Waterford Soccer Club Board Meeting Minutes v1.0
Date: Wednesday, March 1, 2017 Call to order: 7:00 pm Location: Waterford Club House Board Attendees: Attendee Position Status Eric B President * Jason S Vice-President * Mike P Treasurer * Jason G Secretary * Jim D Dir. Of Coaching Matt V Asst. Dir. Of Coaching Kevin G Field Scheduler Katie W Assistant Registrar Matt B Registrar AL Andrew C Maintenance Coordinator Michele D Uniform Coordinator Craig M Volunteer Coordinator Chuck F Concessions Coordinator Leslie S Fundraising Coordinator Other Non-Board Members (count) 1 Legend Did not attend Attendee * Executive Board Member AL Arrived Late LE Left Early
Opening Remarks:
Previous minutes reviewed; action items updated as needed
Consent Agenda Package Maintenance items: o New fence at Spera . Motion proposed to accept proposal from Durham Fence; passed (unanimous vote). Proposal signed . Check will be prepared for deposit (50% of $5,628, or $2,814) . Andrew will pursue follow-up questions with Durham o Eric to re-engage with Ryan McNamera from T.O.W. Maintenance to coordinate assistance with sinkhole, grinder pump pole posts, clearing brush from existing fence line, etc. o Spera internet and 55” TV are present – internet is working and TV to be mounted Treasurer items: o Budget committee to meet in March (treasurer to facilitate). Committee in 2017 consisted of Eric B, Craig M, Kevin G, Jason G, Jeff E, Matt B, Vanessa B
Page 1 of 5 Waterford Soccer Club Board Meeting Minutes v1.0 o Treasurer verified that Parks and Rec income ($10,374) represents both 2016 and 2017 contributions combined o Clarify uniform costs as a separate budget item instead of baking them into registration costs Motion to accept Agenda Package as-is proposed and accepted (unanimous vote)
Registrar’s Report Registrar continues to work on emails for the WSC Board Spring 2017 Registration has been extended through Saturday, 3/4 at midnight Late registration will occur from 12:01am on 3/5 through 3/11 at midnight Current registration numbers are 35/85/157 (Tykes/Rec/Travel)
Coaching Report (Director of Coaching) Winter Skills update o Session was conducted successfully and payment needed to Andrew Storton from WSC Spring Season o Coaches meeting scheduled for March 15 to determine age group split (DOC + coaches) . Registrants by age and gender to be distributed prior to meeting o Coaches spring meeting scheduled for March 29 to finalize coaches, teams, and ALCs o DOC to send a list of registrants who need uniforms to the uniform coordinator o DOC to assemble a list of equipment needs and submit to the club Training o “Goalkeeper HQ” offers goal clinics at a higher age level (U12, U14) . Contact is “Leon”; Jason Smith has details upon request o Possibility of using Conn Coast activities to observe and collect information for future training – DOC to work with Eric and Jason Smith Coaching clinics o 1 attendee from Waterford went to the Mohegan Sun clinic – DOC working to provide 50% cover from WSC towards the fee
Concessions Report None
New Business o Referee Assignor Proposal . 2 year contract with no increase from year to year . Split between $300 for Spring and $400 for Fall (total $700/year) . Acceptance requires removal of Referee Assignor position from WSC Board . Motion to accept proposal – passed (unanimous vote) o A “Spera Cleanup” day should be coordinated in the Spring – Andrew to facilitate o Presentation and discussion of Clubhouse front door repair/replacement to be conducted in April meeting o WSC club supports Jason Smith, the current Vice President, to be named instead of the President as the signatory for financial access (credit card, legal signatures) – this will have executory and custodial responsibilities for WSC finances in conjunction with the Treasurer
Page 2 of 5 Waterford Soccer Club Board Meeting Minutes v1.0 o A SECJSA Indoor Soccer tournament will be held at WWIS on April 8 – it is open to all age levels for Classic division only. On 3/2 it was confirmed that towns may submit multiple teams but they may play against each other in tournament rounds
Meeting adjourned: 8:53pm
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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. Items older than 2 months are to be reassigned or removed.
Matt B: 1. Finalize the new emails and resolve outstanding issues
Eric B: 1. Re-engage with Ryan McNamera (Town of Waterford) and/or Milstone as needed to address sinkhole at Spera prior to April opening
Mike P: 2. Provide Durham Fence Company a check for 50% of $5,628 in order for fence project to move forward (work with Andrew C for contact info and exact pricing) 3. Pay Andrew Storton for Winter Skills clinic (work with Eric, Jim D, Jason S to obtain details and invoicing) 4. Reach out to budget committee members and begin to plan for meeting in March a. Clarify/confirm uniform costs are represented in the Travel and Rec income fees (they are listed separately in expenses, have no budget allocated, but have a cost attached)
Jason S: 5. With DOC and Brett Donoghue from WWIS, explore options for WSC coaching clinics that may occur at WWIS 6. Work with Treasurer as needed to pay Andrew Storton for Winter Skills clinic 7. Pursue, with Craig Merriman, Jeff Emerich, and Mike Palmer as needed, obtaining signatury/executory/custodial access to WSC financials
Kevin G:
Jim D: 8. Continue to finalize 2017 needs including evaluations, equipment, etc. Sub-Committee consists of Jim D, Matt V, Eric B, Jason S, Jason G, Kevin G a. Prepare and submit a list of equipment needs for Spring 2017 to the WSC Board 9. Supply to Uniform Coordinator a list of those players who need uniforms for Spring 2017 10. Organize meeting for March 15 and prepare/circulate materials as needed a. List of players by age by gender 11. Organize meeting for March 29 and prepare/circulate materials as needed a. List of coaches, ALCs, Coaching Packets 12. Work with Eric, Jason Smith, Matt B to record thoughts on Spring use of Conn Coast
Leslie S: 13. Distribute notifications for April 30 fundraising event
Page 4 of 5 Waterford Soccer Club Board Meeting Minutes v1.0 Michelle M: 14. Continue to research clothing options for the WSC jackets (from June 2016)
Andrew C: 15. Coordinate a “Spera Cleanup Day” as appropriate for sometime in Spring 2017 16. Inform Durham Fence Company that WSC has approved the fence to move forward (Treasurer will provide check for 50 percent of $5,628 quote)
Sign Policy Committee (Craig M, Eric B, Matt B) 17. Provide an update for the Sign Policy Committee (from December)
Jason G: 18. Circulate updated Top Ten sign wording to WSC board for review 19. Give signed Durham Fence quote to Andrew 20. Add agenda items for April 2017: a. Discuss Spera front door options per Andrew’s email b. Set aside time to discuss concessions 21. Process administrative items (ongoing) a. Write minutes and circulate for review b. Post finalized minutes
3/2/2017 JAG
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