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PVYSC Board of Directors Meeting September 20, 2009

Attendees: J. Jackson, C. Sealock, H. Lifke, J. Rechner, J. Varkoly, S. Hoelzel, T. Wanamaker, J. Hameister, , M Coan, J. Mortimer,

Excused: T. Zander, J Schmidt, M. Jones, C. Trudell, S Johnson, T Wiswall, A. Vandenberg

Absent: Robert Gallegos

Meeting called to Order: J. Hameister and M. Coan

Motion to Approve Aug. Minutes (H. Lifke 2nd, J. Varkoly) Question regarding motion on Sponsorship on Third jersey. Jerseys with sponsors on them are NOT approved for league play and tournaments. Corrected to read: Local tournaments.Approved

Confirmed Board had a quorum present.

M. Coan on behave of President Jim Schmidt; the Board and PVYSC presented Randy Kuehl with the PVYSC volunteer of the Year Award.

Updates from each committee member:

Jerry Mortimer - SponsorshipA new sponsor was found for next year

Nine teams of sponsorship still needs to be collected

John Jackson - Volunteer Organizer

Already set for tournaments

Carl Sealock - Recreational LeagueMeeting with members to develop an understanding of gaps

Spending time developing a vision that addresses the issues

Public schools are borrowing equipment from PVYSC

Jim Schmidt's kids helped strip fields<

There were none on hand with new shed

Action Items: Locate stripers for the organization, start by contacting Keith Mally (Jill)

Holly Lifke - Report on positions

Position descriptions are currently in a PDF file format, a word processing format is not known

Action item: Follow-up with Sean to determine if we have an electronic version that is not in the form of a PDF file? (Sean Johnson)

Joe Varkoly - No duties at this time

Tom Wanamaker - Coaching directory

Work to get people working in the proper direction

No significant update at this time, most activity at this time is with high school

Scott - Coaching Register and Booster Club rep

Work with Sean to find where people live and arrange for passes

Booster club - reviewed names for the club positions:

Secretary

Working on newsletter format, goal is to publish monthly

Action Item: Follow-up with Field’s Director to develop a system that will allow club to manage stripers (establish accountability) (examples discussed include electronic awareness and development of a sign-up log) (Marti C.)

Who has keys (approximately 5 out there)

Sean Johnson, Randy Kuehl, Jim, Schmidt, Scott Hoetzl, and Tom Wanamaker have keys

Treasurer

Registration

Dates for registration are Wednesday10/21 and Saturday 10/24

Letter to communicate registration information has been drafted and shared with the board

Action Item: Need a control log for tracking all checks and entries (Jerry M. and Jerry H to develop)

Action Item: Can the soccer registration letter also be communicated to parents through an electronic method through the schools? This would complement, and not replace, hard copies

Action Item: Schedule slots for volunteering to work registration tables (John Jackson/Sean Johnson)
Recreational League Vision Letter Review (Carl Sealock)

Electronic copy will be sent out to the board

Carl discussed document with Phil Kerwin for feedback

Recreational League vision is specifically focused around U10 and under (U5 - U9)

Agenda items:

Discussed a well put together package focusing on the following areas:

Rostering

Roster methodology

Creating a better assessment tool and conduct this for all ages of U7+

Coaching issues

Team manager

Coaching classes

Check-in

Referees

Other issues with recreational league

Referees quitting had been an issue Referee's may be asked to ref certain things differently, based on age

Log volunteering the same way as sponsorship - assign accountability

Provided an update on the planning calendar (Hameister)

Calendar was e-mailed out to the board for review, please send edits to Jerry Hameister

WebsiteWho has ownership for the website? (consensus is that this was Sean)

Do we need to have a single person maintain the web site? (In addition to Sean?) 

Who can assist with defining issue and taking action (is dated information system or administrative in nature)

Potentially find a volunteer coordinator , look for this individual during registration in October

Website manager content - look for a volunteer (John)

Action Item: Determine if we need another person to assist with posting information on the website (Jim Schmidt)

School Field used – Tabled till Oct. meeting

PVYSC Newsletter - Plan to send one in early Oct. Any items, articles ideas for articles into secretary ASAP not later than October 1. (Marti Coan, Trisha Zander, Carleton SealockSean Johnson)

Assistant Coach Need Brought up by Jerry Mortimer

How does a team get an assistant coach?

Is this something that the coach needs to go to the board with or settle directly with the coaching director

Action Item: Have the coach contact Tom W. - U11 girls (Jerry M. to communicate)

Old Business:

Review of Board Positions Description Tabled

Sponsorship on uniforms - not just jerseys tabled

Meeting Ajourned

Action Items from above:

Follow-up with Sean to determine if we have an electronic version that is not in the form of a PDF file? (Sean Johnson)

A Follow-up with Field's Director to develop a system that will allow club to manage stripers (establish accountability) (examples discussed include electronic awareness and development of a sign-up log) (Marti C.)

Need a control log for tracking all checks and entries (Jerry M. and Jerry H to develop) 

Identify a volunteer from each of the schools to post letter on bulletin boards within each school and also enter soccer communication into school newsletters (Sean Johnson)

Can the soccer registration letter also be communicated to parents through an electronic method through the schools? This would complement, and not replace, hard copies

Schedule slots for volunteering to work registration tables (John Jackson/Sean Johnson)