Soccer Club of Guilford Board Meeting Meeting Minutes September 11 th, 2014

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1 Soccer Club of Guilford Board Meeting Meeting Minutes September 11 th, 2014 Opening: The General Meeting of the SCOG Board was called to order at 7:29 PM on September 11 th, 2014 in the Guilford Community Center by Joe Guerra its President. Present: Joseph Guerra, Victoria Corsini, Kamila Brettman, Enrique Rivera, Meg Malatesta, Dan Miller, Shadi AbuGhazaleh,, Ray Iglesias Absent: Gene Mulone, Tim Paris, Duncan McClintock, Joshua Krusewski, Brett Donoghue, Attendees: Approval of Agenda The agenda was unanimously approved. Approval of Minutes General Meeting A motion to accept May minutes was made by Dan Miller and seconded by Meg Malatesta. Board Member Reports President Joe Guerra 1. New Treasurer in place as of last meeting 1.1. Transition has been slower than expected due to SCOG and full-time business items on my(presidents) plate. Will complete transition before next SCOG meeting. 2. Will now focus attention on recruiting for Fields Coordinator and Vice President. Will be sending to the membership in the next week a request for volunteers for Fields Coordinator. The SCOG Year To Date Financial Statements and all Statements back to Fiscal Year 2009 are available in printed form at tonight s meeting. Included for Each Fiscal Year: Balance Sheet, Profit and Loss, Profit and Loss Detail Entries. Vice President Unfilled Position Treasurer Unfilled Position Submitted by Joe Guerra 1. Collection of W9 for Referee and periodic vendors is underway and about 70% complete. No Referees will receive checks in the fall unless we have the W9. 2. Reconciliation of 2013 and 2014 Payroll is nearly complete Transition from Citizens Bank to Guilford Savings Bank is still open item. We will wait for all checks to clear for 6 months if needed but not expected. 3. ADP Payroll Service has been moved to Intuit Full Service Payroll. Less cost and will be integrated to QuickBooks online for better reporting. This is going well. 2 Payroll cycles have been completed on Intuit.

2 4. Merchant Account for Credit Card Processing has been moved from Automated Merchant Services to East Commerce Solutions. Less expense, easier to deal with, to club can now accept American Express and Discover in addition to Visa and Master Card. 5. All known expenses to date are fully paid Registrar Victoria Corsini Sandra MacMillan, Assistant Registrar Attended the CJSA President and Registrar Meeting on August 24 th Paid coaches are now mandated reporters (mandated reporter training available online) New Director of Coaching, Mario Prata New Technical Director, Dan Gaspar Cup rosters will be frozen on September 5 th / Draws September 9 th / Nov 1 st Finals in Farmington Recruitment of Referees by Ken Essex (syra@ctreferee.net); classes online and camp held at URI in July (4 day camp $150 incl meals and boarding) Registration: o All adults need to be registered for liability purposes (need to complete background check) o Legal name must be used on registration (must match birth certificate) o Parents now do transfers (club club) / cost $20 o They are working on changing the affiliation page to be able to view all adults in the system not just those within our club (helpful when affiliated with mult. Clubs) o Bulk upload of images for player passes will happen someday but not now : ( Director of Coaching Josh Krusewski Teams are off and going - Issues of player amounts on both U12B, U12G and nobody accepting invites to come over led us (Joe, Shadi, Josh and Brett) to decide on moving over ALL registered TR players that were age appropriate) - This had led to a number of s and calls and having to explain how we got to this point. - I am fine with the decision we made, but feel we could have communicated better to TC parents. - In addition we are watching to make sure the environment remains not only an enjoyable one, but also a safe one. Tournament Apps, check requests have started Waiting on one TR team Teams attending MIST, COLUMBIA AND WEST HAVEN Cup applications for all U11-U14 teams are complete U5 Program going strong may have to move to Sunday evening to make sure we have adequate and appropriate staff, not everyone is a U5 coach Working on U14 girls travel rec schedule. Currently up to 6 Confirmed games Coaches were sent a detailed preseason explaining expectations, etc as well as developmental priorities for their age group. Also provided several resources. GK clinics to be held this fall and conducted by Jami Kranich US Under 20 world cup champion and member of Boston Breakers WPSL team

3 U8-U10 Technical Training (formerly player pool) being offered UCONN game was great It s official USA v Ecuador 10/10 in East Hartford Director of Recreational Programming Brett Donoghue - Contacted Everson regarding micro soccer on September 20 due to Guilford fair. I have left a voice message, ed and texted him to change normal starting times to 1-2:15 for U6 and 2:30-3:45 for U7. Still waiting to hear back. - U8 has 4 teams on both boys/girls side. Will playing 5v5 for 3x 20 minute games. As the season progresses, will move to 8v8 when ready. The first week on girls side was evident that playing smaller sided, smaller field and smaller goals is the right decision for the club at this age group. - Will be attending games/ practices throughout the month. - Worked with Cenk( president of Branford sc) and Ray so our U9/10 girls will play in Branford once every three weeks. In-House Rec Coordinator Boys Meg Malatesta Micro begin date 9/13/14 U6 Leete 3 Saturday 8:30-9:45 Registrants 35/4 teams/ 4 head coaches/0 assist. coaches/no commissioner U7 Leete 3 Saturday 10:00-11:15 Registrants 38/ 4 teams/4 head coaches/1 asst. coach/meg Malatesta Commissioner Boys U8-U10 Begin date 9/6/14 U8 Games Saturday Leete 5 1:30/Practices Tues or Wed Leete 5 and Nut Plains Registrants 38/4 teams/4 head coaches/6 asst. coaches/chris Cieplik Commissioner U9/10 Games Saturday and/or Sunday Chittenden 12 or 1:30 start/practices Chittenden Registrants 65/5 teams/5 head coaches/9 assistant coaches/enrique Rivera Commissioner In-House Rec Coordinator Girls Raymond Iglesias U6 18 players registered. There are 3 teams of 6. U7 29 players registered. 3 teams of 7, and 1 team of 8. 4 head coaches, 4 assistant coaches. U8 37 players registered. 4 teams. 5v5. U9/U10 41 players Play at Branford every 3 weeks. District Representative Dan Miller District News: Fall Tournaments coming up: Madison MIST Sept West Haven Invitational Oct Supporting Breast Cancer Awareness Naugatuck November 8-9

4 Coaches/Team Managers; Cards during game need to be self reported; Yellow/Red Card Report - SCD Game Report Form - Spring Championship Shirts have been distributed to clubs August 10 CT Cup Draws have been announced USA to Face Ecuador Oct. 10 at Rentschler Field in Hartford Group Tickets Available! Travel Director Shadi AbuGhazaleh All Travel Teams Administration: Registration is (finally) closed. All players assigned to teams. BIG number of late registrations and last minute changes. We did out best to be flexible and allow as many kids to play soccer as we possibly can. Big push to capture, assign or fix ALL travel player numbers in the system from U10 up. Every player now has a uniform number that they should be able to keep. A few potential conflicts remain for players moving from comp to rec and between age groups in future seasons. Those should be minimal. Need to instruct managers to maintain (and follow) the system numbers. We should be in good shape when we have to order new uniforms for the club in the future. Uniforms: We found out from S&R late Thursday (9/4) that there is a possibility for back ordered items, but that the completed stuff would be at Madison store on 9/5. Turned out to be all green Jerseys, all warm up gear, backpacks and some white Jerseys. The order was NOT delivered to Madison. Club president drove down to Southport to pick up returning round midnight. Items were handed out to coaches and mangers over weekend of 9/6 & 9/7. We identified discrepancies and are trying to work out resolution with S&R. Communication was (and remains) the main challenge with S&R as we can't get a clear answer on expected delivery of back-ordered items. TR Teams (U12, U14): Coaches all assigned. Great group of volunteers. Teams also have assistant coaches and most have managers. Manager/coach training will be scheduled over next week. Teams are currently finalizing schedules and signing up for tournaments. Some items worth noting: a. TRU14G - Low number (less than 11) would not allow fielding a team. Invited TCU13G and TCU14G to double roster for additional playing time. Huge response, the team roster now has 22 players. DOC working with coach Walker to develop a full complement of games scheduled to avoid conflict with TC games. b. TRU12 Boys and Girls (U11s and U12s): Too many players signed up for one team, not enough for two teams each. Additionally, insufficient number of players on comp. Age appropriate U12s were asked to move to TCU12. Referee Coordinator Gene Mulone No update provided.

5 Equipment Manager Tim Paris All equipment ordered for the fall season was received in August. Two equipment pickup days were offered to coaches/managers over the last couple of weeks, and many stopped by for pickup. There are no outstanding equipment requests from the teams. The Leete shed is stocked (thanks Meg!). In inventory at my house, we still have plenty of medical kits, ice packs, size 5 balls, large size pinnies, goalkeeper gloves, and duffel bags. We are virtually out of size 4 balls, corner flags, cones, and youth size pinnies. I will develop another equipment order to replenish, but we should be all set for fall now that the season is underway. Teams should contact me if they need anything. Fields Coordinator Duncan McClintock 1. All games and practices are entered into the SCOG website 1.1. Travel Comp 86 games and 136 practices accommodated 1.2. Travel Rec 65 games and 112 practices accommodated 1.3. In-House Rec 117 games and 135 practices accommodated 1.4. Micro 147 events scheduled 1.5. Non-SCOG teams (GHS, Adult Soccer, etc) 50 games and 86 practices accommodated 1.6. Total events: 318 games, 469 practices and 147 Micro events scheduled 934 total events over 11 fields in 10 weeks 2. Season is in full swing with most teams starting last weekend 3. Change requests are coming in at a steady clip and so far there have been no issues with acceding to those desires 4. Fields are in good shape with no issues reported 5. The Fields Coordinator role in SCOG is open for any takers current occupant has no children playing soccer and is seeking a replacement(s) Fields Coordinator role Secures and coordinates field use for all activities of the SCOG Involved in the Guilford Parks & Rec department s fields meeting prior to each season (45 days prior) All youth leagues (baseball, football, lacrosse, etc.) are involved as well as GHS Athletic Director Goal of meeting is to assign fields, days and times to each league Represents the SCOG in all activities related to the securing of field use through agencies and in allocating their use Coordinate with adult soccer leagues to provide field scheduling and ensuring those scheduled times are included in the SCOG website Coordinate with GHS to ensure there are no overlaps in field usage include GHS Soccer team (6 teams) schedules into SCOG website Requires moderate computer skills Should have moderate skills around Excel and the usage of the currently built spreadsheets Will be trained in the use of the SCOG website and its tools Requires an intensive two week period before each season to lay out all practices and games. Multiple people can be of assistance here. Will need to attend the South Central District scheduling meeting to lay out the home games for our travel teams Need to coordinate the scheduling of practices for the Travel teams Need to coordinate the scheduling of games and practices for the In-House Rec teams

6 During the season, the job slows significantly and includes: marking fields closed on the club website based on weather and approving new and moved games. Multiple persons can be of assistance here. Web Administrator Joe Guerra 1. Potential duplicates at Collections: Prior Seasons: $715.44, Current Seasons $ Still working with CJSA system and the Registrars to upload to the SCOG system the CJSA permanent number so upload of Coaches and Players is easier. League Athletics now allows this. Joe Zizik, CJSA registrar, has encouraged to do this if we can. We are about 95% complete. 4. Birth Record collections process will begin again for the remaining players as registrations come in. 5. Current Registration Programs Below Soccerfect Treasurer Michelle Kendrioski No updates Old Business New Business 1. Need to begin uniform selection process by October/November. Motion To Adjourn Motion to adjourn by Joe Guerra at 8:53 PM Seconded by Dan Miller.