November 5, 2008

Monthly Meeting

 

FWSA Board Attendees:

President                                              Perry Woodford

Vice President                                      Juan Rangel

Secretary                                              Heather Hamashima

Treasurer                                              Carl Weber

Registrar & Risk Management  Katherine Hinkle

2nd VP of Admin                                 Robert Lewis

Director of Fields                                  George Pfeiffer

District 3 MAR                                     Perry Woodford

Referee Representative                         Open Position

WebMaster                                          Sharon Woodford

State Cup                                            

    Tournament Chair                             Sharon Woodford

Publicity                                               Open

FWU rep                                             Jammie Hair

Mod Rep                                             Novella Fraser

Other Attendees:

           FWU Director of Competition               Jammie Hair

           Mod Equipment Coodinator                  Eric Poortvliet

           FWU Boys Registrar/

                       Mod Registrar                           Novella Fraser

 

Called to order at 7:10 PM

 

Public Open Comment – None

 

Communications –

·        FWSA received a grant from King County Council Member Pete Von Riechbauer in the amount of $1,250.00 dollars.  The money can be spent on general operating expenses.  The recent purchase of three sets of goals is an acceptable place to spend the money.  We must file the paperwork with King County before the end of the year.  I expect the paper work in the next few days.

·        WYS is holding a constitutional convention to create an outline of the future organization and seeking club and association presidents.  The meeting is from 1:30 to 5 PM at the Seatac Marriott.

 

Old Business

  • The goal posts we purchased for Federal Way Memorial Stadium look great and the teams were appreciative. 
  • Juan presented some research on the number of positions board members held and asked us to consider this as we reorganize.  We also need the state format to see how it will impact what we do.  New volunteers would help share the load and bring in new ideas and reduce what efforts some of us are putting in.  When one person holds three or more positions it is hard to do them all well and effectively.

 

New Business

  • Motorcycle raffle. Lets move beyond Motorcycle to something where the motorcycle is the top draw and there are several items to raffle.  Need to call the gaming commission on the rules and regulations.  To be safe in the running of the activity we may need to hire an accounting firm and we will need to spend money to advertise.  What are the boundaries?  Mod, United, the whole association, and how do we want the income raised to be used?  Lots of questions to resolve.
  • Amy at WYS has contacted Perry Woodford twice.  She wants to attend a board meeting and get us on board with the Café Darte coffee fund raiser.  This works by selling coffee and the club getting a portion of the sales.

 

President’s Report  -  Perry Woodford:

·        The City Parks and Police Departments have asked to meet with the soccer club members to discuss field walk-ons and general security.  The meeting is being set up for next week.

·        Perry provided two hand outs for the boards to review.  In looking back it has been four years since we refreshed our memory on these topics.  The items are at the end of the minutes.

Vice President’s Report – Juan Rangel:

  • Held a hearing regarding sideline behavior of parents from a Storm team. Parent misunderstood some issues but realized that should not have acted in that manner. Hearing committee determined that the conclusion was a “yellow card” for this incident with any further issues this season resulting in a “red card” and individual being removed from watching games. Parent understands that coach has power to remove a parent from the sideline during a game if necessary.

 

Treasurer’s Report – Carl Weber:

  • For the  2006 and 2007 Bonzi fees, FWU owes the FWSA  $5,876.55. This amount is past due and needs to be paid. This figure is based on the number of players and the $2.25 per player that Bonzi charges to register the players. The FWU Treasurer believes that in a FWU meeting two years ago the Board voted to raise fees to cover this amount so that FWU is covering this in the increase in fees and should not receive an additional bill for these charges. This needs to be resolved.
  • The 2008 bill from Bonzi will be received in January or February 2009 and then the Clubs will be billed accordingly.
  • FWSA pays the annual fee for use of Bonzi.

 

Registrar’s Report – Katherine Hinkle:

  • Collecting forms and payments for State Cup games. So far have 4 Storm and 5 Reign teams signed up for the Challenge Cup, 2 Reign and 3 Thunder teams signed up for the Commissioners Cup, and 4 Reign and 1 Storm team signed up for the Championship Cup.  Clarified that all payments go to Katherine Hinkle first who will pass them along to the FWU Treasurer.
  • Indicated difficulty in transferring players without knowing who still owes money to the team. Working on transfers on a case by case basis.

 

2nd Vice President of Administration – Robert Lewis:

  • Have worked on various touchline behavior issues recently.
  • Worked on a paperwork issue regarding individual in the Mod Club where Association needed to assist. Outcome did not appear reasonable to parents as the rationale for the decision had to be kept confidential. Parents wanted answers but Club and Association could not provide them. Offered opportunity to individual involved to come to a meeting to discuss the issue and reasons but individual declined to attend.

 

Motion to go off the record. Seconded. Unanimously agreed to go off the record.

 

 

2nd Vice President of Administration continued:

  • Rule 608.3WSYSA Communications from the WSYSA administrative handbook was distributed to all attendees. Discussed communications, confidentiality, etc. Attached to these minutes. This will be distributed to the Mod and FWU Boards as well.

 

Director of Fields – George Pfeiffer:

  • Two main concerns: walk-ons on the fields during practice times and parking lot security.
  • Walk-ons: Especially a problem at Karl Grosch where a group of 30 – 40 individuals encroaching on fields during practice times and not willing to move off the field. A meeting is planned with the FW Parks Department and the Police Department to work on ways to resolve and improve the situation.
  • Security: Problems at Saghalie over the weekends – three break-ins one weekend and two break-ins the weekend prior to last weekend. Additional security cameras will be installed at Karl Grosch Park and Saghalie. George Pfeiffer will work with the City of FW to secure grant funding to pay for additional security cameras.
  • It’s suggested that Mod and FWU notify their coaches about these issues so that they can notify their families. Coaches should not allow walk-ons to even use a small amount of space as that leads to additional individuals joining them and the problem getting worse.

 

Webmaster – Sharon Woodford:

  • All of the Team Pages have been updated.
  • Have also created a 2009 Winter/Spring calendar that includes all the State Cup and Spring League schedules.  This will be posted on the website.

 

State Cup Tournament Chair – Sharon Woodford:

The first State Cup meeting was held on November 3rd.  Here are some highlights.  I will post State Cup information on our website.

  1. FWSA Application Deadlines:
    1. Commissioner’s Cup (all teams): November 7th.
    2. Challenge & Championship Cup BU15-BU18: November 7th.
    3. Challenge & Championship Cup BU11-BU14 & GU11-GU18: January 25th, 2009.
    4. Challenge & Championship Cup U19: March 35th, 2009.
  2. New Regional “President’s Cup” tournament for U13-U17 2nd tier teams (Challenge Cup finalists).
  3. There are no WYS rules that say PDL 1st teams must play in the Championship Cup.  However, per PDL rules they should and if not they will hurt their Club PDL standing.
  4. Players:
    1. Championship Cup teams can only have players who played in the Championship Cup.
    2. Challenge Cup teams may have players who played in the Commissioners Cup and President’s Cup.  However, any Challenge Cup team who wants to possibly go to the new Regional’s President’s Cup must have players who only played in the Challenge Cup.
    3. Players can only play in one cup at a time.
  5. Transfers:
    1. Championship Cup:  Team rosters are limited to a maximum of 5 transfers.
    2. Commissioners Cup & Challenge Cup: Team rosters are limited to a maximum of 9 transfers (and U11 teams must have 7 players from their original rosters and U12 and above must have 9 returning players).
  6. Game Scheduling: Same as last year.  Club’s responsible for: U11 though preliminaries, U12-U19 though quarter finals.
  7. Game Reschedules:
    1. Pre-Played Games: Games can be pre-played without State Cup Director’s approval.  However, reschedule form must be submitted to Director and agreed to by both teams.  If pre-played game is played before the roster freeze date, then both team’s roster freezes on the day the pre-played game is played.
    2. Post-Played games must have State Cup Director’s approval and reschedule form must be submitted to Director and agreed to by both teams.
    3. All preliminary games must be played by last preliminary game.
  8. State Cup Draw: Tentative Date: December 6th.

 

Good of the Game:

  • Eric Poortvliet brought samples of the FWU select coaches’ gear that has been embroidered and is ready to go. Great appreciation for the design and this task being completed.
  • Eric Poortvliet also indicated that he is working on ideas for the spirit gear for FWU and will bring those ideas to the FWU meeting on November 12th.

 

Motion to approve minutes of September 3, 2008 meeting. Seconded. Motion passed unanimously.

 

Mod Representative Report – Novella Fraser:

  • Everything is going well.
  • Working on registration day to promote club and get registrations completed more efficiently.

 

 

 

Board Member Code of Ethics

 

As a member of the board I will:

 

·        Represent the interests of all people served by this organization.

 

·        Not use the organization or my service on this board for my own personal advantage or for the individual advantage of my friends or supports.

 

·        Keep confidential information confidential.

 

·        Approach all board issues with an open mind, prepared to make the best decision for the whole organization.

 

·        Do nothing to violate the trust of those who elected me to the board or of those we serve.

 

·        Focus my efforts on the mission of the organization and not on my personal goals.

 

·        Never exercise authority as a board member except when acting in a meeting with the full board or as the board delegates me.

 

Board Member Legal Responsibilities

 

Under well-established principles of nonprofit corporation law, a board member must meet certain standards of conduct and attention in carrying out his or her responsibilities to the organization.  Several states have statutes adopting some variation of these duties that would be used in court to determine whether a board member acted improperly.  These standards are usually described as the duty of care, the duty of loyalty, and the duty of obedience.

 

  1. Duty of Care

The duty of care describes the level of competence that is expected of a board member, and is commonly expressed as the duty of “care that an ordinarily prudent person would exercise in a like position and under similar circumstances.”  This means that a board member owes the duty to exercise reasonable care when he or she makes a decision as a steward of the organization.

  1. Duty of Loyalty

The duty of loyalty is a standard of faithfulness; a board member must give undivided allegiance when making decisions affecting the organization.  This means that a board member can never use information obtained as a member for personal gain, but must act in the best interests of the organization.

  1. Duty of Obedience

The duty of obedience requires board members to be faithful to the organization’s mission.  They are not permitted to act in a way that is inconsistent with the central goals of the organization.  A basis for this rule lie in the public’s trust that the organization will manage donated funds to fulfill the organization’s mission.

 

 

Washington State Youth Soccer Association Administrative Handbook

 

608.3 WSYSA Communications

(a) The WSYSA Communications Code of Ethics applies to all communication within the

WSYSA membership transmitted in all forms of media including, but not limited to, printed material, letters, memoranda, email, web sites, facsimile, etc. It shall apply to all members, employees and volunteers at any level of WSYSA (state, district, association, club, league, etc.).

(b) Communications within WSYSA normally shall be limited to matters pertaining to the objectives and purposes of WSYSA and its youth soccer-related activities and shall not be used for any other purpose or to promote any other interest.

(c) The contents of all communication shall be appropriate, responsible and honest.

Members shall not knowingly distribute inaccurate, false, or unsubstantiated information.

(d) Communications by an individual representing any WSYSA board, committee, or other official group shall include the name of the official group they represent and the title they hold. When communicating as a private individual (i.e. not representing any WSYSA board, committee, or other official group), they shall so indicate.

(e) Members shall not use WSYSA communications data (web sites, email lists, mailing lists, registration data, etc.) in an effort to secure an advantage for another organization or individual, or for their personal, financial or business gain.

(f) General group communications (electronic or printed) from WSYSA administrators, shall utilize methods of distribution that keep individual recipient information (email addresses, names, etc.) confidential (i.e. “Blind Copy”), unless there is agreement by the individuals involved to include that information. When utilizing group communications of this type, the originator should identify the title of the group to which the message is being sent. The group title should be contained in the first line of the message (i.e. “To All Association and Club Presidents.”).

(g) Communications labeled as “confidential” and/or intended only for specific individuals, shall not be edited, forwarded or distributed to others, without the prior permission from the originator.

(h) Communications of a private nature shall not be distributed to other individuals unless necessary for official documentation/notification purposes as specified in official WSYSA procedures (i.e. letters of reprimand, disciplinary or suspension matters).

(i) Communications intended for any WSYSA administrator(s) shall identify any and all others being copied.

(j) Communications of any type shall be directed first to the appropriate local administrator(s) responsible and shall give them an appropriate time to respond before directing similar communications to other administrative levels or other individuals. This does not prohibit or discourage the use of copying higher levels for informational purposes when communicating directly with appropriate local administrator(s).

(k) Communications directed to higher administrative levels requesting official action or decisions shall be copied to any other lower level authority affected, responsible, or previously contacted regarding the issue.

(l) When a communication is received at an administrative level that should be addressed to a different administrative authority, the receiver should:

(1) respond to the originator (copying the appropriate level/s) with the fact that the communication (i.e. letter, email, facsimile, etc.) was received;

(2) state in the response that the matter is more appropriately handled at another level and identify the appropriate level, contact person and title of the position;

(3) forward the communication (copying the originator) to the appropriate authority identified.

(m) Communications shall not contain defamatory or disparaging remarks about WSYSA, its members, employees or volunteers.

(n) Complaints or allegations of misconduct regarding any administrator’s actions and/or decisions shall be directed to the appropriate responsible authority.

(o) Communications by members shall not use titles from professional or commercial affiliations (i.e. law enforcement, legal, medical professions, etc.) with the intent to influence decisions. These titles should only be utilized when actually acting in the official capacity of that title.

(p) Violations of this code are subject to review and disciplinary action by the WSYSA Ethics Committee.

 

 

 

Meeting adjourned 9:10 pm.

 

Respectfully Submitted,

Heather Hamashima, FWSA Secretary