more can be discussed. Volunteer Fee - don't have enough people volunteering. How can the Club get more people involved? Non-profit organization and need people to continue to operate. Should SCA become it's own entity and work independently but in conjunction with PYSL. If incorporate a fee need to provide opportunity to earn money back or ability to volunteer and need to list everything, time, amount of people needed, etc. D. Rabbitt noted that a volunteer fee in and of itself does not bring in volunteers. Agreed the system has to benefit the Club, players and parents. 7. New Business 7.i. Proposal (Sterling) - proposal brought to hire Pepinj Lijnders to be with U9-U14 teams, players, and coaches for 3 days during the Winter Camp for $3000. (full proposal on file). Discussion as to how many players would benefit. Need to look at the number of teams and/or players that will participate. Additionally, Monraz suggested that the benefits be weighed after the event for future type events. Sterling advised Winter Camp already scheduled and beneficial in that teams are able to continue playing and prepare for State Cup. Rabbitt discussed that that there are no monies budgeted for this type of event in the current budget and if the money is available do the benefits truly outweigh the cost for the majority of the club rather then a few. (Monraz) Further, in the future, more time is needed for the Board to review such a proposal and get enough information to be able to fully represent to the players and families. Board should have protocol for this type of proposal in the future. Rabbitt - also the cost should be in the budget. SCA has limited funds and as a club, the first obligation is to make sure the players are being taken care of and playing. Behen and Catton noted funds may be available from the following: Sonoma County Classic $5000, NorCal event $1400 and 88G may be willing to donate surplus of $691. Further, amount budgeted for the SSU fields may be more then is needed depending on the weather. Any of these amounts or a combination of several could be used to pay for Lijnders. Motion : Anderson - to accept DOC Sterling's proposal to hire Pepijn Lijnders to work with the SCA U9-U14 players during the scheduled Winter Training Camp. 2nd - Catton. Vote: 4 yes, 0 no, 3 abstained (Sterling, Rabbitt, Monraz). 7.ii. 100 Club - (Sterling) Fundraising idea. Voluntary members donate $100/year to the club. Volunteers have their name posted. Money can be used to assist players in numerous ways. Catton added that SCA has an alumni base who would be a could resource for this type of club. Rabbitt noted the 100 Club members would most likely want to know where their money will go. Add discussion to next meeting. 7.iii. Open Positions - Many openings on Board coming up January. Need to know from currently board members if they are willing to continue and if so in what capacity. Additionally, need to get volunteers involved . Nominations for Board positions end November and the elections held in January. 7.iv. Collections Commission (Woerner) - suggested that the Board have a committee that works in conjunction with the treasurer and player assistance in getting information to teams and players about costs and then be the liaison for working with players in staying current with their payments. Monraz said she believes the club has enough resources to support all players. Rabbitt stated need buy-in to the club and that this is a club rather then a business. 8. Adjourned at 8:40 p.m. Respectfully submitted, Karla J. Woerner, Treasurer. |
