Saskatoon Adult Soccer Inc. Meeting Minutes

Saskatoon Adult Soccer Inc. Meeting Minutes Board Meeting – March 5th, 2013 7:30pm Henk Ruys Soccer Centre Board Room

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

2013.1 Approval of Agenda G Quinlan adds item o. History of Soccer to New Business B Ross adds “Classics” to Correspondence Approval of Agenda moved by Jocelyn Trask/Ian Gray. Carried

2013-02 Approval of Minutes – January 21s, 2013 Approval of minutes moved by Jason Trask/Ian Gray. Carried.

2013-03 Current Business

# Action Item Person Date Required Responsible 1 Acquire quote for server for SAS B Ross Complete Core Data Recovery – Local option Approval of hiring Core Data Recovery for offsite back-up storage moved by Ray Hassan/Jason Trask. Carried.

2 SAS All-Star Games Complete Play-offs and awards night will proceed as has in the past for 2013 Indoor season, but staff will look to implement a Championship Day for day of 2014 Indoor Awards Night. 3 Follow up with Jodi Blackwell regarding passes situation, and B Ross May 2013 possible alternatives. SYSI has come up with a new alternative to having gate passes, and Jodi Blackwell will be bringing this up with her board at her next opportunity. Bobbi Ross will report back after next meeting with Jodi. In addition, SAS’s SSCI committee members will continue to bring this up at SSCI board meetings.

4 Contact other organizations about keeping information B Ross June 2013 Staff created work-sheet on timelines for keeping different categories of information. In progress. 5 MVP Award System Improvements B Ross May 2013 System will stay as is for current indoor season, unless there is not enough interest. Plans for improvement will be delegated to the SAS staff and then brought to the board once a detailed proposal has been drafted. 6 Ref of the Year and Volunteer of the Year awards evaluation B Ross May 2013 Plans for improvement will be delegated to the SAS staff and then brought to the board once a detailed proposal has been drafted. 7 Refs Attending Discipline Hearings B Ross Complete Mark Childs will be invited to discipline hearings as they are scheduled, providing there is no conflict of interest. 8 Slide Tackling Revised Wording B Ross Mar 2013 Bobbi Ross will send a reminder email to the technical committee requesting approval of revised wording. 9 World Cup Fundraising Idea B Ross April 2013 Bobbi Ross, will set up a meeting with a contact of Brandon Snowsell’s in order to get things going.

2013-04 New Business a. Western Masters Hosting– B. Ross The SAS bid to host has been submitted. We are awaiting feedback from CSA to see if further information is required and to see if our bid has been approved. b. 2013 Outdoor Pre-Season – B Ross The pre-season meeting will not take place for this outdoor season. New teams and new team contacts will be encouraged to attend the registration night where SAS will have extra staff present so that all questions can be answered. Preseason packages and schedules can be picked up at the package pick-up times. c. 2013 Outdoor Playoffs – B Ross Suggested 30 minute halves instead of 25 minute halves. Brainstorm ways to involve the non-playoff teams. d. Outdoor Men’s 2 – B Ross There will be no linesmen for Men’s Division 2 in the 2013 Outdoor Season. e. SSA Fees Indoor – B Ross SSA fee collection is made very difficult by SAS’s inability to accept payment online. Pay-Pal and E-mail transfers are identified as options for online payments. Bobbi Ross will prod further into what needs to happen with our current chequing account in order for online banking to be accessible. These online payments would be valuable for many different types of payments outside of SSA fees. f. SSCI Membership Agreement – G Quinlan Approval of amending the SSCI membership agreement to expand the number of Members at Large to four, and to nominate the current four MAL to remain in their positions if they so choose moved by Ian Gray/Jocelyn Trask. Carried. g. Condition of Henk Ruys – G Quinlan Board members, players, referees should notify Bobbi Ross with specific issues surrounding the conditions of Henk Ruys so that it can be brought to the attention of the SSCI Executive Director and dealt with on a case by case basis. h. Website Upgrades – B Ross Approval of proposed website upgrades moved by Jason Trask/Jocelyn Trask. Carried. Bobbi Ross will apply these upgrades gradually throughout the remainder of the year unless they become unnecessary. i. 2014 World Cup Fundraising Update – B Ross Already discussed. j. SSA AGM – March 16th, 2013 – B Ross Reminder of SSA AGM on March 16th. SSA has 8 seats to fill during the AGM. Board members will notify Bobbi Ross of their availability before Friday, March 8th. k. Gift for Tammy – E Zagiel Approval of purchasing a $75.00 Toys R’ Us /Baby’s R Us gift card as a baby shower gift for Tammy Van Lambalgen moved by Gord Quinlan/Sheldon Mathies. Carried. The baby is a girl named Ruby Quinn. l. Board Clothing – E Zagiel Pre-existing board members will receive new SAS clothing every 2-3 years, new board/staff members will receive clothing individually as needed. Bobbi Ross will contact Xtratime to arrange for her and Sheldon Mathies to order same clothing items as was ordered last year by the SAS board members. m. David Eremondi – B Ross Approval of donating $100.00 to trust fund of David Eremondi’s grand daughter, moved by Gord Quinlan/Dena Clark. Carried. SAS should also consider having a moment of silence at AGM for members who have passed. n. JFK Reminder – B Ross JFK is March 22-24th. Board members will be asked to volunteer when possible Friday evening until Sunday afternoon. Bobbi Ross will send out a volunteering sign up sheet via email once a weekend schedule is more defined. o. History of Soccer – G Quinlan SSCI has formed a committee, but in order to get things going and to collect the history specific to teams in our adult leagues, help may be needed from SAS board member volunteers. If anyone is interested contact Gord Quinlan and he will connect you with the chair of the committee, Roman Todos. p. Outdoor Fees – B Ross Approval of outdoor fees as explained by Bobbi Ross and Dena Clark moved by Dena Clark/Ray Hassan. Carried. 2013-05 Correspondence SSA Fees – Turf and Coed teams have been notified of the amounts owing. There is resistance/upset by some which board members may hear about. Men’s Rec B – Men’s Rec B Division will not be included in this year’s JFK tournament. There were three teams entered and some of those teams are upset that the division did not go ahead. The board may hear more about this in the future. Classics – There is a team requesting additional permitting privileges during the 2013 Outdoor season for two women’s classics teams that will be forming simply in order to practice for their trip to World’s. This request will have to be evaluated further by Technical.

2013-06 Reports .01 Executive Director a a. Office update .02 Staff Relations .03 Finance/Administrative Operations Bobbi Ross needs to start providing a financial report at Board Meetings. Board needs to be seeing an Income Statement and a List of Receivables. Currently the list of receivables is unacceptable, as there is very little season left and multiple teams who have not yet rectified dishonoured payments. Teams need to settle their accounts by the end of this week or games must be cancelled. .04 Technical .05 Discipline Discipline Report – accepted as information Jason Trask highlighted the fact that two people will be suspended for a year for trying to use someone else’s ID card. Suggests that a letter should be sent to SDSRAI commending Ethan Bent for having not only caught the two players in question, but actually reporting the offense. In a separate letter to the SDSRAI Executive, we should perhaps state that we are hearing that players are playing under false IDs on a regular basis and that refs need to be looking at the pictures on the cards. .06 Joint Advisory Committee .07 Saskatoon Soccer Centre .08 Long Range Planning .09 Marketing and Public Relations .10 Tournament Committee

2013-07 Next Monthly Meeting Thursday April 18th, 2013 @ 6:30pm – Division Alignment Meeting

2013-08 In Camera Motion to go In Camera moved by Ian Gray/Ray Hassan. Carried. 2013.9 Out Camera Motion to go Out Camera moved by Jocelyn Trask/Dena Clark. Carried

2013.9 Adjournment Jason Trask motions to adjourn the meeting.