BOARD OF DIRECTORS MEETING AGENDA

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1 BOD Voting Members: 1. President Jay PRESENT 2. Secretary Mo Melanson PRESENT 3. Treasurer Jen Kennedy PRESENT 4. Registrar Laura Catanzano PRESENT 5. Travel 1 Mike Paige PRESENT 6. Travel 2 Jay Cohen PRESENT 7. U6 Karen PRESENT 8. U8 Krissy Naughton ABSENT 9. Purchasing Beth Cunningham PRESENT 10. Facilities Manny DeMatos PRESENT 11. Concessions 1 Carolyn Gaglione PRESENT 12. Referee Director Arnie Eskenas PRESENT 13. Player Development Mario Almeida ABSENT BOD NonVoting Members 1. Goalkeeping Director Jay PRESENT

2 BOD MEETING #: 9 MEETING DAY: MEETING DATE: MEETING TIME: MEETING LOCATION: Monday 3/20/2017 (rescheduled from 3/14/17 due to snow storm) 7:00 PM-10:00 PM Wynn Middle School Library FISCAL YEAR FACILITATOR Jay -President TYSL TOPIC Presenter Notes 1 Welcome/Call to Order Jay Motion to start the meeting by Manny, second by Laura. Meeting begins at 7:04pm 2 PLAYER/MEMBER HEALTH AND SAFETY A) Ensure that players have been released to a responsible adult upon the completion of training or matches. This is especially important during the upcoming period where we will be using school indoor facilities. Jay Trivia night will be Oct 26, Paperwork will be signed. With indoor training, when players are dismissed, please remind coaches to have parents pick up kids from facilities.

3 Parents/Guardians may not come inside to get players but rather expect them to come find them outside. Please have coaches insist that parents/guardians come to the venue not have players go to them. Once a player leaves the facility the coach cannot determine is they left with the proper adult, left on foot or never left the facility at all. 3 PROCEDURAL Ratification of Prior Meeting Minutes*: TYSL BOD shall make a motion and vote to ratify the Meeting Minutes of the 2016 August BOD Meeting. Jay Mo Melanson Don t allow players to hang around outside waiting for a ride. Motion to accept minutes from February 2017 by Karen, second by Mario. All in favor. Minutes accepted. *Minutes distributed for review, comment and correction prior to BOD Meeting 4 PROCEDURAL 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: U4/U5 Age Director: Jeff Ruscio submitted his self-nomination on 2/16/2017. In order to have Jeff inducted as voting member for the 3/20/17 BOD Meeting voting was conducted via proxy utilizing SurveyMonkey as Jay Mo Melanson Nomination of Jeff Ruscio for U4/U5 age director. Proxy vote was held. 8 votes in favor, 0 against. Motion to accept the proxy vote by Laura, second by Jay C. 9 in favor. Proxy vote accepted. Jeff Ruscio is the news member of the TYSL board of directors.

4 the platform. 8 votes were cast. ELECTION RESULT 8 IN FAVOR, 0 OPPOSED, 0 ABSTAIN 4 BOD member did not cast votes. Jeff Ruscio is hereby elected to the position of U4/U5 Age Director. All BOD members present will be requested to initial the documented output of the online voting system in order to ratify the results. Fundraising Director Tournament Director Concessions 2 5 OLD BUSINESS (JA) Action Log Review: 1. Goal Frame Anchoring Policy-(Jay A.) Draft Policy was distributed for BOD member review as a pre-read for the 3/20/17 BOD Meeting. BOD to deliberate on the policy. If BOD members are comfortable with the content a vote may be motioned. If not, it may be sent back for further editing with a motion for voting called at a future date. 2. Disposition of old Mass Cup Jerseys- (Beth C.) 3. Demolition of Upper Field Kick Board- (Manny D.) Jay 1. Goal frame anchoring policy presented by Jay. Open for discussion. Motion to accept the policy as written by Mo, second by Manny. All in favor. Policy will be adopted. 2. Checking with Beth to see the status of the Mass Cup jerseys. 3. Demo won't be done until spring. 6 OPERATIONAL (JR, KA & KN) In-Town Program: A) U4/U5 (Tiny Tykes) a. Jeff Ruscio to contact Mo Abarak (Challenger) ASAP and get downloaded on all program specifics, dates, logistics and critical arrangements made to-date Krissy Naughton Karen Jeff Ruscio a. Jeff will contact Mo Abarak to touch base about the U4/U5 clinic. b. U6 numbers are down. 48 registered (fall we had 80). c. Krissy is preparing a letter with changes for spring. Practice Weds/Thursday nights from 5:30-6:30 to

5 b. Jeff Ruscio to meet with Karen and Krissy Naughton in order to effect the official transfer of point-of-contact status. c. Jeff Ruscio to get official enrollment numbers and contacts from Challenger for purposes of: i. Creating a communication database as the U4/U5 contacts/families will not be in the TYSL Registration System ii. Establishing the official enrollment figures for the outsourced program. This data needs to be forwarded to President and Treasurer so relief of Activity Fee may be requested from the Town of Tewksbury. B) U6 (K) a. Program Planning Meetings b. Roles c. Program Final Design and Execution Plan d. Communication (Parents & Coaches) i. Random Group assignments ii. Minimal special requests (family members exception) e. Written program materials need to be obtained from Challenger so that they can be uploaded to the TYSL website. assist with freeing up Challenger to work with other age groups. 9:30/ 11 am games on Saturday alternating. U8 numbers are down from fall Boys are at 55 (vs 75 in fall), girls 48 girls (vs 51 in the fall). Encouraging practice on Monday/Wednesday nights to utilize challengers. c. C) U8 (1 st & 2 nd grade) a. General Update b. Roles Training/Education Plan for U6 and U8 coaches

6 7 OPERATIONAL (MP & JC) Travel Program: A) Status of Rosters for Spring 2017 a. All rosters have been assigned and are now public b. Coaches should be contacting families now B) Training Facility/Time Spring Season Readiness Plan a. Season Opening 4/1/2017; Will not have Frasca Complex ready for training use for 2 week pre-season b. Alternative plan to allow for pre-season training i. School Gymnasiums (weeks of 3/20/17 and 3/27/17) 1. Heath Brook 2. North Street 3. Ryan Intermediate ii. 3 rd party indoor facilities 1. Pyne Arts School (Lowell) iii. Week of 4/3/17 plan pending status of Frasca Mike Paige and Jay Cohen a. Have schedules for the school openings for preseason. b. Police station for March 27th coaches meeting from 7-9pm. IDs/MYSA credentials etc. c. Released practice schedule for everyone yesterday. d. Game schedule should be released March 25th. e. Tryouts scheduled with MYSA June 6, 7, 8, 12, 13, 14. f. April 1st coaching applications open up for the fall. Make up games for travel would be encouraged to be on Mondays, Wednesdays and Fridays. g. Working on Cori forms for all coaches. C) MYSL Match Schedules; Available on 3/25/17 D) TYSL Coaches meeting: 3/26/17 2:00PM E) Coach Credentials Status F) Tryouts Season a. MYSA will be retained to manage Tryouts b. Dates

7 8 OPERATIONAL (MA & JA) Player Development: A) Winter Goalkeeper Academy: a. One session remaining (3/23) in Winter Semester b. Development is noticeable. Majority returning players. Very positive result. c. Positive development arc may necessitate creation of an intermediate program. d. Floated the idea with Mario of using the Challenger Site Leader to conduct Beginner GK Academy sessions in Spring while Jay A. focuses on older/more developed GKs. Mario Almeida Jay a. One session remaining in goalkeeping academy. As stated in agenda. b. Winter workshop was great. Kids had a great time. Lots of development during the 8 weeks. Will send out a survey to get feedback from the parents. c. Providing coaching education and implementing it early in the season to support and provide information out there for coaches. Challenger completely running U4/U5 Will run U6 with our coaches U8 teams will interact with Challenger U10/U12 Div 3 and up will also have time with Challenger C) B) Winter Player Academy Supplemental Coaching Support for U8 and Travel Program (Challenger Sports) Thanks to Mario for attending Liam nation soccer and teaching some skills to the members there this past weekend. Coach Development: A) Massachusetts Youth Soccer Winter Workshop 2017 a. As a thank you MYSA has offered 6 tickets for an away Revs match vs. the New York Red Bulls on 5/27 in Harrison, NJ b. Does anyone who attended the Workshop wish to attend? 9 OPERATIONAL (MD) Frasca Soccer Complex A) Field Set-Up/Clean-Up date was moved from 3/18-19 to 3/ If the fields are not accessible on this date due to snow coverage, then the Set-Up/Clean-Up dates will be moved again. Manny DeMatos We are at the mercy of the weather. As soon as the town gives us notice, we can get right out there and get the fields lined and ready to go (2-3 days). The town is working out the budgeting for Fresca to get all new fencing. Also working on pricing for the lights.

8 B) Must consider NOT OPENING on-time to support the MYSL season start date of 4/1/2017 as a real possibility. a. Travel Directors and In-Town Directors (to a lesser degree) need to assess the impact of not having Frasca open on-time. 10 OPERATIONAL (BC) 11 OPERATIONAL (JA) Uniform and Equipment needs for Spring 2017 A) Uniform Orders B) Goal Anchors Delivery Status C) Equipment bags D) Miscellaneous MassCup 2017 A) Logo Concept Art: 3 Options were circulated for review by the BOD as a meeting pre-read. The intent is to engage the BOD in the adoption of an official tournament logo for use in all advertising, field signage, apparel, electronic media, etc. The 3 options will be deliberated upon and the Acting Tournament Director will ask for a vote on one of the 3 Options to be adopted and advanced to final design. B) Tournament Application is pending contingent on the following: a. Confirmation of Official Logo b. Non-conformance of MYSA guideline related to failure to file 2016 post-tournament report. Tom Porzio has provided the report to me and I will now file with the MYSA Beth Cunningha m Jay a. Uniform orders are doing well. There is inventory at We Got Soccer to fulfill those. Will be moving to the Easy kit in the fall - all ordering will be done online. Intown uniform orders - we have plenty in stock. b. Goal anchors have been delivered to Beth s house. 9 boxes. Sturdy and bright orange. c. Equipment bags are in the snack shack. Mass cup: A logo is needed to complete the application. All in favor of option 1 (6) Mass cup with wings and ball All in favor of option 2 (0) Badge with big bubble letters All in favor of option 3 (4) American flag. Option 1 will be on the shirts. U8, 10, 12

9 c. Payment of Late Filing Penalty of $ OPERATIONAL (CG) New SpiritWear Store Coming March 2017! / Carolyn Gaglione Spiritwear store is set to go. Northeast promotions. Carolyn will be in contact with Challenger sports to let them know that we are dropping them. Looking into the square. 2.75% for every purchase. 13 ADMINISTRATIVE (MM &AE) Scholarships Spring 2017 Review and Award status from the Scholarship sub-committee 14 ADMINISTRATIVE (LC) Hardship Appeal Laura will provide the general details (omitting names or other discernible specifics) surrounding the submitted hardship appeal. The BOD will be asked to make a motion to approve or deny the appeal. If the appeal is denied; no further action is to taken by the BOD. If approved, a secondary vote will be required to determine the form of relief extended by TYSL. Mo Melanson and Arnie Eskenas Laura Catanzano Mo is distributing the scholarship packets to Referee Director-Chairperson, Travel Director(s), and Player/Coach Development Director. The scholarship committee will meet between now and the next meeting to bring recommendations to the board for scholarship awards. Motion to approve a hardship for a family to register their son by Mo second by Manny. 10 in favor. Motion passes. Motion by Laura allow the waiver of the registration, second by Beth.. The late fee was not waived and the benefactor will pay for the late fee for the child. 15 ADMINISTRATIVE (JK, JA) Financial: Jen Kennedy Not much to report. Player dev expenses were from winter clinic. Filed the taxes FY16.

10 A) Financial Review: Treasurer will review the monthly (and YTD) budgetary status report. B) Capital Expenditure Guideline: TYSL has funds in a capital account that may be accessed for capital expenditures. However, to-date, no established process addresses how to appeal for, review, approve and execute the capital expenditure process. The Capital Expenditure Guideline in association with the Capital Expenditure Allocation Form detail the definition of a capital expenditure and provides a general procedure for accessing the funds. a. The drivers to establishing this process is the is the need to re-capitalize the following: i. Entire inventory of Soccer Goal Anchors. According to the KwikGoal Counterweight Reommedations TYSL has under-weighted it goals. The funds that will be requested as part of this maiden CEA to fund the acquisition of approx sandbags and weighting material (sand.) Future one-off replacements should be planned for in the facilities Opex budget G/L. ii. The Refrigerator and Chest Freezer #1 in the Snack Shack: Both appliances are beginning to show their wear (end of life) with the Chest Freezer #1 in exceptionally worn condition. The interior is badly stained and rust is present throughout the storage box. In addition, there is evidence of rodent infiltration. and Jay Capital expenditures: 6 years worth of notes. There is nothing in place providing any process or procedure. Recapitalization of all of the sandbags. 6,000-7,000 expenditure for bags and sand. Money is not in the operating expense accounts. Priorities for capital expenditures: 1. Sandbags 2. Snack shack freezer 3. Snack shack refrigerator Motion to adopt the Capital Expenditure Guideline as presented by Mike, second by Laura. 10 in favor. Motion passes. Motion to allocate money not to exceed $7,000 to the soccer goal safety initiative-goal frame counterweight replacement project by Mike, second by Manny. 10 in favor. Motion passes. It is requested that the BOD deliberate and motion a vote on one or more of the following; 1. Approval/Opposition of the Capital Expenditure process.

11 2. Approval/Opposition of the Capital Expenditure process AND the CEA for the goal anchors 3. Provisionally Approve/Oppose the Capital Expenditure of the Snack Shack appliances allowing asset acquisition on-time for season start. Full approval granted once CEA filed. 4. Approve the expenditure for the goal anchors and Snack Shack appliances while the Capital Expenditure process is further developed. 16 ADMINISTRATIVE (JA) Remaining One-on-Ones with Jay: Mike (Travel Director-Girls) invite sent as of 03/20/2017 Jay C. (Travel Director Boys) invite sent as of 03/20/2017 TBD-No TBD-No Jay As stated 17 LIGHTNING ROUND Player/Coach Development Goalkeeping Development Travel Program In-Town Program Referee Registrar Treasurer Facilities Purchasing Concessions

12 Fundraising Tournament Webmaster Secretary President Motion to adjourn at 10:06 by Laura, second by Mo. All in favor. Meeting closes at 10:06pm.

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