Vienna Youth Soccer
Board Meeting Minutes
September 6, 2017
Call to order
Bob Lesjak called to order the regular meeting of the VYS Board of Directors at 8:05 p.m on September 6, 2017 at Amphora Restaurant.
Attendance
Board (all present): Bob Lesjak, David Harvey, Mike Allen, John Denemark, Jeramie Kopp, Nick Klop, Tracy McCarty, Bonnie Van Der Weide, Andy McIntyre, Mike Seminaro, Aravind Jagannathan, Jessica Sartorius, Simon Hamilton, Margaret Kerfoot, Jay Selwood
Staff: Ann Walls, Mike Clark, Chris Pisani, Camille Cheatwood, Mary Nunley, Steve Lehany, Kevin James
Guests: Doug Walls
Approval of minutes from last meeting
Mike Seminaro shared the minutes from the last board meeting. The minutes were approved as shared.
Announcements
· Future meetings will include updates from committee leads. A registration report will be distributed prior to the meeting with up to date registration numbers. The leaders for each program (VP, DoCs) will provide updates on registrations.
· Mike Clark gave an update on winter fields. Applying for space in Elem Schools with NCS, in addition to private space. Mike has met with DoCs to determine required space.
· Reviewed operational imperatives. Touched on winter registration and Halloween parade. Both are on track with the plan.
· Steve Lehany gave update on house program: Dry run completed. Coaches meeting record attendance: 50 coaches. Registration numbers are nearly at budget (~25 short on players, but nearly there on dollars due to late fees). Cubs enrollment is above budget. Dev center is about 70% revised budget. Steve will be out at games this weekend to drive awareness of dev center. Andy asked about registrations going forward and will we be able to accept those players. Jay answered that the registrations are still open, but we are not able to accommodate all if the rosters are filled.
· David Harvey gave a travel update: 1st league games (VPL) the weekend before Labor Day. This was the first year (that we know) in which all players/teams were carded in advance of first games. Lots of teams in tournaments this weekend. Ann is compiling an update for our website and newsletter for our results and top performances. EP starts on Friday. We had a capacity of 208 registrations – current registrations are 65. DoCs will start monthly coach training in October. Bonnie updated on the plan to send a travel feedback survey to the 200+ kids who played VYS travel last year but are not playing travel this year.
· Andy McIntyre gave a field update. Some closeouts the committee is dealing with, especially Oct 23rd. Some issues with parking at Oakton HS. Andy has spoken to Lynda Smith (Providence supervisor) about issue with parents stopping in middle of road to drop off kids. We sent a reminder to the families about field behavior at that field. Oakton HS fields are expected to remain open during constructions. Team is now able to start focusing on winter space as season is underway. Marhsall HS will be re-turfed in summer.
· Nick Klop gave a referee update. Have about 12 new referees this fall. Laws have been updated on the website with revised fields sizes per age group. Planning to have an interest session in the fall for people interested in becoming new referees.
· Mike Allen gave update on marketing committee. Planning to start filming spotlight series this weekend. DC United on field experience: 9 out of 10 team spots are filled. 1 team did an on-field experience (tunnel) at a recent Spirit Game. Sponsorship update: Tracy is working on an agreement with Whole Foods. They want to sign a comprehensive 1 year commitment to cover event sponsorship where they provide food/drinks at our events, and they get included in our newsletter, website marketing, etc.
· Chris Pisani gave a finance update. We are nearing our budgeted numbers on house and travel, but we are still low. We are looking at ways to adjust the spending budgets to reflect the lower revenue. Chris is making some updates to expenditure projections based on latest information: field spending, coach’s admin costs, coach training are all forecasting lower than budget.
Actions
· John mentioned that Oakton and Madison are looking for soccer coaches and asked if we could help get the word out to our coaching community about the opportunity. John took an action to draft a message and give to David Harvey to distribute to our coaches.
· Mike Seminaro to setup for feedback. Also need to see if we can have analytics on views of the document on website.
Adjournment
Bob Lesjak adjourned the meeting at 9:27 p.m..
Minutes submitted by: Mike Seminaro, VYS Secretary