LFC Board Meeting Meeting Minutes June 8th, 2016 Opening The meeting was called to order at 6:35 pm by Julian Robins Board Member Board Position Present Daragh Cullen President No Julian Robins VP of Recreational- North Yes Vince Strawbridge VP of Recreational- South Yes Robert Aranda Vice President of Competitive Yes (departed at 8:30pm) John McCarron Vice President of Player Development Yes Dan Shupsky Treasurer Yes Alicia Rossow Registrar Yes (departed at 8:30pm) Sheryl Fernandez Secretary Yes Johan Jonsson Member at Large - Communications Yes Jessica Dilchand Member at Large Marketing Yes Daryl Denson Member at Large Yes Guests Stephanie Keen Club Operations Manager Yes Eoghan Conlon Director of Travel No due to rescheduled tryouts Ernie Head Director of Inter-League Yes Topic Tropics Presentation Notes Tropics representatives on site presenting partnership proposal Tropics is an indoor soccer league. Notes: Offer advertising for the local clubs They are club neutral Offer free season tickets to local clubs to distribute to its players Tropic players commonly will take coaching jobs on the side with local soccer clubs while they are in Lakeland for the season. Players schedule allows them to be available in the evenings Players practice at the Lakeland Center Page 1 of 7
Approval of Minutes Tropics pays a fee for each game to utilize the Lakeland Center, with other arrangements to practice there Offer Play Like A Pro program where local soccer clubs can buy 100 Tropics game tickets and get a 30 minute time slot to use the field in the Lakeland Center prior to the Tropics game that day. Time slots run throughout the day of the game, the most popular slots being the slots closest to the start of the Tropics game. Slots are reserved with a deposit, first come first serve Currently they have partnerships will all the clubs in the area except for Four Corners Their indoor soccer league has 4 teams. They play 20 games a season, 10 home at Lakeland Center and 10 away Field size is 85 by 200, they also use penalty boxes Potential outdoor development league in the future Nov 11 th is the home opener Their office is by Regal Kia Partnership proposal No money changes hands They give 6 season tickets to LFC Special group ticket pricing for our members of $12 a ticket. Can be individual tickets or groups, no group minimum. Regular price of ticket is $18 LFC logo goes on the Tropics website Tropics logo goes on the LFC website We have the option of doing a promo table at a Tropics game Dan to negotiate with Tropics to request 15 season tickets in exchange for us sending email reminders to tell our members about each home game. Alicia motioned to approve board meeting minutes from 5/11/16, with Johan as a second, and further unanimous approval by the board. Page 2 of 7
Financial Update Team Balances from this past season All team accounts for the next season will be zeroed out. Stephanie is scheduled to meet with Derek on completing this. With the closing of the team accounts from last year, we need to communicate to the parents that balances will not be carried forward as we have in past years. All players need to pay the registration fee. Past team balances cannot be used. Discounted registrations will not be available for potential scholarship recipients. Parents must pay full registration fee and apply for potential scholarships Stephanie and Dan will work through the team balances after all expenses have been paid. Stephanie will be wrapping up all team financials by June 24 th. Several teams are wanting to use the funds to donate to TJ Budget Committee for 2016/2017 Season Last year s committee met two times, recommending we meet 7-8 times this year. Question to consider- do we still utilize team managers to keep track of each team and player s balance, past dues, etc? Committee tasks o Review last year vs this year s expenses and income o Forecast income plan for 2016/2017 o Develop expense budget for 2016/2017 o Develop new SOP for account for check and balancing referee payments o Develop new policy for Saturday Field Marshall duties o Follow up on outstanding team balances and move forward plan. o Need to consider all our unplanned budget items from this past year and incorporate them into next year s planned budget o Committee for 2016/2017 will be Julian, Johan, Alicia, Daryl, and Eoghan. Misc Our projected end of year balance is lower than discussed in previous meetings. Earlier estimated expenses did not include the coaching expense increase (3 rd payment had not cleared yet) or the additional office expenses, new projected end of year balance is 15K The Club debit card has been processed and has a $5,000 limit. This allows team managers to go to the LFC office to use card to pay for items from the team account. The bank is looking into ACH transfers for monthly payroll payments. If we utilize this service there will be a charge. Page 3 of 7
Club Operations Manager Update Travel Program Successful tryouts Biggest operational problem was that some parents thought they had registered for tryouts, but they really only completed the Blue Sombrero account registration and did not take the second step to register for tryouts. We will provide a step by step in the future. Lightening became an issue at tryouts. See further notes below. Travel Team Registration page has been completed on Demosphere and Facebook with registration info regarding Saturday s sign ups, important documents, FAQs, etc. Completing the spreadsheet doc to send to Vince @UWS. He will upload and use the player emails to send the uniform order link Size try on was available at tryouts and will also be available at registration Website Providers In the process of researching other website providers. Blue Sombrero has a clean look and is pretty basic Stephanie will be testing out some sample site building from Blue Sombrero this month to see if it works aesthetically and for our use. Can still use Blue Sombrero in the back end and consider other web site providers. Also considering Affinity Sports as a possible back end registration site for the future. We will have to purchase the LFC domain to have a new site. Site Director Job Description Rough outline provided to the board for review and to provide feedback on. Board reviewed and approved of it. Board stated this should be a seasonal commitment, not yearly. Consider having it be a rotation so it is not the same person each week. Lightening The club previously had two portable lightening detectors, one for each park. One was taken to a tournament and did not return. Robert will attempt to track down what happened to it. Alicia will check with Florida Southern to see what they use and the cost of it. Florida Southern uses a service where a text is sent to a set list of phone numbers when lightening is within a certain mileage range. We need to set club lightening protocol/policy and ensure all coaches are informed and following the policy Things to set in the policy at what distance is the lightening strike when we pull players off the field and how long we wait after last strike within that distance before we allow players back on the field Need to have one authorative source either a person or an app that all coaches must go by to ensure consistency. Page 4 of 7
Scholarship Fund Vince proposed creating a dedicated scholarship fund so that parents can contribute to either a Travel Scholarship or Inter-League Scholarship fund to help kids in need Need to have a line item added to track all scholarship income and scholarships paid out Need to promote online donations to the scholarship fund Possibly allow donors to specify a team or player they want the funds credited to Vince to put together something for the Travel Registration Marking Update Our cost for a 3x4 sign is $50, Julian will try to get a price for 3x6 sign that is as low as possible. Carter Road has the potential for 330 signs per year Will promote sponsorship sign purchases at Travel Registration Potentially setup option to put names on practice jerseys 400+ players with sponsors names on them Possibly setup a Tier 2 sponsorship o Name on all practice jerseys o 3 signs at Carter Road o Name on 5 Inter-league teams at Carter Road o Name on 5 Inter-league teams at Lake Parker o Sharing our mailing list o Listed on LFC website as a sponsor o Once a month promo on Facebook and LFC website First Friday we are registered to participate in First Friday in August Lamar Advertising will do the same as last year and travel, but do not do Winter Haven for Inter-league Travel Update Travel program has the same amount of girl teams as last year There are 3 more boy teams this year Need to consider contacting All Star players in the 2008-2009 age group as we had only 3 girls register for that team Tryout coaches may not have followed Eoghan s direction 7 boys did not return to our travel program this year several went to the Brandon development program 4 girls did not return to our travel program this year Post Tryout communications need to be improved o Possibly post names or tryout numbers online o Possibly have email from club on what to expect after tryouts, etc Discussed the Travel Director of Coaching contract renewal. o Reviewed and discussed the performance evaluation o Motion requested by Robert, seconded by Jessica with further unanimous approval to have Dan and Robert negotiate new Page 5 of 7
contract Inter-League Update Fall season registration set date of June 25 th to open registration Motion to set Fall season registration rates at the following rates submitted by Julian, seconded by Daryl, with further unanimous approval by the board. o Early registration $105 would be the same fee as last year ($105) early registration would be the first 3 weeks o Regular registration would be $110 After three weeks, but at least two weeks before registration closes o Late registration would be $115 anyone registering two weeks prior to the closing date. Ernie is putting together the dates on the parent meetings for inter-league, munchkins, etc. Field Maintenance Not Applicable FC Calendar June 18 th Travel Registration June 25 th Inter-league registration opens LFC will be at First Friday in August Misc Updates Orlando City information gather and presented to the board on possibly getting a section at an Orlando City game for LFC members at a discounted rate LFC can sign up to purchase a group of tickets and the opportunity to hold a technical training camp or other training option to its members prior to an Orlando City game. Minimum of 400 participants (300 if we do not do welcoming committee) Sample program o 10am-1pm Training Camp o 1-2pm lunch o 2-5pm Free time o 5-6pm Welcome the Orlando City players on the field o 6-7:15pm dinner o 7:30pm kickoff Costs includes plaza section ticket, the field for us to conduct a training camp, and a boxed lunch o $35 for Plaza End seats (good) o $46 for Plaza Sideline seats (better) o $58 for Plaza Midfield (best) Cost is per person Parking is $20 Lunch allowance is $10 Cost per person includes $5 club fee Page 6 of 7
Should club subsidize cost to coaches? Will put together a sign up sheet for travel registration to gage interest in doing this. Good of the Game First time in 5 years that we retained every player in U16 girls Lost 3 players to Development team Lost 1 player to another club Eoghan did a great job with travel tryouts and handling a difficult situation Adjournment Meeting was adjourned at 9:44pm by Julian Robins. Minutes submitted by: Sheryl Fernandez Approved by: Page 7 of 7