Harbor Board Meeting Minutes July 10, 2017, 6:00 p.m. Round Table Pizza, Gig Harbor, WA Attendance: Office Contact P E U Office Contact P E U President** Jeff Wenrich X Premier PD Oscar Canas X VP Admin* David Kinley X Club PD* Jon Schuette X VP Ops* Jack Tullis X Small Sided PD* Scott Mahary X VP Comp* Kevin Gray X Asst Small Sided PD Heath McLellan X Treasurer Shannon Lee X Micro PD* Patrick McCutcheon X Secretary* Ted Smith X Rec Team Assignor Nora Mahary X Registrar Rec* Nora Mahary X Business Develop. Heath Heikkila X Registrar - Prem Vacant - - - Game Scheduler Jennifer Moreland X DOC Boys Vacant - - - Comm Coordinator Leigh Sutherland X DOC Girls Shawn Alire X Discipline Cmte. Jen Quilio X GM Jason Jarrett X Event Coordinator Carrie Milbrot X Youth Dir Mitchell James X Spirit Wear Kirstin Brent X Member at Large* Chris Knowles X Member Accounts Jim Lee X Fields Camp. Coord. Michelle Matheson X Others: *Denotes Voting member ** Denotes Member Who Votes only in the event of a tie July meeting called to order at 6:16pm Adjourned at 9:18pm Approval of Minutes: June 2017 (Approved - AYES: 5, NAYS: 0, Abstain: 0) Board Reports: Officer reports to follow President: Needing 1MM for Pen Met to begin the next phase for fields design creation. o Still looking/needing donors. Looking at possibly starting up the auctions again. Looking at possibility of adding field fund option to registration. Will apply for US Soccer and Hellas Turf grants. Seeking corporate sponsors and options for naming rights. Fields Campaign Coordinator: Have scheduled a few interviews but needing introductions/leads for additional donor interviews. Interviews have been difficult to schedule not for lack of interest but more due to timing and schedule conflicts. 1
VP of Administration: Will remove and close current Premier Registrar email address once new Premier Registrar is voted in by the board. Treasurer: Have collected on some past due accounts. Reviewing registration numbers as they relate to program budgets. GM: Stoke City Camp: o HSC had 17 player recommended for Regional camp being held Aug. 2-5 in Georgia. o Looking at opportunities to do better player forecasting for 2018. Member at Large: Due to holidays/vacations little activity is planned for the month of July. Will regroup again in mid to late August. Business Development: Currently at about $27K for corporate sponsorships. Forecasting about $30K - $35K for the season. Looking at opportunities to provide value adds for our current and future sponsors. Recreational Registrar: As of 7/10, the recreation program numbers are a bit behind last year. Looking at ways to get the word out and increase numbers. Team assignment will be coming soon. Spirit Wear: Will begin communicating the Spirit Wear Garage Sale soon. Committee Reports: Event Coordinator (Carrie) Appreciation Event: o Jason and Carrie have most items covered. Immediate need is a stage. Jeff to contact HCC to see if the stage can be used again this year. o Jeff working on a few more game vendors and possible balloon maker. o Need to settle on an MC. o Carrie will begin communicating on volunteer needs. 3V3: o Carrie will begin communicating on volunteer needs. Tyee Cup: o Hopeful to have 90+ teams. o David working with the City of Gig Harbor for team handouts during registration. o Carrie will begin communicating on volunteer needs. 2
Appointments/Nominations: New Motions: Premier Registrar (David) Premier Registrar: David nominates Camille Schuette as the HSC Premier Registrar. This will be a full exemption position prorated through the end of the calendar year. This will be a nonvoting position. Scott seconds the motion. (Approved - AYES: 6, NAYS: 0, Abstain: 0) Old Business: Travel Budget (Oscar) After additional input from the board, Oscar will modify the policy to reduce complexity. Proposed option for committee review prior to 2018 season. Premier Budget True-Up (Oscar) Within budget but additional work/discussion may be necessary for line item true-up. New Business: HSC Night at the Rainiers (Heath) After a few discussions with the Rainiers and the board, it has been decided to not pursue this event. Will continue to work with the Rainiers to promote their club and provide space at our 3v3 and Appreciation event. Night with the Sounders (Carrie) Scheduled for August 27. Carrie will work with Leigh to begin communicating to the Club. Good of the Game: Thank you to David for help with the Slammers tournament posters. Officer Reports: President: Fields: Met with PenMet board on June 12 th. Discussed where we are with the fundraising to-date. Their board is still fully committed to Harbor Family Park development. Still waiting for us to hit our funding thresholds in order to move to Master Planning stage Michelle continues to work on interview scheduling PCS: Did not attend June meeting due to travel schedule. Gig Harbor Law: Will discuss Travel Policy in New Business Need to discuss what other documents we should have them review for us, if any. 3
Newsletter: Thanks to everyone who has contributed to the newsletters! Have heard many positive comments thus far. Please contact Leigh if you have any suggestions on content Good of the game: We are getting into the crazy season with team formations, coach meetings, camps, Appreciation Night and Tyee Cup. We will need a ton of help to successfully pull all of these off successfully. Please step up to assist in any way possible. Thank you! Vice President of Administration: July 2017 June was a very busy month. Margaret resigned her position as Rec Registrar and after I filled in for a brief time Nora Maharry agreed to take on the added responsibility. A special meeting for voting members was held via teleconference and Nora was approved by majority vote. She will be filling the position at least until the end of the year when the Registrar positions were due to be renewed. Met with Recreational team regarding roles and responsibilities. Discussed clear and consistent communication process. Shortly after Margaret gave her resignation, Michael expressed his desire to be done with the Premier Registrar duties and gave his resignation. I have been filling in since then and actively working on items such as completing registration processes, tracking unregistered players, chasing down parents to fill out waivers, assigning players to teams answering questions from parents, team managers and coaches, and producing rosters for tournaments. This has consumed most of my available time to work on Harbor Soccer tasks. Camille Schuette has agreed to take on the responsibility and we need to vote on her nomination. I will continue to work with Camille on registrar duties as I hand the duties off to her, and as she is on vacation for the next week or so. Through the process of losing both of our registrars and trying to find replacements, the need for well developed job descriptions and delineation of duties has made itself clear. I have started the process of creating new job descriptions for all board positions which will be sent out to everyone to edit, add to and polish for completion. It is very important to have these clearly published so that transitions to new board member can be done with as little disruption to the club and our customers as possible. See reports from Carrie, Leigh, and Heath for info on Events, Spirit Wear and Business Development. Registration reports: Premier has a total of 381 registered players assigned to 26 teams (includes Jr. Academy). Recreational currently has 537 players registered in all programs with registration closing on July 31 st. 4
Premier Registrar: (vacant) No report submitted. Recreation Registrar: No report submitted. Communications Coordinator: July newsletter sent Saturday, July 8 th. Highlights = G01 run at regional tournament, upcoming summer camps and extra training opportunities, first call for Appreciation Night and Tyee Cup volunteers, sponsorship highlights from Multicare and Crater Lake Soda, and micro season outline Thank you to those of you who contributed content! I ll be in touch next month for new information for August. Spirit Wear: No report submitted. Events Coordinator: No report submitted. Business Development: Sponsor Retention: Review current and recent sponsorships and work to renew/retain that support for the 2017-2018 season. Continue working with Multicare to finalize updated agreement and secure $15K check (will discuss with Jeff). Met with Ohana Harbor Coffee and it looks like they will come on board with a $1,500 sponsorship. Logo to appear on recreational practice/coach t-shirt. Continue reaching out to other past HSC sponsors Q Financial/James Group, Pro Sport + Spine, etc. Ensuring recognition of sponsors in HSC Monthly Newsletter: May Heritage Bank; June/July Multicare/Crater Lake Soda. Also looking to do a dedicated sponsors guide later in the fall? Will be working with Carrie to identify opportunities to give sponsors visibility at our upcoming Appreciation Night and Tyee Cup, including potential food vendors? Current total 2017-2018 sponsorships pledged/received: ~$26,500 Sponsor Development: Developing a list of development prospects and initiating contact. Kohler Heating & A/C agreed to a $500 sponsorship. Working to see if they might be willing to do $1,500. Met with Harbor General Store (same contact as Ohana Harbor Coffee) and it looks like they will come on board with a $1,500 sponsorship. Logo to appear on recreational practice/coach t-shirt. Discussing opportunities to market their business lunch specials during fall soccer season, specials on halftime snack kits, etc. 5
Focus for the next month will be offering sponsors logo recognition on the recreational player/coach t-shirts. Will work with Scott to get him all the logos in time for his deadline for ordering. Contacted Metagenics (thanks for the contact David) and will be working to solicit support for next year (their budget is exhausted for this year). Contacted Rainier Collision, Harbor Life Chiropractic, and Walrath Landscape Supply waiting for word back. More to come. Other Revenue Opportunities/Activities: Take advantage of other fundraising opportunities and charitable giving programs: Continue to provide Leigh content for the newsletter highlighting our sponsors and other revenue opportunities. Contacted the Rainiers about a possible Harbor Soccer Night at the Rainiers in mid-july, but didn t hear back. I will be reaching out again and inquiring about the first weekend in August (Aug 4/5) to see if it might work. If not, then I would like to work with them to promote some of the upcoming games to provide them value for their sponsorship. Happy to discuss the concept further. Vice President of Operations: DARC Committee -No reported issues thus far, as we wind through summer tournament season. Field budgets/usage/planning -Will communicate out to each Program Director timelines, expectations, etc. for fields, beginning now, and running through fall. Working with Kevin on the details and communication strategy currently. -Need to verify budgets specifically for TCC and Lighthouse, as work capital improvements need to be done to both soon. Program budgets -Met with Oscar to review Premier Program budget, and determine updated revenue and cost projections now that Premier registration is mostly complete. We outlined a number of areas to adjust, based on actuals. Oscar to provide update for all at Monday s meeting. Business Development -Will continue to assist Heath where possible. Good of the game -HSC is working with GHHS Lady Soccer to help promote the upcoming 1 day camp in August with Coach Cox, and a number of HSC Premier players will be assisting during the day. Premier PD: No report submitted. Club PD: Registration It appears registration is moving forward from the comments and questions I am getting regarding teams and players. Here are the registration numbers by age group as of 7/4/2017: 6
G 2006 3 (playing up) G 2005-34 G 2004 19 G 2003-1 B 2005-5 B 2004 9 B 2003 3 B 2002 9 (Jeff Flaskerud s team) B 2001 10 (Jeff Flaskerud s team) Coaches Mike Wood has replaced Andy Rohr for the G 2003 team. Uniforms For the recreational club, we have used Under Armor for the away jersey in a forest green and the ProTime Vancouver white jersey for the home. The front of the jersey will say Harbor Soccer Club along with the shield. The Select team s jerseys will be Under Armor and will say Harbor Select on the front with the shield. **These are mockups and the actual jersey will not include the Harbor Premier shield. 7
Fees Due to some play ups from Small-side to Club, we have to charge an additional $60 due to the difference in price. Shannon and Scott have been instrumental in addressing this. Tournaments Jeff Flaskerud s B2001 team will be playing in the Kick in the Grass tournament in Tumwater on July 14 th, 15 th and 16 th. Nora was helpful in getting them registered. I am working with ProTime to have uniforms ready for the tournament. Small Sided PD: 2017 Registration: To date, 367 players have registered for Small-Sided. Numbers are coming in light so far this year. Last year at this time we had approximately 430 players registered. I ve sent several communications out to all Small-Sided players from last season, and will be sending out several more communications in the next two weeks to try and boost numbers. I am also continuing to respond to questions from parents. Coaches: I currently have 36 coaches confirmed for this season. I am continuing to send out notifications to existing coaches and inquiring about new coaches. Coaches Meeting: The Small-Sided coaches meeting and coaching clinic is tentatively scheduled for Wednesday, August 2 from 5:30-7:30. I will need help from Mitch to conduct the coaches clinic, focusing on easy-to-implement practice drills and topics for beginner/volunteer coaches. I ll be reaching out to Mitch this week to discuss the coaches clinic/meeting. Fees: Small-Sided registration fee will increase from $190 to $215 after Friday, July 14. Communications this week will highlight this. 8
Micro PD: Registration: Micro registration opened April 1st, 2017. Open registration closes July 31st, with $25 late fee thereafter. Thanks to Leigh for including the note about Micro Season in the monthly club newsletter. Planning to send another email blast to for each Sunday evening in July. Through Sunday July 9th, the Micro program has 67 registered players, compared to 104 last year. I will be monitoring registrations and will begin team formation later this month. Communications: Will be sending out a blast to parents reminding them of open registration close date. Will be working with John at Pro-Time to plan for uniform kit and set up ordering on a team submission basis. Will work with Heath to schedule the coach s meeting in early August. Will also be contacting Mitch to schedule a coach s clinic. Answering a lot of emails from parents and coaches. VP of Competition: Fields / Maintanence: 1) PSD and Pen Met Completed field requests for August thru November including Tyee Cup a. Sent request for repairs at GMMS lower to sprinklers and drainage. PSD Maintenance knows of Bad Valve same issue as last 3 years and has nothing scheduled to repair. They do not know where Valve is, prints are not correctly as-built. Asked for them to dig for it and we would work around the digging to finally fix issue. Jeff head of maintenance is looking into his schedule to possibly work on this issue. b. Sent in another request for sprinkler repairs to GMMS Lower and Upper. PSD was on site Thursday working on issues with both Fileds 2) Looking for a field maintenance person for summer and fall to get all goals and nets ready for Summer. Along with Some field repairs. 3) LCS : a. Field has not been mowed in over 3 weeks, there maintenance person on vacation. there is also a sprinkler that is broken or in need of repair. field Unuseable. Been in contact with Jason J. and Jeff W. in regards to LCS field. Phone message left with Maintenance manager at school who might be on vacation 4) TCC: Been ready for Use since June 15th a. Needs repairs for parking lot. awaiting Budget Approval on 15 YDS of gravel and other items b. Need to have rough areas cleared by the street from over growth. Budget Item needs approval c. One of Sprinkler's do not rotate needs replaced. 9
5) Getting Sanicans and goals located on fields per Practice schedules for summer. Waiting on Summer practice schedules to complete and have everything ready for teams before they have practice. Schedules: 1) Jennifer is starting to work on Pre-scheduling on Google Docs. This will give us head start on schedules and just plug and play for all games when they come out last minute. Referees: 1) Working with PCSRA on recertification of any refs in Harbor not up to date a. Would like to add page to website for our Local GH referees that has all links to recertifications and continued education b. Talking with Parents of referees that are uncertified or did not referee game. What can we do to help bridge gap with kids and PCSRA c. Referee Pool for U7 -U11 non SSUL. See Attached proposal for referee pool and costs for referee's. Field Equipment: 1) Getting budget written based on equipment needed for fields and goals to fit into budgets for all programs that have been approved. Treasurer: January June 2017 preliminary results (vs. prior year): Registration fees were trending up vs prior year, however dropped to (4.5%) YTD June; ($25k) less than the prior year period. Coaches Expenses starting to trend back down. New contracts in place. Need hard copies from Jason. Field rental reporting down $40k over the same time last year; due to timing of PSD invoices; PenMet currently at half of the prior year. Field Maintenance is update of the prior year with no spend list during this time of 2016. May be a reporting discrepancy. In TCC line item. Will review with Kevin. Net Income of $218k is up $30k over the prior year YTD. Note FA & discounts not recorded. January June 2017 preliminary results (vs. BUDGET): 70% of the budgeted registration fees have been collected ($657k YTD June vs 924k total year budget) Financial Aid, Board Exemptions and Coaches discounts have not been entered to QuickBooks as of the meeting date. Member Accounts: No report submitted. General Manager: Event Updates Dates for 2017 events o Stoke City Player ID Camp Completed had 45 players attend. 17 were invited to National Camp impressive! o Just 4 Keepers Goalkeeper Camp completed had 30+ goalkeepers from around the area. 10
o Challenger British Soccer Camps Next week July 10-14 & Aug 21-25 Goodman MS o Appreciation Night & 3v3 Live! Tourney August 13 th - exciting all-day event this year at Sehmel. 3v3 during the day rolling straight into 3 rd Annual Appreciation event. This event has lots of moving parts please help where you can! o Tyee Cup August 18-20 o HSC Night at the Sounders August 27 Camps and Clinics Registration Link to HSC Camps page Harbor Premier: 1 st tournaments completed Uniform all distributed except sublimated kit arriving soon G2001 did fantastic at regionals in June Travel tourneys for the majority of the club o Portland Cup July 28 th thru 30 th 2004 & younger o Mt Hood Challenge Aug 4 th thru 6 th 2003 & older o Rooms blocked for all teams travelling club event o Older teams will be travelling as a team and treat it as a travel event Olympic Force Partnership Harbor College Showcase teams and the Olympic Force outdoor teams will be linked as of next season providing further opportunity for our players wishing to go to the next level Harbor Rec o Registrations open o Web pages updated PD's please double check o Starting to get more & more inquires on office phone line. I will be forwarding questions I can not answer myself to the appropriate PD. Please let me know that you have received and reached out so I can close the loop. General & Good of the Game Summer season & lots going on! Please send me content (pics and short summary) of any and all HSC for FaceBook, Twitter, Web. Fresh content is always welcome and this is a great time of year to get it! 11
2 very important events on hand for August with lots to do before they arrive. Please help where you can! DOC and Youth Director: No report submitted. DoC 2005 & Older Shawn Alire The big news for our club in the month of June was our G01 Green team who participated in the Far West Regionals in Utah. They had a great week and made it to the finals but unfortunately ended up losing to the So Cal team. A big congratulations to the team and coach Tim Duffy who led them to the best result a Harbor team has ever had. All our teams spent the beginning weeks of June continuing to learn how to play with each other in trainings since they were formed in mid May. The hard work put in was so teams were prepared to play in the first tournament of the summer selected by the club. They played in the RVS Slammers tournament as well as 4 teams who played in the Rainer Challenge the last weekend of the month. Harbor FC showed well with our teams ending up as winners, finalists, and semi finalists in many age brackets. Next month will be busy with teams entered into the Seattle United Cup, players entered into the PAC ID camp, the College Showcase at Crossfire, the Crossfire Challenge, and the FC Portland Cup. DoC 2006 & Younger Mitch James During he month of June I actually spent 15 days in Ireland for my UEFA B coaching course so my report maybe a little short. Before leaving we started our summer weekly meeting 3.30pm at Golf center on Mondays (29 th of May was our first meeting). During this meeting we went over the topics which we want the kids learning throughout the year. For the summer I set the sessions for the coaches for the most part, and they have to deliver those sessions. After the summer they get to use those sessions throughout the year, or change how they seem fit, as long as they are sticking with topic. I set teams a challenge of covering certain topics by themselves while I was gone, playing out of the back etc. I managed to write evaluations of the coaches and their teams at the RVSlammers tournament at starfire to help support themselves during game situations, what to work on, and most importantly how best to develop the kids they are coaching. I attended the RCL league placement meeting with Jason and Shawn to make sure we expressed which divisions our teams need to play in. This month we are planning a coaches meeting and field session for coaches. 12