1 Minot Soccer Association Board Meeting Minutes March 8, 2016-â 6 ...
Minot Soccer Association Board Meeting Minutes March 8, 2016-‐ 6:00 pm-‐Somerset Court __________________________________________________________________________________ Board Members Present: Andrea M, Jon V, Denise M, Joann B, Ellen J, Nate H, Mike A, Kelly P, Mike L., Paul L, Tanya B Absent: -‐-‐-‐ Competitive Coordinator present: Steve Hopkins Director of coaching present: Jason Spain Others present: Jen Wagner, Shawn Lennon Opening: The meeting of the Minot Soccer Association was called to order at 6:00pm at Somerset Court by Nate H. Standard Agenda Financial Report Recreation Report Competitive Report Financial Report Kelly P presented the monthly financial report. Income will be coming in with competitive and rec registrations. Recreation Report JoAnn B shared the recreation report Average number of players for winter rec is 200. There are 50 registered for winter rec II. Most of the additional registrations will happen on the first night of rec. Spring rec registration will be posted online. Volunteer hours need to be set up for onsite registration dates and times. Rec Committee is to look for opportunities for advertising. We have $500 budgeted if needed. Equipment needed-‐ o Equipment to be purchased within the budget allowance for equipment o New nets-‐ need to purchase 11 nets for kids fields-‐ Epic Sports o Bungie cords o Cones for rec coaches (750 cones for $300) o Tape measures for fields o Corner flags o Anchors-‐ what anchors should we use? 1
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Big goals (At his time, we are not purchasing these. We will devise a plan to figure out how to fix them) Field Paint-‐-‐ Mike L made the motion to purchase 10—5 gallon buckets from Menards at $40 each. Approved by John V. All board members voted in favor, motion passed.
Competitive Report Denise M shared the competitive report. Jen Wagner will take over Volunteer Spot. Denise M will continue to keep track of hours. Kelly P is working with Jason S to have a policy in place for coach’s responsibilities Minot Indoor Cup o Pro Tech (T.J. Stewart) donated $1000 to the Minot tourney. o We have purchased a traveling trophy from All American Trophies. o We have 77 teams entered in the tournament. o The City of Minot donated $1000 to the tournament. o There are 5 hotels blocked (Sierra Inn, Sleep Inn, Dakota Inn, Hyatt house, Microtel) under indoor state cup. o Swain Hall needs courts set up Friday night 9-‐1030pm. Need 4 people on volunteer spot. o Entrance to the Minot tournament is $10 for the weekend or $5 per day. Parents are to pay even if volunteering. MSU collects at the front entrance. Fundraising Raffle o Last year we sold 1800 tickets at $10 each. Each family was recommended to sell 15 tickets per player with a maximum of 30 tickets per family. Extra books were available if families wanted to go above the club recommendation. o Top 5 sellers received gift cards: 1) $250 2) $100 3) $100 4) $50 5) $50 o Paul L made the motion that all players sell 10 raffle tickets at $10 per ticket, with the maximum of 20 tickets per family. A total of 3000 tickets will be printed. The top sellers will receive gift cards. (1st-‐ $250, 2nd-‐$100, 3rd-‐$100, 4th-‐$50, 5th-‐$50) Mike A 2nd the motion. All board members voted in favor, motion passed. Referral Refund Program o MSA will begin a referral refund program where registered players receive a $75 refund for each new player that they refer to the program. The total dollar amount of the refund must not exceed the total fees paid by the registered player for that competitive season. o A policy will be written with more details about the referral program. Coaches Training o Denise M made a motion to for up to 8 coaches, under DOC discretion, to attend level 1 Coerver training. MSA will provide expenses and meals not covered by course registration fees. Mike A 2nd the motion. All board members voted in favor, motion passed. 2
Old Business 2016 Budget: Members were to review it and have corrections/changes. o 10% of the net club fundraisers will go to the MSA scholarship fund. Fundraising Raffle: Each board member was to start collecting prizes for the raffle so tickets can be distributed to competitive players at outdoor registration. o Status update: Almost all of the raffle prizes are fulfilled. We need to finalize the prizes by next week so we print the tickets for distribution. We will try to ensure raffle tickets are ready at the start of competitive registration, no later than April 1st. New Business MSA Committees: Review of our committee’s and discuss briefly the functions/roles of them o No discussion at this meeting Online Registration: Jen Wagner will present options to move toward online registration. o Jen W is willing to set this up via Sports Ngin. o The competitive committee and rec committee will need to decide the online payment structure. o Parents will have the option of paying with a check. Technical Coordinator: This position is vacant. Needs to be filled. o 4 volunteers are needed to revise the technical coordinator job description o Denise M, Steve H, John Van Deventer, and Ellen J volunteered. o We need to post, interview, and hire as soon as possible. Recreation Spring Sponsorship: Currently we don’t have a business sponsor signed up for the Rec Spring session. o No discussion at this meeting MSA Business Sponsorship Program: We currently only rely on the fundraising committee for this. o No discussion at this meeting Credit Card Application o John V made the motion for MSA to have 4 credit cards with an aggregate limit of $30,000. Discussion: 1) Competitive Coordinator $15,000 credit limit. 2) Recreational Coordinator $7,500 credit limit. 3) Director of coaching $2,500 credit limit. 4) MSA Club (Officers) $5,000 credit limit. o Mike A 2nd the motion. All board members voted in favor, motion passed. Finance Committee: o Andrea M, Mike L, Kelly P, John V o It was discussed to create a finance committee to evaluate opportunities of efficiency with banking. Andrea M, Mike L, Kelly P, and John V volunteered to be on the committee and report opportunities at the next board meeting. Adjournment: The meeting was adjourned at 9:20 pm by Nate H. The next meeting will be on April 5, 2016 at Somerset Court from 6:30 to 8:30pm. 3
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Big goals (At his time, we are not purchasing these. We will devise a plan to figure out how to fix them) Field Paint-‐-‐ Mike L made the motion to purchase 10—5 gallon buckets from Menards at $40 each. Approved by John V. All board members voted in favor, motion passed.
Competitive Report Denise M shared the competitive report. Jen Wagner will take over Volunteer Spot. Denise M will continue to keep track of hours. Kelly P is working with Jason S to have a policy in place for coach’s responsibilities Minot Indoor Cup o Pro Tech (T.J. Stewart) donated $1000 to the Minot tourney. o We have purchased a traveling trophy from All American Trophies. o We have 77 teams entered in the tournament. o The City of Minot donated $1000 to the tournament. o There are 5 hotels blocked (Sierra Inn, Sleep Inn, Dakota Inn, Hyatt house, Microtel) under indoor state cup. o Swain Hall needs courts set up Friday night 9-‐1030pm. Need 4 people on volunteer spot. o Entrance to the Minot tournament is $10 for the weekend or $5 per day. Parents are to pay even if volunteering. MSU collects at the front entrance. Fundraising Raffle o Last year we sold 1800 tickets at $10 each. Each family was recommended to sell 15 tickets per player with a maximum of 30 tickets per family. Extra books were available if families wanted to go above the club recommendation. o Top 5 sellers received gift cards: 1) $250 2) $100 3) $100 4) $50 5) $50 o Paul L made the motion that all players sell 10 raffle tickets at $10 per ticket, with the maximum of 20 tickets per family. A total of 3000 tickets will be printed. The top sellers will receive gift cards. (1st-‐ $250, 2nd-‐$100, 3rd-‐$100, 4th-‐$50, 5th-‐$50) Mike A 2nd the motion. All board members voted in favor, motion passed. Referral Refund Program o MSA will begin a referral refund program where registered players receive a $75 refund for each new player that they refer to the program. The total dollar amount of the refund must not exceed the total fees paid by the registered player for that competitive season. o A policy will be written with more details about the referral program. Coaches Training o Denise M made a motion to for up to 8 coaches, under DOC discretion, to attend level 1 Coerver training. MSA will provide expenses and meals not covered by course registration fees. Mike A 2nd the motion. All board members voted in favor, motion passed. 2
Old Business 2016 Budget: Members were to review it and have corrections/changes. o 10% of the net club fundraisers will go to the MSA scholarship fund. Fundraising Raffle: Each board member was to start collecting prizes for the raffle so tickets can be distributed to competitive players at outdoor registration. o Status update: Almost all of the raffle prizes are fulfilled. We need to finalize the prizes by next week so we print the tickets for distribution. We will try to ensure raffle tickets are ready at the start of competitive registration, no later than April 1st. New Business MSA Committees: Review of our committee’s and discuss briefly the functions/roles of them o No discussion at this meeting Online Registration: Jen Wagner will present options to move toward online registration. o Jen W is willing to set this up via Sports Ngin. o The competitive committee and rec committee will need to decide the online payment structure. o Parents will have the option of paying with a check. Technical Coordinator: This position is vacant. Needs to be filled. o 4 volunteers are needed to revise the technical coordinator job description o Denise M, Steve H, John Van Deventer, and Ellen J volunteered. o We need to post, interview, and hire as soon as possible. Recreation Spring Sponsorship: Currently we don’t have a business sponsor signed up for the Rec Spring session. o No discussion at this meeting MSA Business Sponsorship Program: We currently only rely on the fundraising committee for this. o No discussion at this meeting Credit Card Application o John V made the motion for MSA to have 4 credit cards with an aggregate limit of $30,000. Discussion: 1) Competitive Coordinator $15,000 credit limit. 2) Recreational Coordinator $7,500 credit limit. 3) Director of coaching $2,500 credit limit. 4) MSA Club (Officers) $5,000 credit limit. o Mike A 2nd the motion. All board members voted in favor, motion passed. Finance Committee: o Andrea M, Mike L, Kelly P, John V o It was discussed to create a finance committee to evaluate opportunities of efficiency with banking. Andrea M, Mike L, Kelly P, and John V volunteered to be on the committee and report opportunities at the next board meeting. Adjournment: The meeting was adjourned at 9:20 pm by Nate H. The next meeting will be on April 5, 2016 at Somerset Court from 6:30 to 8:30pm. 3
