AGM Almonte Soccer. October 28, 2013

Transcription

1 AGM Almonte Soccer October 28, Roll call 2. Credentials 3. Minutes of previous meetings 4. Presidents message 5. Officer s reports : School Soccer, Referee, Competitive, Field Schedule, Risk &Safety 6. Treasurer s report 7. Auditor reports 8. Appointment of auditors 9. Other reports 10. Unfinished business 11. Amendments to the constitution 12. Elections of officers and director-as ASC per constitution the following position are up for nomination-vice president- Wade Neville, Treasurer-Colin Evans 13. AOB 14. Adjournment 1. Roll call: Colin, Dianne, Matt, Carroll, Alison, Karen, Brian, Doug Drain, Dave Elgood coach, Wade 2. Credentials: We are a non-profit organization that provides a soccer program for our community. 3. Minutes of previous meetings motion by Colin and seconded by Karen: common consent. 4. Presidents message: See attached 5. Officer s reports : a) School Soccer: Marks report attached. Addition to Marks report from Dave Elgood. He has asked that we consult with CP regarding their allowing u7 children to play at the lower age and having the u7/8 program be predominately u8, b) Referee: see attached c) Competitive: see attached d) Field Schedule: see attached e) Risk &Safety: see attached f) GLSL: see attached 6. Treasurer s report: See attached 7. Auditor reports: No report we don t audit the books and we will need a proper auditor that would cost a significant amount and most will to do it. 8. Appointment of auditors: None appointed at this time. 9. Other reports: none

2 10. Unfinished business: none noted 11. Amendments to the constitution: no changes 12. Elections of officers and director-as ASC per constitution the following position are up for nomination-vice president- Brian would like to nominate Wade Neville for the position of Vice President. Seconded by Karen, voted in by acclamation, Treasurer- Brain nominated Colin Evans for the position of treasurer. Seconded by Karen and voted in by acclamation. 13. AOB: Dave Elgood spoke to the LTPD has a good idea but it needs to be filled out. Coaches need more information but by the time they get involved they are overwhelmed and afraid to ask for help. Referee s were good from us, but this was not the case from Carleton Place. Dave would like to know if the U8 will have a rule book to follow. Dave would like to see our own in house coach clinic and starting a program of mentorship. More volunteers and get coaches early. 14. Colin: Colin has a soccer ball from Marie Eve Nault. It was donated to the club. Tuesday night soccer Brian started it Colin would like to thank him for his work. Website will be updated and running before registration. Brian would like to nominate Matt Sloots for the communication coordinator for the club. Committee regarding the GLSL and what to do with it. Wade, Carroll Chantal and Brian. 15. Adjournment: 9:24pm

3 Almonte Soccer Club P.O. Box 267, Almonte, Ontario, K0A 1A0 ASC President Report First off, thank you for coming out this evening. As we close out 2013 season, I would like thank you the board members, the coaches, the managers and all the volunteers for their dedication and contribution to Almonte Soccer Club. Also a special thank you to Rev. Matt Dyck and the Almonte Reformed Presbyterian Church for the use of their hall. As we look back on another successful season, Almonte Soccer club has had many achievements, additions/ changes to the board and challenges Achievements Kathryn Hallett - - U18 girls makes Mount Allison Varsity Soccer team Her soccer skills were develop through the youth system of Almonte soccer club : Congratulations U18 Girls win EODSA L5 league title Coached by Keith Blade and Dell Hallett U13 Girls Coach by Doug Drain -Had a tremendous year -9 win 3 loses - 1 tie Great performances in tournament play; Ice Breaker 4 th place, - Winning the C.P. Mist Kick n the Capital - Lost final in shootout Strong participation in our recreation program Addition to the board Carroll O Keefe, Head referee Matt Dyck - Recreation Head coach Doug Drain - Risk and safety Co-ordinator Karen Cleland - Registrar New GLSL Representatives - Carroll O Keefe, and Chantel Hubert Also, I would like to acknowledge Wade Neville as President 2012/13 for his direction and leadership prior to leaving the board due to work commitments. Welcome back Wade

4 Challenges Improved Communcation to our members Timely and proper information communicated to our members through : New communication / media co-ordinator board member to handle all communications to our members New website and information calendar to keep our members up to date Recruiting Volunteers New recruiting volunteer position to the board Increase Community awareness thru website, news media, flyers and registration days Volunteer Appreciation night Recreation Program Setup Review Committee to analyze our program and implement changes Actively recruit players from local Schools to increase numbers in recreation program Meet with local clubs to discuss solutions I realize we are all volunteers with a love of the game. We, as a board must not stand still, we must continue to improve our communication skills with our members. We, as a board, must continue to improve our quality of our recreation and competitive programming. We, as board, must offer and support our players, coaches, referees, and deliver opportunity to develop their soccer skills and knowledge to their highest level. I believe with this board, we can provide to our community, one of the best choices to play soccer in the valley. regards Brian O Connell President Almonte Soccer Club

5 GLSL Report Matt was very happy with the support from the members of the board for the season as a new head Coach for our recreational program Feed back: Large age groups did not work When the older ages were invited back the commitment was difficult. Matt would like to impress upon the coaches they need to ensure that teams show up for games as we still have to pay for referees. Coaches not being able to attend games and having others parents coach the team is not allowed as we do not have insurance coverage for them. All coaching staff needs to be on the roster. All in all the season went well considering the obstacles. Dave brought up that the age groups were so large that this is an insurance issue. This discussion needs to go to the GLSL. We need to promote the fact that the recreational program will not look the way it did this year and that we will be trying to avoid that. This should be conveyed via an to our membership outlining the fact that we recognize the good, and the bad of the past season. Matt Dyck GLSL Recreational coordinator

6 Almonte Soccer Risk & Safety Report Overview The position of Risk & Safety was established to ensure that all volunteers within Almonte Soccer Club who have direct contact with the participants have completed a Vulnerable Sector Check (VSC). The Vulnerable Sector Check is a service that is offered by the Ontario Provincial police and Ottawa Police, at no charge to not for profit organizations. The request for a VSC is submitted by the volunteer and is returned to the volunteer, it is then up to them to submit it to the club. Report Year one for the position and tracking of such info, was successful, we ended up with about 75% of all volunteers submitting a VSC report and at least one volunteer from each team had submitted. Going Forward I would suggest that the coordinator for each level, ie. GLSL and Competitive, collect the info from the coaches and then they forward it to the Risk & Safety Coordinator. This would help two fold, the coordinator would then know who has submitted and who they need to request the info from and when it is submitted it will have a team associated with it. A decision must be made whether the VSC must be completed annually or only every second year Challenges In an ideal world all VSC would be completed prior to teams beginning to practice, however some teams are still looking for parents to volunteer/coach, so getting all forms before season starts can be difficult. VSC must be done in person, one more thing the volunteers must do, Almonte residents must travel to Carleton Place, volunteers residing in City of Ottawa boundaries must go to Kanata. VSC can take up to 10 business days, and some applicants are selected at random to have further screening done and this can take up to 30 days. (happened to 2 people this year) Received VSC from people and had no idea what team they were associated with.

7 Almonte Soccer Club AGM Monday October 28/13 Registrar Report The new registration system contract was signed early in 2013 between ASC and P4M. This resulted in a delay to the opening of registrations both for competitive team tryouts and the regular summer season. Once the system was operational it moved along fairly well in spite of a steep learning curve for all those involved. Issues with incomplete and abandoned registrations along with operational and reporting issues and confusion are being addressed. Work is underway to get the 2014 version ready for testing within the next week so that we can be up and running before the end of the calendar year. P4M has been made aware of outstanding requests and requirements going forward. As we still have one year remaining on the contract we will continue for 2014 and repeat our review after next summer. Final registration numbers came in at: Competitive tryouts 120 Youth Recreational U4 - U19 (Born ) % Youth Competitive ( ) % Adult Programs % Summer Camp 6 Summer program registration - 60 manually input ( mailed in or hand delivered forms). Approx 12 payments through Lanark Community Services (Jumpstart) or Family Services. Fee forgiveness requested for two individuals? Four unpaid (representing 7 players) Cheque payments, special arrangements were input separately Rosters- deadlines related to entering rosters were tight due to incomplete arrangements re coaching and tryouts, as well as changes in GLSL divisions that came very late in the process. We hope to eliminate this issue going forward. Changes to rosters were not sent to P4M and were generally completed quickly, without issues

8 Payment: 65% credit card. Only 2 cash for summer programs. P4M will investigate allowing e-payments (Paypal is not possible in the near future). As well, fine tuning the site regarding user-friendly edits (information about No Kid Left Behind, various small confirmation buttons and messages) will be performed. October 27, 2013 To: Almonte Soccer Club Executive From: Carroll O Keefe, ASC Head Referee Re: 2013 Referee Program Report The launch of the referee program in 2013 was a great success. The following was accomplished: Updated the ASC Referee Handbook and posted on the ASC website Coordinated mini referee clinic Coordinated two orientation sessions which were held for ASC referees on May 2 and May 6 and was well attended by 35 referees and 4 coaches Assigned referees for all Club games and ensured there was a good matching of referee level to the game level and, where appropriate, assigned new referees for training and development Assessed all new referees by attending their first games and followup games as required Enhanced internal controls by eliminating the handling of cash and changing the referee payment method to transfer or cheque issued by the ASC Treasurer Reduced club referee expenses by dedicating time to monitoring the Ref Centre assignments and reducing need for external referee with additional travel expenses Observations: Training age 12 referees is not a cost effective initiative for the club as we pay for clinics at age 12 and then again the next year at age 13 and not many mini field games can be assigned Feedback from referees was they had a positive season and experience Would like to see more coaches attend the orientation session Investment of my time was more than initially projected Changes to Ref Centre assignment programs required Preliminary Recommendations for next year: (1) Continue building the Referee development program (2) Referee recruitment starting at age 13 (3) Orientation sessions to have more hands on training of the RefCentre website which requires a location with wi-fi service (4) Ref Centre web-site changes insert priority assignment to local club referees. If no local referee then look outside ( within acceptable distance) (5) Ref Centre Pay system changes when run pay include referee address and details of pay not just total pay amount (6) Focus on mentoring program for youth referees (7) Continue to recruit and develop and retain youth referees

9 Soccer School Soccer Report (2013 Season) The 2013 season was a success overall despite a relatively big change in that the Park Soccer (U7) program was dropped. With the GLSL having a U7-U8 program, Park Soccer became redundant. Soccer School (U4, U5, and U6) continued on at the same location (Civitan Fields) on the same nights (Tuesday and Thursday) as Losing one age group eased some of the parking congestion at the Civitan, however there were challenges on auction nights. There were some concerns about the loss of Park Soccer as there was now no opportunities for weaker players or those more interested in just a couple of nights per week at the same location. As a result, we allowed a few U7 players to join a U6 Soccer School team. Again this year, we had a number of players from other jurisdictions (including Carleton Place) registered their children with ASC soccer school as they preferred the Tuesday and Thursday night for less than 3 months of the summer. Registration numbers appeared comparable to years past with just over 140 youngsters in three age groups. There more U5s than the other age groups. As in the past there were some challenges in getting coaches for all age groups. There were coaches in place for the 13 teams by the first night. Two coaches departed during the first week because of challenges with their own children. One high school student and two other parents stepped to fill in the gap. Several parents with absolutely no experience also started coaching this year. We also had a few coaching teams (multiple parents doing duty). At the beginning of the season, I tried to ensure that every team had a weather policy in place ASAP to help parents know when the sessions would be cancelled. This helped a lot and reduced the last minute calls to myself about whether or not to play. I encouraged all coaches to tell parents that they are responsible for their children and they have no obligation to come to soccer with their children if the weather is bad (heat, lightning etc.). Our end-of-year party on July 30 th was hosted by the Shriners (food and drink) and the Civitan (venue). It was excellent, with good weather and food. Overall, I felt that the season went well. There were some weather issues, but the fields were good and players were well-behaved. The 13 coaches who stepped up were generally good, and hopefully willing to coach next year.a few coaching challenges arose but were solved with new volunteers and support from other parents. I was still not successful in getting police checks from all volunteers this remains a problem. I also received one police check from a volunteer with several convictions. The Club does not seem to have a policy to deal with such situations, but this is something that needs to be dealt with.

10 Positives Single location works fairly well 13 coaches eventually appeared Civitan Club did a fabulous job with the end of year party again! Fields were very good Challenges Coach screening and police checks: I was still missing a few at the end of the season One case of a criticism of a coach over incompetence and lack of enthusiasm (solved by having a very energetic high school student help out) Close Enough screen printers will not be in business next year Recommendations Have a volunteer screening coordinator to ensure that ALL coaches have completed applications and police checks prior to the season (Doug Drain helped out!) Maintain all age groups at Civitan More actively recruit student volunteers Develop a small handbook for U4-U7 coaches with particular guidance for this age group, acknowledging the limited skills and short attention span for of these ages. (in progress) Develop a Park Soccer/Soccer School Coordinator s Guide for future years. Include season timelines, ideas for coach recruitment, lessons learned, best drills, contacts etc. (in progress) Respectively submitted, Mark Priddle October, 2013 Ref. Soccer School-Park Soccer 2013 Report (Priddle).doc

11 ASC Field Scheduler Annual Report 2013 Season Shared Mini Fields: U04-U06 two mini fields divided to suit Six U08 teams sharing ½ of a mini field for games Mini Fields: Six GLSL teams Three EODSA teams Full Fields: Nine GLSL Teams Five EODSA teams Nine Adult Teams Game Fields: Civitan A1, A2, B1, B2 Gemmill Full MacGregor Appleton 1 and 2 Practice Fields: Civitan A1, A2, B1, B2, C

12 Gemmill Ball Diamond Gemmill Mini MacGregor Appleton 1 and 2 High School (prior to July 1 st ) Naismith (after July 1 st ) Season: Pre-Season competitive Beckwith and OzDome; overbooked and sold off time to West Carleton Regular Season May 15 th to September 15 th Issues/Concerns: Use of school fields was limited this season. No use of R. Tait, High School field closed for use July 1 st, Naismith field only open for use July 1 st with no goal posts. Recommendation for 2014 need to firm up use of all school fields prior to end of April to facilitate scheduling for start of season. Dianne Tolgyesi 28 October 2013

13 ASC Competitive Coordinator Annual Report 2013 Season Teams: U09B Tier 2 U10B Tier 2 U10G Tier 2 U12G Tier 2 4 th of 14 teams 9 wins, 1 tie, 3 losses U13G L5 5 th of 6 teams 2 wins, 4 ties, 8 losses U14G L5 4 th of 7 teams 3 wins, 3 ties, 6 losses U15/16B L5 10 th of 14 teams 3 wins, 3 ties, 7 losses U17/18G L5 1 st of 7 teams 11 wins, 1 loss Season: Tryouts February 23-March 9 th Preseason March 17 th May 5 th indoor Issues/Concerns: Communication of tryouts with all parents was highlighted at the youngest ages. Contributing factors included a switch to a new registration system and late addition of a U09B team. Resolution is to ensure that all parents receive updates of changes to competitive teams and tryouts and ensure that website is updated. Strength of teams continues to be a concern. At the youngest ages no scores are kept however anecdotal feedback from U10B coach indicates that we do not have the depth at this age to continue to field a team. At U16B the league eliminated U15 division and eliminated L4 division which made success of the team difficult. Recruiting of additional players to round out age groups continued at U09B, U10G, U13G, U14G and U16B. This means that we do not always have players who should be playing at the competitive level on the teams. Resolution of this

14 problem is very difficult with a small community and many different ideas have been tried in the past (MU, WOSC) Season: Management of the league will be returning to the ERSL for the 2014 season. We will need to keep on top of this transition to ensure that we do not miss any registration deadlines as they have traditionally been tighter for the ERSL than they were for the EODSA League. Additional changes are still coming from OSA with respect to team size and field size, will need to continue to monitor those changes. Recommend that we attempt to field the following: U10B Tier 2, U10G Tier 2, U11G Tier 2 (No U11B recommended by the coach), U13G L5, U14G L5, U15G L5, U16B L5. Possibility of U17/18G if the former 1997 girls who did not play comp locally return to Almonte to play. Dianne Tolgyesi 28 October 2013

15 ASC 2013 AGM Treasurer s Report 2013 highlights and comparison to YE 2012 Revenue (registration fees) decreased by 10% over 2012 due to lower registration numbers. ASC paid a 3 rd party to provide registration services in 2013 at a cost of $6,215, approximately $4,500 more than the cost of ASC providing the service in The new online registration system allowed the club to ask our members if they would like to donate to the Leave No Kid Behind program. Over 100 members participated and donated a total of $1,310 which will be used to pay registration fees for players who request assistance. The cost of online registration (discount fees to online payment service provider) was $3,500 in 2013, an increase of $350 over 2012 due to an increase in the number of players using online payment instead of cash and cheques. League registration expense decreased slightly due to changes in the number of teams and players. Equipment expense decreased by $13,000 in Equipment purchases vary significantly year over year, there were no unusual purchases in The most significant purchase was $10,000 for goal posts and player benches. ASC introduced a paid volunteer position in 2013, the head referee was paid $1,500 for services to the club. Referee fees were paid primarily with online transfers in 2013, associated bank charges were about $150 for the year. An independent review of referee expenses in 2011 and 2012 was promised at the 2012 AGM, the review has not been completed. It is expected to be completed before the end of Almonte field user fees have not been invoiced for 2013, I expect it will be received before year-end. Field user fees in 2012 were $12,500. $30,000 has been allocated to a reserve fund in anticipation of field development costs in Expected opening balance for 2013 is $17,250. Colin Evans ASC Treasurer

16 Statement of Income and Expenses in 2013 for Almonte Soccer Club Income Expenses Opening balance $ 52, ASC registration $ 18, Registration $ 118, League registration $ 32, Other Inc. $ 0.70 Equipment $ 29, Coaches $ Referees $ 14, Fields $ 5, Bank fees $ Other Exp. $ 1, Total income $ 171, Total expense $ 103, Reserve #1 $ 30, Reserve #2 $ - Balance $ 37, Actual bank account balance $ 67, at October 2nd 2013 $ - Significant outstanding expenses in 2013 (approximate amounts) Field user fees/maintenance $ 15, EODSA $ (3,857.84) Online Registration $ 6, Indoor field resale $ (2,440.80) Miscellaneous $ 5, Total $ 19, Estimated opening balance in 2014 $ 17,250.70