PVYSC Meeting Minutes
August 15, 2010

Opening:
The regular meeting of the PVYSC Board of Directors was called to order by newly elected Marti Coan at 7:48pm. The Board thanked retiring President Jim Schmidt for his tireless dedication and focus on the growth and improvement of the PVYSC organization.

Attendees: Marti Coan, Trisha Zander, Cathy Thompson, Rhoda Sievert, Sean Johnson, Scott Hoelzel, Tom Wanamaker, Carlton Sealock, Jill Rechner, Randy Kuehl, John Jackson, Jerry Hameister, Heather Remme, Mike Jones and Kevin Wasco.
Excused: Jerry Mortimer, Chris Trudell

A. Approval of Agenda

The agenda was unanimously approved as distributed.

B. Approval of Minutes

C.New Business

Trish Zander suggested the board investigate the possibility of a scholarship fund for Classic players similar to the fund for the Recreational players. After much discussion and many possible options, President Coan delegated the investigation be
completed by the Classic committee to present a motion to the full board in the future.

Fields-Mahler and Co-ed Adult League
Randy Kuehl summarized the field locations, sizes and conditions at Mahler as well as the expected usage for the fall season by the Classic teams. President Coan is concerned that the grass on the fields, due to the rain, is too high. Based on the contracted rates, Randy estimates a cost of $150 if we mow one extra time per week.

Marti Coan made a motion to approve up to $500 for fall mowing at Mahler if needed.

Scott Hoelzel seconded the motion and it was approved unanimously. Randy Kuehl will manage this with Springhetti.
Discussion was held regarding the striping of fields for the fall. The U-10 and U-11 teams will be responsible for striping the fields. Randy will coordinate and distribute the equipment.

Discussion was held in regard to the NJSD’s new financial plans. The PVYSC teams will have to pay to use the school fields. This was part of the budget for the district. PVYSC has in the past striped fields, provided the goals and nets to support the district
in return for usage of the fields for fall practices and league play. At this time, we are not planning on using any school fields for fall league play. The newly created committee under the direction of Carlton Sealock is working on the plan going forward as to how
we manage this financially, and/or reorganize our tournaments/league play to manage the additional costs.

Peter Vanhouwelingen from the Adult Co-Ed league presented a request to utilize the short sided fields for the next 3 weeks for the remainder of the adult league games. The large sided fields need seeding in some areas. He will recommend to the Adult league that they pay for this seeding, and will work with Springetti on this.

Tom Wanamaker made the motion to allow this with the stipulation that if a decision is made by him that the fields are too wet, the Adult league will cancel their games to
preserve the quality of the short sided fields. Motion was seconded by Randy Kuehl and passed unanimously.

In further action related to the Co-Ed League, Marti Coan has designated a committee of Randy Kuehl, Tom Wanamaker, and Kevin Wasco to work with the Co-Ed league and
the Sunday Church League to create a long-term agreement on usage, preservation and maintenance.

Committee Reports
A separate written summary was provided as part of the AGM meeting materials. Administrative Needs of PVYSC

The administrative committee has met to discuss the need for office space and the addition of another part-time administrator to provide a face and location for the club as it continues to grow and gain respect in the community and state. It was noted that most area clubs including Menasha and Appleton have office space for their clubs already. This is to support registration, equipment, and overall support of parents and coaches. All meetings would also be held there.

Trish Zander made a two part motion. The first is that PVYSC rent office space (rental cost not to exceed $400/month including heat). This will allow the general membership a location to pick up and drop off forms and to register on-line. The office space will be staffed by the Club Administrator and other PVYSC board members.

The second part of the motion is to add a second part-time administrator as two are warranted to support the needs of the PVYSC membership. Job descriptions for each position are outlined with one supporting the classic league and the other supporting the recreational league. The positions will be cross-trained to support as work loads warrant. Both positions are part-time with 20 or less hours of work per week but have flexibility to work extra during peak times. The positions will be expected to work in the PVYSC office site at least one evening a week and one Saturday per month.

Discussion was extensive and it was decided to table these motions until a budget can be created to support the expenses over the long-term. There will also be discussion and investigation as to whether we can sublet space from an existing organization or company to maximize efficiency and limit costs. Thanks to Dale Clark for this suggestion.

D. Old Business

John Jackson updated the board on his investigation of local t-shirt vendors for the Flatgrass Tournament. The closest vendors that have mobile capability are Green Bay and Milwaukee. He will set a deadline of Wednesday for their proposals. These will
be compared to our current vendor and a contract will be completed as soon as possible.

This topic will be on the agenda for next month, or an electronic vote will be completed. Carlton Sealock presented some information on his investigation of Web managers. He
is waiting for quotes at this time. Dale Clark suggested we collaborate with other clubs to see if we can negotiate a lower rate, and/or investigate who they are utilizing. This item is tabled until the completion of the budget. Registration is on-line now. On-site registration will be at St. Mary’s High School October 19th. They will set us up with laptop access free of charge, saving the club from renting a NJSD space.

Jill has a lot of pictures at the store to be picked up. Sean will send out an e-mail reminder to all parents. Jill also wanted to update the club that the uniform socks are back ordered through September and she has ordered plain white for those new Classic players that need them for fall league.
Carlton has sent an e-mail to the Recreational coaches about holding town hall meetings to discuss the changes and any suggestions for improvements. There will be 3 sessions
separated by age group and will be held at the Police Station. All board members are invited to attend. Carlton will distribute the dates and times.

E.Agenda for Next Meeting

T-shirt vendor for Flatgrass- Tom/John
Budget Update-Rhoda/Marti

Adjournment:
Tom Wanamaker made a motion to adjourn which was seconded by Trish Zander. Meeting was adjourned. The next board meeting will be at 7:30pm on September 19, 2010 at the Neenah Police Department.

Minutes submitted by: Cathy Thompson, PVYSC Secretary
Next Meeting September 19, 2010