Meeting Minutes
Meeting Date: 2-8-12
Attendees: Jennie Menke, Kim Scanlon, Pam Bushman, Linnea Goetz, Liz Nichols
Discussed number of registrations completed:
Estimated Teams:
Coaches available: Gene Evers, Lindsey Rague, Curt Skeie, Jim & Kelly Stanley,
Dave Menke, Eric Scanlon, Elizabeth Doran, Kyle McDonough, possibly Ulrich Neilsen, student coaches Shelby Goetz, Kaitlyn Goetz, Maria White
Winter Clinic:
Linnea will send out an email to potential coaches and managers to do background checks.
Discussed need for Background checks in Parent/Coach policies.
Still looking at team combinations based on numbers.
Boys teams mostly set.
Girls teams more in flux.
Need coaches for several teams still.
]]>Annual General Membership Meeting Minutes
November 16, 2011
Present: Board: Jennie Menke, Pam Bushman, Kim Scanlon, Eric Scanlon, Dave Menke, General Membershiop: Liz Nichols, Linnea Goetz. Mary Giese, Amy Fuhr. started at 7pm
Minutes: Motion made and seconded (MMS) to accept the minutes from 10.12.11.
Correspondence: Received notice of 2012 MYSA grant deadline of 1/13/2012. Jennie will apply for.
Committee Reports: none
Treasure Report:
• Checkbook balance: $8,709. Outstanding items are partial payments from $3600 Ralia team registration, which is being applied to account gradually since club bank card only allows a set amount to be withdrawn per day. Also MYSA registration for 26 U8-U12 players has not been paid. Estimated reserves are holding around $6000.
• Budget: Discussed budget line by line. MMS to accept the budget as proposed. Budget will be published on website.
Unfinished Business:
• Kim will move forward with company who provides 501c3 service so long as expenditure does not exceed $1000.
• Rec soccer changes: MMS to approve elimination of U9 from rec for 2012. Parents have had a year to digest information and to voice concerns. Board has heard nothing, even with 3 emails over the past 12 months. MMS to make U5/6 and U7/8 rec soccer 1 hour long each and to make rates even at $60. ($70 late fee). Gene Evers brought to the board’s attention that CRSC’s current Rec team selection process is not in compliance with US Youth Soccer. Board will investigate further and report findings next meeting. It was agreed that we must make appropriate changes to comply, but will delay official action until we know what the changes will be.
• Registration dates were discussed, along with idea of abolishing “late fee.” Discussion was tabled.
• Met with Challenger Sports Colin Bulwich & Mark Hughes. A 5-day, 3 hour camp will cost $122 per player including a ball and jersey. MMS to proceed with Challenger for a 2012 camp.
Elections:
• Pam Bushman tendered her resignation as Vice President and Registrar. Linnea Goetz was nominated to replace Pam on the board and in position of registrar. All present were in favor. Linnea Goetz is new VP/Registrar.
• Board position of secretary is currently vacant. Board nominated Liz Nichols as board secretary. Members present voted in favor. Liz is new board secretary.
No bylaws changes.
Meeting adjourned at 8pm. Submitted by Jennie Menke 11/17/11
]]>Meeting Minutes
October 12, 2011
Present: Jennie Menke, Pam Bushman, Kim Scanlon, Eric Scanlon, Dave Menke, Liz Nichols, Linnea Goetz. Meeting started at 6pm
Treasurer’s Report:
• Checkbook balance: $7,4XX. All expenses paid and up to date. Still have not received $200 MYSA fine for dropping U13 team. Two bids were solicited for CCLS field maintenance. It was approved to use local source, Priority One Lawn Care for aeration and fertilization for $600 over a more expensive and involved bid from a company in Hutchinson.
• Kim contacted Rand about non profit status and there is nothing new on the online front. this. It was appoved for Kim to move forward with company who provides this service so long as expenditure does not exceed $1000.
Administrator’s report:
• Winter registration has commenced thru Sportssignup.com, after extensive research of online registration options, including Blue Sombrero, E7 sports, Demosphere, Sports ngin. It is going well, lots of positive comments from parents. Pam has yet to activate with Keeper and will let us know how it goes. Kim has used some of the treasurer services (reports, refunds), Jennie has use email feature. Looks good so far. Fee is sliding scale based on actual registration fee (from $2-$3.50) and credit card fees is comparable to paypal.
• Jennie will look into changing mailed check address from Pam’s to Kim’s, finding out how fees are taken out of check payments and how deposits are made into our account, and if uniform and tournament payments can be handled with the system.
• 2012 fees were discussed. It was discussed and approved to change rec soccer to one hour for both age groups to align with age appropriate MYSA recommended playing times and to change fee to $60 for regular registration and $70 for late. There has not been a fee increase in the past 3 years.
• Definition of Duties: Pam has worked on defining the registrar duties. She will continue to work on the other duties as we try to delegate duties and better structure the board for the future growth and eventual replacements.
• General Meeting was set for 11/16/11 at 7pm. Jennie will reserve a location either at the school or at the community center and post online. Agenda will include fee increases, elimination of U9 from rec program, Change from 1.5 hr rec to everyone playing 1 hour, and sliding fee for younger travel players.
President’s Report & Open Items:
• Have not had any word on fields for 2012 summer. Will recontact Mary Haugen.
•Linnea Goetz was present to discuss the possibility of taking on the Director of Managers position as well as replacing Pam as registrar. It was approved for Linnea to begin work as the Manager Director for the upcoming season. Linnea and Pam will discuss the option for registrar over the next few months.
• Liz Nichols was present to discuss a possible board role. Options include Travel Director and Vice President. Jennie and Liz will discuss these options over the next few months.
• Linnea, as the clothing coordinator discussed TeamStore Website options. Eastbay partners with Sportssignup and was a logical choice, but was quickly eliminated when it was learned clubs are asked to purchase clothing up front. Linnea will go back to GTM to see if there is any up fronts costs with them. She will also look into a couple other options that were suggested.
• Fees: Early registration will run thru the second week of January. Jennie will open registration online by early November. Fees will increase, but Jennie will run some numbers to make sure plans to significantly reduce travel costs for U9/10 is adequately covered by slight increase at older ages and rec. Jennie will email proposed fees with 2012 budget by the end of October for approval by the board before the general meeting.
• Winter Soccer: $200 for 2 sessions. The following Indoor competitive teams have been registered at Ralia: Girls: U13/14 , U17/18. Boys: U15/16, U17/18. Gym time has been reserved at CCLS on Tuesdays 7-9pm. Jennie will call and move it to 5 or 6 pm start time. Time has also been reserved at Middle School on Mondays from 6-9pm. Both start the week of October 24th. U12s have been given the option to practice only for $100.
• U9-12 training and futsol. It was approved to move forward with plans to run indoor training and futsol for 9-12s on Sundays from 3-4:30 starting in mid november. Jennie will run number to determine cost, but should be around $40. Gene Evers will oversee
• Summer Indoor Clinics will be held on Tuesdays in March. Jennie will confirm gym space.
• Not discussed but tabled from last meeting: Due to lack of parent coach participation in coaching clinics, we can either: 1) eliminate parent coaches or 2) hire master coaches to oversee team training on a regular basis. Either way, this will cost a significant amount of money. Dave, Eric and Gene need to discuss options for mater coaching idea if we want to implement for 2012.
• Not discussed from last meeting but needing resolution: Possible U14-U17 Summer Team Glitch: 2012 German trip will likely impact older summer travel teams. List of participants will be available 9/30/11. Pam will get the list and club will contact those families to see what intentions are. Discussed offering a “Training Package” to keep those kids involved.
Next Meeting: Annual General Meeting, location TBD, 11/16/11 7pm
Adjourned 9pm
Submitted by Jennie Menke 10/12/11
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Meeting Minutes
September 20, 2011
Present: Jennie Menke, Pam Bushman, Kim Scanlon, Eric Scanlon, Dave Menke (late). Meeting started at 6pm
Treasurer’s Report:
• Checkbook balance: $7,4XX. All expenses paid and up to date. One exception is $200 MYSA fine for dropping U13 team. Have not received a bill for that yet. Nothing paid to CCLS for field use. We will be maintaining that field this fall by aerating, overseeding and fertilizing. Based on the amount we need to spend, we will consider additional good will payment to CCLS.
• Non-Profit status update. State never offered online application of non-profit filing. Kim will contact Rand to confirm this, and assuming it is still a long ways off, Kim will initiate steps with outside agency.
Administrator’s report:
• Registration discsussion: Winter soccer can’t have the hodge-podge of registrations coming in with no one overseeing actual team formation. Fall registration was too chaotic. Board debated the pros and cons of mass email to parents promoting Winter Soccer or email to summer coaches and managers. The idea of sending info to coaches and managers is to make it more manageable at a board level. With 3 active board members on the admin side, and soccer now active 12 months per year, Jennie, Pam, and Kim can’t continue to run Fall and Winter leagues as closely as Summer league. Priority must continue to be Summer. In as much as possible, Board will continue to offer year round soccer options for the development of our players, in keeping with CRSC mission. For 2011/12 winter season, parents wishing to have the option of indoor soccer must help to organize it. This information will filter/be communicated to the parents thru the summer coaches and managers. It will also be posted on the website. The board understands this is not ideal, but it is a reality of 3 people being stretched too thin. Kim will prepare email to coaches and managers and run it by Jennie and Pam before sending. Jennie will provide email list once approved. Indoor registration closes in Mid October.
• Refund Policy was updated and approved to reflect the following:
REFUND POLICY:
TRAVEL SOCCER: 100% of regular fee (not including late fees) minus a $20 MYSA registration and administrative fee if canceled by April 1st. After April 1st refunds will be prorated. No refunds after second league game is played. Uniforms will not be refunded.
REC SOCCER: 100% of fee, minus a $15 MYSA registration and admin fee if canceled within first two weeks of start of season. After second week is completed there will be no refunds.
Refund requests must be submitted in writing via email at info@crowriversoccer.com or by postal mail to:
Crow River Soccer Club
1874 94th St. SW
Montrose, MN 55363
Information required will include:
Player’s name
Age
Gender
Parent’s name
Parent’s phone number
Reason for refund
Refund requests not received in writing (email or letter) will not be eligible for a refund.
President’s Report & Open Items:
• Fields for 2012 summer need to be determined. There is concern that south elementary field will be off limits. Jennie will contact Mary Haugen to see if she has any information.
• Definition of Duties: Pam has committed to outlining each board member’s required duties in order to better be able to communicate these to successors as well as allow us to delegate items such as Biff management, Manager training, Field lining, etc. She will bring these to the next meeting. Linnea was discussed as possible Registrar successor as well as Director of Managers. Other potential board volunteer ideas were Hardings, Nichols, Maisch and Rec Coaches.
• TeamStore Website was discussed (GTMTeamstore.com) and tabled for next meeting.
• Fees: Registration fee increase was discussed in detail. All expenses increased this year, the most notable being facilities rentals. In addition, it was agreed that in order to continue developing players, we need some level of consistency in coaching. Due to lack of parent coach participation in coaching clinics, we can either: 1) eliminate parent coaches or 2) hire master coaches to oversee team training on a regular basis. Either way, this will cost a significant amount of money. A fee increase is inevitable, that amount is up in the air. Tabled until next meeting.
• Possible U14-U17 Summer Team Glitch: 2012 German trip will likely impact older summer travel teams. List of participants will be available 9/30/11. Pam will get the list and club will contact those families to see what intentions are. Discussed offering a “Training Package” to keep those kids involved.
• Website and Online Registration: Discussed Website Administration options. Currently using Squarespace.com. Fee is $240 per year. Looking into Blue Sombrero, Leagueathletics, and others for online registration. Pam will contact MYSA to find out if the endorse or have experience with any one company.
• Annual meeting dates were discussed. Must be scheduled before 12/15/11. Tabled until next meeting.
Next Meeting 10/5/11 6pm Jennie’s House
Adjourned 9pm
Submitted by Jennie Menke 9/21/11
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