Federal Way Soccer Association

Annual General Meeting

March 25, 2009

Secoma Lanes, Federal Way

Meeting called to order 7:05 pm.

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 Not Present

Mod Rep Novella Fraser

Other Attendees:

FWU Boys Registrar/

FWMSC Registrar Novella Fraser

FWMSC Vice President Eric Poortvliet

FWU Boys Coordinator & Registrar Kevin Wilburn

FWU Director of Competition Jammie Hair

FWU Director of Coaching Rob Walker

Coach Jesse Hamashima

Coach Erik Johnson

Attendees by general consensus agreed to revise the order of the agenda and move the Awards to the beginning of the meeting.

Awards

Perry Woodford presented awards to the following individuals for their commitment and service to the youth in Federal Way and their support of FWSA.

George Pfeiffer
Katherine Hinkle
Robert Lewis
Sharon Woodford
Heather Hamashima
Juan Rangel
Carl Weber
Novella Fraser
Gayle & June Rhodes Award – This award was presented to two individuals, Novella Fraser and Eric Poortvliet, for their outstanding support of youth in the community.
Karl Grosch Award – This award is presented to an individual that demonstrates exceptional commitment to the youth soccer community and selfless dedication. Mr. John Hutton, City of Federal Way, was the recipient of this award.

Roll Call

Roll was taken.

Credentials and Review

Reviewed credentials and it was determined that there were 26 total votes eligible for election.

AGM 2008 Minutes

AGM 2008 minutes approved as written.

Officer’s Year Ending Reports

President’s Report, Perry Woodford

This has been an amazing year for FWSA. The continued proliferation of leagues, seasons, and different organizations, has continued to change the face of soccer in Washington. With the PDL moving to include U16 we are not far from the complete transition. Yet we see more transition right around the corner. United and Mod club has an improved working relationship. I will continue to support these two working together as they build the best well rounded players in the state and beyond. We supported two all association meetings with great interaction between the clubs. The goal is for three each year.

I am disappointed that we did not make more progress on changes in our organization structure. I do believe we need to restructure and find ways to get volunteers to positions they like with an appropriate level of effort and breaks throughout the year. For many of us this volunteer job has become year around with many more hours than we expected being spent each week.

In 2009 I will continue to work to improve the relationship with Mod and programs to improve our coaching staff knowledge, our referee retention, and player retention. The leagues and soccer in general is changing at a rapid pace. It is harder to predict the direction and to lead the soccer community. The state is restructuring in May and we will have a couple years of high level organization and structure change. Every effort will be made to bring common sense back to our game. We need to stay aware, prepare, and be willing to change quickly to meet the many directions we are sure to see the next two years.

As the state constitutional convention moves forward and a new organization is born pressure will build to consolidate associations. The expectation is that the 42 current associations will be reduced significantly. A period of time for associations to merge will be provided prior to a mandate or forced formation. We will also see rules and policies that target the recreation, intermediate and advanced levels with more cooperation and ability to move between the levels as player skill or age and level of commitment dictate. A better understanding of what the expectation is for each level of play and commitment will be better defined and communicated. There is a high probability that the soccer schedule will change. Focus will still be playing in the Fall with changes to other soccer events to have fewer soccer weekends for most players. There is a high probability that U12 will be modified with 9 a-side play for 2010. U11 will move to 8 a-side. To start this, the state is beginning interviews for a new position at the state office. This position will be focused on communication.

There is a lot of change being presented and discussed. As we move into May and the summer things will become clearer.

It is great to have such wonderful, passionate, and skillful people to work with. You are what provide a positive impression and solid reputation of our club. Thank you.

Vice President’s Report, Juan Rangel

Indicated that Board members can’t act outside the meeting without Board approval.
Reminder to the Board and Club members that emails are subject to IRS review. It was recommended that emails be sent with less than majority of Board in order to avoid the IRS, send in two emails if necessary.
A convention report was circulated to Board members. A great deal was gained at the National Convention – it was hectic but a good experience.

Secretary, Heather Hamashima

No report

Treasurer, Carl Weber

Presented financial status of the FWSA.
Outstanding FWU bill for Bonzi fees of $2.25 per player remains. This bill has not been paid by FWU for the past two years and issue needs to be resolved and payment made to FWSA.
The 2009 -2010 FWSA budget will be determined at the May Board meeting. The $1 increase per player in state fees will be accounted for in the budget. At this time there does not appear to be a need to increase the player fees.

Note: It was determined that April 29^th would be the next Board meeting of FWSA.

Fields Report, George Pfeiffer

2008 was a busy year for fields and field development.

 We added a new Turf field at Saghalie. Our 3 years of partnership with the city and a commitment of $55,000 have given us a very favorable use agreement.

 We also have partnered with the city to Fence the south end of Saghalie and to renovate Celebration four grass fields for 2009.

 We supported the Field-turfing of Memorial Stadium and leveraged our school districts partnership by the purchasing of new soccer goals for the Stadium. These goals were gifted to FWSD, to receive a one year 2008 reduced stadium rental cost.

 We added 2 new goals at Celebration with two more to be added in May of 2009.

 We renewed and rewrote our field lease agreements with the FWSD for Todd Beamer and Decatur. FWSA will continue to pay $5000 per year at Beamer but will reduce our payment at Decatur to $4000 without reduction in usage. We now hold first use agreements second only to school events with favorable lease termination wording.

 I have placed in the City of Federal Way’s Capital Improvement plan the design and bid process for reworking Sacajawea Field in winter of 2009 with construction in 2010. (Subject to City Revenue and Budget plan for 2009-2010) Could be iffy!

 I am working on two grants (IAC / Lodging rental tax) for addition field development in South King County and hope the economy doesn’t dry up or kill these resources.

Registrar, Katherine Hinkle

Annual FWSA Boys Registrar Report -03/25/2009

Total United Teams: 34

Total United Players: 507

Total United Coaching Staff: 111

Total Mod Teams: 46

Total Mod Players: 350 Spring adds 20

Total Mod Coaching Staff: 84

Annual FWSA Girls Registrar Report - 03/25/2009

Total United Teams: 30

Total United Players: 451

Total United Coaching Staff: 111

Total Mod Teams: 39

Total Mod Players: 283 Spring adds 14

Total Mod Coaching Staff: 63

Annual FWSA Registrar Report - 03/25/2009

Total Teams: 149

Total Players: 1,625

Total Staff: 320

Annual United Boys Registrar Report - 03/11/2009

Total Teams: 34

Total Players: 507

Total Coaching Staff: 111

Total Storm Teams: 14

Total Storm Players: 209

Total Storm Coaching Staff: 49

Total Thunder Teams: 20

Total Thunder Players: 298

Total Thunder Coaching Staff: 62

Annual United Girls Registrar Report - 03/11/2009

Total Teams: 30

Total Players: 451

Total Coaching Staff: 111

Total Reign Teams: 16

Total Reign Players: 244

Total Reign Coaching Staff: 64

Total Lightning Teams: 14

Total Lightning Players: 207

Total Lightning Coaching Staff: 47

Annual United Registrar Report - 03/11/2009

Total United Team: 64

Total United Players: 958

Total United Staff: 173

Annual Mod Boys Registrar Report - 03/25/2009

Total Teams: 46

Total Players: 305 Spring adds 20

Total Coaching Staff: 84

Teams Staff Players Spring Add

Boys U-6 9 15 63 7

Boys U-7 12 20 72 5

Boys U-8 8 15 63 3

Boys U-9 9 16 72 2

Boys U-10 8 18 80 3

Annual Mod Girls Registrar Report - 03/25/2009

Total Teams: 39

Total Players: 283 Spring Adds 14

Total Coaching Staff: 63

Teams Staff Players Spring Add

Girls U-6 6 10 33 3

Girls U-7 12 22 72 1

Girls U-8 7 10 56 1

Girls U-9 8 10 67 0

Girls U-10 6 11 55 9

Annual Mod Registrar Report - 03/25/2009

Total MOD Teams: 85

Total MOD Players: 633 plus Spring Adds = 667

Total MOD Staff: 147

New laptop and printer working well. Able to now print out member cards with ease. Bonzi billing pretty close to numbers registered. We are not charge for more than registered usually less. Challenges this year included numbers of United teams playing differing league seasons and all of the cups being played at different times. Hard to track who is going where.

Bonzi program okay but reminders needed for adding players to league play (or transferring players) then not being placed on event roster (state cup, etc). If player is transferred then new card needs to be printed.

Increase of work this year included signing all tournament rosters if tournament did not go through Bonzi Events Management and printing Member passes/cards.

Still working on verifying those players (boys side) whom we have this year in Bonzi on order not to have to see Birth Certificates annually.

New email up and running fwsaregistrar@federalwaysoccer.net. Need to remind teams to include team name in subject of emails to expedite responses.

Registration Events: reminder that coaches should not register their own players as then they are under their log in. Hard to get updated information on players because coached info will show up.

For next year:

1) Verify all players as they come into program right away to decrease need of birth documents later. Great on girls side so far.

2) Increase communication with teams re: registration events, tournament rosters and transfers of players (note time needed and process).

3) Look at trends on registering players (on decline?).

2^nd VP of Administration, Robert Lewis

Attended District III disciplinary hearings this year. It was a good to learning experience.
There were two discipline issues that I was involved in during this past year. One went to disciplinary hearing panel that was formed to review and determine actions. This occurred. The other issue involved a coach that was denied coaching status in the Mod Club. Outcome was not very pleasant.
Related topics by others:

Rob Walker talked about field safety rules (ex. lightning). Encourages a policy across the FWSA, FWU, and FWMSC that would address communication, supervision at the field, and notification procedures for inclement weather and other adverse situations.
Concussions - Discussed need to pass along information to coaches regarding concussions and steps to address this issue.
Texting - texting to players and issues of liability need to be discussed and a policy outlined for coaches.

Webmaster Report, Sharon Woodford

I have tried to keep the website up to date. I have to wait until early May before I can roll the FWU teams up because the GU15-GU18 teams are still playing.

Calendar Committee, Sharon Woodford

I was appointed the Calendar Committee Chair Person and the committee met once to discuss dates for the 2008/2009 year. In the next week I plan to purchase a new calendar software that I can post Club/Association/Registration/Treasurer calendars.

State Cup Representative, Sharon Woodford

The Commissioners Cup and BU15-BU18 Challenge & Championship Cups are completed. This weekend the Spring Challenge & Championship Cups will begin.

Of the 10 teams who participated in the Winter State Cups, FWU had 6 teams advance past the preliminaries.
Advancing to the quarter finals in the Commissioners Cup: BU17 Thunder 91 – Blasters
Advancing to the Semi finals in the Commissioners Cup: BU15 Thunder 93 – Warriors
Advancing to the quarter finals in the Winter Challenge Cup: BU18 Storm 90
Advancing to the finals in the Winter Challenge Cup: BU15 Storm 93 White
Advancing to the quarter finals in the Winter Championship Cup: BU15 Storm 93 Green

Unfinished Business

None

Bylaw Proposals

Bylaw Proposal 1

Reads

Article 1 Name

This organization shall be known as Federal Way Soccer Association (incorporated), here after referred to as the Association; and be affiliated with the Washington State Youth Soccer Association (incorporated), here after referred to as W.S.Y.S.A. This Association is and shall be known as a non-profit organization and shall not carry on any other activities not permitted to be carried on by an organization exempt from Federal income tax under Section 501 (c) (3) of the Internal Revenue Code or the corresponding provision of any future United States Internal Revenue Law.

Proposal

Article 1 Name

All of the purposes and powers of the Corporation shall be exercised exclusively for charitable and educational purposes in such manner that the Corporation shall qualify as an exempt organization under Section 501(c)(3) of the Internal

Revenue Code of 1986, as amended (“the Code”) or any successor provision, and that contributions to the Corporation shall be deductible under Section 170(c)(2) of the Code or any successor provisions.

No substantial part of the activities of the Corporation shall be the carrying on of propaganda, or otherwise attempting to influence legislation, except as otherwise permitted to an organization described in Section 501(c)(3) of the Code or any successor provision. The Corporation shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of (or in opposition to) any candidate for public office.

Notwithstanding any other provisions of these Articles, the Corporation shall not carry on any activities not permitted to be carried on (a) by a corporation exempt from federal and state income taxes under Section 501(c)(3) of the Code or any successor provision, or (b) by a corporation, contributions to which are deductible under Section 170(c)(2) of the Code or any successor provision.

No part of the net earnings of the Corporation shall inure to the benefit of, or be distributed to, its members (if any), directors, officers, or other private persons, except that the Corporation is authorized or empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of its purposes.

Upon the winding up and dissolution of the Corporation, the assets of the

Corporation remaining after payment of, or provision for payment of, all debts and liabilities of the Corporation, shall be distributed to an organization or organizations, as determined by the Board of Directors, that are recognized as exempt under Section 501(c)(3) of the Code or any successor provision, and used exclusively to accomplish the purposes for which this Corporation is organized.

New wording if approved to read

Article 1 Name

Upon the winding up and dissolution of the Corporation, the assets of the

Motion to approve Bylaw Proposal 1 as written by Carl Weber. Seconded by Eric Portvliet. Friendly motion to change WSYSA in the bylaw to the current WYSA which is official abbreviation. Clarification was given that WSYSA is the official abbreviation but that WYSA is how they market the organization. Friendly motion was withdrawn.

Vote: In Favor: 25, Opposed: 1, Abstain: 0. Motion passed.

Bylaw Proposal 2

Reads

Article 9 Appointed Chairpersons

Section 1 The Appointed Chairpersons Positions shall be:

The Appointed Chairperson positions shall be:

1. WSYSA/District III Representative

2. Publicity Chairperson

3. Chairman of Tournament Committee

4. Director of Coaching (ex officio)

Proposal

Article 9 Appointed Chairpersons

Section 1 The Appointed Chairpersons Positions shall be:

The Appointed Chairperson positions shall be:

1. WSYSA/District III Representative

~~2. Publicity Chairperson~~

3. Chairman of Tournament Committee

4. Director of Coaching (ex officio)

New wording to read if approved

Article 9 Appointed Chairpersons

Section 1 The Appointed Chairpersons Positions shall be:

The Appointed Chairperson Positions shall be:

1. WSYSA/District III Representative

2. Chairman of Tournament Committee

3. Director of Coaching (ex officio)

Motion to approve Bylaw Proposal 2 as written by Carl Weber. Seconded by Eric Poortvliet. Discussion ensued. It was noted that the state is going to have new position as Vice President of Communication so maybe this should be tabled for now and do temporary bylaw proposal after the state decision. Discussion continued. Motion stands.

Vote: In favor: 26, Opposed: 0, Abstentions: 0. Motion passed.

Provisional Amendment: Motion to eliminate Referee Representative Board position from the bylaws. Seconded. Discussion ensued. In the past this has not been an elected position but rather has been filled by Referee Association placing someone in this position.

Vote: In favor: 4, Opposed: 7, Abstain: 1. Motion did not pass.

Election of Officers

President:

Perry Woodford nominated as President. Won by acclimation.

Secretary:

Heather Hamashima nominated as Secretary. Won by acclimation.

Fields Coordinator:

George Pfeiffer nominated as Fields Coordinator. Won by acclimation.

Referee Representative:

Mike Franco nominated as Referee Representative. Kevin Wilburn nominated as Referee Representative. Kevin Wilburn declined nomination. Discussion ensued regarding electing someone that was not present to accept the nomination. Motion dies in committee.

Good of Game

· Question was raised regarding the fact that the same two individuals hold the President and Vice President positions on the FWSA Board and the President and Vice President positions on the FWU Boards and what was the plan to address this situation. Discussion ensued about the need for transparency and procedures. It’s not an issue of who is in those positions. There is a need to solve problems within the Association without having to take it to the District or State level which means that there has to be a clear process in place. Judicial issues are reviewed by 2^nd Vice President of Administration. It was determined that this issue needs to be reviewed and addressed.

Adjourned 9:30 pm.

Respectfully submitted,

Heather Hamashima

FWSA Secretary