July 12, 2016
AYSO REGION 180 BOARD MEETING Meeting Minutes July 12, 2016 Opening Ernestina Soto called the meeting to order at 7:17 p.m. on Tuesday July 12, 2016, at Mi Amor Café: 234 Highway 246, Buellton. Present Ernestina Soto Rick Martin Jen Van Schmus Kat Daebelliehn Freddy Uribe Dave Savinsky Dante LaPorte Teresa Castro Rob Cantrell Eric Koopmans Katy Smartwood
Asst. Regional Commissioner Child Volunteer Protection Advocate & U14G Division Coordinator Secretary U16/U19B Division Coordinator & Safety Director Player Registrar Director of Referee Instruction U12B Division Coordinator & Balanced Team Coordinator Picture Day Coordinator Coach Administrator U14B Division Coordinator U10G Division Coordinator
Absent Harry Nunn Bill Jackson Jim Enderle Tracy Nunn Lisa Church Danny Bernarth John Johnson Jim Watts Stephanie Lewis Candia Flynn
Regional Commissioner & All Star Director & Scholarship Review Treasurer Referee Administrator Snack Bar Volunteer Coordinator Area Director Region Management Administrator U16/U19G Division Coordinator U6B & U6G Division Coordinator Webmaster
Coach Mentoring Rob C. is in charge of coach mentoring and will be setting a schedule with the United Kingdom coaches for them to work with the region’s coaches. It is Rob C.’s intention to provide a couple of supplemental trainings of his own during the season. Eric K. suggested practices by division and having coaches watch Rob C. do training. Rob C. said he would like to spend time on the side lines with the coaches, at least two times per team during the season. He’d like to build confidence in the coaches. He also believes the UK coaches are too young to work on their own and need over sight. Rob C. plans to create an email account, which he will monitor, for coaches to ask any questions they may have. Team Balancing Dante L. will be organizing the team balancing in a similar manner as last season. There will be a warm up and game play - no skill training. He will be simplifying the evaluation form from last year. There will be significant transparency as well as coaches involved. The coaches will be observing the players and doing the evaluations. Divisions U10, U12, and U14 will all be involved in team balancing. Rob C. believes sufficient observations can be made with only 1-1/2 hours of play. Discussion was had regarding using the high school fields as a novelty to bring out more players. It was suggested by Rob C. that the high school’s soccer booster club could be offered the
opportunity to sell pizza at the event. It was mentioned that perhaps the booster club could then pay for the field rental. Ernestina S. pointed out that team balancing typically starts with a 4pm sign-in, and Rob C. said usually the football team is not done practicing until 5:30pm. He will contact the football coach to confirm this and check on the price for the field rental. Rick M. stated the field rental comes with bathroom facilities. It was decided that instead of trying to do all divisions in one day, they will be spread out over three days. Monday August 22nd will be U10G & U10B; Tuesday August 23rd will be U12G & U12B, and Wednesday August 24th will be U14G & U14B. The start time will be 4pm unless the high school venue is chosen and a slightly later start time is needed. Dante L. will be sending a sample email to the Division Coordinators for them to use to notify the players in their division of the team balancing schedule. Registration As of July 13th, there are 714 players signed up from U5 to U19. These are the details: Division U-5 U-6 U-8 U-10 U-12 U-14 U-16 U-19
Boys 25 32 112 109 82 48 11 8
Girls 23 30 64 56 48 40 13 13
Referee Training There will be U-8 Official classes August 17, September 6, and September 12. There will be Basic Referee classes August 18, September 7, and September 13. The referee update is currently scheduled for August 23 and August 24. The date of the update may change as that now overlaps with the team balancing. Dave S. will most likely be doing an Intermediate Referee class combined with Lompoc in September. Open Positions/Board Changes The following positions remain open: Points Volunteer, Field Maintenance, U5 Division Coordinator, U8B Division Coordinator, U8G Division Coordinator, U10B Division Coordinator, U12G Division Coordinator and Advertising & Publicity. Region Expo Much discussion was has about the attendance and scheduling of last year’s Expo and how it could be improved for this season. The group talked about how last year many coaches came for their training, got their uniforms, and left. Kat D. and Rick M. expressed frustration at the low turnout for their classes in safety and child & volunteer protection. All agreed that the Expo was more family oriented and gave the kids something to do while the parents were in meetings. It was pointed out that many parents were observed to be watching their kids play instead of being in classrooms. Eric K. remembered a meeting years back at the Buellton Rec. Center and thought it was well organized and efficient. He made the point that having a large captive audience with the enticement of uniform dispersal would be handy for providing parents the safety and CVP information. He pointed out he’s never had a problem getting parents to attend his first coach’s meeting where players get their uniforms and this is typically when he recruits his assistant coach and team parent. At first the talk was of doing divisions separately on a weekend--for example 9-10:30am U6/8, 10:30-12:00 U10, and 12-1:30 U12/14. Then talk moved to combing divisions and having one meeting. It was noticed by many that the only difference between divisions is rule changes, and Dave S. stated those differences are small enough it would be a brief amount of time for one age group to listen to another age group’s rules. The basic layout of a
general meeting for all would be: Harry N.’s introduction (~5min), safety presentation (~10min), CVPA presentation (~10min), rule changes (~30min), and coach instruction (~20min). After more discussion it was decided that the coaches meeting should happen 30 minutes prior to the parents meeting. Teresa C. pointed out that when groups split to “meet their coach” and no coach was present, it could encourage parents to volunteer. Dante L. cautioned board members that he’s spoken to parents who have left AYSO because they felt negative pressure to volunteer. Rob C. expressed that volunteering needs to look like fun so people would want to do it. Kat D. proposed a motion to have one coaches/parent meeting, on a week night, at which uniforms were handed out. Jen VS. seconded the motion, and it was passed by majority vote. The combined coaches/parent meeting was placed on the evening of Monday August 29th so that coaches could have the most time possible with their players before the first game. The format of the meeting will be: 6:30-6:50 coaches meeting, 7:00-8:00 parents meeting, 8:00-8:30 parents meet their coaches, receive uniforms, and coaches receive equipment. There will be signage around the walls of the church hall to help parents locate their child’s division. Calendar / Important Dates August 2 Tues. August 16 Tues. August 17 Wed. August 18 Thur. August 19-21 Fri.-Sun. August 22 Mon. August 23 Tues. August 24 Wed. August 23, 24 Tue., Wed. August 27-28 (+26?) Sat.-Sun. August 29 Mon. September 6 Tues. September 7 Wed. September 10 Sat. September 12 Mon. September 13 Tues. September 24 Sat. November 5 Sat. November 7, 8 Mon., Tues. November 9 Wed. November 12-13 Sat., Sun. November 19 Sat. November 19 Sat.
Board Meeting; 1610 Oak St. Ste 203 Solvang, 7pm Board Meeting; location TBD, 7pm Referee Training (U8 Official); Ballard School, 6:30-9:30pm Referee Training (Basic Companion Course); Ballard School, 6:30-9:30pm Coaches Training Camp; Dunn School Team Balancing Scrimmages for U10; SY Fields or SYHS Fields Team Balancing Scrimmages for U12; SY Fields or SYHS Fields Team Balancing Scrimmages for U14; SY Fields or SYHS Fields Referee Update; Ballard School, 6:30-9:30pm Coaches Training; Christian Academy Coaches & Parents Meeting; SYV Presbyterian Church, 6:30-8:30pm Referee Training (U8 Official); Ballard School, 6:30-9:30pm Referee Training (Basic Companion Course); Ballard School, 6:30-9:30pm Regular Season-Opening Day; SY Fields Referee Training (U8 Official); Ballard School, 6:30-9:30 Referee Training (Basic Companion Course); Ballard School, 6:30-9:30pm Picture Day; SY Fields Regular Season Ends; SY Fields All Stars Tryouts; SY Fields, 4pm All Stars Make-up Tryouts; SY Fields Region 180 Tournament; SY Fields Volunteer Party/BBQ Region 180 Tournament rain-out day
Round Table Discussion Regarding Division Coordinators, Freddy U. will be asking his cousin David if he is will to do U5, Dante L. has a hopeful for U10B, and Rob C. will ask Craig Snell to do U12G. Craig S. has already volunteered to coach a U12G team this season. Rick M. offered to send out a general email to the families of U12 girls to let them know the upcoming schedule, but Rob C. asked him to wait until it was known if Craig S. was interested in the position or not. Kat D. will be adding a safety meeting to the calendar probably in September. Ernestina S. asked her to be sure the certificates for all fields were current.
As Bill J. was not present, Jen VS. reported on the sales from the July 4 th event. There were 453 sandwiches and 64 drinks sold for total sales of $3,688.25. Currently expenses stand at $3,475.92 but there are two receipts outstanding. Current profit is $212.33 however 10 bags of meat are slated to be sold to Area for an upcoming event will increase that. Jen VS. pointed out that over $400 was spent on food not for sale which did not include the sandwiches and drinks consumed by the persons working the booth. Dave S. alerted the board that Danny B. has stated repeatedly that he will be stepping down as coordinator for the July 4th event and Winter Classic Tournament Director. It is possible he will also step down as organizer of the Mother’s Day event. Dave S. said he’s sure Danny B. would mentor whoever chose to take his place as most likely much of the information needed to run these events is not written down. Tabled Business Volunteer Points System: is it useful to do this, how is it working/not working, bring ideas for a better system to the next meeting. Field Setup: should the same system as last year be utilized. Meeting adjourned at 9:03 pm.
Asst. Regional Commissioner Child Volunteer Protection Advocate & U14G Division Coordinator Secretary U16/U19B Division Coordinator & Safety Director Player Registrar Director of Referee Instruction U12B Division Coordinator & Balanced Team Coordinator Picture Day Coordinator Coach Administrator U14B Division Coordinator U10G Division Coordinator
Absent Harry Nunn Bill Jackson Jim Enderle Tracy Nunn Lisa Church Danny Bernarth John Johnson Jim Watts Stephanie Lewis Candia Flynn
Regional Commissioner & All Star Director & Scholarship Review Treasurer Referee Administrator Snack Bar Volunteer Coordinator Area Director Region Management Administrator U16/U19G Division Coordinator U6B & U6G Division Coordinator Webmaster
Coach Mentoring Rob C. is in charge of coach mentoring and will be setting a schedule with the United Kingdom coaches for them to work with the region’s coaches. It is Rob C.’s intention to provide a couple of supplemental trainings of his own during the season. Eric K. suggested practices by division and having coaches watch Rob C. do training. Rob C. said he would like to spend time on the side lines with the coaches, at least two times per team during the season. He’d like to build confidence in the coaches. He also believes the UK coaches are too young to work on their own and need over sight. Rob C. plans to create an email account, which he will monitor, for coaches to ask any questions they may have. Team Balancing Dante L. will be organizing the team balancing in a similar manner as last season. There will be a warm up and game play - no skill training. He will be simplifying the evaluation form from last year. There will be significant transparency as well as coaches involved. The coaches will be observing the players and doing the evaluations. Divisions U10, U12, and U14 will all be involved in team balancing. Rob C. believes sufficient observations can be made with only 1-1/2 hours of play. Discussion was had regarding using the high school fields as a novelty to bring out more players. It was suggested by Rob C. that the high school’s soccer booster club could be offered the
opportunity to sell pizza at the event. It was mentioned that perhaps the booster club could then pay for the field rental. Ernestina S. pointed out that team balancing typically starts with a 4pm sign-in, and Rob C. said usually the football team is not done practicing until 5:30pm. He will contact the football coach to confirm this and check on the price for the field rental. Rick M. stated the field rental comes with bathroom facilities. It was decided that instead of trying to do all divisions in one day, they will be spread out over three days. Monday August 22nd will be U10G & U10B; Tuesday August 23rd will be U12G & U12B, and Wednesday August 24th will be U14G & U14B. The start time will be 4pm unless the high school venue is chosen and a slightly later start time is needed. Dante L. will be sending a sample email to the Division Coordinators for them to use to notify the players in their division of the team balancing schedule. Registration As of July 13th, there are 714 players signed up from U5 to U19. These are the details: Division U-5 U-6 U-8 U-10 U-12 U-14 U-16 U-19
Boys 25 32 112 109 82 48 11 8
Girls 23 30 64 56 48 40 13 13
Referee Training There will be U-8 Official classes August 17, September 6, and September 12. There will be Basic Referee classes August 18, September 7, and September 13. The referee update is currently scheduled for August 23 and August 24. The date of the update may change as that now overlaps with the team balancing. Dave S. will most likely be doing an Intermediate Referee class combined with Lompoc in September. Open Positions/Board Changes The following positions remain open: Points Volunteer, Field Maintenance, U5 Division Coordinator, U8B Division Coordinator, U8G Division Coordinator, U10B Division Coordinator, U12G Division Coordinator and Advertising & Publicity. Region Expo Much discussion was has about the attendance and scheduling of last year’s Expo and how it could be improved for this season. The group talked about how last year many coaches came for their training, got their uniforms, and left. Kat D. and Rick M. expressed frustration at the low turnout for their classes in safety and child & volunteer protection. All agreed that the Expo was more family oriented and gave the kids something to do while the parents were in meetings. It was pointed out that many parents were observed to be watching their kids play instead of being in classrooms. Eric K. remembered a meeting years back at the Buellton Rec. Center and thought it was well organized and efficient. He made the point that having a large captive audience with the enticement of uniform dispersal would be handy for providing parents the safety and CVP information. He pointed out he’s never had a problem getting parents to attend his first coach’s meeting where players get their uniforms and this is typically when he recruits his assistant coach and team parent. At first the talk was of doing divisions separately on a weekend--for example 9-10:30am U6/8, 10:30-12:00 U10, and 12-1:30 U12/14. Then talk moved to combing divisions and having one meeting. It was noticed by many that the only difference between divisions is rule changes, and Dave S. stated those differences are small enough it would be a brief amount of time for one age group to listen to another age group’s rules. The basic layout of a
general meeting for all would be: Harry N.’s introduction (~5min), safety presentation (~10min), CVPA presentation (~10min), rule changes (~30min), and coach instruction (~20min). After more discussion it was decided that the coaches meeting should happen 30 minutes prior to the parents meeting. Teresa C. pointed out that when groups split to “meet their coach” and no coach was present, it could encourage parents to volunteer. Dante L. cautioned board members that he’s spoken to parents who have left AYSO because they felt negative pressure to volunteer. Rob C. expressed that volunteering needs to look like fun so people would want to do it. Kat D. proposed a motion to have one coaches/parent meeting, on a week night, at which uniforms were handed out. Jen VS. seconded the motion, and it was passed by majority vote. The combined coaches/parent meeting was placed on the evening of Monday August 29th so that coaches could have the most time possible with their players before the first game. The format of the meeting will be: 6:30-6:50 coaches meeting, 7:00-8:00 parents meeting, 8:00-8:30 parents meet their coaches, receive uniforms, and coaches receive equipment. There will be signage around the walls of the church hall to help parents locate their child’s division. Calendar / Important Dates August 2 Tues. August 16 Tues. August 17 Wed. August 18 Thur. August 19-21 Fri.-Sun. August 22 Mon. August 23 Tues. August 24 Wed. August 23, 24 Tue., Wed. August 27-28 (+26?) Sat.-Sun. August 29 Mon. September 6 Tues. September 7 Wed. September 10 Sat. September 12 Mon. September 13 Tues. September 24 Sat. November 5 Sat. November 7, 8 Mon., Tues. November 9 Wed. November 12-13 Sat., Sun. November 19 Sat. November 19 Sat.
Board Meeting; 1610 Oak St. Ste 203 Solvang, 7pm Board Meeting; location TBD, 7pm Referee Training (U8 Official); Ballard School, 6:30-9:30pm Referee Training (Basic Companion Course); Ballard School, 6:30-9:30pm Coaches Training Camp; Dunn School Team Balancing Scrimmages for U10; SY Fields or SYHS Fields Team Balancing Scrimmages for U12; SY Fields or SYHS Fields Team Balancing Scrimmages for U14; SY Fields or SYHS Fields Referee Update; Ballard School, 6:30-9:30pm Coaches Training; Christian Academy Coaches & Parents Meeting; SYV Presbyterian Church, 6:30-8:30pm Referee Training (U8 Official); Ballard School, 6:30-9:30pm Referee Training (Basic Companion Course); Ballard School, 6:30-9:30pm Regular Season-Opening Day; SY Fields Referee Training (U8 Official); Ballard School, 6:30-9:30 Referee Training (Basic Companion Course); Ballard School, 6:30-9:30pm Picture Day; SY Fields Regular Season Ends; SY Fields All Stars Tryouts; SY Fields, 4pm All Stars Make-up Tryouts; SY Fields Region 180 Tournament; SY Fields Volunteer Party/BBQ Region 180 Tournament rain-out day
Round Table Discussion Regarding Division Coordinators, Freddy U. will be asking his cousin David if he is will to do U5, Dante L. has a hopeful for U10B, and Rob C. will ask Craig Snell to do U12G. Craig S. has already volunteered to coach a U12G team this season. Rick M. offered to send out a general email to the families of U12 girls to let them know the upcoming schedule, but Rob C. asked him to wait until it was known if Craig S. was interested in the position or not. Kat D. will be adding a safety meeting to the calendar probably in September. Ernestina S. asked her to be sure the certificates for all fields were current.
As Bill J. was not present, Jen VS. reported on the sales from the July 4 th event. There were 453 sandwiches and 64 drinks sold for total sales of $3,688.25. Currently expenses stand at $3,475.92 but there are two receipts outstanding. Current profit is $212.33 however 10 bags of meat are slated to be sold to Area for an upcoming event will increase that. Jen VS. pointed out that over $400 was spent on food not for sale which did not include the sandwiches and drinks consumed by the persons working the booth. Dave S. alerted the board that Danny B. has stated repeatedly that he will be stepping down as coordinator for the July 4th event and Winter Classic Tournament Director. It is possible he will also step down as organizer of the Mother’s Day event. Dave S. said he’s sure Danny B. would mentor whoever chose to take his place as most likely much of the information needed to run these events is not written down. Tabled Business Volunteer Points System: is it useful to do this, how is it working/not working, bring ideas for a better system to the next meeting. Field Setup: should the same system as last year be utilized. Meeting adjourned at 9:03 pm.
