Waterford Soccer Club
Board Meeting
Minutes v1.0
Date: Wednesday, October 5, 2016
Call to order: 7:05 pm
Location: Waterford Club House
Attendees:
Attendee / Position / StatusCraig M / President / *
Eric B / Vice-President / *
Jeff E / Treasurer / *
Jason G / Secretary / *
Vanessa B / Dir. of Coaching
Kevin G / Field Scheduler
Katie W / Assistant Registrar
Matt B / Registrar
Andrew C / Maintenance Coordinator / AL
Michele D / Uniform Coordinator
Perry P / Referee Assignor
Dana Flynn / Concessions Coordinator
Chuck Flynn / Concessions Coordinator / AL
Jim D / Coach
Leslie S / Fundraising Coordinator / AL
Legend
Did not attend
Attendee
* / Executive Board Member
AL / Arrived Late
LE / Left Early
Open Comments:
YES soccer was invited to present to WSC. Below is a summary of the information presented
· Stephen Bell and Matt Brown from Youth Elite Soccer (YES) presenting
· YES is American owned, based in Pittsburgh, and employs approximately 200 seasonal staff
· Services are tailored to client’s needs
· Services are not designed to be “a la carte”
· YES is willing to meet with Waterford further if needed
· YES currently services several local towns including East Lyme, Ledyard, Shelton, and Groton
· YES currently provides services to these local towns as follows:
o Runs U6 program (Saturday AM) and travel in the afternoon
o Provides lesson plans, practice ideas, etc. to adult coaches
o YES “Amassadors” may coach teams
o Consult with coaches during practices in consultant role
o Partner with local Parks and Recreation programs
o “Involvement is as little or as much as town needs”
· Implementation methods include an “Ambassador” program. Functions of the Ambassador include, but are not limited to:
o Attend town events, school functions, and other promotions to market the club accordingly
o Involve 15-20 hours per week total
o Multiple trainees can be assigned, with one being designated the senior
o Assist on all travel teams from a training perspective
o Run all rec youth programs for Saturday AM sessions
o Work with both Fall and Spring sessions
o Physical maintenance of grounds as needed
o “Embedded” resource for coaches and the club in general
o Education/training sessions for coaches and other club members
o Would report directly to the DOC
Waterford’s needs include
· The need to bring in a skilled trainer and assist in developing core competencies for coaches and youth players
· The desire to pair a travel coach with another skilled coach/trainer as needed
· Coach/trainer to come and facilitate lesson plans and practices
· Provide expertise and guidance to the coaches
· Provide differentiation techniques to coaches so WSC can build all levels
YES was asked to provide quotes for services. Costs and impacts are presented in the table below:
Number of Trainers / Cost per Week / Impact to WSC Registration † / Remarks †1 / $900 / $18 per player increase / Travel and Rec
2 / $1600 / $50 per player increase / Travel only
3 or more / negotiable / N/A / Rates may not be linear
† Calculated by WSC based on registration numbers
President’s Report:
· Review of previous action items – complete
· Elections are upcoming – below is a summary of positions. Those up for re-election are indicated with a †
†President: Term up 12/31/2016
†VP: Term up 12/31/2016
Secretary: New this year, term up 12/31/2017
†Treasurer: Term up 12/31/2016
†DOC: Term up 12/31/2016
†Registrar: Term up 12/31/2016
†Asst Reg: Term up 12/31/2016
†Field Scheduler: Term up 12/31/2016
†Ref Assignor: Term up 12/31/2016
†Maint Coord: Term up 12/31/2016
Uniform Coord: Term up 12/31/2017
Concessions Coord: Term up 12/31/2018
Fundraising Coord: Term up 12/31/2018
Volunteer Coord: Vacant
· East Lyme Rec Spring soccer program with WSC is possibility but the following information is needed:
o Are coaches coming with these kids
o At U8 level are fall teams being kept intact for Spring
o Are East Lyme teams to be integrated with WSC teams or kept separate
Registrar’s Report:
· Photos set for Monday, October 17th
Referee Coordinator Report:
· Good feedback on referees throughout this season
· No serious issues reported with WSC coaches, parents, or referees
· CT Cup game 10/14 at Spera @ 7pm – U12 Boys (Gonzalez)
Coaching Report:
· Equipment requests have been received and will be assessed and processed at the end of the Fall 2016 season
· DOC to work with WHS to select a home game where WSC players can support WHS team
· Coaching in Fall 2016 is reported to be appropriate and without serious incidents
Treasurer’s Report:
· Report (includes August + September):
Element / Value / RemarksTOTAL INCOME / $13,651.00 / August + September 2016
TOTAL EXPENSES / $23,415.39 / August + September 2016
Previous Cumulative Available Balance / $54,617.05 / As of July 31, 2016
AVAILABLE BALANCE
as of (9/31) / $44,852.66 / Previous balance (7/31) = $54,617.05
Credit Card Balance = $ 0.00
Note – values may not sum to Cumulative Available Balance due to factors including timing (e.g., posting dates)
Maintenance Report:
· PVC goals require attention and resources in order to maintain current stock
Old Business:
· Wizards game successful; free registration given out (Gregory)
· SSC usage and payment will be tabled for November meeting; Craig has talked with Rob and estimates $2900-$3000 payment
New Business:
· Fundraising ideas presented:
o Dinners, with expected amounts include: Applebees ($1000), Spaghetti dinner at firehouse ($2500), Filomenas, The Shack
o Chili cookoff
o Super Sub Sandwich Sale for Superbowl weekend
o Fall hot chocolate and s’mores day
o Windshield Wiper tag
· Concessions
o Waltham Services has donated 4 bait mouse stations and is willing to donate monthly services for signage space on fence
o Entire stand has been bleached and deep cleaned
o LedgeLight temporary license allows us to keep operating – cost is $25 for 2 weeks
o After inspection we can apply for permanent license
o Recommendation is for Class II license based on our needs – cost is $150/year
Meeting Adjourned: 8:47 pm
Action Items:
Action Items represents a cumulative collection of items assigned during meetings. Unless specified, all Action Items are due prior to the next WSC meeting. Items older than a month are identified as such.
Matt B:
1. Work on enabling an active military discount option to the registration process (deadline Jan 1)
2. Obtain answers to potential East Lyme/Waterford combined Spring 2017 and circulate to Vice President:
a. Are coaches coming with the kids
b. Are teams to be integrated with WSC or kept separately
Vanessa B:
3. Create a Job Description for Assistant Director of Coaching and circulate to the Registrar
Jeff E:
4. Supply to the board an estimate of the monthly water bill (from June 2016)
Michelle M:
5. Continue to research clothing options for the WSC jackets (from June 2016)
Michelle M and Matt B:
6. Reserve date of Monday October 17th for WSC pictures at CLMS
Andrew C:
7. Research and prepare a quote to replace PVC goals at Spera
Craig M:
8. Complete and send in form to registration vendor so that WSC can use the new registration system as soon as possible – must be in place for Jan 1 2017 (from June 2016)
9. Confirm schedule and availability of photographer for October 17th WSC Picture Day
Jason G:
10. Process administrative items (ongoing)
a. Write minutes
b. Circulate minutes for review
c. Post finalized minutes
10/11/2016 JAG
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