Soccer Club of Guilford Board Meeting Meeting Minutes August 14 th, 2014 Opening: The General Meeting of the SCOG Board was called to order at 7:20 PM on August 14 th, 2014 in the Guilford Community Center by Joe Guerra its President. Present: Joseph Guerra, Victoria Corsini, Kamila Brettman, Enrique Rivera, Meg Malatesta, Duncan McClintock, Dan Miller, Joshua Krusewski, Brett Donoghue, Absent: Gene Mulone, Tim Paris, Shadi AbuGhazaleh Attendees: Approval of Agenda The agenda was unanimously approved. Approval of Minutes General Meeting A motion to accept May minutes was made by Duncan McClintock and seconded by Victoria Corsini. Board Member Reports President Joe Guerra 1. Treasurer position has a candidate. According to the By-Laws 3.4: If in the event any elected office is vacated during the term, a replacement will be appointed by a majority vote of the Executive Committee to serve for the remainder of that term. 1.1. As a reminder according to the By-Laws 4.1: The Executive Committee shall consist of the following: President, Vice President, Fields Coordinator(non-voting), Treasurer, Secretary, Coordinator of Girls' Soccer Program, Coordinator of Boys' Soccer Program, Registrar, Travel Director, District Representative, Equipment Manager(non-voting) Director of Coaching and Player Development(non-voting), Soccerfest Treasurer (nonvoting), Referee Coordinator 2. Will now focus attention on recruiting for Fields Coordinator and Vice President. Will be sending to the membership in the next week a request for volunteers for Fields Coordinator. 3. The SCOG Year To Date Financial Statements and all Statements back to Fiscal Year 2009 are available in printed form at tonight s meeting. Included for Each Fiscal Year: Balance Sheet, Profit and Loss, Profit and Loss Detail Entries. Vice President Unfilled Position Treasurer Unfilled Position Submitted by Joe Guerra 1. Collection of W9 for Referee and periodic vendors is underway and about 50% complete. Stalled out after season end. No Referees will receive checks in the fall unless we have the W9. 2. Reconciliation of 2013 and 2014 Payroll is nearly complete. 2.1. Adjustments to errors in Q1 2014 payroll for W2 purposes are complete. 2.2. Reconciliation of Checks issued, Checks Cashed, Checks Not Cashed and W2 s for 2013 is complete.
2.3. Transition from Citizens Bank to Guilford Savings Bank accounts has begun. Moved: SCOG Checking $50K, SCOG MMA $9K, SF Checking $20K. Signatories on GSB SCOG Checking and SCOG MMA right now is just SCOG president (Joe Guerra). I did not add Enrique Rivera(Secretary currently on the Citizens accounts) in anticipation of new treasurer. Will add new treasurer if appointed this evening. SF Checking signatories are SCOG president, SF Co-Chairs (Darin Meder & Debra Amatruda) and SF treasurer (Michele Kendrioski). Will finish the move after all checks and other transactions clear and automated transactions are re-directed. 2.4. A member, who was asked and assigned the task looking at the clubs books, has been provided for Citizens bank, QuickBooks online and ADP payroll. Review of the results will be coming. 3. ADP Payroll Service has been moved to Intuit Full Service Payroll. Less cost and will be integrated to QuickBooks online for better reporting. 4. All known expenses to date are fully paid Filed 2013 SCOG taxes. First did a review of the return. Adjusted line items as required. Registrar Victoria Corsini Sandra MacMillan, Assistant Registrar Presidents and Registrars meeting at CJSA is this Sunday. Director of Coaching Josh Krusewski Teams coming together - Issues of player amounts on both U12B, U12G - I have offered individually, spots to those registered for TR (none accepted to date) Offered spots to alternates as it pertained to any team needing players and had alternates from tryouts PAC s and Managers coming together - Only a few holes U10 Eval for 8/25 to be announced shortly Coaches were asked for training dates times, tournaments and cup preferences Summer technical sessions going well. Last session is last week in August Scheduling meeting was interesting. SCD getting earlier and earlier UCONN game on Friday night 8/30 v coastal Carolina USA game should be announced tomorrow for 10/10 v Ecuador in Hartford Cup entries due 9/3 We will be cleaning up SCD site with accurate information Preseason communication ongoing with coaches Director of Recreational Programming Brett Donoghue - Have contacted Everson regarding U6/7 micro soccer. We are all set to begin on September 13. I let Everson know that last spring went well but that the weekly lesson plans need to be for the entire season. - Working with Shadi regarding filing TR coaching positions. - Spoke with Meg regarding Micro first weekend since will be out of town. In-House Rec Coordinator Boys Meg Malatesta Micro U6 Commissioner unfilled position Player # s 27
Coaches Head-1 Asst- 3 Micro U7 Commissioner Meg Malatesta Player # s 29 Coaches Head 1 Asst 0 5 potential people for asst. coaches U8 Commissioner Chris Cieplik Player # s 31 Coaches Head 4 Asst 3 1 potential head coach/3 potential asst. U9/10 Commissioner Enrique Rivera Player # s 61 Coaches Head 5 Asst -4 5 potential asst. coaches Micro season begins Sept 13 shirt order in by 9/2 U8-10 season begins Sept 6 shirt order in by 8/25 In-House Rec Coordinator Girls Raymond Iglesias District Representative Dan Miller CJSA is paying insurance double for players who are double rostered. Travel Director Shadi AbuGhazaleh Referee Coordinator Gene Mulone Equipment Manager Tim Paris I have ordered and received all of our equipment for fall, and I will soon be announcing a few days for coaches/managers to pickup items they need, and collect anything reusable from folks not returning. Fields Coordinator Duncan McClintock 1. Attended the Fall Fields meeting on July 30 th at the Guilford Community Center. 1.1. Rick Maynard stated that the fields will be open for practices the last week in August. 1.1.1. Rick will send confirmation on the fields structure and availability the week of August 11th 1.2. The following 11v11 fields will be available for our use 1.2.1. Cox Upper Right, Leete #1, Leete #3, and Long Hill Front (will have some conflicts with GHS Soccer) 1.2.1.1. We will have access to Bittner as well, where GHS soccer games do not conflict 1.3. The following 8v8 fields will be available for our use 1.3.1. Baldwin Upper, Chittenden, Cox Lower, Cox Upper Left and Leete #2 1.3.2. Adams will be available for practices when not in conflict with Senior Baseball or Adams soccer 1.4. The following small fields will be available for our use
1.4.1. Lakes (until October 5th), Leete #5 and Nut Plains Front can be used for U8-10 play 1.5. Leete #3 will once again be used for Micro on Sundays 2. Requests have come in from non-scog leagues for access to playing time on the fields 2.1. High School Soccer Jamboree is on September 6 th from 8:00AM to 1:00PM 2.2. Bell Curve, Black Eagles and Over-30 Women adult soccer teams have provided their schedule for this season 2.3. CT Rush under the guise of the newly formed Guilford Youth Soccer Association have been granted access to fields 2.3.1. On Saturdays Leete Grids from 9-11 2.3.2. On Sundays Cox Lower from noon to dusk 2.3.3. On weekdays Leete #1 from 5:00 till dusk 3. The SCD Fall Scheduling meeting was held this past Sunday, August 10th, at the North Haven Best Western 3.1. Josh and Mike Wnek were instrumental in making sure all teams were represented and ensuring that, at a minimum, all league games were successfully scheduled 3.2. There were many missing team representatives from many different towns, likely due to vacations and poor communication. 4. All games should be entered into the SCOG website by EOD today and communications have gone out stating that. 5. We still need to gather the desired times and teams for the U8-10 Boys and Girls schedule 6. Have received only one training request for the fall season. Getting these in the system is a priority and communications have to go out to the coaches. Web Administrator Joe Guerra 1. Potential duplicates at 191. 2. Collections: Prior Seasons: $776.26, Current Seasons $1,650.00 3. Still working with CJSA system and the Registrars to upload to the SCOG system the CJSA permanent number so upload of Coaches and Players is easier. League Athletics now allows this. Joe Zizik, CJSA registrar, has encouraged to do this if we can. We are about 95% complete. 4. Birth Record collections process will begin again for the remaining players as registrations come in. 5. Current open Registration Programs Count of Registration Title Column Labels Row Labels Boys Girls Grand Total 2014 Fall U05 Clinics 7 6 13 U05 7 6 13 2014 Fall U06-U10 In-House Rec 149 105 254 U06 27 13 40 U07 29 25 54 U08 31 33 64 U09 44 26 70 U10 18 8 26 2014 Fall U06-U10 In-House Rec NOT PLAYING 1 1 U05 1 1 2014 Fall U10 Travel Rec Payments 33 17 50 U10 33 17 50
2014 Fall U10 Travel Rec Payments REBILLING 1 1 U10 1 1 2014 Fall U11-U14 Travel Rec 42 28 70 U11 16 12 28 U12 7 6 13 U13 14 5 19 U14 5 5 10 2014 Fall & 2015 Spring U11-U14 Comp Payments 59 62 121 U11 18 16 34 U12 11 10 21 U13 14 19 33 U14 16 17 33 2014 Fall & 2015 Spring U11-U14 Comp Payments REBILLING 1 1 U11 1 1 2014 Fall & 2015 Spring U11-U14 Comp Payments Opting Out 6 8 14 Opting Out 6 8 14 Grand Total 298 227 525 Soccerfect Treasurer Michelle Kendrioski Old Business New Business 1. A candidate was nominated for the position of Treasurer: Kamila Brettman a. A vote was conducted, and result was unanimous 8 yea, 0 nea 2. A candidate was nominated for the position of In-House Rec Girls Coordinator: Raymond Iglesias a. A vote was conducted, and result was unanimous 8 yea, 0 nea 3. Review website to streamline content. Motion To Adjourn Motion to adjourn by Joe Guerra at 8:20 PM.