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PVYSC Annual General Meeting 2010 Minutes
August 15, 2010 7:30 PM
Community Room Neenah Police Station
Meeting was called to order 7:30 PM by President Jim Schmidt
Previous minutes from PVYSC Annual General Meeting 2009 were approved
Year in brief Committee reports were presented and are included below.
*First order of business presented to the membership was the Bylaws change:
Below is the motion passed by the Board at the July meeting changing PVYSC by laws procedure 2- 1000 article VI. Trish Zander informed the Membership this motion would improve the transfer of information and help smooth the transition of officers.
Motion before the PVYSC general Membership is: “The officers shall be elected at the General Membership Meeting and shall take office beginning at the conclusion of the summer soccer season for a term of two (2) years. The President and Treasurer shall be elected on even numbered years and the Vice President and Secretary shall be elected on odd numbered years
Motion Passed
(The officers shall be elected at the October General Membership Meeting of odd numbered years and shall take office beginning November 1 for a term of two (2) years. Vacancies in any office occurring between biannual election meetings shall be filled through election by the Board of Directors.)
*Second order of business was Nomination and Election of Officers and Directors At large Marti Coan was nominated by Trish Zander, accepted the nomination, and was accepted by all members present. Rhoda Sievert was asked if she would consider position of Treasurer, after discussing responsibilities and time commitment with outgoing treasurer Jerry Hameister Rhoda accepted and was accepted by members present Heather Remme, Cathy Thopmson and Kevin Wasco were asked to serve as Directors at Large and accepted by all present.
As Marti Coan would not be secretary she nominated Cathy Thompson. Cathy accepted nomination and was accepted by all members present.
Meeting adjourned 8:00 PM
Respectfully submitted M.Coan PVYSC Secretary Year in Brief Reports ---PVYSC AGM August 2010 Vice President: Trisha Zander - In addition to the duties assigned to this position, I assisted the director of the Flatgrass tournament with flighting of the teams in the tournament, set-up and take down each day, and helped with registration. I severed on the communications committee which included the newsletters and e-mail blasts to the membership and coaches. I assisted with distribution of equipment to the rec league coaches. I served on the coaching committee which included classic team coach selections, classic tryouts, and team formation. I also was on the player transfer committee, one request was processed. I also coordinated the team check-in for the East Central Rec League Jamboree that was held at the Appleton facility.
Secretary: Marti Coan - In addition to the duties assigned to this position I served as a "master" coach for the U 8 Coed Group, Served on the Communications Committe publishing Newsletters. Also served on the Coaching Committee, organizing Classic Tryouts, Coach Selections and Classic team formation. Most currently coordinating the U 10/11 Girls
Developmental Classic Academy.
Treasurer: Jerry Hameister -Manage the financial status of the organization. Key activities include preparing quarterly tax estimates, ensuring yearly tax requirements are fulfilled, paying all bills for the organization, depositing all funds collected into the appropriate bank accounts, reconcile all bank accounts on a monthly basis, manage QUICKBOOKS to accurately document the financial status of the organization, and lastly maintain documentation for all transactions.
Additionally, answer questions others have in a timely manner. Coach Director/Player Development: TomWanamaker –Assisted with design and implementation of festival format for rec teams; master coach for U8 girls; assisted with organization and running of Flatgrass Tournament; member of Coach Committee working on coach selection and classic tryouts.
Recreational Director: Carlton Sealock - This year we rolled out a new philosophy for our recreational teams U5 - U10 called Festival Practices. I assisted with compiling this information provided by Coach Chuck Coan and published it to our Master Coaches and had it placed on our website. Coordinated a coaches meeting to collaborate all of our coaches into this new style of practice. I am currently on the Communications Committee, Park Usage Team, and assist with other duties as needed by the club. I also negotiated and finalized the contract with Town of Neenah for use of Mahler Park.
Classic Director: Chris Trudell- Chaired Committee that developed new Rec master coaching program, Chaired Committee that developed Academy program that is still in development, Chaired tryout committeeand assisted with Flatgrass tournament.
Director at Large/ Volunteer Coordinator: John Jackson- Signed up parents, called volunteers and coordinated scheduling of volunteers for Flatgrass and EC Rec Jamboree tournaments. Assisted with Rec Equipment handout, Jamboree, And Tryouts&hellip.
Director at Large/Sponshorship Director: Jerry Mortimer - In addition to the duties assigned to this position I also am the Sponsorship Director for the club, I have served on the Flatgrass Committee, and currently have taken on one of the positions of
Assistant Coach for the Crossfire White.
Fields: Randy Kuehl -As field director, I am responsible for the field layout and upkeep. I am the contact person for the city and town in reference to the use of their parks. This year we had our young Classic teams maintain some of the fields to help control cost and provide some ownership to the players for their club.
The PVYSC also provides and maintains the goals on all of our fields which I repair, replace or relocate as necessary.
Referee Director: Mike Jones -Assign referees to all U8 - U19 PVYSC games. Answer any questions that referees, parents, & coaches, might have. Deal with any issues that might happen during a game with referees, parents & coaches.
MEMO
TO: Board of Directors
FROM: Sean P. Johnson, Club Administrator
DATE: Aug 1
SUBJECT: Administrator Activities for AGM
Registration: PVYSC implemented the new statewide registration system in 2009-10. After some initial learning on the fly, we have been able to use the system successfully for classic and rec scheduling, as well as in-house recreational scheduling. The new system should make the club's job of managing teams, players and fields much easier.
There was an aborted attempt at tryout registration using the new system, but after working with LeagueOne, they have given the club full editing rights, which will allow us to setup the tryout registration in a way that fits the club. Overall, the club registered 1,113 players in 2009-10. That further breaks down to 317 classic players and 796 recreational players playing on 76 teams.
Scheduling: After fits and starts, the new scheduling system in LeagueOne is finally regarded as an upgrade, though we do not use it for all scheduling. Excluding tournaments, scheduling involved more than 760 games for PVYSC teams and involved working with WYSA state leagues, East Central and our own in-house league. This year's rains also created a host of rescheduling issues.
Web site/Communications:
Edited Web site when necessary. Served as conduit for newletter between our Web vendor and the communication committee. Handled more than 5,000 e-mails and a multitude of phone calls for information about the soccer club during the course of the year. Handled correspondence with all regional, state and national governing bodies.
Tournaments: Flatgrass was attended by 133 teams this year.
Worked to keep the Flatgrass Web site updated as new teams registered and to provide the latest tournament information. This year, we went to an official game ball, which seemed to be really popular. Provided technical support for registration, team seeding and scheduling. The East Central Jamboree replaced Soccer Weekend this year. It has some growing pains. Helped with the initial planning and scheduling for the event, which featured 152 teams.
Fields: Worked with the city to balance play on the fields at Memorial and among the schools. Was the liaison with the city for cancellation of play because of weather and provided updated scheduling materials for the city to prepare fields for PVYSC teams.
Miscellaneous activities: Handled day-to-day functions for the club ranging from ordering supplies to meeting with vendors to helping coaches, parents and players withvarious issues.
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