Saskatoon Adult Soccer Inc. Meeting Minutes s1

Saskatoon Adult Soccer Inc. Meeting Minutes Board Meeting - November 1st, 2012, 6:30 pm Henk Ruys Soccer Centre Board Room

Chair: Eileen Zagiel Staff: Bobbi Ross Attendees: Eileen Zagiel, Dena Clark, Ray Hassan, Jason Trask, Jocelyn Trask, Gord Quinlan, Lee Kormish, Ian Gray, Tammy Van Lambalgen Regrets: Brandon Snowsell

2012-64 Approval of Agenda Dena added item “Coed Schedule” to New Business Ian added content to item h. “Referee of the Year and Volunteer of the Year Awards Approval of Agenda moved by Dena Clark/Ray Hassan. Carried.

2012-65 Approval of Minutes – September 21st, 2012 Moved by Jocelyn Trask/Tammy Van Lambalgen. Carried.

2012.66 Current Business

# Action Item Person Date Required Responsible a. 1 More detailed quote for the scheduling software- Meet with B Ross Nov 2012 Quadrant: Bobbi has spoke to Andrew with Quadrant about meeting and discussing potential website improvements. The meeting date has not been set, and will wait until SAS makes a decision about how to proceed with the Content Management System. b. 2 Team tardiness issue, and possible solutions G Quinlan Oct 2012 Gord had not yet arrived. Item Skipped. c. 3 Ideas/plan for honoring contributors to SAS B Snowsell Oct 2012 d. 4 Request another quote from SSC regarding the server B Ross Dec 2012 SSC will not seek out another quote and is somewhat committed to working with the one company. Bobbi is working on getting another quote for both just SAS and for the entire office. e. 5 SAS All-Star Games G Quinlan Nov 2012 In progress. All-Star Games will start small and then grow I Gray progressively.

f. 6 Draft a motion indicating where the SAS would like to see the D Clark Oct 2012 donated funds allocated. This will be discussed in New Business g. 7 Women’s Premiere League M Gammel Nov 2012 Morgan has worked with SSA to provide times to them so that the league could go ahead. Once information is made available Bobbi will post the Premiere League on the SAS website. h. 8 Email SSC about Passes and ask what the list is for? Process? B Ross Nov 2012 Follow up with Jodi and Pauline Bobbi has met with Jodi to discuss this topic. She is going to bring up the issue at her next board meeting. j. 10 Contact other organizations about keeping information M Gammel Jan 2013 In Progress

2012-67 New Business a. Replacing Division Champs Water Bottles & Individual Trophies The staff can come up with other ideas for end of year prizes besides trophies and water bottles as long as it stays within budget. b. Mike Stroeder Resignation Received as information c. Len Chelack SSA Nominiation – Vice President Motion to nominate Len Chulack as Vice President on SSA Board – moved by Jason Trask/Ian Gray. Carried. d. Roster sizes Staff can expand the allowable roster sizes for next indoor season to 25, as long as SSA fees are collected for all additions over 18 roster spots. e. Youth, Soccer Centre, Adult Board get-together – January 2013 Received as information. Board will send available participants. f. Halloween & November 10th-12th Games Halloween and November 10th &12th games were unavoidable based on scheduling constraints. g. Saskatchewan Sports and Tourism Workshops SAS budgets for workshops such as this. Bobbi may attend workshops that may be valuable to her role. a. November: Attracting Sponsors h. Referee of the Year and Volunteer of the Year Awards Ian provided an example of criteria that might be included in the structured outline of the Volunteer of the Year award. This outline will serve as a base, and a sub-committee made up of Ian, Gord, Lee and Bobbi will make edits/suggestions and bring forth a revised version to the January board meeting. A system for referee of the year will also be developed that will likely include nominations from the SDSRAI. If there is no interest from the SDSRAI to recognize their members this award may not be continued. i. MVP Voting System Improvements This issue will be delegated to a sub committee. Sub committee will propose how to proceed with the award, or whether we should proceed with the award at all. Sub committee is Ray, Lee, Morgan and Bobbi. Additionally, this sub-committee will evaluate the potential of making the Awards Night a larger scale “Social” or “Caberet”. MVP improvement ideas and Awards Night format are an action item for January 2013. j. Tournament Fees/Third Party Contracts - RE: SSA Fees Bobbi presented a sample contract that teams will have to sign before SASI will agree to be the host district on the SSA Sanction form. Received as information. Board wants to know how SSA justifies this fee. Dena will send an email to Doug Pederson. k. Christmas/New Years Hours of Operation Office will be closed, staff will be given two “free” days off between December 24th and December 31st. They may take holidays or work the remaining working days in-between. Bobbi will talk to staff to determine which days people will be coming in, and which days will be taken as holidays. l. Office Christmas Party (see summary sheet) Received as information. m. Staff Clothing Staff may order T-shirts or Polos with the SASI Logo. n. Office Supplies/Software Updates Bobbi requests permission to upgrade to Microsoft Office 2010, as the staff is currently using the 2003 version. The cost would run around $700.00. This purchase has been approved. Wireless keyboard and mouse sets for Eden and Morgan – would run at about 60 bucks/set. Board approves. o. ID Card/Preseason Process Staff can decide to eliminate ID Card expiration dates for next Outdoor Season. p. SSC Levy 2010/2011 Bobbi will hold on to the SSC 2010/2011 Levy cheque until the issue of a maintenance budget is brought up at the next SSC board meeting. q. Masters/Classics 2013 Nationals Hosting ( see summary sheet) Board voted and decided that hosting the Masters/Classics Western championship in 2013 would not be in SAS’s best interest. The board will consider hosting in 2014. r. Changes to Executive Director and Tech Coordinator Reports The new report still contains more information than the board needs to know. Board would rather see a “Noteworthy Events” report that would simply highlight major events/changes occurring in the office in the last month. s. Changes to Discipline Report Dena and Jason would like to see what the red cards were issued for. Otherwise the new report meets the needs of the board. t. Website Issues and Possible Solutions (see summary sheet) After discussion the board agreed that the best solution would be to have Quadrant take over control of the CMS portion of the website, and basically come up with their own ($2500) – instead of paying $1200 gain access to what 2Web has set up already. There could be potential issues/additional costs while trying to fix and modify 2Webs current CMS. Before any of that is done, Bobbi needs to call 2Web to figure out how we can be paying for a service that we are not being provided. u. Co-Ed Schedule For some teams in Coed Division 4, there is more than a month between their second last and last game. Bobbi will talk to Morgan and will see if this gap can be lessened. This will be done by the end of next week. v. Referees shortening games Both Jason and Ray have experienced ref’s shortening games without telling the teams. Bobbi will email the referees about communicating with teams when they are needing to shorten halves or the half-time break.

2012-68 Correspondence - No report

2012-69 Reports .01 Executive Director a a. Office Report – Received as information. b .02 Staff Relations Morgan and Eden are due for salary reviews. The staff relations committee made a motion to increase wages based on performance evaluations and CPI. Motion to accept raises as presented, moved by Jason Trask/Ray Hassan. Carried. Bobbi will write a letter, and make the salary increases effective October 2012. Back pay will have to be issued in the next pay check.

.03 Finance/Administrative Operations a. Monthly Report Dena is working with Bobbi to get the audit going. She has a print out of the General Ledger for the last fiscal year. She will review it in detail before the audit.

.04 Technical - No report

.05 Discipline Discipline Update Discipline report received as information.

.06 Joint Advisory Committee - No report

.07 Saskatoon Soccer Centre Board meeting will occur in the next two weeks. Eileen will not be able to make it.

.08 Long Range Planning - No report

.09 Marketing and Public Relations - No report

.10 Tournament Committee JFK, Turf, Fee Changes Fee increases for the JFK and Turf tournaments were presented. Increases were based on past years’ numbers. SAS will also require that unregistered players pay the full $25 SSA fee during the Turf and JFK tournaments. Motion to accept the fees as presented moved by Jocelyn Trask/Dena Clark. Carried.

2012-70 Next Monthly Meeting Week of December 10th to 14th. AGM will be week of December 17th to 21st.

2012-71 In Camera Dena Clark/Jason Trask. Carried. 2012-72 Out Camera Jocelyn Trask/Dena Clark. Carried.

2012-73 Adjournment Motion: Jason Trask motioned to adjourn the meeting.