December Board Meeting Minutes -12-20-2016
BLACK HILLS RAPIDS SOCCER CLUB
December Board Meeting Minutes- 12-20-2016
I.
Call to Order - 6:02 pm by President Charles Culbertson
II.
Present - Culbertson, Bradley, Beaumont, Pitts, Reagan, Adel, Bauer Absent Schuelke
III.
Adoption of Agenda - Motion by Beaumont to approve agenda with additions to agenda. Second by Pitts. Motion passed.
IV.
Introduction of guests - Wade Weiss and family
V.
Approval of minutes - Motion by Bradley to approve October and November minutes. Second by Bauer. Motion passed.
VI.
Business items: A. Wade spoke about Parent advisory committee and his involvement. Talked about working on a style of play, strategic plan, focus groups, and culture of soccer in our community. Said the dialogue is good. There are some age groups that are not represented. Question was asked if a message from the board would help.
Board will send a message to these teams to encourage
participation. B. Camps - Rapids camp is a go for July 10-13, 2017. Should have coaches from Rapids Development Academy and partner clubs to run sessions. Luis is working out the details with Danny Stone and Rapids staff. Board stated we will have deadlines for early and final registration dates. Non-Rapids members will pay $25 more than Rapids players. Skills Camp - Going to try to make this happen over two weeks. May 31, June 1 and then June 6/7. This will give parents a free weekends and keep players fresh after Real and then prior to our local tourney. College Coaches - June 5-8. Motion by Beaumont to approve camp proposals. Second by Reagan. Motion passed.
BLACK HILLS RAPIDS SOCCER CLUB P.O. Box 273 | Rapid City, South Dakota | 57709
BLACK HILLS RAPIDS SOCCER CLUB
December Board Meeting Minutes- 12-20-2016
C. Coaches Pay - Luis is provided a budget amount. Question was asked about allocation of this amount. Luis works with the budgeted amount given to divvy amongst his coaches. Stated he is under budget. Motion to approve coaches pay by Adel. Second by Bauer. Motion passed with Reagan abstaining due to conflict of interest. Coach Valder - Just present to answer budget questions. He was thanked for this work on the budget. He requested his budget to be flexible and allow for him to flex as needed between line items with the understanding the overall budget amount cannot change. Treasurer Bradley concurred and provided a recommendation to Josh and board to grant this request. D. Referees - Pitts met with Greg Stone and Chad Landis and had a fruitful discussion. They pointed out they used to received approximately $2000 from RCYSL and RSC annually for a referee development fund. This money is used by them to offset the costs associated with hosting new certification courses, recertification courses, and futsal courses. It was discussed and agreed that the BHRSC would add a line item in the budget for this in the future. The amount will be determined at a later date. Pitts needs to follow up with Greg regarding field marshals at indoor tourneys. E. Uniforms - President Culbertson asked us to be open to a possible vendor change. Soccer.com is ok but we may be able to find a better provider. F. School of Mines Donation - Motion to pay SDSMT men soccer program $1500 for assistance with indoor league by Beaumont. Second by Reagan. Discussion that it should be contingent on invoice from SDSMT for amount of assistance. We also need to receive invoices for college meeting room bills and recreational program bills from indoor league. Motion amended by sponsor and seconded by Reagan. Motion passed.
BLACK HILLS RAPIDS SOCCER CLUB P.O. Box 273 | Rapid City, South Dakota | 57709
BLACK HILLS RAPIDS SOCCER CLUB
December Board Meeting Minutes- 12-20-2016
G. Discount/Refund - Request by player was made and denied unanimously by board. H. Bylaw Change - Situation arose where President resigned, President-Elect filled this position. Our bylaw stated the President-Elect position will not be filled if this happens. Puts us in precarious situation. Bylaw change proposal by Pitts of Article V - Section 1. Second by Adel. Motion passed. First reading was helding at this meeting. New bylaw reads:
In the event of a vacancy on the Board, the remaining members of the Board shall appoint a replacement at a meeting of the Board. A member elected to fill a vacancy will serve in the position until the next regular meeting of the General Membership, at which time the election of a permanent replacement shall occur according to the normal election process. The President-Elect will take office of the President in odd years for a two-year term. In the event that the position of President becomes vacant prior to the end of the term, the President-Elect will assume the office of President for the remainder of the vacated term and the following two-year term. In the event of a vacancy of the President-Elect, the remaining members of the Board shall appoint a replacement on an interim basis at a meeting of the Board. A member elected to fill a vacancy on an interim basis will serve in the position until the next regular meeting of the General Membership, at which time the election of a permanent replacement shall occur according to the normal election process. In the event that the office of President becomes vacant and there is not a President-Elect, the President shall be elected directly by the general membership. A President elected under these circumstances shall serve the remainder of the term vacated by the past President.
I. WRAS - Discussion of fees and decision was made to leave the fees as is. Need to track the field usage and our costs of maintenance to better assess a possible fee increase in the future.
BLACK HILLS RAPIDS SOCCER CLUB P.O. Box 273 | Rapid City, South Dakota | 57709
BLACK HILLS RAPIDS SOCCER CLUB
December Board Meeting Minutes- 12-20-2016
J. Domain names - Motion by Pitts to continue to pay to keep list of domain names provided by Member Bauer. Second by Cathy. Discussion about need to do this. It was determined to be in the organization's’ best interest. Motion passed. K. Adidas money - Pitts has ideas and was given more. Pitts is getting an order together and moving forward. VII.
Financial Report - Need a balanced budget for 2017. Treasurer Bradley provided a draft for us. Need to look at it cautiously and make cuts in some areas.
VIII.
Executive Session - Entered at 8:52pm. Exited at 10:08pm.
IX. Next meeting -
January 4, 2017 @ 6:30pm Tem-Tech 2809 Plant Street X. Adjourned at 10:09pm.
BLACK HILLS RAPIDS SOCCER CLUB P.O. Box 273 | Rapid City, South Dakota | 57709
December Board Meeting Minutes- 12-20-2016
I.
Call to Order - 6:02 pm by President Charles Culbertson
II.
Present - Culbertson, Bradley, Beaumont, Pitts, Reagan, Adel, Bauer Absent Schuelke
III.
Adoption of Agenda - Motion by Beaumont to approve agenda with additions to agenda. Second by Pitts. Motion passed.
IV.
Introduction of guests - Wade Weiss and family
V.
Approval of minutes - Motion by Bradley to approve October and November minutes. Second by Bauer. Motion passed.
VI.
Business items: A. Wade spoke about Parent advisory committee and his involvement. Talked about working on a style of play, strategic plan, focus groups, and culture of soccer in our community. Said the dialogue is good. There are some age groups that are not represented. Question was asked if a message from the board would help.
Board will send a message to these teams to encourage
participation. B. Camps - Rapids camp is a go for July 10-13, 2017. Should have coaches from Rapids Development Academy and partner clubs to run sessions. Luis is working out the details with Danny Stone and Rapids staff. Board stated we will have deadlines for early and final registration dates. Non-Rapids members will pay $25 more than Rapids players. Skills Camp - Going to try to make this happen over two weeks. May 31, June 1 and then June 6/7. This will give parents a free weekends and keep players fresh after Real and then prior to our local tourney. College Coaches - June 5-8. Motion by Beaumont to approve camp proposals. Second by Reagan. Motion passed.
BLACK HILLS RAPIDS SOCCER CLUB P.O. Box 273 | Rapid City, South Dakota | 57709
BLACK HILLS RAPIDS SOCCER CLUB
December Board Meeting Minutes- 12-20-2016
C. Coaches Pay - Luis is provided a budget amount. Question was asked about allocation of this amount. Luis works with the budgeted amount given to divvy amongst his coaches. Stated he is under budget. Motion to approve coaches pay by Adel. Second by Bauer. Motion passed with Reagan abstaining due to conflict of interest. Coach Valder - Just present to answer budget questions. He was thanked for this work on the budget. He requested his budget to be flexible and allow for him to flex as needed between line items with the understanding the overall budget amount cannot change. Treasurer Bradley concurred and provided a recommendation to Josh and board to grant this request. D. Referees - Pitts met with Greg Stone and Chad Landis and had a fruitful discussion. They pointed out they used to received approximately $2000 from RCYSL and RSC annually for a referee development fund. This money is used by them to offset the costs associated with hosting new certification courses, recertification courses, and futsal courses. It was discussed and agreed that the BHRSC would add a line item in the budget for this in the future. The amount will be determined at a later date. Pitts needs to follow up with Greg regarding field marshals at indoor tourneys. E. Uniforms - President Culbertson asked us to be open to a possible vendor change. Soccer.com is ok but we may be able to find a better provider. F. School of Mines Donation - Motion to pay SDSMT men soccer program $1500 for assistance with indoor league by Beaumont. Second by Reagan. Discussion that it should be contingent on invoice from SDSMT for amount of assistance. We also need to receive invoices for college meeting room bills and recreational program bills from indoor league. Motion amended by sponsor and seconded by Reagan. Motion passed.
BLACK HILLS RAPIDS SOCCER CLUB P.O. Box 273 | Rapid City, South Dakota | 57709
BLACK HILLS RAPIDS SOCCER CLUB
December Board Meeting Minutes- 12-20-2016
G. Discount/Refund - Request by player was made and denied unanimously by board. H. Bylaw Change - Situation arose where President resigned, President-Elect filled this position. Our bylaw stated the President-Elect position will not be filled if this happens. Puts us in precarious situation. Bylaw change proposal by Pitts of Article V - Section 1. Second by Adel. Motion passed. First reading was helding at this meeting. New bylaw reads:
In the event of a vacancy on the Board, the remaining members of the Board shall appoint a replacement at a meeting of the Board. A member elected to fill a vacancy will serve in the position until the next regular meeting of the General Membership, at which time the election of a permanent replacement shall occur according to the normal election process. The President-Elect will take office of the President in odd years for a two-year term. In the event that the position of President becomes vacant prior to the end of the term, the President-Elect will assume the office of President for the remainder of the vacated term and the following two-year term. In the event of a vacancy of the President-Elect, the remaining members of the Board shall appoint a replacement on an interim basis at a meeting of the Board. A member elected to fill a vacancy on an interim basis will serve in the position until the next regular meeting of the General Membership, at which time the election of a permanent replacement shall occur according to the normal election process. In the event that the office of President becomes vacant and there is not a President-Elect, the President shall be elected directly by the general membership. A President elected under these circumstances shall serve the remainder of the term vacated by the past President.
I. WRAS - Discussion of fees and decision was made to leave the fees as is. Need to track the field usage and our costs of maintenance to better assess a possible fee increase in the future.
BLACK HILLS RAPIDS SOCCER CLUB P.O. Box 273 | Rapid City, South Dakota | 57709
BLACK HILLS RAPIDS SOCCER CLUB
December Board Meeting Minutes- 12-20-2016
J. Domain names - Motion by Pitts to continue to pay to keep list of domain names provided by Member Bauer. Second by Cathy. Discussion about need to do this. It was determined to be in the organization's’ best interest. Motion passed. K. Adidas money - Pitts has ideas and was given more. Pitts is getting an order together and moving forward. VII.
Financial Report - Need a balanced budget for 2017. Treasurer Bradley provided a draft for us. Need to look at it cautiously and make cuts in some areas.
VIII.
Executive Session - Entered at 8:52pm. Exited at 10:08pm.
IX. Next meeting -
January 4, 2017 @ 6:30pm Tem-Tech 2809 Plant Street X. Adjourned at 10:09pm.
BLACK HILLS RAPIDS SOCCER CLUB P.O. Box 273 | Rapid City, South Dakota | 57709
