AYSO Region 894 Annual Board Meeting July 19

AYSO Region 894 Annual Board Meeting July 19, 2016 1

Our Vision To provide world class youth soccer programs that enrich children’s lives. 2

Our Mission To develop and deliver quality youth soccer programs which promote a fun, family environment based on AYSO's Six Philosophies. Everyone Plays Balanced Teams Open Registration Positive Coaching Good Sportsmanship Player Development 3

Agenda • • • Previous Minutes Open Positions Board Nominations Board Meeting Dates Training Matrix RC Nominating Committee • Calendar • Action Items • Administrative Updates – Registration Fees – – – Registration Flyers Section 5 Games National Games Regional Tournament No Referee, Cancel Game Other Misc Info • Function Updates – Fall Registration – Budget – Field Planning • New Business 4

Previous Meeting Minutes Review/Approval 5

Open Volunteer Positions • Fields Administrator – Individual Field Managers • Publicity/Marketing Coordinator • Soccer Camp Coordinator – Ed de la Paz? • Regional Auditor 6

Position Regional Registrar Regional Treasurer Regional Safety Director Regional Coach Administrator Regional Referee Administrator Regional CVPA VIP Program Administrator Regional Secretary Assistant Regional Referee Administrator Director of Referee Instruction Director of Referee Assessment Coach Trainer Fields Administrator Assistant Fields Administrator Equipment Manager Buyer/Uniform Administrator Webmaster Team Balance Coordinator EXTRA Program Coordinator Regional Auditor Candidate 1 Tiffney Etzel Rebecca Hammer Rod Merritt Peter Mc. Coy Chris Boyer Meagan Ottum Angela Southern Samantha Walker Aaron Luchini Dowling Bowman Douglas Vechinski Curtis Walker Cindy Vechinski Van Sullivan Beth Sullivan Rod Etzel 7

Board Nominations • By majority vote of the outgoing Regional Board Members present and voting, the final list of recommended nominees shall be presented to the RC for approval and appointment. • The RC may choose not to appoint a nominee to a Regional Board position, even though recommended, if the RC deems there is sufficient reason not to make the appointment. In such case, the RC shall ask the nominating committee to recommend additional candidates for approval and 8 appointment.

WARNING! Reapply as a Returning st Volunteer BEFORE August 1 ! e. AYSO access will be removed automatically if you do not! 9

Board Meeting Dates Default Date: Second Tuesday of the Month • • • August 9, 2016 September 13, 2016 October 11, 2016 November 8, 2016 December 13, 2016 January 10, 2017 • • • February 16, 2017* March 14, 2017 April 11, 2017 May 9, 2017 June 13, 2017 July 11, 2017 10

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Training Opportunities • Multiple Coach and Referee Opportunities available in Region (check e. AYSO) • RRA & CRA should announce training info referees and coaches • Local training needs to be on website too 12

RC Nominating Committee • John’s term ends January 1, 2017 • Need at least 3 on committee, minimum 1 non-board member • If no one volunteers, two board members will be “volunteered” • Aaron, Van and Meagan have served on previous nomination committees 13

RC Nomination Process • A Regional nominating committee shall be established by the RC, in consultation with the Regional Board, at least three months, and preferably six months, before the expiration of the RC’s term or the end of an RC’s term due to planned resignation. • The nominating committee will be comprised of a reasonable number of both Regional Board Members and Regional Participating Members who are not players or Members of the Regional 14

RC Nomination Process (cont) • The nominating committee shall submit its list of one or more names of individuals who they have determined to be qualified as candidates for the position of RC to the Regional Board. The voting members of the Regional Board shall, by a majority vote, nominate an RC and forward such nomination to the Area and Section Director, whose territory includes the Region. If both the Area Director and Section Director approve of the nomination of the person as Regional Commissioner, then the nomination will be forwarded to the National Board of Directors for election. ( See 15 Bylaw 7. 03)

Calendar Date Jul 2 -10 Jul 9 Jul 11 -15 Jul 16 Jul 19 Jul 23 Jul 28 Aug 3 Aug 6 Aug 7 Aug 8 Aug 9 Event National Games Fall Registration Event 1 of 3 UK International Summer Camp EES Back to School Bash ANNUAL Board Meeting Fall Registration Event 2 of 3 HES Back to School Roundup School Starts Fall Registration Event 3 of 3 Dick’s Sporting Goods Shop Day (region reps are not required) Unified Practices Begin Board Meeting 16

Calendar Date Aug 13 Aug 16 -19 Aug 20 Aug 22 Aug 27 Sep 3 Sep 10 Sep 13 Event U 5 -U 6 Practices/Games Begin U 8 -U 19 Jamboree (Game 1) Referee Meeting Team Formation U 8 -U 19 Jamboree (Game 2) Coaches Meeting Regular Practices Begin Shutterfly Teams get transferred Game 3 Labor Day (no games) Game 4 Board Meeting 17

Calendar Date Sep 17 Sep 24 Oct 1 Oct 3 -7 Oct 8 Oct 15 Oct 22 Oct 24 -30 Nov 5 -6 Nov 12 -13 Nov 19 -20 Event Game 5 Game 6 Game 7 Fall Break No Games (Fall Break) Game 8 Game 9 Regional Tournament U 10 -U 14 Area Tournament (Huntsville) U 16 -U 19 Area Tournament (Monrovia/East Limestone) State Tournament (Madison) 18

Action Items Description Look into fee changes for fall MY 2016 budget Prepare draft policies and procedures document Get final team count for section games Year-to-date budget Check fields and goals Run numbers of proposed fees Send supply center invoice to Rebecca Verify lawn company/workers are licensed Assigned to Due Date Status John May Complete Rebecca May Complete John June Complete John Rebecca Rod M John Cindy May Feb March June Complete In Progress Complete New 19

Administrative Updates 20

Registration Fees • Fall fees – All - $100 – Late Fee after Aug 7 • Spring fees – Played in fall: $40 – New: $60 21

Registration Flyers For future reference: Order 2 weeks before first registration! 22

Section 5 Games • • • $25 per player U 10 B Steely ($250) U 14 C Merritt ($375) U 19 B Mc. Coy ($450) U 19 G Sullivan ($450) • Fee: $1, 525 total • Did we receive all funds owed to region? ? ? 23

National Games • U 10 B – Chris Steely • No referees attended from our region 24

Regional Tournament • HIGHLY Recommend that we avoid using the regular season performance to rank teams. • Prefer more games, even if it causes a referee problem. 25

No Ref, Cancel Game • Slight change to policy – If no referees are assigned to a game by a deadline established by the Region Board, the game may be canceled by the Regional Commissioner or his/her designee, or with the Regional Commissioner’s permission, the game may be redesignated as a scrimmage. • Considering allowing coaches to scrimmage. • How will this impact Regional Tournament 26

Other Misc Info • • New pastor at Crosswinds: Ben James New principle at HES: Hydi Phelps U 10 -U 14 Area Tournament at Huntsville U 16 -U 19 Area Tournament at Monrovia/East Limestone (depends on Creekside work) – Could we use the football field at MMS? Would 2 fields be enough? • State Tournament at Madison 27

Registrar Tiffney Etzel 28

Fall Registration Status • 54 Registered Players • 66 Applicants 29

Safety Director Rod Merritt 30

Treasurer Rebecca Hammer 31

Financial Status • Annual Report • Banking Issues and Mitigation • Annual Audit 32

CVPA Meagan Ottum 33

Coach Administration Peter Mc. Coy Curtis Walker 34

Referee Administration Chris Boyer / Aaron Luchini Dowling Bowman Douglas Vechinski 35

Equipment Van Sullivan 36

Uniforms Beth Sullivan 37

Fields Vacant (John filling in) Cindy Vechinski 38

Final Field Allocation • • Endeavor – U 8 x 4 Hope – U 5/U 6 x 6 Crosswinds – U 10 x 2 Harvest Baptist – U 12 Calvary Baptist – U 14 MMS – U 16/19 HES – Alternate U 12 (may have to pay) 39

Field Maintenance • Crosswinds, Harvest Baptist & Hope aerated – guy that did Calvary to complete • Need to fertilize and probably do soil testing • Hope: Sprinkler Zone 1 not working • Calvary: Need a few sprinklers raised – plan to pay someone to complete 40

VIP Angelia Southern 41

Division Coordinators 42

Division Coordinators • • U 5 – U 6 – U 8 B – U 8 G – U 10 B – U 10 G – Jeff Salas U 12 B – Jeff Salas • • U 12 G – Alison Wade U 14 B – U 14 G – U 16 B – U 16 G – U 19 B – Peter Mc. Coy U 19 G – Van Sullivan 43

New Business 44

WARNING! Reapply as a Returning st Volunteer BEFORE August 1 ! e. AYSO access will be removed automatically if you do not! 45

Review Action Items 46