Region 572 Board Meeting Minutes July 17, 2015
Region 572 Board Meeting Minutes July 17, 2015
The meeting was held at National Guard Armory, Clyde, NC Called to order at 7:10 pm by Scott Clontz. Present were David Ponder, Michelle Thacker, Charlie Parish, Maria Parish, Scott Clontz, Crystal Plemmons, and Joe Sanford . Missing previous month’s minutes from June 12. Kelly? Regional Commissioner Report: Scott Clontz Fall registration was about 324 players. Ideas to increase fall registration include having registration before the spring season is over and handing out registration forms to players during spring season. Parents report that they did not know about registration for fall. Charles is willing to create an email list of those who are currently interested in playing. Coach Administrator report – David Ponder Good turnout at jamboree day. Evaluations went well, but the real gain was socialization and introductions between coaches, kids, and parents. It was surprising that there was less participation on Saturday than during the week. Maria proposes combining events so that parents and volunteers aren’t required to do so many events during the week. David is concerned that, on August 1 at 10 A.M., parent orientation and coach training classes will conflict with getting the fields lined. There has to be a field prep day ahead of time. But, there needs to be someone available who does not have to attend coaches training. The best option might be to line the fields as a board the week before. Possible plan is: Wednesday, July 29th – staking Waynesville Rec Park at about 5:00 (Tools are already at WRC) (get 16 and 19 done first, 10 and 12 can be done later) Thursday, July 30th –Finish anything left at WRC, and to Allen’s creek All u8 and u10 girls will practice at Clyde elementary. The response to practice in Clyde is much better than having practice in Bethel because of the drive.
Treasurer’s Report: Anna Henderson provided the report for Scott Clontz to review with the board. $20,689 current balance after expenses and deposits. New sponsorship of $1500 from Black Orthodontics Missing deposit for $10 per player for the tournament. Need to ask Anna to clarify. David suggests that we include awards for all the players, because having them only for 1st place leads to too many disappointed children. Items sold slowly at registration, but the numbers were good considering how few people were there. Sold $125 for car magnets at $3 each. Magnets are a great way to advertise in the area, so if they are sold for $1, it is worth it for the marketing. Regional Coaches Administrator Report: David Ponder Regional Referee Administrator Report: Michelle Thacker Referee Scheduling - CGI Sports, $180 for a year Sportacus might be a free option Tomorrow, Michelle will finish her referee instruction requirements at Super camp, then she can officially roster the referee training on August 8th. AR and Basic can be done the same day. Referee training will be held in the Waynesville library board room from 9:30 to 4:30 Registrar Report: Michelle Smith Safety Coordinator Report: Maria Parish Coaches have been fairly receptive with the idea of concussion training, but since it isn’t mandatory, it still isn’t known how many coaches will go through with the training. Only one injury last season, so we hope to continue with safe play. National AYSO rule states that players taken out with a suspected concussion must have medical release to go back in, and an incident report must be filed. Michelle Thacker wants documentation so that she can show parents why their children cannot go back in. Child Volunteer Protection Advocate (CVPA) Report: Kelly Hartzog is absent
Division Commissioners Reports: David Ponder, Scott Clontz, etc. VIP Commissioner Report: Kelly Hartzog is absent, but Scott Clontz reports that enrollment is down. Old Business: New Business: Some coaches still need to complete their volunteer applications Board needs to vote to approve volunteers for the fall season, but procedure hasn’t been established for this yet. Also, all volunteers have not been registered with National as of this moment. Email list of all volunteers will be sent out to the entire board for electronic vote. A simple majority vote is needed. Game scheduling - Scott will have it finished by the second week of practice. Coaches who have more than one team add to the complication of scheduling. Michelle Thacker says that moving some games to later in the day on Saturday will make it easier for referees to make all the games. David Ponder and Scott Clontz think this is possible, especially since there are fewer teams this fall. Game Cards – Very low on stock due to no order last season. David Ponder made a motion to approve the purchase of 1000 game cards. Charlie Parish seconded. Board Approved unanimously. Maria Parish motioned to approve the purchase of 10 coach manuals. David Ponder seconded. Board approved unanimously.
Closing Remarks: Adjournment: Charlie motioned to adjourn, Maria seconded, and Board approved. 8:50 P.M. Thought of the Month: Scott says thanks to everyone
The meeting was held at National Guard Armory, Clyde, NC Called to order at 7:10 pm by Scott Clontz. Present were David Ponder, Michelle Thacker, Charlie Parish, Maria Parish, Scott Clontz, Crystal Plemmons, and Joe Sanford . Missing previous month’s minutes from June 12. Kelly? Regional Commissioner Report: Scott Clontz Fall registration was about 324 players. Ideas to increase fall registration include having registration before the spring season is over and handing out registration forms to players during spring season. Parents report that they did not know about registration for fall. Charles is willing to create an email list of those who are currently interested in playing. Coach Administrator report – David Ponder Good turnout at jamboree day. Evaluations went well, but the real gain was socialization and introductions between coaches, kids, and parents. It was surprising that there was less participation on Saturday than during the week. Maria proposes combining events so that parents and volunteers aren’t required to do so many events during the week. David is concerned that, on August 1 at 10 A.M., parent orientation and coach training classes will conflict with getting the fields lined. There has to be a field prep day ahead of time. But, there needs to be someone available who does not have to attend coaches training. The best option might be to line the fields as a board the week before. Possible plan is: Wednesday, July 29th – staking Waynesville Rec Park at about 5:00 (Tools are already at WRC) (get 16 and 19 done first, 10 and 12 can be done later) Thursday, July 30th –Finish anything left at WRC, and to Allen’s creek All u8 and u10 girls will practice at Clyde elementary. The response to practice in Clyde is much better than having practice in Bethel because of the drive.
Treasurer’s Report: Anna Henderson provided the report for Scott Clontz to review with the board. $20,689 current balance after expenses and deposits. New sponsorship of $1500 from Black Orthodontics Missing deposit for $10 per player for the tournament. Need to ask Anna to clarify. David suggests that we include awards for all the players, because having them only for 1st place leads to too many disappointed children. Items sold slowly at registration, but the numbers were good considering how few people were there. Sold $125 for car magnets at $3 each. Magnets are a great way to advertise in the area, so if they are sold for $1, it is worth it for the marketing. Regional Coaches Administrator Report: David Ponder Regional Referee Administrator Report: Michelle Thacker Referee Scheduling - CGI Sports, $180 for a year Sportacus might be a free option Tomorrow, Michelle will finish her referee instruction requirements at Super camp, then she can officially roster the referee training on August 8th. AR and Basic can be done the same day. Referee training will be held in the Waynesville library board room from 9:30 to 4:30 Registrar Report: Michelle Smith Safety Coordinator Report: Maria Parish Coaches have been fairly receptive with the idea of concussion training, but since it isn’t mandatory, it still isn’t known how many coaches will go through with the training. Only one injury last season, so we hope to continue with safe play. National AYSO rule states that players taken out with a suspected concussion must have medical release to go back in, and an incident report must be filed. Michelle Thacker wants documentation so that she can show parents why their children cannot go back in. Child Volunteer Protection Advocate (CVPA) Report: Kelly Hartzog is absent
Division Commissioners Reports: David Ponder, Scott Clontz, etc. VIP Commissioner Report: Kelly Hartzog is absent, but Scott Clontz reports that enrollment is down. Old Business: New Business: Some coaches still need to complete their volunteer applications Board needs to vote to approve volunteers for the fall season, but procedure hasn’t been established for this yet. Also, all volunteers have not been registered with National as of this moment. Email list of all volunteers will be sent out to the entire board for electronic vote. A simple majority vote is needed. Game scheduling - Scott will have it finished by the second week of practice. Coaches who have more than one team add to the complication of scheduling. Michelle Thacker says that moving some games to later in the day on Saturday will make it easier for referees to make all the games. David Ponder and Scott Clontz think this is possible, especially since there are fewer teams this fall. Game Cards – Very low on stock due to no order last season. David Ponder made a motion to approve the purchase of 1000 game cards. Charlie Parish seconded. Board Approved unanimously. Maria Parish motioned to approve the purchase of 10 coach manuals. David Ponder seconded. Board approved unanimously.
Closing Remarks: Adjournment: Charlie motioned to adjourn, Maria seconded, and Board approved. 8:50 P.M. Thought of the Month: Scott says thanks to everyone
