3b. Registrar/(Lisa) Lisa provided an update on the Spring 2010 enrollment statistics.

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1 Tewksbury Youth Soccer League Board of Directors Meeting November 17, 2009 South Tewksbury Fire Station Attendees: Lisa Ippolito, Kelly Dunham, Tom Branchaud, Franco Lucchesi, Arnie Eskenas, Serg Sessa, Andrew DiCiaccio, Sal Shiavone, Bob Hill, Tom Porzio 1. Meeting began 7:18 pm 2. Approve 10/20/09 meeting minutes Minutes were accepted. 3. Director Reports: 3a. Treasurer/(Tom) Taxes were filed for 2008 fiscal year Income Statement showed an increase of $11,925 town recreation fee. This was not a required expense in prior fiscal years. Uniform costs have increased for This is related to more uniforms required for the travel league, the cost of uniforms increased an average of $6 per uniform, the league purchased additional uniforms for the 2009 year. Tournament expenses were higher in 2009, as there were two tournaments in 2009, compared to one for 2008.for 2 tournaments were higher in 2009, compared to 1 tournament last year. The Income statement includes a Building Fund account. The balance of this account is earmarked for the bathroom fund. The Savings Capital Improvement fund consists of concessions, tournaments revenues and regular ongoing operations. Unanimous acceptance of the Treasurer s report 3b. Registrar/(Lisa) Lisa provided an update on the Spring 2010 enrollment statistics. 3c. U8 Age Director/(Arnie) It was a good season, weather created scheduling complications. Coaches provided good feedback for the Brian Kelly clinics. 3d. U6 Age Director /(Bobby) There was no negative feedback, league time changes were well received. Plenty of volunteers made for a successful season. Request to create a league policy of not presenting any season-end trophies/awards on the field. Age directors to communicate the policy beginning of season, then send a reminder to coaches before the end of each season. 3f. U5 Age Director / (Kelly) Parents and coaches were impressed with the league results. Agility ladders were well received. There were some complaints about the game schedule time change. Six of the eight coaches already confirmed they will return for the spring season. Makeup games were done during the week, prior to change to daylight savings time. 3g. Mike Cahill Request to see U4,U5,U6 fields should be enlarged use 50 x 90 field. This could depend on roster sizes, higher roster sizes allow for bigger fields. Serg requested five vs. five games for U6. Suggest replacing pug nets for U6, with bigger hockey style type nets, consider using a goalie on field.. Prioritize these nets within the equipment budget. Tom to get a price on these nets, estimate purchasing 8 to10 nets. 4. Operating budget/(tom) Goals of the budget review process - 1. understand operating costs, control costs, present actuals vs. budget. 2. To better plan purchases. 3 Support capital improvement planning process. Is TYSL properly covering their expenses? Tom Branchaud proposed targeted budget expense

2 numbers to the board. Listed below are some of the league s fixed costs: MYSA charges an $11 per player fee for liability insurance. MYSL fees variable cost, confirm what spring 2010 fees will be. Travel costs only, team registration fees. pay for travel referees. Administrative fees half of administrative fees are $3K worth of scholarships. Credit Card fees more parents are using credit card processing fees. This fee is 4.5% of sale. Review potential alternatives to this fee. Facilities expense includes field paint, 2 fertilizations and aeration per season. Player/coach development - Request input from Tom. Need fundraiser to continue player development. Referees Keep fees the same for officiating. U4 and U5 were new programs in Spring 2009 this allowed enrollments to increase by 10%, but revenues increase by only 2%. Franco made motion to target budgeted expense numbers as reflected in Tom B s spreadsheet. Vote was unanimous. 5. Registration Deadlines/(Lisa) The current policy allows players to register without paying the registration fee. to 30 day policy on registrations, without payment. When TYSL submits registration rosters, then has late enrollees, TYSL gets charged a late fee. Auto deletion can impact coaches making correct rosters when submitting team rosters into Middlesex League. Tighten up payment polices for the fall tryout, make sure someone pays prior to scheduled tryouts. Make motion for fall 2010, Franco makes motion to no pay/no play system. Can t get into registration system unless they pay, Lisa to confirm how the system can be accommodated. Enforce cutoff dates. Put something together for the next month. Defer to Lisa to confirm website policy correctly reflects no pay/no play policy. Follow up as separate agenda item for website language pay to play. Ensure language on website is consistent with agenda policy. 6. Board Sign-off TYSL Conflict of Interest Policy Board members will now be required to agree and authorize this policy on an annual basis. 7. Hardship Policy Should hardship policy be posted on the TYSL site? It was agreed not to post hardship forms online. There were no additional changes to the hardship policy already put in place in October. 8. Joey Grieve Sponsorship He has sung the national anthem at different TYSL events. TYSL made a motion to make a $50 sponsorship to this individual. Serg make motion for $50 sponsorship, Bob seconded 4 affirmative, 1 opposed, 5 abstain. Motion passes. 9. Registrar Computer Lisa purchased a new Dell computer for $900. Computer comes with standard 1- year Dell warranty. The following extended warranties are available 2-year warranty is $240, three-year plan is $290. Computer purchased for $900. Motion made to purchase 3 year extended warranty; 3 affirmative, 7 opposed. Motion does not pass.

3 Motion made to purchase 2 year extended warranty; 3 affirmative, 7 opposed. Motion does not pass. Consider whether TYSL should purchase a Verizon monthly broadband card to be used with the Registrar computer. On option is to setup a router at the snack shack. - $198 to setup router in field, plus $39 month to hardwire in snack shack. An alternative would be to purchase a Broadband card would be $59 per month. Consider options at December board meeting. 10. Motion adjourned 10:14 pm. Tewksbury Youth Soccer League Board of Directors Meeting October 20, 2009 South Tewksbury Fire Station Attendees: Lisa Ippolito, Kelly Dunham, Tom Branchaud, Franco Lucchesi, Arnie Eskenas, Serg Sessa, Andrew DiCiaccio, Mike Cahill, Sal Shiavone, Bob Hill, Mike Callahan, Tom Porzio 1. Meeting begins 7:22 pm 2. Approve September 15 Minutes - Serg requested references to coaching be changed to refereeing within conflict of interest policy - unanimous approval All 3. Director Reports 3a. Treasurer/(Tom) Review of financial reports. Lower concessions revenue was related to inclement weather. Expenses of $30K this quarter. Purchasing uniforms were a major expense of $21K, this amount is offset by $26K registration income. There was $8K of contract revenues received from the MYSL itemized list of reimbursements for the Commissioners Cup. Eric requested that a $5,000 transfer from Main Checking account to the Capital Improvements Account. This amount is the result of the $5 seasonal per registration fee. Annually, majority of the Concessions Checking account balance is transferred to Money Market account.. TYSL Main Checking account is used to cover operating expenses. Registration fees cover program operations; tournaments offer additional revenues back to the TYSL program. 3b. Registrar/(Lisa) Spring registration school flyers went home in backpacks. On field registrations are being held at Frasca Field. Hardship cases - The board has received a request for two separate hardship cases for the spring season. The board will continue to review each hardship request on a case-by-case basis. There are currently two spring hardship requests received by the Board. Each situation will be reviewed on a case-by-case basis. Hardship 1 A family with 2 players is requesting financial assistance for spring enrollment fees. A request was made by the parent to make installment payments. Motion One- Lisa made motion for full waiver for $130 Bob seconded. 3 agree, 4 oppose, 5 abstain. Motion fails. Motion Two - Serg made the motion for TYSL to pay for $65 of total enrollment fee. Family would be

4 responsible for remaining $65 due by March 31. Vote of 8 affirmative, 2 oppose, 1 abstain. Motion passes. Hardship Two - A disabled parent has requested a fee waiver for their child for the Spring 2010 season. This family had received a hardship waiver for the fall 2009 season. The Board will request documentation proving parent is disabled. To date, no documentation has been received. The Board will vote on this request during November meeting. 3c. Travel/(Sal) Travel players need to register by November 1 for spring season. MYSL will reduce their registration fees in the spring, as a non-profit they currently hold too much cash. Final registration rosters U14 and under need to be submitted by mid- November. Potential to reopen registration for U16 and U18 after the November 1, 2009 date. Player pass cards for leagues U12 and up required to have a picture ID. These pass card photos are due sometime in January. Travel registrations are sent to Middlesex Youth Soccer League, Non-Travel registrations sent to Mass Youth Soccer League. Essex League Update TYSL is considering whether to leave the Middlesex League to consider other possible league options. Sal has been trying to setup meeting with Essex League. Essex League is broken into two different brackets North Shore and North East, based on geographic location. Essex is a stronger, more organized and better structured league than Middlesex. Teams are moving to the leagues where town high school teams currently play. 4. Presentations/Proposals 4a. Brian Kelly Clinics/(Tom P.) Tom s greatest feedback of Brian Kelley clinics is to have Brian available more during the week. Consider how TYSL can offer our players can get access to winter clinics or indoor leagues? How can TYSL get access to Sportsworld facility in Tewksbury? Tom to consider setting up winter clinics at Sportsworld. Brian Kelly currently offers c winter clinics at Sportsworld. There is still space available on Tuesday nights; there are two separate five week sessions. Cost per session is $95 for U4, U5 and U6 players. Players above the U6 league would pay $100 per 5 week session. To encourage enrollment, Tom P. suggests giving Tewksbury attendees a $10 credit towards spring registration, should they attend one of these winter clinics. Proof of attendance could be confirmed via a certificate. This will give TYSL a presence with Sportsworld, and give incentive for Tewksbury kids access to build soccer skills over the winter. This has been a goal to offer Tewksbury kids access to Sportsworld, while offering attendees the ability to hone their soccer skills. Motion of Tom s Proposal to pass above motion - 10 approve, 1 oppose, motion passes. 5. Kick Boards Construction Plan/ (Tom P/Mike C) Suggest initial construction of two kickboards located on the lower fields, at an estimated cost of $750 per kickboard. Consider building additional kickboards if the need exists for these training tools... Target building these two structures during the spring 2010 Frasca Field fix-up day. 6. TYSL Registrar Laptop Computer Purchase/(Lisa) Propose purchasing new laptop for registration, and league wide usage. Suggest Studio XPS 8000 for around $ Consider investing in wireless card for on field registration. Windows XP is part of suite of software. Registrar should be responsible for the ownership of the computer. Security and privacy for personal information needs to be maintained on this system. Franco suggested converting current phone line located in shed to a FIOS line, instead of opting for a wireless card. Hold off on voting for wireless access options until next month. Lisa made motion to spend up to $900 for a laptop. Kelly second 8 affirmative, 1 oppose, 3 abstain. Motion

5 passed. Tom B. made a motion to fund laptop out of money market savings 10 affirmative, 1 abstain. Motion passed. 7. Review Conflict of Interest Policy/(Tom B/Eric) As a matter of transparency, Board members were asked to review current TYSL conflict of interest policy. A request was made to have all Board members sign off on the current policy. It was agreed that all board members should sign an annual statement to agree the terms and conditions of this policy. Serg has requested that all BOD members sign this document. This should be a policy at future Annual General Meetings, to require all current board members to agree to sign-off on the policy annually. Agree to conflict of interest policy and provide sign-off for the 2009 plan year. Request members take this home, read it, and provide authorization for the 2009 plan year at the November meeting. Sal requested the Treasurer distribute to all board members a copy of the 501(C)3 tax exempt form/letter. 8. Registration Family Discount/ (Subcommittee of Kelly, Lisa, Mike, Tom P. Tom B) The current policy allows the fourth child pays no registration fees. The subcommittee proposed a new policy, capping registration at $250/per season/per family. This would mostly impact families during fall registration, when uniforms are required to be purchased. Fall registration is $65 registration per player, $45 uniform cost per player., spring registration requires only registration fees. U16 and U18 don t play fall season. Current policy saves four families a cost of $185. The new proposal would save families approximately $800 during fall registration. Of the 30 families that have 3 or more children playing TYSL soccer, board members represent 7 of these 30 families. This is not considered a material conflict of interest. Lisa made a motion from multi-family discount subcommittee for $250 per family/per season. 8 in favor, 4 oppose. Requires 2/3 majority, motion passes. Future discussion to research additional money savings ideas for uniform strategies. 9. Capital Improvement Report /(Subcommittee of Tom B.- chair, Franco, Eric, Mike Callahan, Sal, Serg, and Tom P.) itemized potential capital improvement projects. Once subcommittee prioritized projects, the entire Board will vote on the potential proposals. Tom reviewed the list of open items generated during the initial meeting. Serg asked that kickboards be added to the open items list. 10. Winter Indoor Soccer League / (Serg) -currently talking with Wilmington, Stoneham and Lowell to create a winter indoor league. These league games would be played at World of Soccer in Woburn. Ma. 11. Topics for Discussion 11a. New Bathroom/Building Capital Improvement Mike will try to expedite bathroom proposal to review expectations, or review borrowing options to potentially initiate the project. Capital Improvement is the Money Market Fund. Request name changes to Capital Improvement Balance Sheet line item Capital Improvement Account to Capital Improvement/Bathroom Fund. 11b. TYSL/Town Fields Update/Eric TYSL still looking to outsource field maintenance. Selectmen Scott Wilson and Doug Sears have asked Eric to hold off on field maintenance proposals until the November Selectmen s meeting. Franco and Mike have been gathering third party quotes to replace the current Tewksbury Recreation Department. If TYSL receives authorization to hire a third party contractor, the goal is to keep within the leagues

6 current $15 per player/per season maintenance budget. The current Frasca Field annualized maintenance fee is approximately $22.5K. Ripley s Landscaping provided current quote is $28K for annual maintenance. This quote would provide all materials to line the fields. The Recreation department currently pays for majority of the paint to line the fields :37 pm Meeting adjourns. Tewksbury Youth Soccer League Board of Directors Meeting Tuesday, August 18, 2009 Tewksbury Police Station Attendees: Arnie Eskenas, Tom Branchaud, Bob Hill, Tom Porzio, Kelley Dunham, Lisa Ippolito, Mike Cahill, Eric Braciska, Andrew DiCiaccio, Mike Callahan, Franco Lucchessi, Mike Cahill 1. Meeting begins 7:08 pm /2009 Board Member Appreciation Eric recognized former board members for all their dedication to the program. These individuals were presented with a gift card as a token of their appreciation. Rich Patchuki (Equipment Manager) Nader Kalkorn (U10 Director) were in attendance to accept these awards. Eric will deliver remaining awards to recipients. 3. Meeting minutes - July 21, 2009 meeting minutes were unanimously approved. June 23,2009 meeting minutes were approved, requested to add Kelly Dunham as newly appointed U4 Director. 4. TYSL Scholarship Application - Scholarship subcommittee - Rich Pachuki, former member of the scholarship subcommittee, created a new TYSL scholarship application. The form provides rating criteria to best determine eligibility of these annual awards. 5. Director Reports 5a. Treasurer (Tom B.) Tom presented new concise comparative financial documents for FY 2007 and Revenue grew by 6%, expenses increased 22%. Recreation fee and equipment expenses were much higher, as were uniforms. Two tournaments were reflected in the 2008 fiscal year, as opposed to one for 2007 fiscal year. Net profit was $20K for both 2008 tournaments. Player registration for 2009 is greater than FY 2007 and 2008 years. 5b. Registrar(Lisa) Registration has seen recent gains over the past few weeks. Lisa following up with players that have not yet paid the registration fee. There are currently two different registration fees in existence on the website. Lisa to revise a single refund policy for the league. Consider requiring travel registration earlier, as MYSL requires team rosters by mid-july. Confirm if there should be a maximum dollar cap for families for each season. Currently, the fourth child does not pay a registration fee, but is still responsible for recreation and uniform fee. 5c. Player/Coach Dev. (Tom P.) Tom met with Brian Kelly to develop training programs. Brian recommended age leagues have expectations of player development before they graduate to

7 the next league. Consider developing a training program for the entire league. Run three coaching clinics offered at the beginning of the year. Each single team would have a one-hour session with Brian Kelly, working on what they feel they need to be more competitive on the field. For coaching under U6, adopt a more standardized culture of training program. This will replace Pasa training for future training. Brian to work with Sportsworld to see if Tewksbury can get reduced rates for winter sessions. Individual team coaching will occur on a different night than the regularly scheduled practice dates. Make motion to go forward with Tom s recommendations for pursuing Brian Kelley as additional player development. 6. Age Directors - Program Updates 6a. Kelly (U4)- Currently 53 kids, girls 33 boys, looking to go with eight teams, short a few coaches, looking for two coaches per team. One on the field, the other monitoring the kids not playing. Plan to schedule 4v4 games. 6b. Bob (U5) - Currently 72 kids, looking to create 10 kids per team. Review of baseline rules to standardize how games will be run. This will ensure that all games are run in a similar fashion. Schedule either 4v4 or 5v5, leave to the discretion of coaches, depending upon team numbers. 6c. Mike C (U6) - Currently 87 fall enrollees. Teams and schedules have been created, ready to contact coaches. Breakdown is 35 girls and 42 boys, currently 7 unassigned players. 6d. Arnie (U8) - Teams have been created, currently short two boys coaches. There will be eight teams each for boys and girls. Games will be played on Friday nights and Saturdays. 7. Presentations/Proposals 7a. Tom (kickback/rebounders) Consider crafting a few sets of these training tools instead of purchasing lower quality metal tubing. Currently have one kickboard on each field. Consider building a total of six kickboards, 4 on the upper fields, and 2 on the lower fields. Estimate $300 per kickboard. Table vote until we can determine if donations are possible. Agility ladders Consider purchasing agility ladders. Tom suggests purchasing 7 of these training tools. Have coaches sign out, use as a training tool. Motion passes to purchase 7 agility ladders. 7b. TYSL day at NE Revolution Propose selling event tickets and bus ride to Foxboro. In order not to end up with unsold tickets, recommend initial purchase of 50 tickets, with 25 in reserve. Including the bus, TYSL would charge approximately $35 ticket. Suggest gauging interest before we buy the tickets. Recommendation to consider a spring event to see the female Boston Breakers team, instead of the Revolution. Motion to table this event until the Spring, consider a Boston Breakers game instead of the Revolution. 7c. Rental Storage Box Upper Fields (Mike) Still researching possibilities. Two storage facilities offered at $1500/each. Board had allocated $2200 for purchase of one storage box. Unanimous motion made to allocate additional $800 to purchase two units. Need to consider where to locate these storage facilities. 7d. Kick Off Day/In Town Jamboree (Bob) 9/12 Event is for September 13, for U8 and under teams, at Frasca field. Event is scheduled from 9 1 pm. Jamboree tournament for U6 and U8, soccer skills games for U4 and U5. Bobby Recruited seven volunteers, book two jump

8 house, dunk tank, cotton candy machine. U4 and U5 will have games on Saturday. Give gift bags on prior Saturday, to each U4 and U5 player, the day before Jamboree. Give away T-shirts for prizes. Subcommittee meeting scheduled for 8/19 7:30 pm at Frasca shed. 7e. Coaches & Officials Meetings (Serg) will have the officials meeting August 24. 7f. TYSL Website Survey - Reviewed TYSL survey results, determine any future actions. Consider providing feedback on the website, let parents know how TYSL plans to address some of these concerns. 8. Sub Committee Reports 8a. Recreation Dept. Services charge of $15/player per season - How to address the unsatisfactory conditions of field maintenance. Can the league hire an outside vendor to maintain fields instead of town employees? Recommend three prices for cutting and field maintance, and propose to selectmen that we take control of the fields, thereby avoiding town involvement. Eric copied other Tewksbury outdoor leagues to consider outsourcing field maintenance. Action Steps receive three outside quotes for cutting and striping the fields, instead of relying on town resources. 9. Meeting Adjourns at 10:18 pm. Tewksbury Youth Soccer League Board of Directors Meeting September 15, 2009 South Tewksbury Fire Station Attendees: Lisa Ippolito, Kelly Dunham, Tom Branchaud, Franco Lucchesi, Arnie Eskenas, Serg Sessa, Andrew DiCiaccio, Mike Cahill, Andrea Braciska, 1. Meeting begins 7:19 pm. 2. August meeting notes approved. 3. Treasurer Report (Tom) Review of 1 page overview of profit and loss Statement reflects comparison of prior year to current year numbers. Increase in current year uniform costs due to addition of new U4 and U5 leagues and startup of new travel league. 4. Lisa (Registrar) A player has had their name legally changed. How should TYSL accommodate this change? Next steps: update enrollment forms, contact Sal, if travel, and update MYSL on updating their roster. Current fall season enrollments: 358 travel, 188 U8, 99 U6, 90 U5, 62 U4 and 52 volunteers. There are now 3 unpaid players. 5. Age Directors: a. (U8) Arnie - Everyone is placed on a team. Total of eight boys and eight girls teams. There were two teams that played during the September 13 jamboree. b. (U4) Kelly - Great coaches, great parents. All coaches have attended at least one training clinic. Confirm how to handle cancellations, should they be rescheduled? Consider offering potential makeups on a Sunday

9 morning. Suggest creating U4 page for reference of how to coach. Add U4 league page to TYSL website, just as other age groups are represented. c. (U6) Mike - Ten teams total, received additional requested uniforms, all players now have uniforms. All coaches have attended a coaches clinic. d. (U5) Lisa spoke in Bob Hill s absence Only the Cyclones team does not have uniforms. Lisa sent Bob an , Lisa is attempting to contact these players about uniform status. Uniforms are located in Frasca Field Shed. e. (Player Development) Erik spoke in Tom Porzio s absence - Tom doing a great job, including purchase of agility ladders and scheduling of coaches clinics. Feedback on coaches clinics with Brian Kelley has been positive. Brian had set everything up for Saturday clinics (U4 U6), during the first four weeks of the season. Proposed Additional Kickboards Are six additional kickboards necessary? Tom to research additional costs to construct these kickboards. Survey coaches to see if they are using these kickboards items as part of the training provided by Brian Kelly? Ask Brian if additional drills can be offered using these kickboards? Only additional information is received, schedule building these kickboards during the spring field cleanup day. f.. Referee Director (Serg) Website glitch that referees didn t all receive prior weeks schedule. Currently 39 referees, 5 currently not certified, should be certified by spring. New age change, need to be 12 to be certified. Class offered second week of November, need to be 12 by start of spring season. 6. Field Cancellation Policy Erik sent out an one week before season started. Current policy requires Mike to make decision by 6:30 am, then update Eric. Field closures will be posted to TYSL website. If there is a game in session, and bad weather threatens the safety of players or field conditions, both coaches and the referee can decide to postpone the game. If lightening appears, wait 15 minutes and make a decision, U8 and under cancel the game. Tewksbury can decide whether to close some or all of the fields based upon age groups. Policy is up to age directors if games are being played. Opposing town field conditions - Sal sends out an updated to all travel coaches when outside fields are closed. Rescheduling of cancelled games are left up to both coaches. If refs are unsure whether games are being cancelled, check the scrolling portion of the website before leaving their house. 7. Financial Controls (Tom) A recent article in the Town Crier reported that Tewksbury Boys Basketball parents were questioning some unethical and financial challenges within their league. How can TYSL proactively avoid any questions of impropriety? Consider implementing a conflict of interest policy with current and potential vendors. Conflict of Interest Create policy to disclose and how to address a conflict when an issue arises. Serg

10 questions how to handle refereeing assignment of games when he himself receives payment for refereeing certain games. The league needs to implement transparency of reporting and financial controls. Cash Control Account - Motion going forward that all receipts on hand that all cash receipts are counted by two board members, to count and verify that form ask that nightly receipt be signed. Treasurer to match nightly deposit to manual sign-off form. Motion made to use dual sign-off form for any nightly cash deposits. Vote is unanimous. Treasury Budget (Tom) TYSL to make sure we manage league money well, TYSL will audit the current budget process. Treasurer and President will go through worksheets to review annualized budget amounts. Enact stricter budget controls, on an annualized basis. Money market savings have increased to $29.5K, this will not be used as a regular part of the operating budget. Consider how to allocate these capital improvement funds. Bathroom fund was renamed the capital improvement fund. EriK requested setting up separate subcommittees to review the following items: Uniforms, long term field maintenance, bathroom fund. Tom Branchaud to lead capital improvements subcommittee. 8. Registration Family Discounts (Kelly/Lisa) Current TYSL policy requires a family to fully pay for the first three players per season. TYSL waives additional family players registration fee, the family still responsible for $30 uniform fee and $15 per season maintenance fee. U4 and U5 were priced to not make any barriers for entry. How many current families does this fee schedule impact? Registrar to extract a spreadsheet of the number of impacted families. Subcommittee to review current process, then propose any recommended changes at future meeting. 9. Jamboree Day 9/13 Debrief of event. Inflatable rides were very successful. Only teams that played were U8 games. 80% of participants were U4 and U5. Suggestion for a mid-season tournament in October. Do we have an opening day kick-off and mid-season tournament, or have a single event? Suggestions for a better event, suggest more pickup games. make Jamboree a different event? 10. Blue White Uniform Collection Project Request any additional blue/white uniforms sent to equipment director for the TOPS group. TOPS starts 9/ Town Field Maintenance In the spring, TYSL sent letter to town manager and selectmen to request DPW fulfill their field maintenance services. EriK sent three s to DPW in the month of August, requesting that fields be lined, even meeting with a DPW representative to request painting the field lines. The cutting and field linings are not being completed to TYSL s satisfaction. TYSL wants to explore hiring an outside contractor to provide ongoing field maintenance, instead of the DPW department.. Selectmen recommend receiving three quotes, then presenting the finding during the October Selectmen s meeting. The original $15 field maintenance fee was approved by selectmen. 12. Hardship Policy

11 Review each situation on a case by case basis. Request majority board approval for this policy. Request documentation before situation considered. Policy states that letter needs to go with registrar prior to start of season. Send back letter with policy on case by case basis requiring documentation be submitted. Write letter stating type of hardship. League will absorb all fees. Resubmit these forms each and every season. New Hardship review policy, made on a case by case basis. a. Hardship Requested. b. Send back letter requesting documentation be submitted for review. c. Board will require majority vote to approve situation. d. League to absorb all fees. e. Board will require resubmission of forms each and every season. Motion made to accept this policy, vote was unanimous. 13. Meeting adjourned 10:40 pm. Tewksbury Youth Soccer League In an effort to be 100% trasparent and provide as much information as possible to our membership, the Board of Directors has decided to post meeting minutes (once approved). *Minutes attached for: - June 9th - June 23rd (AGM) - July 21st - August 18th - September 15th Frasca Field Shed June, 9th 2009 Meeting Minutes Attendees: Dan Houdlette, Rich Pachuki, Eric Braciska, Andrew DiCiaccio, Franco Lucchesi, Mike Callahan, Nader Kalkhoran, Arnie Eskanas, Ed Silvia, Sal Schiavone Mark Torrisi 1. 8:42 pm Meeting Opens Motion made by Mike, seconded by Franco. 2. Approve May 15 meeting minutes Motion made by Rich, seconded Arnie Director Reports: 3. Treasurer/Dan starting to ramp up registration fees for fall season. Currently $2K in unpaid fees left from spring season. Notices have been sent to these unpaid spring players. If uniforms have been order, players are responsible for $45 uniform fee. In the future, do not roster players that have not paid. After August 1, the Late fee to enroll is $30. There is no late fee for travel. Through June 9, current registration numbers are 441 registrants, 329 are travel. 4. Uniforms/Sal Schiavone - A question was raised about ordering new uniforms. Teams can only have 1 number per player, per team. This may cause issues when players move up to travel. This issue of how to best handle uniforms was raised. Eric noted that uniform concerns were addressed in a prior meeting. Recommendation made to revisit this item via committee for a future meeting.. Tournaments:

12 5. Commissioners Cup weekend of June 13/14 approximately 90 teams, including 5 Tewksbury teams. One tent used for registration and referees Police Details run 7:30 4:30 both days. EMT s staffed for both days, requested a tent and signage. Parking need additional volunteers. Besides on-site parking, will use satellite lots for North Street School, State Hospital. Bus will run a continuous route, beginning at 8 am. Consessions coverage Scheduling both days requires many volunteers. Franco to conduct volunteer meeting on Friday, June 12. Two concession setups in lower and upper fields / two slush setups / two Wicked Cheesy setups, two separate T-shirt setups. 800 tournament T-shirts ordered, bought for $4.90, agreed to sell for $12. Follow up with Dan Baker to determine logistics of providing referees with a T-shirt and lunch. Recommend having Dean s Catering as an additional food vendor at the tournament. Motion made by Rich to invite Dean s Catering for commissioners cup, seconded by Andrew vote is unanimous. 25% of sales go back to TYSL. Mike can get an industrial freezer from his work, probability is that freezer will not have to be returned. Request volunteers to have freezer delivered to the field. 6. Masscup weekend of June 20/21. total of approximately 80 teams, this includes 25 Tewksbury teams.. All 80 teams play on Saturday, playoffs on Sunday. There will be a Premier group and open league for playoffs. 500 patches ordered, not enough to distribute to all teams, therefore limit the patches to the U10 and under teams. 500 Tournament T shirts ordered, shirts will sell for $12 each. Jimbo s Roast Beef to send $10 gift certificate to MVP of championship games. 7. Meeting Adjourns 10:15 Motion made by Rich, seconded by Dan. Tewksbury Youth Soccer League Annual General Meeting Tewksbury Senior Center Tuesday, June 23, :00 pm Attendees: Dan Houdlette, Rich Pachuki, Eric Braciska, Andrew DiCiaccio, Franco Lucchesi, Mike Callahan,

13 Nader Kalkhoran, Arnie Eskanas, Ed Silvia, Sal Schiavone Mark Torrisi, Serg Sessa, Sarah Yates 1. 7:12 PM meeting begins Meeting Agenda: 1. Director Updates 2. Constitutional Changes 3. Fill Vacant Positions 2. Director Reports 2.1 Arnie/(U8) Fall 209 kids games were held Friday nights and Saturday mornings. He ensured there were no conflicts for U8 and U10 games, allowing some coaches to coach teams in each league. Fee\feedback from Brian Kelly s East Coast Soccer spring clinic was very positive. 2.2 Nader/(U10) Before Spring 2009, U10 league was an in-town only. There were not enough boys teams to create viable in-town competition. It was decided to transition all boys and girls U10 teams to travel teams for the Spring 2009 season. Spring travel had 4 boys and 6 girls teams. 2.3 Dan/ (Treasurer) All accounting functions are done online using QuickBooks. Currently running $28K higher that last year s income. The balance sheet does not reflect all Commissioners Cup and MassCup tournament items The tournament Concessions and Commissions Cup enrollment fees are excluded from these numbers. TYSL checking account is where all player and team tournament registrations are included. MassCup registrations are included in this total. 2.4 Sarah/(Registrar) There were a total of over 1400 players for fall and spring leagues. 723 fall, 700 in spring. Added U4 and U5 leagues this past spring. These new leagues accounted for an additional 150 players. in spring, total of 150 players. Player Registration Update - Besides online registration, other registration options included online field registration, and offering registration at in-town basketball games. Majority of players used online system. Less than 10% currently use paper registration. Many parents still use checks when enrolling online. Board to consider new registration requirements if player not paid in full w/in 30 days of sign-up, player gets dropped, and has to re-sign up. 2.5 Serg/(Referee Director) Serg returned as Referee Assignor in Spring The current referee pool has new 5 new referees, 2 were not certified, though working on obtaining certification. Kids can referee, they need to be a minimum of 11 years old to referee as a certified grade 9. In Fall 2009, there will be almost 40 referees available to ref in-town and travel games. The biggest accomplishment this was providing 30 referees used for Mass Cup, 25 of them were Tewksbury referees Rich/ (Purchasing/Equipment Manager) In Spring 2009, the Board decided to broaden the responsibilities of this Purchasing position. The position was changed in spring to add equipment manager responsibilities to purchasing director title, in order to better track equipment inventory. Between uniforms. balls, and equipment, TYSL spends about 32k year on equipment. This position also ensures coaches have what they need during the season, ensure pumps, ice-packs and equipment are available. U12 goals were purchased last fall. 2.6 Ed/ (Player/Coach Development) Prior year accomplishments included setting up coaches G course; this option is now online. Also coordinated the Revolution academy last summer, in addition to setting up

14 fall 2008 Revolution fall practice schedule. This contract was terminated early, due to negative coaches feedback. Ed established coaching standards for licensing credentials. Ed coordinated contracts with local vendors, setup Brian Kelly and Pasa coaching and skills clinics. This resulted in a $4k savings from the former Revolution coaching contract. Included are future requirements that need to be addressed: Team roster sizes for fall enrollments Clarify conflicting website messaging of August birthday playoff options. Scheduled age group skills clinics with Brian Kelly not well utilized, need to better coordinate these events amongst coaches Work on a winter program at SportsWorld Center. Better fundraising activates to offset winter program fees. 2.7 Franco/Concessions another successful year in concessions. This was the first year salaries were not paid for concession workers. This requires a dedicated staff of volunteers to cover all hours of operation between all fall and spring schedules and sponsored tournaments. Initial indications are that both the Commissions Cup and Masscup concessions did extremely well. 2.7 Sal/(Travel Director) Travel has grown from 6 teams 18 months ago to 29 currently. This is due in part to the U10 program converting all in-town teams to travel during the Spring 2009 season. There continues to be lots of interest in the travel program. Tewksbury has one of the highest player retention rates they have ever had. All travel teams practice twice a week. 21 of these teams played in Tewksbury s sponsored Masscup tournament. Program success requires retaining quality coaches throughout the league Future considerations the position needs to address: Encourage smaller team rosters. This allows kids to play more, making the job easier for coaches. Part of the challenge is playing the right kids on the right team. Another challenge is placing the right team in the right division, allowing teams to remain competitive within their respective divisions. CONSTITUTIONAL CHANGES: 3. The following constitutional changes were voted on during the meeting. All constitutional changes require a 2/3 Board vote of approval. The 5 changes that were voted in to our constitution at the AGM are as follows: 3.1 Change Mission Statement to the following: (It is also posted on our web site) Tewksbury Youth Soccer League (TYSL) is dedicated to providing each participant the opportunity to play soccer in a safe environment; become more knowledgeable about the game, gain self confidence, while fostering team and individual development, sportsmanship, fair play, and good health. According to our previous Treasurer, Mark Duquesne, who set up our 501 non profit status, all constitutional changes need to be communicated to our Accountant. Any changes to the mission statement requires re-filing of tax-exempt status of the organization during the following year s tax filing. This is a paperwork change, there are no financial ramifications. New Treasurer to contact league Accountant to reflect above listed constitutional charter changes. 3.2 Change Director of Purchasing position to Director of Purchasing/Equipment Manager. BOD s believed after fall season, the Purchasing position needed an expanded role. None of the prior requirements are being removed, additional request are being added. Purchase uniforms and equipment for entire league Distribute and manage all league equipment and uniforms Collect all equipment from coaches after the spring season only. 3.3 Remove U10 Intramural Director Position from the Board of Directors. When in-town U10 was

15 dissolved, this position was no longer necessary. 3.4 Add U4 Age Director position to the Board of Directors Same responsibilities as U6 & U8 Directors. New U4 director required for this program. 3.5 Add U5 Age Director position to the Board of Directors. Same responsibilities as U6 & U8 Directors. Requires election of U5 director to run this program. 4. Election of new Board of Director positions. Each position is a one year term, serving from 6/30 to 7/1 of the following year. Included are the following BOD position changes Treasurer position open Player Coach Development Tom Porzio U4 Director Kelley Dunham U5 Director Bobby Hill U6 - Director Mike Cahill Purchase/Equipment - Shawn Credon Registrar - Lisa Ippolito 5. 9:30 PM meeting adjourns Tewksbury Youth Soccer Board of Directors Meeting Minutes July 21, 2009 Attendance: Eric Braciska President, Tom Branchaud Treasurer, Lisa Ippolito-Registrar, Sal Schiavone Travel, Tom Porzio - Player Coach Development, Franco Lucchesi Concessions, Serg Sessa - Referee, Andrea Braciska-Purchasing/Equipment Mngr., Kelley Dunham - U4,Bobby Hill - U5 Mike Cahill - U6, Arnie Eskenas - U8 Absent: Mike Callahan Facilities, Andrew DiCaccio - Secretary Eric circulated thank you notes from the many student you received scholarships from TYSL. Eric: *Thank you to everyone for their hard work last year. It was a successful season. He is very excited for this upcoming year of TYSL soccer. Eric introduced the new face on the Board of Directors. Welcome to the season! *The meetings are run by an agenda. Anyone on can put an item on the agenda and should speak freely. The Presentations/Proposals 1 person presents, then open up to everyone to discuss. The treasurer and Registrar give reports at every meeting. Then Subcommittee reports run by the people in charge of those groups. Approval of June 10th meeting minutes - unanimous, 1st Franco 2nd Serge Board & League Goals: *SportsWorld Tom P., EastCoast Franco Tewks. Players pay out of pocket in winter to play in outside leagues. We should confirm and hold spots for

16 our players with some organization. Tom hopes to do mutual planning w/sportsworld. Tom will meet w/brain next week to discuss this issue. *PASA & Brain Kelley Let s communicate TYSL goals for these organizations in discussion. AGM player development, who do we go with? Let s have a plan for the August meeting. U4 & U5 let s create rules for each age level specifically. Travel uniforms (Arnie): hold onto number thru age group. Only buy new uniform if it is out grown.( Mike C.) discussed different uniform company. (Eric) let s create sub-committee to look at uniform situation. Uniform changes wouldn t be until Fall Open fields: Mid-August some teams will play informal pick-up game. Please be careful for new grown grass. Tournaments: Let s stick to 1 this year!!! (Serge): Let cap # of teams to play. Paperless registration: Should we invest in a credit card machine that can go to the field for those people not wanting to go online? Treasurer Report: Tom Brandchaud Dan met w/ Tom to transition the position. Everyone is grateful for that. Things left were very well organized. Finance report handed out to BOD. TD Bank is having computer glitches for online banking. Tom: What can I do in my role to help TYSL? Franco & Eric: reporting the simpler the better. Fisical report year begins July 1st. (Sal) we should be comparing last years numbers to this year. Where have we had gains and losses. Andrea: Is there a budget? (Tom): Is working on organizing that. (Franco): we need to work on a capital improvement plan. (Tom) We need a priority list for capital improvments. Registratar Report: LisaMarie Ippolito Met w/ Sarah Yates to transition position. Grateful to Sarah for her time. Numbers thus far: U4: 33 U5: 49 U6: 44 U8: 112 Travel: 348 Total 586 players 21 Adults have registered themselves. Everyone need a CORI check. It was suggested and will be followed thru that everyone will do a CORI this year to enable us to keep better records of who has one. (Guest): check to see if there is corresponding number w/ people to identify them as having a CORI. Lisa will check on that. It is still suggest for our records that we start from scratch. Birthdates are mandatory. 50% of birth certificates have not come in yet. Lisa is not comfortable allowing children to play without

17 that needed documentation through information on the Mass. Youth Soccer website. Eric: advertised registration in Town Crier, Tewksbury Issues newsletter & Tewksbury Access Channel. On August agenda to discuss whether we send flyers out to the elementary schools. Bobby H. let create signs to hang around town about registration. Let s look at refund policy and firm up language in relation to travel vs in town and before season starts and after season starts. Lisa will look at this beofre the August meeting a produce language. Enforce August 1st late fee deadline, due to the fact we are charged late fee by Mass. youth Soccer for late registrations. Sal feels $15.00 fee for U4-5 is not fair. Travel Report: Sal Schivonne Up 8 teams in the travel league from previous year., 27 teams total (11 boys, 16 girls). Smaller roster mean more playing time. Already has friendly game set up with Andover, Aug. 31st U12, U14...(Serge) will Sal ask about U10? Yes. Girl home, Boys in Andover. Tryouts: confusing in a handful of cases w/ August birthdays. Hard to tell where kids had played. Especially children trying out for higher aged division. Need to streamline process. Only U10 2nd year and up can tryout for higher aged division. Create a box on registration form to check off for August birthdays and do players want to move up to higher division. MYSL lost 4 huge teams, are they losing thunder w/o these towns? What should TYSL do? Talking w/ other leagues seeing what they can offer us in terms of competitive play? Essex- offers names that conceal division, limits the Division 1 peer pressure. Has good teams as well as twice the amount of teams than Middlesex. We need to look into fees. Give Middlesex a chance to pony-up??? Presentations/Proposals: Former Board Member Appreciation: 6 former members: given token of thanks. $50.00 gift cards to be presented at next BOD meeting. Treasurer to oversee thois purchase. 1st:Kelley, 2nd Sal, 7 in favor, 0 oppose, 4 abstain : motion passes Added: Franco donation: Franco s wife was given $ by Verizon Wireless to match her volunteer hours. She donated this total to TYSL bathroom fund. Mike Cahill: should send thank you and roses...franco says she doesn t want anything. BOD accepts unanimously! In-Town Jamboree: For U4-8 divisions to welcome them to the start of the season, create excitement, raise funds in past.

18 Concession, raffles, DJ, jumpy house, possible gift bags for each player. Eric met with age directors about Jamboree. Bobby will head this up, but would like a lot of support. Bobby gave hand out on Jumpy house/dunk tank. To be held Sept. 13th Frasscia Field Voted $ budget 1st: Arnie, 2nd Kelley, unanimous : motion passes Scheduling coaches/officials Hold meeting at least 3 weeks before start of season (Week of Aug th). Senior Center is only open on Mondays now. Let Eric and Mike Callahan know when meetings are. Rental Storage Box: Eric reads Mike Callahan s about his research on topic. Mike is also donation a new refrigerator to the snack shack. Storage unit to rent is $650.00/year. Sal: there is a huge need. Mike Cahill: Can we buy one? Is it more cost effective? to purchase, Tom P. seconds that. Guest suggests used tractor trailer box as storage unit. Lots of discussion around rent to own, cost, capital gain list of priority... Voted: to allocate no more than $ from the concessions fund to rent and/or buy a storage container. 1st Bobby, 2nd Mike C., 8 in favor, 1 oppose, 2 abstain : motion passes Picture Days: Sept. 25, 26& Oct 3 not mandatory to have done. Can do team and/or individual. Need Friday night for U8 division. Pricing same as last year, great company. They are giving back.50/pp to offset Mass. sales tax. Pictures are mailed right to players homes. Voted: 3 picture days, 25th, 26th and Oct. 3rd w/ same price list as last year. 1st :Arnie, 2nd Serge, unanimous: motion passed Tabled: Joey Grieive Topic for Discussion: $15.00 Tewksbury field fee: Roy Patternson (from Town) work w/ Eric on this. Lining and cutting grass are responsibility of town through this fee. TYSL is not happy with job done. Other town sports are expressing their unhappiness as well. Let s get together to address this situation. Franco has been trying to fix the lines himself, mows the grass himself. Members asking what is our recourse? $15,000 goes to the town from this league alone. BOD director

19 agree that we need to draft a letter to the town with our concerns, coordinate with other sport heads Motion: TYSL to send a letter to Roy Patterson, Town Manager, and the selectmen about our lack of satisfaction for what we are getting for our $15.00 pp. 1st; Franco, 2nd Tom: unanimous Put on agenda for next meeting as well. Tournament Subcommittee: Sal: 35 different towns, numbers jumped by 25 teams. Had continuous play for both days. Mass Cup handout: Net income: $12,423 (not including concessions & EMT s) Thinking about putting netting in upper field. So balls don t go over the fence. TYSL created revenue for town businesses. We will seek more sponsorship for area businesses next year. Great feedback- open divisions, premiere divisions. Next year look into scholarship for indivuals players so that no one is left out from playing. In past is given to team that apply to oversee costs. Meeting Adjourned: 10:05pm 1st Bobby, 2nd Arnie