Meeting of the Board of Directors – September 6, 2017

Futsal Gym – Centerton, AR

Board Members / Record of Attendance / Board Members / Record of Attendance
Samantha Aiken / In person Phone Absent / Rachael Armstrong / In person Phone Absent
Jessica Dixon-Neal / In person Phone Absent / Michael Klotz / In person Phone Absent
Ken Hinson / In person Phone Absent / Adam Kotchin / In person Phone Absent
Amanda Denson / In person Phone Absent / Carolina Hadid / In person Phone Absent
Galagher Jeff / In person Phone Absent / John McKay / In person Phone Absent
Jesse Hull / In person Phone Absent / In person Phone Absent
Guests / Record of Attendance
Jen Brock / In person Phone
Beth Boena / In person Phone
David Geary / In person Phone
Agenda Items

1)Call to Order: 6:01

2)Discussion and Approval of Last Meeting Minutes

a)Unanimous approval

3)Old Business

a)None

4)Budget Update (see attachment)

a)Need $11,500 to break even assuming we find a $10k sponsor for spring tournament

b)$15k projected for fundraising

c)118 teams already registered for fall tournament

d)Fees went up, but much of that went to U.S. Clubs increase

e)Really need to focus on fundraising

f)Ozark Orthopedics is staffing our tournaments for free. U of A training doctor

i)Other weekends, i.e., NPL weekends, will charge $35 / hour with expenses

ii)Also available 24/7 if needed and players will be given priority service

5)DOC Update

a)Discuss Importance of Programs

b)Interns from U of A joining staff

i)Need to learn more about this – great opportunity here to develop program with U of A

c)Currently have ~ 355 players registered with club

d)Guests

i)Rough season. Club is good, but hard to keep accepting how things are. Started in the summer – parents are trying to accept it, but it’s starting to impact the kids. Coaching issues first and now mixed team not working at all for 06B. We need to make sure that kids are playing in the right age group / commiserate with their skill level. Would ask for compensation, but more concerned with the kids. Wants this year to be really good. Would like team fees waived or reduced. Finally got good coaching at start of month.

e)More marketing needed for Technical Mondays

f)Mixed feedback on Sports Engine

g)8 coaches now at Academy level; trying to add another

h)Invitation cards inviting players to check us out – perhaps bracelets to pass out

6)New Business

a)Lights at Sugar Creek / Facilities

i)Owner of Centerton fields is selling the property, but no buyers yet

ii)Carroll Electric proposed to put lights with auto on/off on existing poles at Sugar Creek for $420 each (install) and $395 / month.

(1)Can cut them off if not using, but will cost $420 again to cut them back on

(2)12 poles in total – they own the poles already

(3)Would cost us ~$20k / pole to do it ourselves.

(4)Security is also a concern with new bike trails coming through SC property.

(a)Can’t put in fence b/c it’s a flood zone

(5)Let’s reach out to bike path people to see if they will cover part of the cost of the lights – Sam

(6)Need to see if Carroll Elect would be willing to sponsor as well, to reduce some of the cost – Sam

(7)Motion made and approved unanimously to fund the lights, with the best deal Sam can negotiate per 5 and 6 above.

iii)Centerton rent is currently cut in half and we can stay until the property is sold

b)Policy for social media and communication between players and coaches

i)Held for agenda next month

c)Creation of Goals for Committees

i)Make sure committees are setting goals; tie to budget as appropriate

ii)Ask Executive Committee if unsure what goals should be

7)Committee Updates

a)Corporate Sponsorships / Fundraising (Rachel, Galagher, Adam, John)

i)List of companies to target

ii)Goal: $50k – $100k in fundraising

iii)Wine and Dine with SKC or some other coach?

iv)Restaurant recruiting

v)More involvement by parents – get more folks involved

vi)Grant opportunities, but may be challenges with having 50% of the required funding on hand

vii)Need additional fundraising events, like runs, etc..

viii)All BoD members should be involved – provide names of contacts you know at companies

(1)Will circulate Committee’s list first

ix)“Uber” for volunteer duty

(1)Pay to have someone cover your shift

b)VAP / Volunteer Cultivation / Affiliate League / Community Relations (Jesse, Sam, Jessica)

i)Sporting Athletico – good partner

ii)Affiliate clubs is not a priority

iii)Every TM needs a VAP sheet for duty

iv)Also “work day” VAP for tournament preparation – Tuesday night before tournaments?

v)Post VAP rules on Parents’ Corner section of webpage

c)Tournaments / Camps / Futsal / Club Events (Mike, Carolina, Ken, Amanda, OPEN)

i)Tournament update

(1)Field are an issue with number of teams registered

(2)Bentonville field are available after 4:00 on Saturday

(3)Razorback event was really bad

(a)U of A treated us very poorly

(b)Legends event the next went was great – quite different than ours

(c)U of A gave our food away, etc… Very poor treatment

8)Executive Session – CLOSED

9)Adjourn: 8:49