BOARD OF DIRECTORS MEETING AGENDA

Transcription

1 BOD MEETING #: 10 MEETING DAY: Tuesday MEETING DATE: 4/10/2018 MEETING TIME: 7:30 PM-10:00 PM MEETING LOCATION: Wynn School Library FISCAL YEAR FACILITATOR -President TYSL BOD Voting Members: President PRESENT Secretary Mo Melanson PRESENT Treasurer: Ryan Rosa ABSENT Registrar Laura Catanzano PRESENT Travel 1 Mike Paige PRESENT Travel 2 Jay Cohen PRESENT U4/U5 Shelley Wrobel PRESENT U6 Jeff Ruscio PRESENT U8 Christine Paquette PRESENT Purchasing Beth Cunningham PRESENT Facilities Brian Kennedy PRESENT Concessions 1 Carolyn Gaglione PRESENT Referee Director Arnie Eskenas ABSENT Player Development Krissy Naughton PRESENT Fundraiser Kristen Anderson PRESENT Page 1 of 8

2 TOPIC PRESENTER DURATION 1 Welcome/Call to Order Motion to start the meeting by Mo, second by Brian. All in favor. Meeting starts at 7:30 pm. 2 PLAYER/MEMBER HEALTH AND SAFETY A) Soccer Goal Safety: ALL soccer goals (irrespective of size) shall be anchored or counterweighted to reduce the risk of tipping from human, environmental, engineering/manufacturing or combined causes. No persons shall hang, swing or climb on or from soccer goal frames or netting. All goals 12 X 6 and larger not permanently anchored to the ground should have, minimally, 2 sandbag counterweights on them, preferably 3. The 6 x 4 goals need, minimally, 1 sandbag but 2 are recommended. Please notify Brian Kennedy (Facilities Director) if sandbags are damaged/compromised or missing. Directors, coaches and parents/guardians should consider it a top priority to stop any person from climbing on the soccer goals. Reference TYSL Soccer Goal management and Anchoring Policy ( YOUTHSOCCER.ORG ) B) Field Surface Conditions (Post Construction): The Town is working with the fence construction contractor to complete post-construction punchlist items including clean-up and remediation to some damaged surface areas inside and outside the perimeter fence line. However, PLEASE BE VIGILANT and keep a lookout for construction refuse (wire, fence cuttings, nut, bolts, etc.), earthworks (rocks, sticks) turned up by construction activity and areas of concrete spillage. We have found some instances of this throughout the facility. As stated **all goals need 6 sandbags. Please keep your eyes out for that. **keep an eye out for debris from field upgrades (concrete and/or metal waste from fence). Town is having them come back to be sure it s clear, but still be vigilant 3 PROCEDURAL Ratification of Prior Meeting Minutes*: TYSL BOD shall make a motion and vote to ratify the Meeting Minutes of the 2018 March BOD Meeting.. Mo Melanson Motion to accept the minutes from Brian, second Christine. All in favor. Minutes are accepted. *Minutes distributed for review, comment and correction prior to BOD Meeting 4 PROCEDURAL Mo Melanson No nominations for elections Page 2 of 8

3 Nominate and Elect TYSL Open BOD Positions: TYSL BOD shall make a motion to nominate from the list of candidates expressing interest in the positions and shall subsequently vote to elect/confirm the nominees. The TYSL Secretary shall read aloud the candidates for nomination for each position. Nomination and Vote shall follow. Open Positions: Tournament Director-Open Concessions 2-Open Webmaster 2-Open 5 OLD BUSINESS Action Log Review: 1. Frasca Soccer Complex Field Permit: Submitted application on 3/7/2018. Fields were released to TYSL by Vin Bomal (Tewksbury Parks and Recreation) on 4/10/2018. Permit should be approved imminently. 2. Parent Information Night Reschedule: New proposed date is Sunday, April 22 6:00Pm. Wynn Middle School Cafeteria. Booking confirmed with Dave Libby (TPS). 3. TYSL Scholarship Applications: Maureen Melanson distributed the packages to the Scholarship subcommittee at the 3/20 BOD Meeting. Scholarship subcommittee addressed the chairperson position as Arnie Eskenas has recused himself from the subcommittee by appointing Mike Paige and backfilling Arnie with Shelley Wrobel. Recommendations for awards to be presented to BOD by Subcommittee on 4/10/ House Fire Victim Gear Donation: All articles have been ordered through Northeast Promotions & Apparel. Carolyn to confirm payment made to NEPA. Beth to confirm that uniform was ordered/delivered and gift card was purchased. Planned delivery of all articles to family once the apparel/gear delivery is received by TYSL. 5. Minors as Volunteers: So as not to turn away interested parties, the Volunteer age limit has been set to 16 years old to accommodate currently interested assistant coach candidates. MYSA has been contacted for further advice/guidance on the player/child safety implications and insurable liability implications. Awaiting answers to questions. As Stated 1. Adults using U14-2 only. We will be operating as Saturday. Home games will be on as scheduled. 2. April for parent information night. 30 minutes of a presentation. What the program is, positions, board positions. FAQ - teamsnap, how to use it. 3. $3000 in scholarships awarded to TMHS & Lowell Catholic students.motion to accept the scholarship committee recommendations as stated by Laura, second by Beth. All in favor. Nominations accepted. 4. Gift card presented to the president 5. Age of 16+ to assistant coach. Must cori when they turn 18. Page 3 of 8

4 6 ADMINISTRATIVE (Financial/Policy) Refund Requests: 1. Erin Sands (GU16) 2. Erin Costello (GU12)* (Kathy, mom, present) Mike Paige Player Parent Erin Sands, request 3 weeks ago. No injury, not moving out of town. Outside of request date. Motion to grant refund to Erin Sands for U 16 registration fee. Mike motioned, Jay second. All opposed. Motion denied. NOTE; The parents of Erin Costello (Kathy and Eric) will be present to make the refund of fees request in-person. They were extended the opportunity to provide a synopsis of the request justification as a BOD Meeting pre-read and declined. 7 ADMINISTRATIVE (Financial) A. Financial (Quarterly Financial Review Q FY) B. Financial (CapEx) Updates x6 soccer goals (6): Approved, Purchased and Installed Regulation Soccer Goals (2): Approved, Purchased and Installed Flat Training Goals (10): Approved, Purchased, Awaiting Delivery Popcorn Machine: Approved, Purchased and Installed Backstop Equipment: In Development/Jaypro has provided a quote to custom-design their portable backstop system to 15 high (3 added to uprights and netting) Bench/Shelters: Concept/Needs Assessment Hot Dog Warmer: Concept/Needs Assessment Ryan Rosa Erin Costello, played in fall, registered for spring. Was on GU12-4 team on the fall, spring placement spot opened on GU12-3. Did try and reach out to discuss issue before the refund deadline. Request was in before the refund deadline, but not finished. Parents not satisfied on the 3 team. Motion on the refund for Erin Costello registration by Mo, second by Beth. 8 in favor, 2 against, 2 abstain. Motion passes. Refund granted. Budget tabled. Flat goals are on order and will be shipped. Backstop equipment plans in the works $5,400 for two systems. Details will be forthcoming and we will proxy vote. Caroline will look into quotes on microwave and hot dog steamers. Page 4 of 8

5 8 ADMINISTRATIVE (Fundraising) A. Fundraising: 1. Booster Club Cards: a. Delivered and in TYSL possession. b. $10.00 denominations. c. Distribution plan d. Examples on hand. Just in-case you want to be an early adopter! 2. Team Pictures a. Planning and scheduling with In-Town Age Directors 3. LeagueSide-Uniform Sponsorship: a. Agreed to no-commitment sourcing agreement to be issued this week. B. Sponsorship 1. Dick s Sporting Goods: $1, offered for new agreement period. Down significantly from prior year. DSG s reasoning is that their territorial coverage has expanded but their community outreach has remained static. Jay A. attempted a negotiated increase but they would not go higher. They did agree to forego in-kind donations and consolidate the whole sponsorship into near cash (gift certificates). 9 ADMINISTRATIVE (Culture) A. Development/Reinforcement of a positive a positive TYSL culture 1. Personal Conduct Policy -COMPLETE 2. Signboards -COMPLETE 3. Appreciation Events/Days-IN DISCUSSION (Need an Event Leader) 4. Coach gear -IN PROCESS (Need to choose jersey) 5. Positive Coaching/Parenting Articles-IN DISCUSSION 6. Parent Information Night-DATE SECURED, Must agree to BOD commitment and set agenda 10 OPERATIONAL (Facilities) A. Frasca Soccer Complex Status B. Remaining Punchlist items C. Signage Kristen Anderson Brian Kennedy We have the booster club cards. We are selling them for $10. Directors will give sale forms for families. Photo Day is the 27/28th for intown. 27 U8 5:30/6:30 28 Tiny Tykes & U6 LeagueSide/Dick s as stated Culture initiative 1 and 2 complete Kristen and Laura will coordinate the appreciation BBQ on a Saturday later in the day. 4:00/5:00pm right before memorial day. June 2nd. Coach gear - hawk shirt. Mo will make a google form for coaches. New barrels, signs, etc. Still have to do (Fri 5:30) 4 or 5 people around 5:30 to move sandbags, walk the upper fields (looking for concrete). Page 5 of 8

6 D. Other Still a box of shirts from Mass Cup that are in the back. We will clearance them and then donate any left over shirts. 11 OPERATIONAL (Concessions/Apparel Program) A. Snack Shack Status E. Volunteer Sign Up Genius F. Work with Team Managers to Fill Slots G. Incentive most volunteer hours wins team pizza party? H. New Apparel Catalog Items Added I. New Look Catalog J. Car Clings and Magnets All Directors A. Snack shack will be open, B. Sign up genius is up and running 12 OPERATIONAL (Player/Coach Development/In-Town and Travel Programs) Player/Coach Development A. Coach Education/Development B. Coaching Support Plan/Schedule for Spring 2018 Travel Program A. Season Opening 4/14/2018 (9 game season) B. No Memorial Day Weekend games (to be rescheduled) In-Town Program 4U/5U (Tiny Tykes) 6U All Directors Travel - opening this weekend. Dracut closed, Billerica is up in the air. Memorial day weekend games. Make ups will be scheduled. Turf time and gym time is being scheduled. Tiny Tykes - numbers are the same (82) 6U - currently have 4 coaches for 6 teams. 8U - 71 is final number for Spring 4 teams for each boys, and girls. 2 teams of 10 and 2 teams of 9. Coach meeting on Monday night. 8U Page 6 of 8

7 13 OPERATIONAL up 2018 A) MassCup 2018 Sanctioning Paperwork (MYSA): Submitted and Approved (on 3/14/2018) B) Fee structure for the tournament. Jay A. suggests the following Fee structure: a. U8 $ b. U10 $ c. U12 $ C) Northeast Promotions is working on logo art for the tournament. Jay A. has asked for three design options. Jay will be visiting Northeast Promotions within the next week. Logo options will be available either for proxy vote or at April 2018 BOD Meeting. D) Tournament information has been posted to MYSA website. Will update with logo once art has been approved. E) Tournament management software for Mass Cup 2018 will be Tourney Machine. This product will handle all registrations, process payments, perform scheduling and compile stats/standings. F) Preliminary Asset Utilization Plan G) Preliminary Budget: Mass cup paperwork is done. Tournament is on the MYSA webpage. Hopefully will have 2 or 3 options for the logo soon. Budget looks similar to last year. 48 team tournament. Registration will be opened on May 1st. 14 LIGHTNING ROUND Player/Coach Development All Directors Goalkeeping Development - 4 session 75 min goalkeeping academy. Info coming within the next week. 8 players 10s and 12s, Friday nights. Travel Program - In-Town Program 4U/5U Page 7 of 8

8 6U 8U Registrar Treasurer Facilities Purchasing Concessions Fundraising Tournament Webmaster Secretary President Motion to close the meeting by Kristen, second by Shelley. All in favor. Meeting closes at 10:00pm Page 8 of 8