Harbor Board Meeting Minutes January 5, 2016, 7:00 p.m.
Round Table Pizza, Gig Harbor, WA
Attendance: Office Contact President Jeff Wenrich VP Admin VP Ops Jack Tullis VP Comp Kevin Gray Treasurer Chris Hodson Secretary Rhiannon Fernandez Asst Sec. Dani Akulshin Registrar Melissa Zenter DOC Neil Megson ADOC GM Jason Jarrett Youth Dir Shawn Alire Others: Dr. Schlitz
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U Office Premier PD Premier PD Club PD Academy PD Asst Academy PD Micro PD Rec Team Assignor Business Develop. Game Coordinator Field Coordinator Discipline Com
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Oscar Canas
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Scott Mahary Heath McLellan Ted Smith Nora Mahary Matt Bebich Jennifer Moreland
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Jen Quilio
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Discussion: BU13G - Dr. Stephanie Schlitz spoke in response to the DARC Summary & Recommendation, because she felt the review committee’s summary was not accurate in outlining her expressed concerns. Minutes: October 2015 Minutes approved. Jeff asked that everyone resubmit their November Reports to him so he can complete the minutes. The Board approved using the PowerPoint presentation given at the Annual General Meeting in December to serve as the December 2015 minutes, with the addition of the election results. Reports: ● President o Attended TPC meeting ▪ The association is growing and refocusing with new leadership. ▪ Discussion on the article regarding heading the ball, and right now they are considering eliminating heading from U11 and below, and allowing heading for U12 and above in games only, but not practices. This brings the concern of teaching a player how to head the ball appropriately. This still needs to be worked out. The club needs to be prepared for this. Jason will start working on this and decide how to disseminate the information to the membership. o See attached written report. ● Treasurer o Working on year-end clean-up, and hopes to have the 2015 budget vs. actuals to the Program Directors by January 11. o Met with someone who helped set up QuickBooks; however, some account numbers are weird. o Will begin working on going through the large list of outstanding checks.
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Discussion: Jeff would like the Board to brainstorm on how to find a way to get monthly year to date actual versus budget reports. Maybe there is software that could be used to accomplish this. Chris suggested having a meeting to discuss what this entails. She has a lot of ideas on how to do the budgets and have them look more accurate. Chris will coordinate a meeting with Kevin, Jason, and Ted. o Finance Committee was established: Jeff, Rhiannon, and Ted. o See attached written report. Secretary - No report. VP Admin - No report. Registrar o Processing a few transfers into the club. Some high school girls have left. o A few more kids registered for Friday Night Lights and Academy. o Affinity will be used club-wide. The boys tryouts will be the first event using Affinity. ▪ Need to schedule a couple of training opportunities. ▪ She would like to meet with PDs to get their inputs on what info is needed. ● Could ask for some templates used by other clubs and modify it for our club’s needs. ▪ Need to know when tryouts are going to be so registration deadlines can be set. ▪ Need to know registration fees for 2016/17 season. ▪ Melissa and Chris will coordinate a meeting to PDs who need to provide input. o See attached written report. VP Ops o Looking for volunteers to be on the Disciplinary and Review Committee. ▪ Need one more parent, one more rec coach, and a community member at large. o Working on filling open positions - more to come. o Working with Jason and Oscar on timelines and tryouts. o See attached written report. Club PD o Mike Stewart submitted a final report as Club PD (see attached). He expressed concern about getting practice and game schedules out in a timely, consistent manner. This needs to be focused on to the best of the Board’s ability. Parents complain about this as well. Academy PD o A couple of teams are playing in the Ehnat Cup. o Games will be played at Harbor Ridge this weekend. TPC has asked that a board member be at the start of every game. A tournament schedule will be emailed to the Board so everyone can start filling in the spots. o See attached written report. Micro PD o Started looking at updating website and budget for the next season. o Need to send Micro Responsibilities to Jason to be included in the operations manual. o See attached written report. VP Comp o Working on schedules, done all the way through March. o Fields ▪ Looking for a Fields Coordinator. ▪ Looking at all fields and what to do with new sizes. Jason has a committee. ▪ This will force the purchase of more goals on grass fields, which will alleviate some concerns from rec coaches. ▪ Looking at how many teams play each weekend and what the impact will be if U12s are 9v9. o
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TCC slammed all weekend. May need to schedule games for both Saturday and Sunday. Lighthouse could become the other field, put 6’s and 7’s on the end of the field, and get rid of Rosedale. ● Will pass this information onto the committee. ● Kevin and Jack need to meet to review how this will impact the programs. o See attached written report. ● Game Coordinator o See attached written report. ● General Manager o Lighthouse is on board with HSC doing field improvements and removing the baseball backstop. HSC would maintain the fields and get free usage. o Finished Friday Night Lights in December and starting a second session next week. o Forming new Junior Academy teams. HSC will host twice. He will get the dates out to the Board. It will have to start either President’s Day weekend or Superbowl weekend in order to get the full six weeks in. o Rule Change Committee will convene soon. o Attending convention next week, Tuesday through Sunday. o ProTime - clarified issue with UA supply. Chris will call and talk to Amy to discuss invoicing concerns and scholarship fund. o See attached written report. ● Member Accounts o Corrected mistake in written report regarding Small-Sided, there were four players, but one of them has contacted them. Trying to figure out getting payments. o Two board members need to be caught up. o There has been a verbal card pulling, but not a physical card pulling. o Five players who are more than two months past due, need to pull card. o Jason will contact coaches of delinquent players, and let them know the players are ineligible to play. o Need discussion on what to do with players who are not caught up on payments when registering for the next season. o See attached written report. ● Spirit Wear o See attached written report. ● DOC o See attached written report. Committee: ● Field Committee – o Jeff and Jason met are actively speaking with Terry Wambaug without PenMet, and have built a level of trust. o A purchase agreement was provided to the club; however, we need a business plan or revenue model for the new construction associated with the proposed project. o Sought out a business plan proposal, but was not happy with the proposal. o Have another meeting scheduled with a company who specializes in finding funding for 501C3’s. o Need to develop a business plan before an agreement can be met on purchasing the land. o A Field Committee would be the next step. If people are interested in that, email Jeff. Old Business: None.
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New Business: ● Appointments – o Motion by Jeff, seconded by Chris, to nominate Ted Smith as VP of Admin to a term that will expire December 31, 2016. The motion passed 6-0. Ted and Jack abstained. ▪ Ted and Jeff will tag-team on the Micro PD responsibilities until they can find a permanent replacement. o Communications Coordinator - still working on this nomination. o Member-at-Large - no one to nominate at this point. This position may be the first point of contact for the members/public when they want to get in touch with the Board. ● Strategic Planning - A five-year plan was started several years ago and never finished. Jeff will send out an email to the Board to get started working on this before the start of open registration. ● Discipline and Review Committee o the Board recessed into executive session to hear the recommendations of the DaRC at 8:45 p.m. o The Board reconvened back into open session at 9:14 p.m. o Motion by Jack, seconded by Ted, to accept the DaRC recommendation, specifically putting a letter of warning in Oscar’s file, in addition, to provide enhanced required training for premier coaches on bullying/harassment, and validate the parent’s concerns by outlining steps the club will take to address the concerns. The motion carried unanimously. Good of the Game: None. The meeting adjourned at 9:15 p.m.
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President’s Report January 5, 2016 TPCJSA: • •
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Attended meeting on December 17th Pins were given to all Harbor teams registered for Rec Cups (Ehnat, Painton, Schmidt) o HSC is hosting the B/G U11 semis and finals Jan 9/10 at HMS o If any board members are in town, and can make an appearance before each of the 6 games, please let me know. Doug Andreasson attended the meeting; much discussion about the movement to reduce/eliminate heading. Current thinking is to completely eliminate heading from U11 and below (not part of training). U12 and above heading only in games. Implementation details and timing are forthcoming. We need to be prepared for this to go into effect with the 2016/17 season.
HSC Treasurer’s Report January 5, 2016
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The end of the year processing is my top priority currently. This involves many account reconciliations, collecting the 1099 information for tax reporting, and correcting journal entries. The last payroll has been run for 2015 to ensure W2’s are ready for processing. Financial Assistance awards are also being reconciled for the report to Grindstone Foundation. A new prelim 2015 Budget vs Actual will be available to the PD’s by January 11, 2016
-Chris Hodson
Registrar Report January 2016 Friday Night Lights II registration is open. Cost is $60. Registration closes 1/29/16 To date - 3 participants registered. Spring Jr Academy registration is open. Cost is $395. Registration closes 2/8/16. To date - 6 participants registered. 8 new registrations currently in-process/complete for winter RCL season. 3 HS girls left the premier program. Affinity - in process to move registration to Affinity beginning with HS boys tryouts. Our point of contact person will be Taylor Pangilinan @
[email protected]. She is the Account Manager responsible for WYS Accounts. She will coordinate a team to help us with registration setup and assist with the training process. Boys U15-U18/19 have been registered for State Cup. State Cup registration deadline for BU10 - U14 and GU11 - U18 is February 8th @ 5:00
HSC Vice President- Operations Report January 2016 Old Business ~PD’s will submit their reports separately.
New Business/Plan moving forward
-DARC committee: ~ We have been dealing with a situation regarding one of our boys teams, and concerns one of the players parents have with the conduct of the coach. Further details will be provided at meeting. ~If any of the PD’s have any names of folks who would be interested in participating on this committee, please let me know. ~I do have one individual that has contacted me demonstrating interest, and will discuss with Jen. This would fill one on the “parents” spots. -Open postions: ~Have two potential candidates expressed interest in the Club PD position, but not ready to nominate anyone at the 1/5 meeting. ~Reviewing the options for the open Asst. Premier PD postion, which was vacated by Kevin when he moved on to VP Comp. Good of the game -
HARBOR SOCCER CLUB Club Report January 3, 2016 Meeting January 5, 2016
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Process and deadlines for getting Club rec teams fields for fall practices and transition to turf practice sessions in late fall needs to be reviewed within Harbor Soccer. The current process was a source of frustration for Coaches, Club Families, and mine as it is currently structured.
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Congratulations to GU12 Leaping Lemurs (Hammontree) and BU14 Barracudas (Flaskerud) for making it into the TPCJSA Leanne Ehnat and Mike Schmidt Cups. They will play their cup games 1/9/16 – 1/10/16.
Mike Stewart Club Program Director
HARBOR SOCCER CLUB Small-Sided Report January 4, 2016 Meeting January 5, 2016
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Congratulations to the GU11 Shooting Stars, GU11 Orcas, and the BU11 Sounders for qualifying for the Ehnat Cup this coming weekend.
Scott Maharry Small-Sided Program Director
HARBOR SOCCER CLUB Micro Report January 5, 2016
• Beginning to budget to have available for the February meeting. • Reviewing all Micro webpage content and will modify as dates are determined and set. • Seeking a paid trainer for pre-game warm up activities. I will contact the Tacoma Stars to see if we are able to continue what was a successful relationship in 2015.
Ted Smith Micro Program Director
Scheduling Report January 2016 Scheduling 1. High School girls started play just before Christmas and resumed last weekend 2. Winter games start on the 9th. Winter Classic started last weekend and continues the weekend of the 16th. Presidents Cup is underway for the high school boys. Ehnat and Painton Cup games for the rec U11’s is scheduled at Harbor Ridge MS next weekend. 3. Schedules have been penciled in through the end of the season and January has been released On the horizon Kevin and I measured fields for the upcoming year for new field sizes and goal needs
General Manager/Technical Director January 2016 #1 Priority/Goal – Improve Communication • Help Improve Communication – Please continue to send me any and all information relevant to operation of the club – the more the better 2015-16 Harbor Premier • Coach Brodie Steigerwald has been signed to a professional contract in Europe and will be leaving Harbor as of Jan 17. Congrats to Brodie. Neil will be taking the GU10G and Shawn will be taking the GU15W for the Spring or until another coach is hired. • Many requests for players to add to Premier to Spring already – have already added 6 with more in the hopper. Working with Melissa, Chris & Protime to make sure all happens in a timely fashion. • Jr Academy Spring registration is open. We will be forming new teams this month for an early Feb start. FNL 2 will start this Friday and will lead directly into this season. • Birth Year and Field Size USSF changes will be implemented in Washington for the 2016-17 season. Transition committee will be meeting for the first time this month to work out details specific details for our club. 2015 Harbor Rec • Friday Night Lights skills sessions will provide additional training for those rec players that wish to continue after their season is over. This event will lead directly into Spring season as mentioned above. • Need ideas to involve more Rec participants/parents in Facebook/twitter to increase communication and involvement • Leanne Ehnat Cup this weekend (1/8 & 1/9) - we are hosting – please make it out if you can. Good luck to our GU12 Leaping Lemurs as they will be competing. • Good luck to our BU14 Barracudas as well as they competing in their cup semifinal/final this weekend as well.
December Review • • • • • •
HSC AGM was held 12/3 – event went very well – excited for 2016 FNL 1st session was a great success – 68 players was our final registration # Multiple conf calls regarding registration platform – Affinity chosen Significant clarification on field development process – go forward steps USSF Rule Change Implementation Plan continued development Met w/ ProTime to clarify outstanding issues and further solidify relationship
January Focus • • • • •
Initial planning of 2016/17 Premier Coaching Lineup w input from DOC & ADOC Initial planning of Premier 2016/17 Budget w input from Premier PD 1st Meeting of USSF Rule Change Transition Committee Meeting with State Officials aligning HSC planning/goals with WA State Attending NSCAA Convention Jan 12-17 in Baltimore – looking forward to bringing a wealth of information back to the club
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o Meeting with our Under Armour Sales Rep while in Baltimore as well Administrative Player Accounts – continue with Chris and Dani Uniform Invoices – review & communication with ProTime Continue Budget review – P&L for 2015 Meetings scheduled: Board 1/5, Directors 1/8, State 1/4, Coaches TBD Deadline for Jr Academy team formation – Jan 15th
Member Accounts Report January I am a bit behind this month with the holidays and the distractions they entail. Notices have gone out to those who have had declined credit cards, and who are past due more than 30 days. We have had a few new players join teams in the last couple of months and are working on getting them set up with the correct fees. I will have a report to the PDs with those who are delinquent on their accounts by more than 2 months and need to be considered for player card suspension by the end of the week. At a quick glance :
Club has 5 players that remain completely delinquent and 3 who are partially paid, but overdue
for the remainder. Communications with those have been unanswered.
Small Sided- Delinquent players. One of those has communicated about their
account, but the other 3 have not responded.
Micro- Gold Star Award- all paid
Premier: 10 Players Delinquent . WE also need HSC board members to pay. There are actually a few board kids not included in the 10 previously mentioned that are past due on their accounts. Please log in and make a payment if you have not done so already.
Jr. Academy-
Looks like 1 Player is delinquent
Spirit Wear Report December 29th, 2015
January Meeting: (totals through December 29th) Promo Dollars Used - $14,424.88 Harbor Fundraising Dollars Earned - $2,378.70
Doc Report
I hope everyone had a nice break over Christmas. Thanks for the coaches who came who helped Shawn with Friday night lights. Congratulations to Tim Duffy’s team and Shawn’s team for being promoted. Working with Jason to start formulation a plan for the new age requirements in 2017. The ADP program with Crossfire has cooled, we will try and get into contact with Burnie. As it has already been mentioned with Brodie leaving for Europe, a lot of the coaches have numerous teams. I would like to thank the schedulers and managers who are doing a fantastic job keeping us organized. I have been in contact with coaches for next year. I have to be careful of not violating recruitment rules. Some teams started up league play this weekend, most start up next. Go to the games, congratulations to the BU 18’s for winning the PAC NW winter classic.
Thank you, Neil Megson DOC