Sonoma County Alliance Soccer Club - SCA Board Meeting

1.     Call to Order 6:10 p.m.
Present: Andrew Ziemer; Josh Sterling, Danny Ortega, Dave Rabbitt, Becky Evenich, Katya Anderson, Terry Catton, Karen Turner, Tony Behen, Karla Woerner, Eileen Mateo

2.    Approval of Meetings: tabled

3.    Treasurer’s Report: Expense/Income statement for PYSL prepared. Catton will work with Evenich to get all statement completed and prepare for start of new seasons.

Some teams have high negative balances: 89 Girls, 96 B White, 96 Boys, 94 Girls White; 89 Boys; 90 Boys. Catton would like input regarding contributions from PA. Current PA balance is $6900. Lose ends to be tied up. Needs copy of meeting minutes reflecting Terry Catton concluding term in treasurer position and Becky Evenich is taking over position, to change signature card at Bank.

Catton suggestions for next year - starting with registration. Monies need to be paid at registration or player won’t play or begin to play. List of players will be compiled of all those behind and will go to those in charge of tryouts. Sterling requested copy of list also. Behen – don’t issue player passes until get agreement with family and/or payment in full.   Sterling – 2 check point for clear audit: registration and player pass (games). Ziemer – at tryouts, need to be clear with parents the total costs. Turner – make sure positions not offered until know the kids can afford and/or they’re up to date. Andrew – sign at tryouts an understanding of costs. Anderson – have someone at tryouts explaining in Spanish the obligations. Turner – at final tryout make mandatory parents show up, get financial information. Anderson – take credit cards? Catton – can get approval to do so. Behen - issue is knowing where the money goes. Catton – club fees could be done cc and then expenses paid with monthly statement. Give authority to team managers to go to parent and pull credentials. Pulling passes is at Club level.   Ziemer – can pull team’s passes if players are behind. Thinks team responsible for raising money for players. Sterling – Culture of Club has changed. Need to get back to a philosophy of team.

Behen – looking for new PA coordinator. Presence at tryouts/registration very important.

4.     Old Business

      i.   Elections: Results are in and the following were voted on to the Board:
-    Pete Hulsman – Youth Coordinator
-    Karla Woerner – Secretary
-    Staci Elliot – Registrar
-    Katya Anderson – Sr. Team Manager
-    Becky Evenich – Treasurer

Board disappointed that not all teams took the opportunity to vote. Ortega suggested that it be reported which teams did not vote. Sterling/Behen suggested that those teams that did not have voting members vote be notified.

ii.   DOC Contract –

Sterling asked Tom to chair the committee, but no word to date. Marsha Caprara has agreed to stay on the committee until the contract is completed.

iii.   Bylaw Committee – Anderson

Board went through the proposed Bylaws and decided on the following:
Proposed two voting bodies, Executive and Supervising. Sterling – suggested change title of “coordinator” to “chairman” and have a position of “advisor” or “historian” but this would not require attendance at all meetings. Ortega commented, something similar to an Emeritus Board – not involved in decisions, give advise, help with fundraising also. Sterling also add vice chairman. Behen – PA Coordinator – remove from voting membership? Discussed.
Voting members: Booster rep, NorCal Rep; Referee Rep; PA; United Coordinator; Media Rep; Field Coordinator. Non-voting members: Equipment Rep and Web Master.
Supervising committee – 2 yr commitment. Quorum – 51% of voting members, change to majority.
Meetings – 2 times per mo (2nd and 4th Wednesday)
Chairman – required to be member of PYSL Board or representative
1.06.02 – Ortega – Coaches should have awareness of policies and guidelines and adhere to them. 1.06.012 DOC voted on by Board, but needs to be signed by Governing body of PYSL and President
1.05.14 Complaints – if not resolved goes to Executive Board, parenting Board (PYSL) change to “Chairman appoints PAD committee”.
1.07.3 Signers on account – Chairman, Treasurer, Secretary, Vice Chair
1.07.10
Pulling passes at Club Level. Sterling – Team has to be made aware the pass is going to be pulled shouldn’t be on shoulders of manager/treasurer. Anderson – Vice Chair – could take disciplinary role. Behen – leave at Club level to pull passes. Agreed by all to leave at Club Level.
1.07.11 If team ending season with negative balance – team accounts will roll over to next year. Behen – need to hold individuals accountable, not the team. Not enforceable. Ziemer – if player negative with one club can’t transfer to another club
1.07.8 Fundraisers approved by SCA only
1.07.15 duplication – removed
1.09.04 Tryouts, Can’t enforce regulation, can’t stop player from trying out. Add: can't be on roster.
1.10.03 Team formation, Ortega – team formation and roster rarely set by Board. Turner – Club Treasurer will present DOC list of players with negative balance. Sterling – DOC could present # of players per team and which team is formed (# per age group).
1.09.03 Take out Executive Committee approval, leave with DOC. Sterling – add: Player movement must also be approved by DOC. Any player who didn’t come to tryouts can be reviewed by SCA before joining United. Agreement with United. Sterling – add Code of Conduct and Consequences: Written warning 1st offense, Suspension – 2nd offense; Out of Club – 3rd offense. Tony will revise Code of Conduct and will be reference by By laws.

   iv. Booster Club – Dave Rabbitt

Drafting Fundraising policy. Can have in place by tryouts. #1 issue what are we raising money for? Behen – will give options where can direct money ie. camp costs, equipment, etc.

Ziemer – Club fundraisers – whole club can raise money for club to improve the club.

v. Club Brochure – tabled Ortega will call Molly Cushman to complete

vi. Audit –   Behen reported he met with Kevin McDonald and Dave Mitchell and an auditor who reviews non-profits statements, i.e. how get and distribute monies, procedures, etc. PYSL, United and SCA could have audit done by auditor who specializes in non-profits. Agreed.

vii.   U9-U10 Academy - Will stay as agreed upon – no teams, will keep SCA name, Register top United players with US Club Soccer to take to events. Sterling will send Academy info re: structure to United. He will negotiate price with PYSL for total registration. Need to register with CYSA for insurance and fields.

5.     Events

   i. Tryouts – need meeting to further discuss and organize (Turner)

Behen – promotion important, mailers completed? Committee: Behen, Turner, Sterling, Mateo. Behen online registration up now.

iii. Dance Social – coordinator not present. Questioned if coordinator still willing to participate. Ziemer will f/u with Jane Rabbitt to see if she is still willing to organize the Social. Looking at last 2 weeks in May for the date. 5/12 is the Human Race and 5/13 Mother’s Day. 5/18 may be a good day.

iv. Fireworks Booth: Ron Evenich will run the Fireworks booth. Email out requesting assistance on obtaining a location.

6.     Directors’ Reports:

ii.. CYSA Registrar – (Turner) she has had several requests for transfer of players from SCA to United or recreational play. CYSA won’t honor some of the requests. Need to realize that CYSA has guidelines.

7.     New Business:

i. SCA Vision and Structure: Sterling and Ziemer

A lot of hard work has gone into building the club. Need to take next step of energy, effort, accountability, and obtaining a volunteer base. Goals: - improve communication, fields, fundraising, events

Ziemer – need to be direct to make things happen. Board should be mentoring group and more people need to step up to help. Aim – come with clear vision off the field, objectives and road to get there. How to do it: Get volunteers or pay to have work done.

1) Volunteer Fee can help people get involved.
2) Culture – need to have clear vision and constantly educate players/parents. Need to promote the positive aspects of SCA. Turner – that’s why managers will come to meetings. Also, need the coaches to pass on the vision on and off the field.
3) Fundraising –
4) Set Goals for 2007:

      a. Volunteers – imperative to build the Club.

    Volunteer Fee - $50/family paid up front. If family contributes 10 hrs to the club, then they get their money returned.   Rabbitt suggested that rather then a fee, the Club host an annual Public Meeting “Lessons Learned Meeting”. Also, incorporate the social dinner/dance, tournaments, fireworks to get people involved.
Woerner – if incorporate volunteer fee then need to have a calendar or list available at tryouts/registration where people can see what is available to them and they can sign up immediately.   Otherwise, people will be encouraged to volunteer, but we won’t have anything prepared allowing them to do so. Counter productive to the goal.
Behen will send out policies and procedures from Sac United of volunteer fee for review and to see if Board wants to incorporate something similar.

Behen will also email Board objectives and include last year’s goals for review.

8.     Miscellaneous:

Sterling – Coaching staff will be announced on February 1, 2007.

Ortega – proposed SCA send congratulations notice to Petaluma United U14 Girls for winning the Association Cup. Ortega will give Secretary details to send letter.
Don Angotti – President of PYSL. Kevin McDonald now head of fields.
Rabbitt – City has landscape architect coming back with first design draft in few weeks and will present it at the Parks and Rec. meeting. Approximately 2 yrs until completed.

Adjourned 9:48 p.m.

Respectfully submitted,
Karla J. Woerner, Secretary