September 3, 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                                             Kevin Wilburn

Mod Rep                                             Novella Fraser

Other Attendees:

           FWU Director of Competition               Jammie Hair

           Mod Equipment Coodinator                  Eric Poortvliet

           FWU Boys Registrar/

                       Mod Registrar                           Novella Fraser

          Mod Coach                                            Mike Nesbitt

 

Called to order 7:10 pm.

 

Minutes:

Motion to approve May & July minutes as written. Seconded. Motion passed.

 

Public Comments:

No public comments.

 

Upcoming events:

* Next Tri-Board Meeting set for October 1, 2008 (regular FWSA meeting date & time)

* District III meeting on Monday, September 8, 2008 so no District III report at this time.

* State meeting in August. There were 14 key points – Perry Woodford summarized some of those points:  An ad hoc committee was formed to discuss play-ups for U11 league play (discussion due to U10 players playing on U11 teams which is violation of Mod rules of 10 year olds playing 9 a-side.) Regarding state league play, all state league seasons are 10 games – teams play 7 games then top 4 play each other, bottom 4 play each other during the remaining games, and relegation occurs based on those results. The State has hired a company to look at structure of Washington Youth Soccer  - what it can and should be. Policy approved on medical play-downs (OK for those playing on President Cup teams or any non-select team). There are Cup rule changes dealing with eligibility. For U15 & older girls teams, a 10 game season has been approved – starting January 25th with Cups starting April 4th. Tryouts for boys and girls select teams will be in May 2009 following State Cup finals.

 

Officer Reports:

None.

 

Committee Reports:

Retreat Committee: Decided  not to hold a Retreat in 2008. Instead will hold more frequent meetings with all three boards and parents and coaches.

 

Calendar Committee: No report.

 

Finance: A meeting was held to train treasurers of select teams in early spring 2008. Determined that  FWU & Mod should look at things that could be shared in financial practices. Determined that on-line payment would be helpful in collecting funds from families. Mod agreed to take a look at on-line fees and bring in FWU person. Mod Registration Committee will look at various issues that might be applicable to FWU as well.

 

Communication Committee – Determined that need ways to make Club more visible. Information dissemination to the public is critical.

 

Byte Size Coaching: Bill is split three ways between FWSA, FWU and FWMSC. FWSA billed clubs and have been paid by all clubs. Discussed whether it was being used by the coaches. Mod coaches are using it.

 

Goal Post Update: FWSA bought 2 sets of goals for City to replace goals at Celebration Park on fields #7 and #8. Moved one old goal to Saghalie. Goal posts for FWHS have been ordered and should be in next week. George Pfeiffer worked out deal for lighted field usage that resulted in a lower light payment. Question was posed - should money that is charged to teams for use of  lighted fields be used for field fund to cover purchase of new goals?

The Decatur Girls Soccer Coach wants to know if FWSA will help with goals there. George Pfeiffer wants to take old FWHS goals to Decatur for them to use to train their girls JV soccer team. Decatur offered to pay for half of new set of goals or want used ones. George Pfeiffer will follow-up on this issue.

 

Bylaw Proposals: Perry Woodford noted that any bylaw changes need to be done by end of year. District III and the State would like copies of the all club and association bylaws every year. Perry Woodford will work on sending copies to them.

 

Accounting Note: It was noted that the State is looking at hiring a third party accounting firm to assist Clubs with their finances and books.

 

Organization of FWSA: Discussion regarding structure of FWSA and the clubs. Question posed - how do we want to energize to review and look at our Association?

  • Job descriptions are important.
  • Need to look at management of organization and actually running of soccer.
  • Need to have better communication so don’t have to have as many meetings.
  • Specific jobs discussed – Operational VP and strong VP of Administrative could handle many of the functions. DOC should report to VP and President. DOC could take over one side of operational side (practice fields, etc.) with VP of. Fields. President would work with state relations.
  • Reason FWSA is set it up this way is because State was originally organized in this fashion and we followed their form. Pyramid formation would make things work more smoothly per Juan Rangel.
  • Association rules are based on number of players and teams. FWSA is level 3.
  • Perry Woodford & Juan Rangel to meet to discuss organization chart.
  • Perry Woodford, Juan Rangel and Carl Weber will prepare a structure to address the issue of reviewing the organization plan. Need a plan to figure out how the structure should look. If State is reinventing their structure at this time, we don’t want to put something in place that goes in a different direction than the state.

 

New Business:

Age Policy & Registration: New state policy regarding registration. State will not allow clubs to keep copies of birth certificates on file. Moving to player cards with birth date noted on cards. Using Bonzi for out of state travel – must use “event management system” in Bonzi and that form for travel out of state. On-line registration is being locked once player’s birth date is confirmed by the registrar ( ie matched with birth certificate) – once locked can’t change birth date in system. Problem is when parent uses new email or phone number or sets up new account. This will need to be addressed.

State looking at plastic covered card that player can use for longer period of time, like a drivers license.

 

Motorcycle Raffle: Tabled until next month.

 

Vice President’s Report: No report.

 

Secretary: No report.

 

Treasurer:  Distributed printed report. Reign 94 team players sent thank you notes for assisting them with funding of national tournament – packet of cards was circulated so all could read them. Carl Weber noted that this was the first time that he had seen this from a team.

Carl Weber indicated that in June he billed the Clubs for half of what they paid last year for player fees with stipulation that at end of August the rest of the bill would be due. Need 08/09 number of players. Charges are based on Bonzi fee of  $2.25 for each player registered on the system and state insurance of $11 per player. Last year bill was $2100 dollars. Noted that season goes from September 1st to August 31st.  Bill from the state is dated August 1st and it covers September 1, 2008 through August 31, 2009.

Katherine Hinkle noted that Mod Club numbers are as follows:  606 players for 5/1/08 through 8/6/08;  38 new players registered for spring league; and numbers from last fall were 698.

Issue is that State is billing us for a season but we have registration occurring before the season.  Katherine Hinkle and Carl Weber will look at these issues.

 

FWU needs to pay the Bonzi bill to Association for the last 2 years so that the Association has funds for nets, etc. FWU has not paid this bill because it is believed that the increase of $13 to Association was to cover the Bonzi fee. FWU believes this was voted upon and it’s in the FWU minutes. This issue needs to be resolved.

 

Registrar:

1. Katherine Hinkle reported that she has been signing numerous rosters. She also notes that she has been verifying all birth certificates and making sure that they are correctly listed in Bonzi. LPT’s fees were paid – confirmed with FWU Treasurer, Darlin’ Boudreau, that needed to pay the bill – $2,500 (2 LPT teams & 5 WSYDL teams).

2. Risk Management – All coaches assigned to teams in Mod are RMA cleared. On FWU side have one expired card.

3. Travel Teams: Teams have not been telling the Registrar that they’re traveling and then asking why roster isn’t done.

 

2nd Vice President of Administration:  No report

 

Fields Coordinator:  Celebration field #5 resoded and lined. Celebration #7 lined. Celebration fields #6 and #8 set for adults on Monday. Not going to make it through the first of October for games because fields are very wet and are not drying out.

Lake Geneva and  Parr fields are set for U11 games. The goal nets were missing at Parr field on Wednesday so County will try to find another set of nets. Parking will not be accessible at Karl Grosch field during Triathlon on Sunday. Tracy Whitney Jamboree needs Saghalie lined by City for two weekends at the end of September and beginning of October.  New turf field at Saghalie has FWU games on those weekends so Sharon Woodford is talking to Sandy Bjork about moving the FWU games in order to alleviate parking issues during the weekends of the Tracy Whitney Jamboree.

 

Referee Report:

FWSRA is providing an entry level clinic soon. It would be helpful to have the reimbursement policy attached or in the email about the clinic. Sharon Woodford will put a link to the policy in the flier.

Last year referees exempt from Child labor law and could be independent contractors for payment purposes. Labor and Industries wants to classify referees as “employees.” This would mean that referees would need to send out match reports and state would pay L& I. Supposed to take effect September 1st but haven’t heard anything at this point. Those under age 16 will still be able to work but L& I may need to be involved.

Oregon law – baseball & soccer referees/umpires treated as independent contractors.

 

Old Business:

Discussed need for laptop computer for Registrar. Computer could be used by Clubs at certain events such as registration at the library, etc. Discussed the fact that Macs don’t support Bonzi. Motion to purchase a laptop computer for the FWSA Registrar not to exceed $1,200 total. Motion seconded. Motion passed.

 

Joint meeting of all three Boards scheduled for October 1, 2008.

 

Adjourned 9:25 pm.

 

Respectfully submitted,

Heather Hamashima

FWSA Secretary