AYSO 418 Board Meeting Minutes

July 13th, 2016

Attendance

Meeting commenced at 1922

National Games:

Last week was national games. It was in West Palm beach, Florida. Very hot. The program itself was great. First day was Soccerfest, part of which was cancelled due to weather. Each team was scheduled to play 5 pool games. Based on outcomes, winning teams advanced to final 3 games. 7 out of 8 AYSO 418 made it to the next level (medal round games). U14 girls lost on PK shoot out. U12 boys lost against a California team. U10 boys finished 3rd. U14 boys and U12 girls finished 4th U16 B -5th U16G-8th. Did trading pins. Water bottles were handed out. Each player and coach received a ½ gallon water jug with AYSO logos on it. Canopies for each team. Expensive tents – but great quality. Shipping was provided by a parent’s company and will be delivered to the office. Some of the other teams did not reflect or adhere to the sportsmanship aspect.

The board appreciated Eric’s assistance in coordinating the efforts.

Minutes:

Distributed to the board members. Will ask for approval via email in lieu of quorum.

Blue Sombrero:

Susan B distributed information on enrollment.

Blue Sombrero collects info on volunteer preferences. Will assist in getting folks assigned to certain volunteer positions.

As of today we have 2234 players registered. We are a bit below last year at this time, specifically in CORE program.

MORE volunteers identified with this new registration process than with eAYSO. 800 compared to 322. 102 undecided.

DA access - level of access does not match our titles. Will be doing a crosswalk by a subgroup of the board.

Many folks still need to register. Need a target date on when to cut teams.

No need for Shutterfly anymore.

RECOMMENDATION: Teams will be cut on August 20th 2016.

Barb requesting additional information about functionality of Blue Sombrero.

Every year we have approximately 2/3rds of the registered athletes at this point in the game. Need to spread out communications to all parents when reminding parents about registration. Recommend sending out email to parents who did not register for MY2016 reminding them about open registration, rather than sending it out to all parents as a blanket email blast.

Need to recruit someone familiar with all the social media that kids are using.

Need to better advertise the AYSO experience.

Discussion held on tactics to increase registration. Need to understand why kids from last year have not re-registered. Consider sending out a short survey via Survey monkey to determine the reasons on why players have not re-registered.

Michael did send out a survey at the end of the season. Some reasons expressed were conflicts with baseball, less scored games due to conflict, etc. this would be great “Director at large” project.

RECOMMENDATION: (1) Region will communicate to those players from last year that have not registered this year reminding them to register. (2) Director at Large to send out a survey requesting parent input on perception of the program.

Registration for U6 / U8 players. For U5s who are going to U6 who, based on new regs, would be moved to U8: players have the option to play down if requested.

(Quorum reached at 2005)

In the past an emailwent out to the parents with verbiage that explains how placement will be made. Offer kids born in August – December 2010 the opportunity to play down?

ACTION: Motion made to allow the possibility of having this subgroup of kids play down.APPROVED.

U6 DA will discuss with U8 DAs the possibility of communicating this option.

NEW BOARD SELECTION

A Board Selection Nominating Committee composed of board members AND non-board members met to review current board positions, requests for returning members, transitions, and open positions. The following is the recommendation for the nominating committee.

Compulsory Board Positions (Voting) / Nominee / Member Status
Regional Commissioner (RC) / Rob Randolph / Returning
Regional Coach Administrator (RCA) / Jeric Johnson / Returning
Regional Referee Administrator (RRA) / Karen Butler / Returning
Risk Manager / Safety Director / Brendan Deely / Returning
Treasurer / Jeff Stern / Returning
Registrar / Lindsey Bartholomew / Transferring
Child and Volunteer Protection Advocate / Susan Boush / Transferring
Non-Compulsory Board Positions (Voting)
Assistant Regional Commissioner / Eric Smith / Transferring
Volunteer Compliance Director / Barbara Passman / Transferring
Secretary / Elsie Lindgren / Returning
Communications Director / Deb Arora / New
Marketing Director / TBD / TBD
Purchasing Director / Laura Rosch / New
Fields & Equipment Director / Rob Huge / Returning
Director at Large / Dave Schlensker / Returning
Ancillary Programs Director / Eric Moran / Returning
- EXTRA Program Director / Eamonn Byrne / New
- Northwind Program Director / Don Shirley / Returning
- Winter Indoor Director / Adam Cole / Returning
Division Administrators
- DA Coordinator / Carol Deely / Returning
- U5 / Brent Vincent / Returning
- U6 Boys / Michael Lingertat / Returning
- U6 Girls / Michael Lingertat / Returning
- U8 Boys / Eric Smith / Returning
- U8 Girls / Dan Long / Returning
- U10 Boys / Jamie Ellison / Returning
- U10 Girls / Blair Hughes / Returning
- U12 / John Patterson / Returning
- U14 / Gene Kinsella / Returning
(- High School (U15-U19) / Kelly Peaurt / New)
Non-Compulsory Coordinator Positions (Non-Voting)
Assistant Coach Administrator / Joey Carosella / New
National Games Coordinator / Eric Moran / Returning
VIP Program Coordinator / Jonathan Weatherly / Returning
Web & Data Coordinator / Thor Uremovich / Returning
Web Store / Ivan Boone / Returning
Sponsorship & fundraising Coordinator / Gene Kinsella / Returning
Scheduling / Albert Tsai / Returning
Capital Planning & Fundraising (Field Improvement) / TBD (Dave Hanson, others) / TBD
External Auditor (part-time) / TBD / TBD
Community Liaison / TBD / TBD
28 / Voting Members
10 / Non-Voting Members

The board reviewed the proposed board membership.

ACTION: Motion to approve the new board slate proposition which includes all under compulsory and the 20 non-compulsory board position nominations. APPROVED.

ACTION: Motion to create a new High School division (U15-U19) to be administered by a new DA: Kelly Peaurt. APPROVED.

Coach Report

-Classes available. August is our certification month. Communications have been sent out on other educational opportunities.

Referee Report

-Classes scheduled.

Uniforms:

Laura will work with Lindsey on ordering process.

Commissioner’s report:

Priorities:

-PRIORITY: Need an auditor

-PRIORITY: Field improvement options and opportunities, including sponsorship.

-PRIORITY: Girls High School team expansion. Communication will be sent out to all 2nd year U14 parents / players.

-PRIORITY: Community recognition

-PRIORITY: Need a coach and a referee list to “accept” as volunteers

-PRIORITY: Office clean-up

Next Meeting:August 1st, 2016Adjourned at 2103