MEETING MINUTES Piscataway Soccer Club Board of Directors Meeting March 9, 2017 Kerwin s, Middlesex NJ

Transcription

1 MEETING MINUTES Piscataway Soccer Club Board of Directors Meeting March 9, 2017 Kerwin s, Middlesex NJ I. Attendance Roll Call Quorum Achieved at 8:40 pm with 8 votes (6 votes required for Quorum of 12 current voting members) Members of the Piscataway Soccer Club Board of Directors (12 Voting members, with full board) President Title Name Present Mike Majorczak # of Votes Tie Breaker Delegated to Late Arrival Early Departure Exec Vice President Tom Roberts 1 Elected Officers (voting) Appointed Positions (Voting) Travel Vice President Scott Marshal 1 Travel Vice President Vacant 0 Instructional Vice Pres. Jeff Sundelof 1 Instructional Vice Pres. Joe Wojtowicz 1 Registrar Yasmeen Ash 1 Treasurer Brian Hinds 1 Secretary Chuck Myers 1 Public Info Officer George Roussey 1 Director of Coaching Mark Lowdon, USA Soccer 1 Club Web Master Greg Stewart 1 Travel Head Coach Onyi Freeman 1 Instructional Head Coach Vacant 0 ICYSL Vice President Keith Koenig 1 Scott until arrival Mike until arrival Jeff until arrival Mike until arrival 9:00 10:01 9:15 9:44 Appointed Positions (Non-Voting) Other Parliamentarian Kyle Schwarz N/A Uniforms Onyi Freeman N/A Grievance Chair Greg Stewart N/A BOE Liaison Bldg. Usage Mike Majorczak N/A By-Laws Chair Mike Majorczak N/A Player Eval Committee Chair Ed Farmer N/A U8 Travel Boys Development Scott Marshall N/A U8 Travel Girls Development Jeff Sundelof N/A Tournament Director Mike Majorczak N/A Girls Soccer Committee Chair Mike Majorczak N/A Picnic Coordinator Yasmeen Ash N/A N/A N/A N/A N/A From the PSC By-Laws3.3 VACANCIES IN OFFICE AND DELEGATION OF AUTHORITY, paragraph H. In the event any officer is unavailable for a meeting said Officer may delegate a temporary replacement or may have any other member of the Board of Directors give their respective report and/or perform the duties of said Office. MEETING MINUTES March PSC Board of Directors Meeting Page 1 of 8

2 (Please note at BOD meetings, only voting board of directors are allowed to vote, though membership may partake in discussion prior to voting on a motion. A motion must be put forth by a Voting Board Member, and 2 nd by a voting Board Member in order for a vote to take place. The President only casts tie-breaking votes. See above for listing of voting Board Members. All Board Meetings are open to the Membership II. Review of Meeting Minutes of last meeting November & December 2016 combined Motion by JS, second by TR to correct and approve the previous Meeting Minutes was approved, by a vote Minutes approved as submitted and/or corrected. III. Unfinished Business from Last Meeting: 1) Financial Audit Consideration that we should hire an independent auditor to review our club s financial books. This will help protect Brian from any accusations. Both the Elks and local Fire House do this. Motion by Kyle, second by Jeff to hire an independent auditor to review our club s financial books, and perform every 2 years. Vote PASSED Joe to provide a couple of contacts. July Update: Joe provided info, probably $ for first time basic review. Looking for accountants. August Update: Mike s update: 1. I spoke to Sandra Ruoff whose son is on the Travel Hawks. For her firm to do an independent review of our books the cost would be $5, minimum. She doesn't recommend this. She feels the cost is high. Though no one else has been able to find someone to do it cheaper officially. 2. She is a CPA and would volunteer to sit down with Brian Hinds one evening for a few hours to do a volunteer review of the books. 3. I have followed up on Kyle's recommendation and offer the above for the board to discuss and move upon Thursday evening. 4. She does recommend a monthly Bank Reconciling though to be provided to the board. Discussion on having a full audit done versus a friendly high level review. Motion by Jeff, second by Tom to have another CPA (Sandra Ruoff) sit with Brian to review his process. Motion PASSED by a vote of September Update: Tabled October Update: Tabled. Mike now has the ability to deposit money. November Update: Discussion about paying a firm to do a review. Motion by TR, 2 nd by SM to spend between $5-7K for a financial review. Motion PASSED by a vote of January 2016 Update: MM sent a letter to the auditing firm to engage them. February 2016 Update: Sandra requested a list of documents. BH is putting the documents together and will send the documents to her March 2016 Update: Mike M verified bank balance matches Brian H reports. Brian H will provide Sandra with requested documents. April Update: Brian H sent 1 year s worth of financial information to Sandra. May Update: Underway. Mike spoke with Sandra (with Smith & Brown PC) for a balance sheet. June Update: Waiting on accountant. July Update: Tabled. August Update: Brian to sit with Sandra from Smith & Brown PC, to finish reconciliation. September Update: Brian met with Sandra and discussed the club s financial information October: Tabled November: Tabled December: Majorczak Spoke to CPA, awaiting response. MEETING MINUTES March PSC Board of Directors Meeting Page 2 of 8

3 January 2017: Majorczak Requested Report once again from CPA, they have recommended a 2 nd year audit. Majorczak requested reasoning in writing and cost proposal for review by full board of directors prior to proceeding. February: Still waiting. Tabled March: Audit report delivered, copies provided at the GMM meeting. CLOSED 2) Coach Background Checks once New spring Coaches are selected, they will need to go through a background check. December: All Fall Travel and Instructional Coaches 100% Complete, have started on Spring Coaches. January: Existing coaches have been checked. George to watch checks for new coaches. February: Discussion, 4 more coaches done. March: No coaches outstanding. CLOSED 3) Field Vision Video system that auto records a game. New company with a product in beta. Basic marketing provided by Mark. Gregg to contact them for more information. October: Gregg will try to get a demo on Sunday 10/30. Camera can run for 3.5 hours on battery only. November: Tabled December: Celtic Beta Test Corrupted Hard Drive, did no record. January: Discussion. Tabled February: Discussion, Gregg spoke to Andy and will try to set up another test/demo. March: Tabled 4) PSC ICYSL web page we need one now that we have teams in this league October: Chuck needs to create an information page for the club website. Chuck will ask Keith to review prior to posting. Discussed ICYSL schedule. November: Tabled December: Motion by Yasmeen 2 nd by Tom Roberts to add an appointed board member (by the President) to the board of directors VP of ICYSL Teams. Vote 11-0, motion passed. It was agreed to offer the ICYSL teams a $200 rebate from the Fall Seasons which can be applied to the Winter 5v5 League. January: Chuck to create web page content February: Chuck provided Keith with a draft and will provide the draft to the rest of the Board. March: Chuck provided draft to Board 5) Spring Picnic Scheduled for Saturday 6/17, after Instructional s last game. Discussed possible attractions: Food, DJ, Dunk machine, Bubble Ball, Mr Softy, Corn Guy November: Corn Guy wants to come and sell Corn December: Tabled January: Tabled February: Discussed various aspects of required support (food, cooking, port-o-johns, dunking booth, etc.) Tom to order bathrooms, Mike to provide DJ and generator. Mike & Tom to run the BBQ. Menu: hot dogs, hamburgers, water melon. March: Discussion of budget. Parking will be on your own. Consideration of using wrist bands. MEETING MINUTES March PSC Board of Directors Meeting Page 3 of 8

4 6) Coach / Manager Handbook Discussed need to UPDATE our Coach handbook. Existing handbook is on line under the title Coach Ethics. Discussed need to provide a mentor to every new coach Discussed need to meet with parents at tryouts Discussed need to meet with parents at new team practices December: Tabled January: Tabled February: Tabled March: Tabled 7) Quick Check Fundraising Coordinator Complaint received from Quick Checks, it was asked we provide a coordinator to schedule Shake A Cans at their locations within the township. Yasmeen will speak to Meredith Blount about the position. January: Discussion. Store has wrong team and contact. Onyi to be the club contact to all Quick Checks to help remove future confusion. February: Tom will talk to Chris at Quick Check March: 8) Winter 5v5 League: November: Low Registration December: Sold Out, Chuck s proposal on coordinators was approved with the following change All PSC and ICYSL teams participating in 5v5 League will be offered the option of entering a Raffle to become site coordinators. January: See about injury and rules update by CM on 1/18/17. There are 94 teams, participating in 47 games each Sunday. Discussed various ways of preventing any other injuries. February: League comprised of PSC and 20 other clubs. Will end 3/5. March: League finished as planned. Many thanks to the following teams for helping to setup, tear down, and monitor games (it couldn t have happened without your help!). PSC 08 Chelsea Thank You PSC 07 Arsenal Thank You PSC 05 Breakers Thank You PSC 05 Everton Thank You PSC 04 Celtic Thank You CLOSED 9) Adidas Uniform Jersey Snagging / Pulling Issue Long discussion ensued. Onyi agreed to speak to Ray more on this issue. January: Of team/player responses, ~60% of jerseys have snags. February: Discussion and Tabled March: Onyi will ask coaches to get a tally of damaged Jerseys. 10) Club s (example: President@PiscatawaySoccer.com) forwarding. Gregg to look into setting this up. February: Discussion and Tabled MEETING MINUTES March PSC Board of Directors Meeting Page 4 of 8

5 March: Gregg working on it. 11) 2017 Elections Who would like to run for a Board of Directors position? Position Currently held by Nominee President Mike Majorczak Mike Majorczak Exec VP Tom Roberts Tom Roberts Travel VP Scott Marshall Scott Marshall Travel VP (vacant) Onyi Freeman Instructional VP Jeff Sundelof Marc Batulis Instructional VP Joe Wojtowicz Joe Wojtowicz Registrar Yasmeen Ash Yasmeen Ash Treasurer Brian Hinds Brian Hinds Secretary Chuck Myers Public Relations George Rousse George Rousse ** ICYSL VP Keith Koenig Keith Koenig ** Travel Head Coach Onyi Freeman Jeff Sundelof ** Inst Head Coach (vacant) Ian Adam ** Directory of Coaching Mark Lowdon Mark Lowdon ** Webmaster Gregg Stewart Anthony Jones ** Club Historian/Statistician Gregg Stewart 12) Girls Festival hold it on Friday 5/12. Ask Jen if she will manage this event again. March: Discussion 13) Piscataway Annual Street Fair Saturday 5/13 March: Discussion 14) PSC Partnership with Sky Blue Pro Women s Club discussion about extending the partnership another year. Silver partnership is $1000 for 70 tickets (to be used for players), plus a player experience on a Sky Blub home game. Gold partnership is $3000 for 225 tickets. Motion by OF, second by SM, PASSED by a vote of March: The home game that we will advertise as the PCS Club night will be Saturday, 8/19 15) IV. New Business: 1. Tryouts Player Evaluation Committee, discussed status. Significant changes and dates: Playing up this year Boys must request it, but Girls will be auto allowed based on team formation (same as last year) 3/14 Flier sent to schools 3/26 On-line registration opens 4/7 Tryouts for Premier teams, Lightning, Celtic, Bayern, Arsenal, 4/8 Acceptance sent to Premier players 4/10 No Offer sent to players not selected MEETING MINUTES March PSC Board of Directors Meeting Page 5 of 8

6 4/17 Trainer and (old) coach ratings Due 4/18 Coaching application DEADLINE 4/20 Board vote on PEC recommended coaches 4/22 Tryouts for Travel, ICYSL 4/24 Ranking compiling (location?) 5/3 Player Selection Meeting (location?) 5/4 Acceptance sent to players 2. Instructional Budget 3. Travel Budget 4. Coach and Parent Expectations Piscataway Sportsmanship 5. Premier Teams What defines a Premier team? Discussion. In general, P3 teams will: o (Use paid) Training twice a week or more (the team may have to pay extra) o Use a pro-coach, full time or part time (the team may have to pay extra). Coach must have a USSF D License, or equivalent experience, and approved by the DoC. o Commitment typically all players/parents are committed to attend all training sessions and games o Go to tournaments, approximately 4 (2 per season), with input from the DoC (the team may have to pay extra) o Train during the winter, and optionally play in the club s winter 5v5 program. o o Younger teams playing EDP Futures may opt out, typically U8, U9 o Who determines if a travel team is ready to become a Piscataway Premier team? Discussion. Motion by Tom, second by Mark, that only the Director of Coaching can identify / promote a travel team to become a club Premier team. Motion PASSED by a vote of CLOSED. 6. Ref Fees how much will we pay refs for ICYSL games? Table per BH. CLOSED U9-U10 U11-U12 U13-U19 ICYSL $40 $40 $60 / $30 MID-NJ $46 / $23 $50 / $25 $66 / $33 EDP $60 $70 / $35 $80 / $40 7. V. Reports of Officers (given at the March General Membership Meeting) 1. President Mike Majorczak Overview of the Club which is run by volunteers Overview of Fall Classic, our partnership with Dick s, use of a free website, Overview of grass field rotation, partnership with BoE 2. Executive VP Tom Roberts Game schedules are initial set MEETING MINUTES March PSC Board of Directors Meeting Page 6 of 8

7 3. Tournament Director Mike Majorczak 4. Treasurer Brian Hinds Provided an overview of the financial statement 5. Registrar Yasmeen Ash Travel has 337 players in 26 teams Instructional still registering with 350 players, some on waiting list. 6. Travel VP Scott Marshall Teams consist of 7 in EDP, 14 in Mid-NJ, 3 in EDP futures, and 3 ICYSL 7. ICYSL VP Keith Koenig 8. U8 Development Jeff Sundelof & Scott Marshall 9. Instructional VPs Jeff Sundelof & Joe Wojtowicz Already have a waiting list for spring, 65 little kickers Overview of instructional with a focus on fun. 10. Public Information Officer George Roussey Newsletter just published 11. Director of Coaching Mark Lowdon of USA Soccer 12. Travel Head Coach Onyi Freeman Overview of Uniforms, and travel team training schedule 13. Instructional Head Coach (vacant) 14. Parliamentarian Kyle Schwartz 15. Webmaster Greg Stewart 16. Secretary Chuck Myers Over view of Winter 5v5 League, 94 teams playing 8 games each 17. Player Evaluation Committee (PEC) Report Jeff S, Chuck M, Ed F Overview of tryout dates 4/7 and 4/22, and procedures 18. By-Laws Committee Mike Majorczak Need to advise membership by 4/15 of the additional position of VP of ICYSL. Position approved for balance for current term through June Elections since it is an Addition to the By Laws and Not a Change to the By Laws. IV. Concerns of Teams: Discussed ongoing issues being caused by a travel coach MEETING MINUTES March PSC Board of Directors Meeting Page 7 of 8

8 V. Concerns of Members: Discussed option of dual carding VI. Adjournment - November Motion to Adjourn by OF, 2nd by ML, at 11:00 pm. Vote (yes, no, abstain). Meeting Adjourned. VII. Calendar See Goggle Calendar called Piscataway Soccer MEETING MINUTES March PSC Board of Directors Meeting Page 8 of 8