Nanaimo Youth Soccer Club Executive Meeting Minutes Beban Field House Wednesday, October 17, 2012

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Attendance: Board Directors: Nanaimo Youth Soccer Club Executive Meeting Minutes Beban Field House Wednesday, October 17, 2012 Liam Roden, Trish Crumpton, Mairi Dunn, Neil Sutton, Tony Zucarro, Chris

1 Attendance: Board Directors: Nanaimo Youth Soccer Club Executive Meeting Minutes Beban Field House Wednesday, October 17, 2012 Liam Roden, Trish Crumpton, Mairi Dunn, Neil Sutton, Tony Zucarro, Chris Jackson, Murray Banting, Jazz Sohal, Ian Johnson, Harry Sommerfield, Rob Jakobsen, Jeff Till, Carl Neibel, Rob Houtman Regrets: none Staff: Jeannie Isbister, Claude Bolton [joined meeting at 8:27] Members: 0 Public: 2 1. Call to Order Motion to call to order at 7: Approval of Agenda Addition of: Club Constitution and Bylaws, and Associate Membership Request for Support Motion to adopt agenda, as amended. 3. Minutes a. Executive Meeting, September 19, 2012 Correction to minutes after 6.c. and before 7. such that it is recorded that Board Member Sutton recused himself from meeting. It was further requested that previous meeting minutes indicate the same, as appropriate. Motion to approve minutes of September 19, 2012, as amended. The action items from the previous meeting were reviewed. 4. Administrator Report Jeannie reminded board members to let her know in advance when larger items will be delivered to the clubhouse as she arranges other activities that may have conflicts. Jeannie also asked for help for the upcoming photo days. 5. Executive/Committee Reports

2 a. Registrar: Just over 1700 players registered for this season. b. Youth: Trish advised that the four U16-18 boys teams may be reshuffled due to an imbalance between the teams. Coaches are being contacted to determine if they wish to move forward. c. Treasurer Report: Trish distributed and reviewed September, 2012 Accounts Payable report. Motion to receive report. Volunteer Coordinator: Jeff raised the issue of having volunteers set up and take down goals, tents and signage for Saturday games at Beban fields. There was discussion on creating an incentive program that could attract volunteers to help out on these occasions as well as others. Murray stated that there may be a solution for netting on the back of goals. He will look into this further and speak to it at the next meeting. Discussions moved on to general communications and awareness of both volunteer opportunities as well as letting volunteers know what tasks need to be completed. f. Fields Report: Rob commented that there is an ongoing problem with nets being de-anchored at Elaine Hamilton fields and that permanent anchors should be considered. Another challenge is the access to washroom facilities at a number of fields. Mairi and Jeannie commented that they have also heard concerns and paid for key deposits in order to have keys available for the Elaine Hamilton field. The board discussed reimbursement for taking this initiative. Motion that funds be released to reimburse Jeannie Isbister and Mairi Dunn for bathroom key deposits. g. Sponsorship Report: Tony advised that there is an upcoming toy drive as part of Breast Cancer Awareness and that the society has asked to meet with him to discuss participation. Technical Director, Claude Bolton, joined the meeting at 8:27 pm [part way through the following item]. h. Referee Coordinator Report: Concerns were raised regarding referee game assignment procedures. The previous, and current procedure is that referees officiate games for the same Club for which they play; Nanaimo Club players referee Nanaimo games and Oceanside Club players referee Oceanside games. However, it appears that the Mid-Isle Club did not add transferred players wishing to referee to their referee roster. This has resulted in those players not being scheduled to officiate games within the district. As a

3 temporary solution, the referee assignment coordinator for the Nanaimo Club will include those Mid-Isle Club players that sought transfer out of the Nanaimo Club. Board Member Neil Sutton will raise this matter at the next Nanaimo District Youth Soccer Association, which is the organization that trains the referees, as well as collecting fees and paying for the program. This matter will be further discussed at the next Club meeting. 7. New Business a. Referee Allocation for NYSC [Harbour City Football Club Nanaimo] Games: this matter was discussed in the previous item. b. Club Constitution and Bylaws: discussion of the process to follow to seek membership approval to change the Club name. Motion to hold a special meeting for the purpose of amending the Nanaimo Youth Soccer Club Constitution and Bylaws for the purpose of renaming the Club to the Harbour City Football Club. c. Associate Membership Request for Support: A request from PACWEST BC to seek endorsement from the Club for their membership application to BC Soccer Motion that the Nanaimo Youth Soccer Club endorses PACWEST BC Membership to BC Soccer. Board Members Neil Sutton and Rob Houtman recused themselves from the meeting at 9:13 p.m. 8. Technical Director Report Closed Meeting [In Camera] Motion to go into a closed meeting [in camera] at 9:14 p.m. with Jeannie Isbister and Claude Bolton invited to attend. Motion to come out of the closed meeting [in camera] at 10:37 p.m. Continuation of Meeting 9. Old Business 10. Next Meeting: Wednesday, Adjournment Motion to adjourn at 10:44 p.m.

5 Action Items From Previous Meetings Meeting Date and Item Who When Status September 19: Respect Your Health research and followup September 19: Meet and discuss ways to support Just For Kicks program Liam, Neil Liam October October 17: add to next agenda: Netting for Goals Murray October 17: add to next agenda: amendments to previously approved minutes to include reference to recusal from meetings due to conflict of interest. October 17: add to next agenda: update from Board Member Neil Sutton regarding his attendance at, and discussion of, referee program delivered through Nanaimo District Youth Soccer Association. Chris Neil

PSC Standing Rules and Regulations

PSC Standing Rules and Regulations Article I - Changes to Standing Rules and Regulations Changes to these Rules and Regulations for Prairie Soccer Club (hereinafter referred to as the Club) may be made