1 Minot Soccer Association Board Meeting Minutes July 12, 2016- 6 ...
Minot Soccer Association Board Meeting Minutes July 12, 2016- 6:30 pm- Somerset Court __________________________________________________________________________________ Board Members Present: Kelly P, Nate H, Mike L, Ellen J, Andrea M, Denise M, Paul L, JoAnn B, Jon V Others present: Steve Hopkins Opening: Nate H called the meeting to order at 630pm. Standard Agenda Financial Report Recreation Report Competitive Report Fundraising Report Old Business New Business Financial Report Kelly P sent multiple forms and statements to the board for review via email and also distributed them at the meeting. Discussed transferring money to the scholarship fund. Recreation Report We have approx. 60 kids signed up for fall rec so far. Fall rec registration is open and deadline is coming soon. JoAnn is going to send a mass email to last season members. We are thinking of additional ways to advertise which includes adding to Volunteer Spot to help get the word out. We need to reach out to surrounding communities. Under the Lights is a major event for Rec and could use some more advertising as well. Academy- 94 players, some have expressed interest in competitive. Competitive Report 196 players for summer Discussed the conflict of Grand Forks having a tournament same weekend as State in Jamestown. Discussed DOC bonus structure with some of teams not going to state. The teams who were originally signed up will get credit for 1st place. 1
Fundraising Report Raffle tickets- So far we have raised $13,444 The raffle winners will be posted online. Paul L will distribute the prizes to the winners on July 21 from 630-800pm. W9 forms will need to be filled out for the qualifying prizes prior to the winner receiving their prize. In the future, MSA would like to setup booths at events in Minot with the use of volunteer spot. There are several families that did not turn in tickets and will be receiving an email reminder that they are financially responsible for the unsold tickets. Andrea M will obtain the VISA cards for the winners. Spaghetti dinner- Special planning meeting Tuesday, July 19- 630-700 pm at the complex. TJ Stewart was a big part of this last year so Nate will invite him to attend. Thrivent Financial is donating $250 again this year. Old Business Facility Expansion Project – Update: MSA is meeting with the Minot Parks and Rec once a month. Nate is getting a 3D plot ready for the complex. MSA needs to provide them with a mission statement and core values. October is the deadline for the grants. Adult Tournament July 30-31. Online registration. $65 per player ages 16 and up. Ellen J offered to help prepare for the tournament. DOC & Coach Contract + Coach Responsibilities- due in August. The board is finalizing some of the documents and must be done by August 1. MMCF players playing time guideline update: The comp committee will meet and revise and circulate to the board for revisions. This will include the Parent Code of Conduct. New Business Hostfest Fundraiser: The Norsk Hostfest asked MSA to partner with them to sell raffle tickets from mid-July thru the Hostfest. MSA can earn up to $7500 this year with the potential of greater earning potential in future years. $10 per ticket (5,000 tickets). This will be a volunteer basis and all proceeds with be divided among the players who sell to be used to offset costs of indoor season. Motion was made by Paul L for MSA to partner with the Norsk Hostfest to participate in raffle ticket sales. All of the proceeds go towards reducing winter competitive registration fees for the 2016-2017 season for the volunteers who participate. Tanya B seconded. All board members in favor. Volunteer checks are to be distributed after all fees are paid in full. Pete A stepped down as technical coordinator so Raphie is the point of contact for field changes. Zoe F is helping him. MSA Mission Statement was distributed to be reviewed by board members. This is needed to support the special project expansion. DOC credit card limit-Jason is running into problems when he tries to use the MSA credit card issued to him for booking hotel rooms, rental cars, etc. Mike L made a motion to increase the limit to $5000 instead of $2500. Kelly P 2nd the motion. No discussion. All in favor. Adjournment: Meeting was adjourned by Nate H at 9:43 pm. A special meeting will be held at the complex from 630-700pm with the Spaghetti dinner and the DOC/Coach Contract as the agenda. Another meeting will be held with Jason Spain and Chad Oswalt from 700pm to 730 pm to discuss whether he is going to accept the U16G coaching position. 2
Fundraising Report Raffle tickets- So far we have raised $13,444 The raffle winners will be posted online. Paul L will distribute the prizes to the winners on July 21 from 630-800pm. W9 forms will need to be filled out for the qualifying prizes prior to the winner receiving their prize. In the future, MSA would like to setup booths at events in Minot with the use of volunteer spot. There are several families that did not turn in tickets and will be receiving an email reminder that they are financially responsible for the unsold tickets. Andrea M will obtain the VISA cards for the winners. Spaghetti dinner- Special planning meeting Tuesday, July 19- 630-700 pm at the complex. TJ Stewart was a big part of this last year so Nate will invite him to attend. Thrivent Financial is donating $250 again this year. Old Business Facility Expansion Project – Update: MSA is meeting with the Minot Parks and Rec once a month. Nate is getting a 3D plot ready for the complex. MSA needs to provide them with a mission statement and core values. October is the deadline for the grants. Adult Tournament July 30-31. Online registration. $65 per player ages 16 and up. Ellen J offered to help prepare for the tournament. DOC & Coach Contract + Coach Responsibilities- due in August. The board is finalizing some of the documents and must be done by August 1. MMCF players playing time guideline update: The comp committee will meet and revise and circulate to the board for revisions. This will include the Parent Code of Conduct. New Business Hostfest Fundraiser: The Norsk Hostfest asked MSA to partner with them to sell raffle tickets from mid-July thru the Hostfest. MSA can earn up to $7500 this year with the potential of greater earning potential in future years. $10 per ticket (5,000 tickets). This will be a volunteer basis and all proceeds with be divided among the players who sell to be used to offset costs of indoor season. Motion was made by Paul L for MSA to partner with the Norsk Hostfest to participate in raffle ticket sales. All of the proceeds go towards reducing winter competitive registration fees for the 2016-2017 season for the volunteers who participate. Tanya B seconded. All board members in favor. Volunteer checks are to be distributed after all fees are paid in full. Pete A stepped down as technical coordinator so Raphie is the point of contact for field changes. Zoe F is helping him. MSA Mission Statement was distributed to be reviewed by board members. This is needed to support the special project expansion. DOC credit card limit-Jason is running into problems when he tries to use the MSA credit card issued to him for booking hotel rooms, rental cars, etc. Mike L made a motion to increase the limit to $5000 instead of $2500. Kelly P 2nd the motion. No discussion. All in favor. Adjournment: Meeting was adjourned by Nate H at 9:43 pm. A special meeting will be held at the complex from 630-700pm with the Spaghetti dinner and the DOC/Coach Contract as the agenda. Another meeting will be held with Jason Spain and Chad Oswalt from 700pm to 730 pm to discuss whether he is going to accept the U16G coaching position. 2
