Agenda Prairie Soccer Club Board Meeting

I. Call to Order (AGM and Board) a. AGM - 5:34 PM b. Board – 6:47 PM

II. Roll Call (AGM and Board) a. President – Chet Morrish

b. Vice-President - David Temple c. Secretary - Kristin Ramos

d. Treasurer – Eric Sandquist e. Equipment Manager - Louie Guizzetti

f. Registrar (DOA) - Kim Sandquist g. Club Manager - Jani Morrish

h. Director of Competition - VACANT i. Director of Development – Taylor Anthony

j. Director of Advertisement and Fundraising – Beth Janelle k. Board Member – Jerry Price

l. Board Member – Cami Krise m. Board Member – John Whitmore

n. Brogan Nordness o. Todd Williams

p. Eric Renk (Only AGM)

III. Approval of Minutes of the Last AGM (AGM) a. Motion to approve – Kim Sandquist b. Second – David Temple b.i. Discussion - None c. Carried – All

IV. Approval of Minutes of the last Monthly Board Meeting (Board) a. Motion to approve – Kim Sandquist

1 b. Second – Eric Sandquist b.i. Discussion c. Carried – Motion carried

V. Special Business (AGM and Board) a. None

VI. E-mail Approvals / Communications Between Meetings (Board) a. 22 July – fundraising options provided by Beth Janelle a.i. Stuff the Ball a.ii. Bake sale a.iii. Yard Sale a.iv. 3v3 Sponsorship game a.iv.1. Ideas are good, but more detail is needed a.iv.2. 3v3 is only logistical option a.iv.3. President will talk to Beth upon her return regarding a.iv.3.a. Attendance a.iv.3.b. Actual fundraising plans with action items a.iv.3.c. Advertising plan a.iv.3.c.i. If DOAF is unable to commit to all three items, then recommend she step down so that another person can be appointed as fundraising and advertising b. 26 July – Photography complaint b.i. Brandi Howell complained about not enough notice for team pictures and not all players showing up for pictures c. 29 July – Eric Sandquist nominated Chet Morrish as PSC President c.i. Chet Morrish accepted nomination d. 30 July – Jani Morrish nominated Louie Guizzetti as Equipment Manager d.i. Louie expressed interest to wait to see if there are other interested parties e. 30 July – Soccer scarves distributor email from Soccer Supporters International advertising soccer scarves as fundraiser www.soccersupporters.com e.i. Stick with Winner Sports for now – limit the vendor traffic f. 30 July – PSC manager email reminder for Board Members to obtain RMA clearance through Affinity f.i. Kim Sandquist also sent a link to Affinity g. 30 July – PSC Manager sent an email advertising the UK Elite Soccer Camp h. 31 July – PSC Manager sent out a request for date, time, and location for the coaching clinic h.i. 5 Aug – PSC President proposed coach meeting on the 14th and coach clinic on the 15th, revised to the 17th, and as of 13 Aug PSC Manager is working on a location h.i.1. Coaching clinic went well

2 h.i.2. Meeting separate from clinic went well i. 31 July – Price quotes for shirts and jackets sent to the board from Patrick at Winners Sports i.i. Orders will be placed Monday for shirts and jackets i.ii. Sizes needed for supermod – going with reversible shirts – clarify price i.iii. Logo on one side only – details to be clarified re: logo and numbers

j. 31 July – PSC Manager requested decision on continuing with PSPL j.i. Unanimous vote to allow Ken McInroy to go PSPL on his own outside of PSC, with PSC President emailing Ken McInroy with the decision k. 2 Aug – PSC Manager requested approval to waive registration late fee for Villegas family k.i. Approved by board members l. 5 Aug – PSC Manager notified the Board the current photographer has a donation ready for the club once the club is 5013c status cleared and would like to be considered as the main photographer l.i. Keep Heather C. Photography for fall l.i.1. Photos taken and distributed within one week l.i.2. Jani will notify her and send her coaches lists m. 5 Aug – PSC Manager requested assistance in picking up vandalized goalposts from Longmire m.i. Another request was sent 9 Aug for pick up assistance m.i.1. Vandalized equipment is at the President’s home for repair n. 5 Aug – PSC Manager distributed email advertising the Annual General Meeting, with attachments for review o. 7 Aug – Photography bid received from Indigo Portrait Studios for consideration in the event Heather B. Photography is not approved for the next season ([email protected] ) o.i. Heather C. will be photographer p. 9 Aug – PSC Manager sent an announcement that the donation from Baydo’s is ready for pick up and that a truck would be needed for all the boxes – pick up will likely be rescheduled for the following week p.i. Dave Temple picked up Baydo’s donation q. 12 Aug – PSC Manager sent another reminder about the AGM meeting on 18 Aug at Mariachi Allegre r. 12 Aug – Manager sent a request for a late fee waiver for a family who had a house on the market and was not sure if their child would be able to play r.i. Registrar and Secretary approved, and President approved with the caveat this should be the last time a waiver should be made to avoid setting a precedent for this type of request r.i.1. Start saying “no” so that precedents are not set s. 12 August – PSC Manager sent out an email for the pending week: s.i. 13 Aug – 7pm Participation needed for U4/5 Supermod Medals s.ii. 15 Aug – Coach Meeting 6pm Burger King s.iii. 17 Aug – 945 am medals for Supermod at Fort Stevens s.iv. 17 Aug – Coaching clinic 1030 am Fort Stevens

3 s.v. 18 Aug – AGM 530 pm Mariachi Allegre Banquet Room t. 13 Aug – Club Manager request Vice President assistance to pick up equipment u. 13 Aug – PSC Treasurer proposed having the PSC Board meeting regularly scheduled for the 25 th to be moved to following the AGM on the 18th u.i. Suggestion approved Secretary and Manager v. 16 Aug – PSC Manager requested approval for refund and waive of admin fees for a family who had to move with minimal notice v.i. Approved by v.i.1. Cami Krise v.i.2. Jerry Price v.i.3. Taylor Anthony v.i.4. Kim Sandquist v.i.5. Kristin Ramos (requested possible documentation for future incidents and/or a Board member who could vouch for situation legitimacy to prevent situations where folks could take advantage of the club – Club Manager verified the circumstances) w. 16 Aug – PSC President nominated Sean Carlson for Director of Competition w.i. Second by Kristin Ramos x. 18 Aug – PSC Manager forwarded an email from a parent who requested information on the following: x.i. What are the breakdown of fees x.i.1. $15 of registration goes to PSC Manager x.i.2. If cancellation, there is a $25 administration fee retained x.ii. When do late and cancellation fee emails go out? x.ii.1. A minimum of two emails are sent to email addresses on file as the end of the registration period approaches x.ii.2. Emails are not sent for cancellation fees, as the fee notice is posted on the website x.iii. Was there a public meeting on this (fees and emails)? x.iii.1. This topics were brought up at a public monthly board meeting, where only one non-board member (other than a vendor) has been present in the past year x.iv. Who is in charge of the referees? x.iv.1. Referee scheduling is done by Tim Flint and payment to the referees is through TCYSA x.v. How much are referees paid? x.v.1. ARs are paid $15 - $30 per game depending on the age level of the teams x.vi. Non-rostered player issue x.vi.1. Kim Sandquist suggested printing player cards for PSC registered players x.vi.1.a. U11 and up x.vi.2. Motion to make player cards - Dave Temple x.vi.3. Second – Eric Sandquist x.vi.4. Discussion – Referees may not check player cards

4 x.vi.4.a. Cards can be for random audits x.vi.4.b. Kim Sandquist will make cards x.vi.4.c. Kim Sandquist prints the cards and provides to the team managers x.vi.4.c.i. Team managers affix thumbnails photos and has the cards laminated x.vi.5. Motion carried x.vii. Email needs to be sent to all coaches regarding player cards and asking Thurston County to comply with Washington Youth Soccer rules and have player cards as well x.vii.1. Chet will email Brian Cregg and copy Tim Flint x.vii.2. Jani will email the coaches

VII. Officer and Committee Reports (AGM and Board) a. President – Chet Morrish a.i. Busy year a.i.1. Resignation of past president (Nick Sapegin) a.i.2. Resignation of treasurer, board member, and Director of Development a.i.2.a. All replaced a.i.3. Developing fields in Rainier for U10 a.i.4. Trying to bring Top Soccer to Yelm a.i.5. Accepted nomination for PSC President a.i.5.a. Expressed appreciation for players, parents, and volunteers a.i.5.b. Expressed appreciation to Club Manager a.i.5.c. Thanked coaches for stepping up when others didn’t a.i.5.d. Thanked Dave Temple for his hard work – hardest working Board Member b. Vice-President b.i. All is good with Thurston County right now b.ii. Currently at a standstill with the reservation due to the Tribe needing to do the grants b.ii.1. Secretary is willing to work on them on the grant writing b.ii.1.a. Target goal for funds is $1,000,000.00 b.iii. Club will be working with the property by the round-about land development c. Secretary c.i. Voting on special subjects will become agenda items for the next meeting, unless time sensitive (needing a response prior to the next scheduled meeting) c.ii. RMA Clearance on Affinity – reminder to Board to get their checks done d. Treasurer d.i. None e. Director of Development – Not Present f. Director of Competition - Vacant g. Director of Advertisement and Fundraising – Not Present h. Registrar

5 h.i. Vancouver registrants have appeared on the PSC h.ii. Folks who have registered as referees h.ii.1. Information cannot be viewed by registrar h.iii. Still waiting on clearance on five people and need to determined if they are referees h.iii.1. Jani will work with Kim on additional information i. Equipment Manager i.i. See Attached i.ii. Fall equipment is being issued i.iii. Still looking good for equipment i.iii.1. No new major needs anytime soon i.iii.2. Lots of balls in storage i.iv. Start getting items from Baydo’s donation and start taking them to games i.iv.1. Consider adding PSC to the donated items i.v. Consider getting Gspurning and other players here for clinics for field clinics j. Club Manager j.i. Fall 2013 as of 8/18/13 – Supermod Registration is Still Open j.i.1. Total Registrations: 221 j.i.2. U4/5: 21 j.i.3. U6/7: 49 j.i.4. U8-U11: 117 j.i.5. U12-U18: 34 j.ii. Fall 2012 j.ii.1. Total Registrations: 243 j.ii.2. U4/5: 26 j.ii.3. U6/7: 45 j.ii.4. U8-U11: 95 j.ii.5. U12-U18: 77 j.iii. Fall 2011 j.iii.1. Total Registrations: 276 j.iii.2. U4/5: 0 j.iii.3. U6/7: 64 j.iii.4. U8-U11: 134 j.iii.5. U12-U18: 78 j.iv. Summer 2013 j.iv.1. Total Registrations: 277 j.iv.2. U4/5: 40 j.iv.3. U6/7: 36 j.iv.4. U8-U11: 110 j.iv.5. U12-U18: 90 6 j.v. Summer 2012 j.v.1. Total Registrations: 302 j.v.2. U4/5: 37 j.v.3. U6/7: 42 j.v.4. U8-U11: 117 j.v.5. U12-U18: 106 j.vi. Spring 2013 j.vi.1. Total Registrations: 345 j.vi.2. U4/5: 42 j.vi.3. U6/7: 52 j.vi.4. U8-U11: 127 j.vi.5. U12-U18: 124 j.vii. Spring 2012 j.vii.1. Total Registrations: 421 j.vii.2. U4/5: 37 j.vii.3. U6/7: 79 j.vii.4. U8-U11: 185 j.vii.5. U12-U18: 120 j.viii. Yelm FC Programs j.viii.1. Fall 2013 – 0 j.viii.2. Fall 2012 – 32 Players/2 Teams j.viii.3. Spring 2013 – 17 players/1 team j.viii.4. Fall 2011 – 16 Players/1 team j.ix. Gspurning Clinic: j.ix.1. 19 U8-U10 Participants j.ix.2. 19 U11-U18 Participants

VIII. Unfinished Business (AGM and Board) a. Non-Director Board Position a.i. John Whitmore’s term ended today a.ii. Brogan Nordness has been unanimously voted as replacement

IX. Proposals (AGM and Board) a. None

X. ByLaws Revisions (AGM) a. PSC Standing Rules and Regulations a.i. Motion to approve – Dave Temple a.ii. Second – Kim Sandquist 7 a.ii.1. Discussion – None a.iii. Approved b. PSC ByLaws b.i. Motion to approve – Eric Sandquist b.ii. Second – Cami Krise b.ii.1. Discussion – None b.iii. Approved c. Coaches’ Code of Conduct c.i. Motion to approve – Dave Temple c.ii. Second – Cami Krise c.ii.1. Discussion – None c.iii. Approved d. Players’ Code of Conduct d.i. Motion to approve – Dave Temple d.ii. Second – Cami Krise d.ii.1. Discussion – None d.iii. Approved e. Spectators’ Code of Conduct e.i. Motion to approve – Dave Temple e.ii. Second – Kim Sandquist e.ii.1. Discussion – None e.iii. Approved f. President would like the Board and Coaches to hold players and parents to these standards

XI. Elections of Officers (AGM) a. President a.i. Chet Morrish nominated and accepted a.i.1. No other nominees a.i.1.a. Vote unanimous b. Equipment Manager b.i. Louie Guizzetti nominated (pending acceptance depending upon if others are interested) b.i.1. No other nominees b.i.1.a. Vote unanimous

c. Director of Competition c.i. Sean Carlson nominated and accepted c.i.1. No other nominees c.i.1.a. Vote unanimous

8 d. Director of Administration d.i. Kim Sandquist nominated and accepted d.i.1. No other nominees d.i.1.a. Vote unanimous

XII. New Business (AGM and Board) a. None

XIII. Open To The Floor (AGM and Board) a. Secretary expressed appreciation for the direction of the Board of PSC and the progress the Club

XIV. Adjournment (AGM and Board) a. Motion to adjourn by – Kim Sandquist b. Second by – Cami Krise c. In favor - All d. AGM Portion Adjourned at – 6:33PM e. Board Portion Adjourned at – 7:44 PM f. Next Board meeting at (THIRD Sunday of the month at 530 at Mariachi Allegre)

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