Cedar Valley Soccer Club
Cedar Valley Soccer Club CVSA Meeting Minutes Cedar Valley Soccer Association (CVSA) Meeting Type: Regular - Public - Open Meeting Date: March 2nd, 2014 Meeting Time:3:50 pm Meeting Location: Cedar Valley SportsPlex, Waterloo, IA Executive Board Member Sue Rink (President) Josh Printz (Vice-President) Brian Motzko (Secretary) Wendy Drinovsky (Registrar) Bob Pranger (Business Director) James Cook (Referee Director) Kathy Bering (Sponsorship Director) Jennifer Kimmerle (At Large)
Present
X X X X X X X X X
Melissa Sanders (Publicity Director)
CVSA Employees Craig Winger (Club Administrator) Colin Crichton (Director of Coaching) Randy Muller (Complex Fields Mngr) Amber VanRee (Bookkeeper - Concessions Manager)
Special Guests
Absent
Present
Absent
X X X X Representing
Community Representative
Representing
Todd Pruisner (Coordinator)
Aplington-Parkersburg
Ira Simet (Coordinator)
Cedar Falls
Chad Hertz (Coach Coordinator)
Cedar Falls
Amy Nielsen (Registrar)
Cedar Falls
Mandy Yoder (Com. Coordinator)
Grundy Center
Patti Martens (Com. Coordinator)
Grundy Center
Sheri Brockelsby (Coordinator)
Hudson
Dodie Henningsen (Com. Coord.)
Independence
Amy Roethler (Community Coord)
Janesville
Tammy Jensenius (Registrar)
Janesville
Amy Youngblut (Com. Coordinator)
Jesup
Jamie Troyer (Registrar)
Jesup
Corey Tolle (Referee Coordinator)
Jesup
Keith Hall (Com. Coordinator)
LaPorte City
Donna DeBoef
Traer & Dysart
Bryan Earnest (Com. Coordinator)
Waterloo
Edward Stoffer (Public Relations)
Waterloo
Chris Worthley (Select Coach)
Waterloo
Jason Koch (Parent)
Waterloo
CVYSA - PO Box 391 - Cedar Falls, IA 50613
Cedar Valley Soccer Club President Sue Rink called the meeting to order: 3:50 pm Agenda Changes: #9 (2014 Budget) was requested to be moved up to #4, ahead of Club Admin report. Motion: James Cook motioned to accept the agenda for this meeting with the proposed change. Kathy Bering seconded: 7 - In Favor / 0 - Opposed / 0 - Abstained APPROVED Meeting Minute Changes: Complex of the Year should be Field of the Year, Consider sending minutes out with agenda as a "DRAFT" for advanced review. Motion: Wendy Drinovsky motioned to accept the February 9th, 2014 meeting minutes as changed. James Cook seconded: 7 - In Favor / 0 - Opposed / 0 - Abstained APPROVED President’s Message (Sue Rink): Reviewed the agenda and outlined time limits for discussions. Fine Designs Proposal for printed tournament clothing: (Discussion) Contract is renewable annually Fine Designs requires a 20x30 tent (Same as what we used in past) Club Admin will clarify sales of non-clothing items Club LOGO and artwork are provided by Fine Designs Fine Designs only requires participant numbers for planning purposes (not player Info) Motion: Bob Pranger motioned to accept the proposal by Fine Designs. Kathy Bering seconded: 7 - In Favor / 0 - Opposed / 0 - Abstained APPROVED Denny Hanson Marketing Proposal: (Discussion) Need to clarify "In-Kind" Donations where CVSC could not afford to pay the 30% to Denny Denny would target larger donors (~$2500 and up) Kathy Bering and Craig Winger will follow up with Denny on his proposal A Committee was assigned to coordinate the CVSC Donation program Motion: James Cook motioned to table the proposal by Denny Hanson Marketing until the committee can provide additional information. Bob Pranger seconded: 7 - In Favor / 0 - Opposed / 0 - Abstained APPROVED
CVYSA - PO Box 391 - Cedar Falls, IA 50613
Cedar Valley Soccer Club 2014 Budget review: Current projected loss for 2014: $40K to $50K The first suggestion was to cut/eliminate the Dyno Program for a savings of $5000 per year. o Program Director, Kathy Bering assured the board that the program provides a benefit to the CVSC by promoting interest in soccer with our youngest members, and does not have a $5000 shortfall. o Consider if the Dyno program is better offered as a U6 rec rather than the current program A second suggestion was offered to use a straight percentage cut across the board to balance the budget, since our last budget meeting was not able to produce the required savings: o Example: a $50K loss on $500K spend is a 10% cut to all line items o Discussion regarding some line items are fixed but other may have room for higher percentage cuts. o Discussion regarding the profits from the indoor program will help offset the actual 2014 projected losses. o Discussion regarding using a new projected loss (accounting for Indoor program profits) and calculating and applying the percentage across the board. A third suggestion was offered to proceed with the projected loss since this is the first year the CVSC has had actual budget numbers to work with and some of the line items may not accurately reflect our actual losses and profits. o Discussion regarding the validity of the budget and the fiscal responsibility of the board. Other suggestions: o The CVSC Board needs to evaluate the value in maintaining the services provided by Accelerated Rehab. o The CVSC Board needs to consider Raising sponsorships and/or fees Motion: Bob Pranger motioned to use a calculated percentage based on projected 2014 losses (after adjustment for recent profits from the indoor program) and our annual spend and apply the percentage to cuts on all line items that are not fixed. - Amber is to complete the calculations and submit to the board. Wendy Drinovsky seconded: 6 - In Favor / 1 - Opposed / 0 - Abstained APPROVED Club Administrator Report (Craig Winger): Complex Lease renewal for an additional 10 years. o Concerns regarding the language of who has the ability to terminate should be listed as CVSC and not the City of Waterloo. o How are asset improvements made by CVSC by addressed, full removal or buyout clause? Winter Indoor League: o 250 Kids attended with 92% being paid o Discussions regarding the next winter program and the use of the SportsPlex
CVYSA - PO Box 391 - Cedar Falls, IA 50613
Cedar Valley Soccer Club
o The SportsPlex has not invoiced CVSC for the space rental. Club Admin is working with Waterloo Leisure Services on final invoice. o Recent issues with the CVSC website. New domain name: CedarValleySoccerClubOnline.org New emails for Club Administrator, DOC and Registrar Working on Outdoor Complex Usage Contracts with; UNI, CFHS and WWestHS CVSC should consider changes to the of 20 mile radius boundary. Complex field rental rates were just reviewed and changed for 2014.
Coaching Binders: Wendy and Jennifer presented the board with a $700 option to replace all coaching folders and improve durability by going with plastic. Discussion for purpose of having folders at the field is to have Field Marshal Forms and other documents readily available. Ziploc bags and smaller versions were suggested by the group. Discussion on what forms are needed and how are they made available to the coaches. o Some concern over printing on personal computers o The Club Administrator will print and provide to the communities as promise for the 2014 spring season. o Collection and reuse of materials limits CVSC expenses. o Wendy reported that ISA does not allow player passes to be reprinted and the current process helps to limit this need. o Re-evaluate best process for managing this information and the folders for fall 2014. Director of Coaching Report (Colin Crichton): Thank you for supporting our first indoor events held at the SportsPlex! Colin has begun scheduling community meeting: o Dike: March 3rd o Janesville / CF: March 10th o Jesup: March 12th o Additional meeting will be set up and Colin can bring printed coaching materials with him. Spring Break Camp has been scheduled for March 17th – 21st. Colin has received a request from a U15G select family to discontinue making payments to CVSC due to injuries received in 2013 and the player’s inability to participate in practices or games. o Discussion regarding circumstances and coach and doctor recommendations Motion: Josh Printz motioned to allow this family to stop making payments to CVSC for the remainder of the 2013-14 season. James Cook seconded: 7 - In Favor / 0 - Opposed / 0 - Abstained APPROVED
CVYSA - PO Box 391 - Cedar Falls, IA 50613
Cedar Valley Soccer Club Registration: A committee will be formed to evaluate registration and associated CVSC Policy modification. Committee appointments: o Sheri Brockelsby – Hudson o Brian Earnest – Waterloo o Tammy Jensenius - Janesville o Ira Simet – Cedar Falls o Todd Pruisner – Aplington Parkersburg o Craig Winger – Club Administrator This committee will present recommendations at the April CVSC board meeting in preparation for a May 18th vote at the General Assembly Meeting for implementation for fall 2014 season. CVSC Website: The CVSC website went down last Wednesday because the site expired due to having old contact information on file. The CVSC domain name has been updated for an additional 10 years. Discussion for options to reduce Website costs (Currently $750.00 per year): o Josh presented an option which allows Dicks Sporting Goods advertising space on our homepage with no annual costs. o Current Bylaws do not allow for CVSC to distribute member information. o CVSC could approach other companies that may want to donate to support this service. o CVSC will continue with NGIN until additional bids are received and evaluated. CVSC Phone Line / Cell Phones: Amber has determined that there is a $90 savings per month for CVSC to supply a cell phone to both Club Admin and the DOC. Discussion regarding the value in having a CVSC owned line for members to contact. Issues with carrying and managing 2 phones is a concern. Motion: Bob Pranger motioned to allow both employees both employees to either keep their own phone with a reduced stipend or to accept the CVSC owned phone.. Josh Printz seconded: 2 - In Favor / 5- Opposed / 0 - Abstained FAILED Further discussion and Employee input The board decided to table this decision pending further research and employee input.
CVYSA - PO Box 391 - Cedar Falls, IA 50613
Cedar Valley Soccer Club Financial Report (Amber VanRee): Indoor Facility Manager is a line item for staff. o Craig had factored into his budget $1400 for management fees to assist with operational issues when Craig is not available. o Amber will discuss with Bergan Paulsen on whether the facility manager is considered an employee or a contractor. o Colin will assume all further facility management responsibilities through the end of the indoor season as it is written in his contract. o Time cards are required for all staff and need to be turned in to Amber for payment. Amber discovered and received $4800 in refunds from the State of Iowa and Pepsi. 2014 Timeline: Ira will address the U14 split resolution Spring schedules will not flip (am / pm) from fall due to some conflicts. Need to schedule and publish Face-to-Face community registrations. New Business: Grundy Center does not want to play small sided games for U14. o Colin will provide additional support and reasoning why this provides a better opportunity for skill development than the larger field. o It was agreed that all 15 girls could stay together if the coach manages their time appropriately so that no child has a bad experience. The next Board meeting is set for Sunday, March 23rd, 2014 (Time and Place TBD) Motion: James Cook motioned to adjourn the meeting. Bob Pranger seconded: 7 - In Favor / 0 - Opposed / 0 - Abstained APPROVED The meeting was adjourned at: 6:57 pm Brian Motzko, Secretary, Cedar Valley Soccer Club
CVYSA - PO Box 391 - Cedar Falls, IA 50613
Present
X X X X X X X X X
Melissa Sanders (Publicity Director)
CVSA Employees Craig Winger (Club Administrator) Colin Crichton (Director of Coaching) Randy Muller (Complex Fields Mngr) Amber VanRee (Bookkeeper - Concessions Manager)
Special Guests
Absent
Present
Absent
X X X X Representing
Community Representative
Representing
Todd Pruisner (Coordinator)
Aplington-Parkersburg
Ira Simet (Coordinator)
Cedar Falls
Chad Hertz (Coach Coordinator)
Cedar Falls
Amy Nielsen (Registrar)
Cedar Falls
Mandy Yoder (Com. Coordinator)
Grundy Center
Patti Martens (Com. Coordinator)
Grundy Center
Sheri Brockelsby (Coordinator)
Hudson
Dodie Henningsen (Com. Coord.)
Independence
Amy Roethler (Community Coord)
Janesville
Tammy Jensenius (Registrar)
Janesville
Amy Youngblut (Com. Coordinator)
Jesup
Jamie Troyer (Registrar)
Jesup
Corey Tolle (Referee Coordinator)
Jesup
Keith Hall (Com. Coordinator)
LaPorte City
Donna DeBoef
Traer & Dysart
Bryan Earnest (Com. Coordinator)
Waterloo
Edward Stoffer (Public Relations)
Waterloo
Chris Worthley (Select Coach)
Waterloo
Jason Koch (Parent)
Waterloo
CVYSA - PO Box 391 - Cedar Falls, IA 50613
Cedar Valley Soccer Club President Sue Rink called the meeting to order: 3:50 pm Agenda Changes: #9 (2014 Budget) was requested to be moved up to #4, ahead of Club Admin report. Motion: James Cook motioned to accept the agenda for this meeting with the proposed change. Kathy Bering seconded: 7 - In Favor / 0 - Opposed / 0 - Abstained APPROVED Meeting Minute Changes: Complex of the Year should be Field of the Year, Consider sending minutes out with agenda as a "DRAFT" for advanced review. Motion: Wendy Drinovsky motioned to accept the February 9th, 2014 meeting minutes as changed. James Cook seconded: 7 - In Favor / 0 - Opposed / 0 - Abstained APPROVED President’s Message (Sue Rink): Reviewed the agenda and outlined time limits for discussions. Fine Designs Proposal for printed tournament clothing: (Discussion) Contract is renewable annually Fine Designs requires a 20x30 tent (Same as what we used in past) Club Admin will clarify sales of non-clothing items Club LOGO and artwork are provided by Fine Designs Fine Designs only requires participant numbers for planning purposes (not player Info) Motion: Bob Pranger motioned to accept the proposal by Fine Designs. Kathy Bering seconded: 7 - In Favor / 0 - Opposed / 0 - Abstained APPROVED Denny Hanson Marketing Proposal: (Discussion) Need to clarify "In-Kind" Donations where CVSC could not afford to pay the 30% to Denny Denny would target larger donors (~$2500 and up) Kathy Bering and Craig Winger will follow up with Denny on his proposal A Committee was assigned to coordinate the CVSC Donation program Motion: James Cook motioned to table the proposal by Denny Hanson Marketing until the committee can provide additional information. Bob Pranger seconded: 7 - In Favor / 0 - Opposed / 0 - Abstained APPROVED
CVYSA - PO Box 391 - Cedar Falls, IA 50613
Cedar Valley Soccer Club 2014 Budget review: Current projected loss for 2014: $40K to $50K The first suggestion was to cut/eliminate the Dyno Program for a savings of $5000 per year. o Program Director, Kathy Bering assured the board that the program provides a benefit to the CVSC by promoting interest in soccer with our youngest members, and does not have a $5000 shortfall. o Consider if the Dyno program is better offered as a U6 rec rather than the current program A second suggestion was offered to use a straight percentage cut across the board to balance the budget, since our last budget meeting was not able to produce the required savings: o Example: a $50K loss on $500K spend is a 10% cut to all line items o Discussion regarding some line items are fixed but other may have room for higher percentage cuts. o Discussion regarding the profits from the indoor program will help offset the actual 2014 projected losses. o Discussion regarding using a new projected loss (accounting for Indoor program profits) and calculating and applying the percentage across the board. A third suggestion was offered to proceed with the projected loss since this is the first year the CVSC has had actual budget numbers to work with and some of the line items may not accurately reflect our actual losses and profits. o Discussion regarding the validity of the budget and the fiscal responsibility of the board. Other suggestions: o The CVSC Board needs to evaluate the value in maintaining the services provided by Accelerated Rehab. o The CVSC Board needs to consider Raising sponsorships and/or fees Motion: Bob Pranger motioned to use a calculated percentage based on projected 2014 losses (after adjustment for recent profits from the indoor program) and our annual spend and apply the percentage to cuts on all line items that are not fixed. - Amber is to complete the calculations and submit to the board. Wendy Drinovsky seconded: 6 - In Favor / 1 - Opposed / 0 - Abstained APPROVED Club Administrator Report (Craig Winger): Complex Lease renewal for an additional 10 years. o Concerns regarding the language of who has the ability to terminate should be listed as CVSC and not the City of Waterloo. o How are asset improvements made by CVSC by addressed, full removal or buyout clause? Winter Indoor League: o 250 Kids attended with 92% being paid o Discussions regarding the next winter program and the use of the SportsPlex
CVYSA - PO Box 391 - Cedar Falls, IA 50613
Cedar Valley Soccer Club
o The SportsPlex has not invoiced CVSC for the space rental. Club Admin is working with Waterloo Leisure Services on final invoice. o Recent issues with the CVSC website. New domain name: CedarValleySoccerClubOnline.org New emails for Club Administrator, DOC and Registrar Working on Outdoor Complex Usage Contracts with; UNI, CFHS and WWestHS CVSC should consider changes to the of 20 mile radius boundary. Complex field rental rates were just reviewed and changed for 2014.
Coaching Binders: Wendy and Jennifer presented the board with a $700 option to replace all coaching folders and improve durability by going with plastic. Discussion for purpose of having folders at the field is to have Field Marshal Forms and other documents readily available. Ziploc bags and smaller versions were suggested by the group. Discussion on what forms are needed and how are they made available to the coaches. o Some concern over printing on personal computers o The Club Administrator will print and provide to the communities as promise for the 2014 spring season. o Collection and reuse of materials limits CVSC expenses. o Wendy reported that ISA does not allow player passes to be reprinted and the current process helps to limit this need. o Re-evaluate best process for managing this information and the folders for fall 2014. Director of Coaching Report (Colin Crichton): Thank you for supporting our first indoor events held at the SportsPlex! Colin has begun scheduling community meeting: o Dike: March 3rd o Janesville / CF: March 10th o Jesup: March 12th o Additional meeting will be set up and Colin can bring printed coaching materials with him. Spring Break Camp has been scheduled for March 17th – 21st. Colin has received a request from a U15G select family to discontinue making payments to CVSC due to injuries received in 2013 and the player’s inability to participate in practices or games. o Discussion regarding circumstances and coach and doctor recommendations Motion: Josh Printz motioned to allow this family to stop making payments to CVSC for the remainder of the 2013-14 season. James Cook seconded: 7 - In Favor / 0 - Opposed / 0 - Abstained APPROVED
CVYSA - PO Box 391 - Cedar Falls, IA 50613
Cedar Valley Soccer Club Registration: A committee will be formed to evaluate registration and associated CVSC Policy modification. Committee appointments: o Sheri Brockelsby – Hudson o Brian Earnest – Waterloo o Tammy Jensenius - Janesville o Ira Simet – Cedar Falls o Todd Pruisner – Aplington Parkersburg o Craig Winger – Club Administrator This committee will present recommendations at the April CVSC board meeting in preparation for a May 18th vote at the General Assembly Meeting for implementation for fall 2014 season. CVSC Website: The CVSC website went down last Wednesday because the site expired due to having old contact information on file. The CVSC domain name has been updated for an additional 10 years. Discussion for options to reduce Website costs (Currently $750.00 per year): o Josh presented an option which allows Dicks Sporting Goods advertising space on our homepage with no annual costs. o Current Bylaws do not allow for CVSC to distribute member information. o CVSC could approach other companies that may want to donate to support this service. o CVSC will continue with NGIN until additional bids are received and evaluated. CVSC Phone Line / Cell Phones: Amber has determined that there is a $90 savings per month for CVSC to supply a cell phone to both Club Admin and the DOC. Discussion regarding the value in having a CVSC owned line for members to contact. Issues with carrying and managing 2 phones is a concern. Motion: Bob Pranger motioned to allow both employees both employees to either keep their own phone with a reduced stipend or to accept the CVSC owned phone.. Josh Printz seconded: 2 - In Favor / 5- Opposed / 0 - Abstained FAILED Further discussion and Employee input The board decided to table this decision pending further research and employee input.
CVYSA - PO Box 391 - Cedar Falls, IA 50613
Cedar Valley Soccer Club Financial Report (Amber VanRee): Indoor Facility Manager is a line item for staff. o Craig had factored into his budget $1400 for management fees to assist with operational issues when Craig is not available. o Amber will discuss with Bergan Paulsen on whether the facility manager is considered an employee or a contractor. o Colin will assume all further facility management responsibilities through the end of the indoor season as it is written in his contract. o Time cards are required for all staff and need to be turned in to Amber for payment. Amber discovered and received $4800 in refunds from the State of Iowa and Pepsi. 2014 Timeline: Ira will address the U14 split resolution Spring schedules will not flip (am / pm) from fall due to some conflicts. Need to schedule and publish Face-to-Face community registrations. New Business: Grundy Center does not want to play small sided games for U14. o Colin will provide additional support and reasoning why this provides a better opportunity for skill development than the larger field. o It was agreed that all 15 girls could stay together if the coach manages their time appropriately so that no child has a bad experience. The next Board meeting is set for Sunday, March 23rd, 2014 (Time and Place TBD) Motion: James Cook motioned to adjourn the meeting. Bob Pranger seconded: 7 - In Favor / 0 - Opposed / 0 - Abstained APPROVED The meeting was adjourned at: 6:57 pm Brian Motzko, Secretary, Cedar Valley Soccer Club
CVYSA - PO Box 391 - Cedar Falls, IA 50613
