Region 572 Board Meeting Minutes January 16, 2015 - Amazon Web ...
Region 572 Board Meeting Minutes January 16, 2015
Call to Order: The meeting was held at the National Guard Armory, 314 Industrial Park, Waynesville, and was called to order at 7:12 pm by Audra Bowen. Present were Audra Bowen, Scott Clontz, David Ponder, Patty Pinkston, Joe Reinman, and Sharon Bowers. Review of Previous Months Minutes: The November minutes were approved at the December Christmas dinner. There were no December minutes. Regional Commissioner Report: Audra Bowen discussed the recent Winter Super Camp, and announced that she and Kelly Hartzog earned their Management Instructor certification. She also said that Scott Clontz earned the Coaching Instructor certification, and Michelle Thacker is now certified as a Referee Instructor. Audra pointed out that these certifications meant we were no longer dependant on out-of-town instructors. Treasurer’s Report: The Treasurer’s Report of Expenditures was distributed by Anna Henderson, and accepted by unanimous vote. Anna pointed out that we would no longer be paying travel expenses for instructors from other regions because of our newly certified instructors. There was also a discussion of why we were still paying an A.T. & T. fee since we had transitioned our ‘Hotline” to Google. Audra said that since the transition was complete and the past due bill paid, that we could go ahead and cancel this service. Anna agreed to call A.T. & T. to arrange this cancellation. Boys and Girls Commissioner Report: Scott Clontz had nothing to report. Regional Coaches Commissioner Report: David Ponder requested that the Board begin planning for the upcoming season Registration, and the End of Season Tournament (with extended eligibility for teams U8 and up). He also requested confirmation for the Spring Season dates. Audra replied that the season would run from May 2 through June 6 for regular season games, and that the Tournament would be held over the weekend of June13/14. These dates were included in the contract with the Waynesville Rec. Center. Regional Referee Administrator Report: Michelle Thacker said that she had the new referee point tallies. She and Scott discussed possibility that the old point tallies could be uploaded via an Excel spreadsheet to Blue Sombrero. Michelle T. stated that CGI sports would remain the Referee domain. Michelle T. also circulated copies of suggested scheduling for the new season. This schedule was very similar to past years, and constructed to allow for movement between fields for Refs and Coaches, and age requirements (such as work requirements for
older players.) Michelle requested that the Board approve the purchase of the newest edition of “USSF Laws of the Game Advise” books. This request was approved and Audra said she would order the books. Registrar Report: Michelle Smith requested that the Registration team meet one evening near the middle of February to set up the laptops and train on the registration process. She suggested a Saturday night over pizza and cookies. Michelle S. asked if she could get access to open the Web Registration page. She also asked if we needed to order more hard copies of the registration forms. Audra told her that we still had both the regular forms and Spanish language forms, but were no longer supposed to use them. If paper is used, they have to be transposed to On-line forms and are not a legal registration until electronically “signed”. It was also pointed out that the new registration system intentionally made it more difficult to field “All Star” tournament teams, since it is National’s desire to encourage regular season teams only, for balance. Safety Coordinator Report: Aimee Hoyle had nothing to report. Child Volunteer Protection Advocate (CVPA) Report: Kelly Hartzog had nothing to report. Division Commissioners Reports: Scott said that he was still waiting to receive additional Player Ratings Forms. There was nothing else reported from any of the Commissioners. VIP Commissioner Report: Kelly Hartzog reported that the VIP Basket Silent Auction would be held at the Knoxville Expo meeting, and that there was still time to donate items. Audra recommended smaller items of “local color”. Scott requested a copy of the VIP flyer so that he could upload the information to the website. Old Business: Audra discussed the Preschool reach-out initiative. Also discussed was the certification of the new instructors, the Kids Zone pledge, and the regional Report Cards. The discontinuation of the Concessions was approved, and plans were begun to sell other items (eg - balls and shin guards) at registration. Also discussed was the opening of the End of Season tournament to most age groups teams. New Business: Board Member Changes – Chris DiIenno has resigned as U16/19 Commissioner. Joe Reinman resigned as U10G commissioner. He will remain as a Member at Large and Secretary until he moves to Louisiana at the end of the Spring season, and has agreed to help train the new Secretary. Meeting with Haywood Parks and Recreation – Set for January 20. Issues include discontinuing the Concessions, a reduced rate for less usage of the Allen’s Creek fields, and
Park usage of our U10 goals for their Adult league, for which we would require a fee and insurance protection. Concussion Training – Seven members of the board have completed the training. The remaining members are urged to complete theirs as soon as possible. Division Commissioner Reorganization – Since it was decided that Division Commissioners should not have a child of their own in the division, to avoid appearances of favoritism, all of the position must be reassigned. Scott volunteered for U10 Girls, and Jeff Hoyle took the U10 Boys. All other positions remained open. Practice Fields – The fee for the use of school system fields has tripled since we have been forced to negotiate with the Board of Education instead of the individual school principals. Because of this it was decided to look for alternatives for the school practice fields. A reachout effort was organized to approach several of the local churches for use of their fields. Kelly agreed to approach New Covenant, and Patti Pinkston will talk with Bethel Baptist. Registration Sale Items – The Board agreed to sell extra uniform socks, balls, shin guards and “practice” t-shirts. Scott showed two designs for the t-shirts, and said that the shirts were the nice nylon type. The printing would be one color on neon-colored shirt material. The bicycle-kick design was selected, and Scott agreed to price a shirt order. A discussion of selling balls and shin guards occurred. Audra said that we should sell the left-over team/.coach balls from previous seasons first. David stated that selling shin guards might require a return policy to ensure proper fit. Audra said that she would try to work out an arrangement with Dick’s Sporting Goods for inventory and returns. Recruiting Flyers – Flyers will be taken to the Board of Education for approval before being distributed. Audra asked Joe to revise the Scholarship flyer on the new letterhead to correct the phone number. She also asked for volunteers to help distribute them before registration, and for help in putting up the registration banners. Player/Tea, Pictures – Patti said that there will be no team picture in the Spring. Closing Remarks: Audra thanked everyone for their help and participation, and expressed excitement for the new season that was fast approaching. Thought of the Month: The secret to getting ahead is to get started.
Call to Order: The meeting was held at the National Guard Armory, 314 Industrial Park, Waynesville, and was called to order at 7:12 pm by Audra Bowen. Present were Audra Bowen, Scott Clontz, David Ponder, Patty Pinkston, Joe Reinman, and Sharon Bowers. Review of Previous Months Minutes: The November minutes were approved at the December Christmas dinner. There were no December minutes. Regional Commissioner Report: Audra Bowen discussed the recent Winter Super Camp, and announced that she and Kelly Hartzog earned their Management Instructor certification. She also said that Scott Clontz earned the Coaching Instructor certification, and Michelle Thacker is now certified as a Referee Instructor. Audra pointed out that these certifications meant we were no longer dependant on out-of-town instructors. Treasurer’s Report: The Treasurer’s Report of Expenditures was distributed by Anna Henderson, and accepted by unanimous vote. Anna pointed out that we would no longer be paying travel expenses for instructors from other regions because of our newly certified instructors. There was also a discussion of why we were still paying an A.T. & T. fee since we had transitioned our ‘Hotline” to Google. Audra said that since the transition was complete and the past due bill paid, that we could go ahead and cancel this service. Anna agreed to call A.T. & T. to arrange this cancellation. Boys and Girls Commissioner Report: Scott Clontz had nothing to report. Regional Coaches Commissioner Report: David Ponder requested that the Board begin planning for the upcoming season Registration, and the End of Season Tournament (with extended eligibility for teams U8 and up). He also requested confirmation for the Spring Season dates. Audra replied that the season would run from May 2 through June 6 for regular season games, and that the Tournament would be held over the weekend of June13/14. These dates were included in the contract with the Waynesville Rec. Center. Regional Referee Administrator Report: Michelle Thacker said that she had the new referee point tallies. She and Scott discussed possibility that the old point tallies could be uploaded via an Excel spreadsheet to Blue Sombrero. Michelle T. stated that CGI sports would remain the Referee domain. Michelle T. also circulated copies of suggested scheduling for the new season. This schedule was very similar to past years, and constructed to allow for movement between fields for Refs and Coaches, and age requirements (such as work requirements for
older players.) Michelle requested that the Board approve the purchase of the newest edition of “USSF Laws of the Game Advise” books. This request was approved and Audra said she would order the books. Registrar Report: Michelle Smith requested that the Registration team meet one evening near the middle of February to set up the laptops and train on the registration process. She suggested a Saturday night over pizza and cookies. Michelle S. asked if she could get access to open the Web Registration page. She also asked if we needed to order more hard copies of the registration forms. Audra told her that we still had both the regular forms and Spanish language forms, but were no longer supposed to use them. If paper is used, they have to be transposed to On-line forms and are not a legal registration until electronically “signed”. It was also pointed out that the new registration system intentionally made it more difficult to field “All Star” tournament teams, since it is National’s desire to encourage regular season teams only, for balance. Safety Coordinator Report: Aimee Hoyle had nothing to report. Child Volunteer Protection Advocate (CVPA) Report: Kelly Hartzog had nothing to report. Division Commissioners Reports: Scott said that he was still waiting to receive additional Player Ratings Forms. There was nothing else reported from any of the Commissioners. VIP Commissioner Report: Kelly Hartzog reported that the VIP Basket Silent Auction would be held at the Knoxville Expo meeting, and that there was still time to donate items. Audra recommended smaller items of “local color”. Scott requested a copy of the VIP flyer so that he could upload the information to the website. Old Business: Audra discussed the Preschool reach-out initiative. Also discussed was the certification of the new instructors, the Kids Zone pledge, and the regional Report Cards. The discontinuation of the Concessions was approved, and plans were begun to sell other items (eg - balls and shin guards) at registration. Also discussed was the opening of the End of Season tournament to most age groups teams. New Business: Board Member Changes – Chris DiIenno has resigned as U16/19 Commissioner. Joe Reinman resigned as U10G commissioner. He will remain as a Member at Large and Secretary until he moves to Louisiana at the end of the Spring season, and has agreed to help train the new Secretary. Meeting with Haywood Parks and Recreation – Set for January 20. Issues include discontinuing the Concessions, a reduced rate for less usage of the Allen’s Creek fields, and
Park usage of our U10 goals for their Adult league, for which we would require a fee and insurance protection. Concussion Training – Seven members of the board have completed the training. The remaining members are urged to complete theirs as soon as possible. Division Commissioner Reorganization – Since it was decided that Division Commissioners should not have a child of their own in the division, to avoid appearances of favoritism, all of the position must be reassigned. Scott volunteered for U10 Girls, and Jeff Hoyle took the U10 Boys. All other positions remained open. Practice Fields – The fee for the use of school system fields has tripled since we have been forced to negotiate with the Board of Education instead of the individual school principals. Because of this it was decided to look for alternatives for the school practice fields. A reachout effort was organized to approach several of the local churches for use of their fields. Kelly agreed to approach New Covenant, and Patti Pinkston will talk with Bethel Baptist. Registration Sale Items – The Board agreed to sell extra uniform socks, balls, shin guards and “practice” t-shirts. Scott showed two designs for the t-shirts, and said that the shirts were the nice nylon type. The printing would be one color on neon-colored shirt material. The bicycle-kick design was selected, and Scott agreed to price a shirt order. A discussion of selling balls and shin guards occurred. Audra said that we should sell the left-over team/.coach balls from previous seasons first. David stated that selling shin guards might require a return policy to ensure proper fit. Audra said that she would try to work out an arrangement with Dick’s Sporting Goods for inventory and returns. Recruiting Flyers – Flyers will be taken to the Board of Education for approval before being distributed. Audra asked Joe to revise the Scholarship flyer on the new letterhead to correct the phone number. She also asked for volunteers to help distribute them before registration, and for help in putting up the registration banners. Player/Tea, Pictures – Patti said that there will be no team picture in the Spring. Closing Remarks: Audra thanked everyone for their help and participation, and expressed excitement for the new season that was fast approaching. Thought of the Month: The secret to getting ahead is to get started.
