Section 10 Area W Region 68 General Board Meeting Agenda March 15, :00 pm

Transcription

1 Section 10 Area W Region 68 General Board Meeting Agenda March 15, :00 pm In Attendance: Mike Harrison, Jennifer Kwast, Kevin Churchill, Christi Mulchay, Carol Bjordahl, Gina Moye, Dan Johnston, Curt Shibata, Alan Anderson, David Masci, Jeannette Rossling, Seana Dawson, Bob Dawson, Tim Azbell, Matt Epstein, Rich Frank, Dan Bodemeijer, David French, Ryan Kraai, Maria Shibata, Kris Warycha 1. Call to order - 7:10pm Adopt meeting minutes from February approve agenda for March 2. Reports Rich Frank makes a motion to approve February 15, 2017 Board Minutes and March 15, 2017 meeting agenda. Kevin Churchill seconds. All in favor. Motion passes unanimously. RC RT RCA RRA Head DOP & Spring United Coordinator Extra Coordinator CVPA Safety 3. Old Business 4. New Business EXPO, budget New Blue, birth year reg., United P&Ps, National CC 5. Next scheduled meetings on April 19, 2017 EB at 6:00 pm and GB at 7:00 pm Christi Mulchay makes a motion to adjourn meeting. Dan Bodemeijer seconds. All in favor. Motion passes unanimously. 6. Adjourn meeting - Meeting adjourned 9:10pm

2 To: From: Region 68 General Board of Directors Mike Harrison Subject: Regional Commissioner - Monthly Report for March 2017 Metrics Spring 636 players Fall Registration opened today 8 players have been registered blast from Registrar to go out tonight Calendar 2/5-4/2 Spring league CSC first two weekends in May /18-19 Section league playoffs no teams from Region 68 2/25-26 Section All-stars GU14 (Bob White) selected Only team that went from blind draw due to rainouts Section 10 Cup 6/ /19 start fall season Updates Snack Bar Reports We are receiving info from Eagles We are trying to be proactive to make sure we are receiving our share and doing our share to help promote snack bar location and sales Goal Locks and Cables many are missing. We need to keep them locked and if you are using them, lock them up. Camarillo Cup report planning for next year Capital expenditure planning These are our big budget items this year.

3 o We want to plan on replacing one golf cart per year o Pleasant Valley Parks and Rec donation. Last year it was $45,000 plus an additional $10,000 Old Business Open position still looking for a publicity/communications coordinator communicate to coaches and families, VIP coordinator Michelle Hoffheine is looking for someone to train to take over VIP program Event planner Christine Hughes has been appointed o o She will handle all events, food ordering, U19 BBQ, Annual Luncheon Contact her with all catering and event needs PVRPD annual presentation We were recognized by Parks and Rec for our program and how we coexist with Eagles We need to remind Coaches to not practice in wet spots because Parks and Rec will be more stringent on field conditions and closures moving forward Budget planning RAP Department Heads need to get their budgets into Treasurer. Time for RAP submissions to be worked on New Business Fall registration United Strategic Planning Meeting results are included with this month's Board Minutes Presentation from Dan Bodemeijer - Head Coach G2000 United As I presented months ago to the Board, we are looking to take our Team to England this year I realize it is alot to ask The cost of the trip is approx. $42,000 which we are hoping to reduce with locking in better arirfare. The cost is approximately $3500/player Airfare is approximately $1000/player Approximately $2000/player for sight seeing costs, tours, food The trip would be 11 days with 3 scheduled games and include one is

4 Glasgow, Scottland, East of Manchester and 2 full training days. Schedule is still ongoing. According to National, As for Liability Insurance, we fall under US Soccer Federation playing internationally. This insurance would be limited to players and soccer activities. Of our 16 players, 12 have committed to go with the team Some families are struggling due to the cost and this is why we are asking Board to discuss our request. Team has set up payment plan for families to make payments toward trip over next several months. We are asking the Region to offer player scholarships from $500- $1000/player for 12 players. There is no money going to adults only money to be used as needed for players in need. Final request and final amount needed would be made in request to the Region at Board meeting after Strawberry Cup. We have fundraisers ongoing with Chipotle and Sees Candy, online Yankee Candle sales and another one for Easter. Also working on a few ideas for Strawberry Cup Great participation from all team members with fundraising except one who has just torn her ACL Team is willing to be available for Boys weekend - Strawberry Cup to help anywhere they are needed Will help push relationship with Acorn to publicize Region 68 Board Discussion Dan Johnston makes a motion to table discussion until further information is presented in April. Kevin Churchill seconds. Motion Withdrawn. Continued Board Discussion Board agrees that they need more information to make this decision and will help to promote Team's fundraising needs during this time. Discussion tabled until next meeting

5 To: From: Subject: Region 68 Board Alan Anderson Treasurer Report Monthly Report for Mar 2017 Metrics: through Feb 28, 2017 Cultural Exchange $182,648 Operating Account $118,648 Net Income $47,073 CD - $166,194 Security Deposit - $1,682 Calendar: Completed activities: Upcoming activities: Budget in Process will be ready for vote at April s board meeting o Keeping UK spending for time being New Coach Administrator is looking more closely at program to see if it is worth the increase for next year. o Increasing Coaches budget o Adding for 1 replacement cart o Keeping PV Fields o Assuming NO Camarillo Cup Board Discussion regarding next year's Camarillo Cup and who will head it now that Bob Dawson has stepped down. Plan to consolidate funds in 1 banking account o Recommended during last audit o Will simplify deposits and checks o NAP Accounting system Dimensions tracks funds separately

6 o Plan for June 30 th 2017 Financial statements are available upon request We will have one bank account starting next year that will allow us to track things separately, ie: Tournaments, Teams, Spring Season, Fall Season, Cultural Exchanges, Events. This will make Treasurer's job much easier. For example, rather than having to write two checks for uniforms, adjustment can be made in the accounting system and only one check will be needed (Mike Harrison) Tournament Funds will still be transferred to General Fund as an accounting item not physical transaction between two different accounts

7 To: From: Subject: Region 68 Board Curt Shibata Coach Program Monthly Report for March 2017 Metrics: None at this time Calendar: Completed activities: o Two Coach program improvement brainstorming meetings o Proposed 2017 Coach program budget Upcoming activities: o Coach staff meeting on 2017 calendar o Coach staff meeting with Peter Knight, UK program Staff Updates: Participating coach staff members: Bob Dawson, Jack Drew, Matty Epstein, Matt Fowler, JoAnn Reith, and Maria Shibata Old Business: None at this time New Business: Coach Field assignment procedure o Addressing from Coach who was unhappy about how practice fields were assigned. o (Mike Harrison) Blue Sombrero will manage field scheduling this year. Systematic assignments will hopefully cut down on unhappy Coaches. o Area is hosting Coach Instructor Training in near future o (Tim Azbell) March Regional Master Calendar Meeting for Fall Season is next Monday. o Coach Staff is taking a closer look at UK Program and how to make it more visible to new Coaches etc. and if the increase in spending was worth it. o As of now, we would like to keep it going one more year with more monitoring of its use and results. o Coach Staff is working to be ahead of schedule

8 To: From: Subject: Region 68 Board Kevin Churchill Referee Administrator/Webmaster Referee Staff Monthly Report for March 2017 Metrics: Nate Price earned his National Badge at the Downey Kick-Off Classic in February Calendar: 4/26:Final Day to accept National and Advanced candidates for assessment at Strawberry Cup 4/28:Post Strawberry Cup Referee Assignments for the Boys Weekend 5/5: Post Strawberry Cup Referee Assignments for the Girls Weekend Staff Updates: None to report Old Business: None New Business: New rule for throw-ins for U8 and lower New rule for no punting for U9 through U12 New interruption of outside with the no punting rule for U9/U10 o PowerPoint presentation about new game rule recommendations for upcoming Fall Season (slides and additional information on Region website) o All information will be sent out to Coaches o Both Coaches and Referees will be trained with new rules this year o All changes are for player safety and will also be adopted by Club Soccer o Changes will force us to paint additional line on U9 and U10 fields

9 Camarillo Region 68 newest National Referee Nate Price after earning his National Badge at the Downey Kick-Off Classic in February with help from Rick Legere and Rhonda Brooks.

10 To: From: Subject: Region 68 Board David Masci Spring League Monthly Report for March 2017 Calendar: Completed activities: o Two game days have been completed. Spring League was finally able to start last weekend 3 of 4 rainouts have been rescheduled as Saturday games hoping to play 6 full weeks of soccer there will be no refunds offered Most parents have been very understanding Great Staff Weather has been only problem Board Discussion about possible upcoming rain and field closures and if full refund to all registered players would be offered if any more rain. This would be a loss of approximately $42,000 to the Region We will not offer full refund to anyone except players who have been injured and cannot play Additional weekends have been scheduled Players are still receiving instruction Upcoming activities: o Remaining Games March 25 (Week 2 Schedule) March 26 (Week 6 Schedule) April 1 (Week 3 Schedule) not yet announced April 2 (Week 7 Schedule) o Uniform contest April 1 o Lessons learned - o Staff appreciation Dinner April 20 Staff Updates: None Old Business: None New Business: None

11 To: From: Subject: Region 68 Board Jeannette Rossling CVPA Monthly Report for March 2017 Metrics: We have 859 registered volunteers for MY2016. We have 82 new, returning and youth volunteers that are in the application stage. There is a total of 941 volunteers applied in MY Last year we had over 970 volunteer applicants. SAFE HAVEN MUST have been taken within the last two years by Section 10*. Concussion Awareness MUST to be taken within the last two years by Section 10*. Concussion Awareness MUST be taken by all Coaches as of 1/1/17 California State Law. o All Coaches and Assistant Coaches must take Concussion Awareness Training o All Volunteers and Board should take them as well o These trainings help protect us as volunteers under Liability Insurance o Hoping to get Volunteers processed faster this year using Blue Sombrero Calendar: Completed activities: Supported DOP with the start of Spring League, attended EXPO Ongoing activities: Finalizing volunteers and getting their positions turned on, Working with volunteers getting their Safe Haven/CAT completed Upcoming activities: Preparing for the conversion to Blue Sombrero. Working Spring League. Old Business: New Business: * National AYSO requirement is every 5 years.

12 To: From: Subject: Region 68 Board Matt Epstein United Monthly Report for March 2017 Metrics: 211 players at tryouts for 9 teams/ Tryouts for G2000 team extended. G04 team folded. G02 team pending We are currently at 7 teams: G05, 01, 00 and B05, 04, 03, 02 & 00 Calendar: Completed activities: Tryouts Ongoing activities Upcoming activities: Old Business: none New Business: Addressing fields issues for Fall 2017 Team forming Team meetings Teams registering in Coast Soccer League (May 1 deadline) Then teams getting their eayso rosters in order (May 1 deadline) Then teams registering players in CalSouth (July 1 Deadline) Working with Jim Moye to recruit players for G2004 State Cup tournaments for older Challenge teams Need to address what we do with money left in accounts for folded teams o Board Discussion regarding what we do with money o AYSO Funds are transparent so parents know what they paid if the team is canceled. o (Kevin Churchill) if team was folded because they were not competitive enough, players now have to look for spots on different teams o Many teams want to use money for team party or redistribute to players

13 Matt Epstein makes a motion that any team that is folded for 2016 Fall Season, B2003, G2004 and G2002, have the option to receive funds back. David Masci seconds, Alan Anderson abstains, all others in favor. Motion Passes Two teams have requested extra tryout days because of player availability due to folded teams Tryout process has been hard. Big thanks to Dawson family for holding and organizing all the tryouts! (Bob Dawson) we have 6-7 teams that will be registering soon. What is the procedure for doing this? (Carol Bjordahl) I will be sending info directly to them. Future registartions will be before tryouts in a "tryout mode". Then if player makes the team they will automatically be transfered to the team. This season it will have to be done manually. (Mike Harrison) Dave Arnowitz is still Cal South Registrar. Next year will most likely change but not this year.

14 To: From: Subject: Region 68 Board Dan Johnston Extra Monthly Report for March 2017 Metrics: no G2007, G2008 Calendar: Ongoing activities Upcoming activities: Old Business: none New Business: interviewing Extra Coaches tryouts are starting have accounted for rain and field closures will be sent to all potential players Coaches meeting on Monday Board approval for Coaches B2006 B2007 B2008 B2009 G2006 G2007 G2008 G2009 proposed Extra coaches Scot Weisse Justin Schlimgen Matt Stump Eric Jones Dan Johnston Matt Fowler Lorenzo Ruiz

15 Dan Johnston makes a motion to approve Scot Weiss as B2006 Head Coach. David Masci seconds. All in favor. Motion passes unanimously. Dan Johnston makes a motion to approve Justin Schlimgen as B2007 Head Coach. Kevin Churchill seconds. All in favor. Motion passes unanimously. Dan Johnston makes a motion to approve Matt Stump as the B2008 Head Coach and Eric Jones as the B2009 Head Coach. David Masci seconds. All in favor. Motion passes unanimously. Dan Johnston makes a motion to approve Dan Johnston as the G2006 Head Coach and Lorenzo Ruiz as the G2009 Head Coach. David Masci seconds, Dan Johnston abstains. All in favor. Motion passes unanimously. Board Discussion about G2008 Team Policy and Procedures says that Extra Coaches cannot Coach a core team during same season Dan Johnston makes a motion to approve Matt Fowler as the G2008 Head Coach. Bob Dawson seconds. 1 against, 3 abstains, all else in favor. Motion passes. Dan Johnston would like to get board approval to add a G2004 (U14) Extra Team. There is no overlap with Challenge as previously voted upon Board Discussion o Would like to open this to these girls to bring them back from other club teams by giving them a division to play in. o Application has to be submitted to area before we can form a team. o Must have Coach before tryouts o We will have this done o Players are allowed to play up 1 year o Board has already voted and approved for team as long as no overlap with Challenge. We just need to send application to Area.

16 To: From: Subject: Region 68 Board Christi Mulchay Strawberry Cup Monthly Report for March 2017 Metrics: 23 Region 68 Teams eligible 1 has declined for scheduling issues of 22 viable teams, many applications are missing. only 10 teams have turned in paperwork trying to process 240 teams Respectfully submitted by Kris Warycha, Board Secretary, AYSO Region 68

17 AYSO Region Strategic Planning Results February 15, 2017 (Ron s comments) A. WHAT WORKED season: 1. Had FUN (multiple people said this) 2. Division Coordinators - had help a) Training b) More involved 3. New Rating software 4. We all worked TOO hard 5. Referee CGI signups 6. Youth Referee Program 7. Transition to Club 8. Strawberry Cup 9. End of Year Board Luncheon 10. Player Registration sustained / maintained same number 11. Board communications 12. Volunteers in Challenge doubled B. WHAT DID NOT WORK season: 1. Volunteer Point system 2. Need better communication with families 3. Talent pool (player and volunteer) has been diluted due to Challenge a) Especially Coach talent 4. Coach staff are not bringing people up 5. RCA position has changed many times (weak link) not developing coaches 6. Parent participation need to include information in coach training 7. NBOD (National) mandates 8. Disconnect between Core and Challenge 9. Not building AYSO culture in all age groups 10. Board members were not visible at younger games 11. Board spends too much time on premier programs 12. Youth volunteers are not Safe Have and Concussion trained 13. Board is overworked 14. More players on rosters (not following guidelines) less game time for players 15. Relationship problems with Area and section

18 C. CHANGES WE WOULD LIKE TO SEE: 1. Ongoing training for core coaches improve their skills 2. Need more volunteers 3. More information to the parents about the team needing help a) Need Team Managers more assistant coaches b) Need to recognize them 4. Improve the management of the volunteers 5. Ideas to help the coaches recruit help 6. Move the Coach Tent to the non-competitive area 7. Need a central Information tent 8. Fixed Registration close date too many changes a) Note: this may reduce registration numbers 9. Simplify communications to the teams 10. Separate Board meetings for Core and Premier 11. More Face to Face communications within committees 12. Communicate to the Region our position on Core, EXTRA, and Challenge 13. Customer Survey at the end of the season D. STRENGTHS: 1. The Group 2. Culture of Commitment 3. People step up 4. Soccer Park 5. High standards 6. Quality of Referees 7. People care about kids 8. Significant impact E. WEAKNESSES: 1. Retaining volunteers 2. Saying Yes lack of delegation 3. Lack of succession training 4. Feedback from families this is needed F. OPPORTUNITIES: 1. Some jobs could be done differently 2. Consolidate and do better before adding more G. THREATS: 1. Club Multiple organizations

19 2017 STRATEGIES Things to consider when making decisions: How does it affect participation and development? It was suggested that the Region develop a Vision statement. A follow up comment said that we have the National Vision, to provide world class youth soccer programs that enrich children's lives. The players want to have FUN and learn to play. Logistical Meetings: One in May, week 5, and one at the end of the season. The purpose is to review how we are doing and to make adjustments as needed. Volunteer Recognition: Volunteers in addition to Board and Referees; coaches, team parents, and field help. Dinners, meetings, and on the field in a very showy manner. (Let everyone know how we appreciate the volunteers.) Volunteer Recruitment: Lead: Kim Due Date: March 15, 2017 (Ron s suggestions): Recruit volunteers to help you, 3-4 people. Folks that are creative, energetic, and enjoy contacting others to help. Develop ways to recruit volunteers. How are we going to contact potential volunteers? Methods? How do we encourage them to join us? What are the benefits to them? There is a Volunteer Recruitment course at the EXPO Friday 5:00 pm and Saturday 11:15 am.

20 Succession Planning: Lead: Mike Due Date: June 1, 2017? (Ron s suggestions): All Board members need to start recruiting assistants, look for someone to train as a replacement. This starts with the RC. Coach Development: Competitive Divisions: RCA Curt, Division Coordinator Dave, Jack, and Joanne Non-Competitive Divisions: U5 Dan, RRA Kevin, and DOP Jenet Funds need to be allocated for this project. Need to find new coaches to join the program. Need to determine why someone would like to volunteer to coach, or continue. Training Use outside clinics. Educate the parents, information packets. Keep it simple. Develop a mentor program using the Challenge Coaches and players Challenge teams will need less referee points Help the non-competitive coaches more Welcome them make it FUN Develop and incentive program (These two groups should compare notes and cross over as needed.) RON S ADDITIONAL COMMENTS Ø Thank you for a great evening working together for the children. Ø If you have any questions, comments, corrections, or concerns regarding this document please let me know.