Date: October 20, 2005
Time: 8 pm
Location: West Windsor Municipal Building
Attendees: See Board Meeting Attendance - 13 Members in attendance
Previous Minutes
Sep 19, 2005 minutes - Added Brent’s notes to minutes. APPROVED
Motion to file the grant letter of inquiry with US Soccer Foundation – Passed 24 – 0 For – Brent, Steve P, Howard, Steve H, Laura, Tom, Suresh, Liviu, Eva, Patrick, Girish, Randie, Leanne, Earl, Sal, David B, Hector, Afzaal, Robin, Jerry, Nina, Justin, Mike, Josette
Carried Over Business
|
Item |
Assigned To |
Status |
|
1. Need to find a Spring Rec. Youth manager for 2006. |
Bill |
Defer until Oct |
|
2. Travel to nominate either someone from the travel committee or a travel parent to be on the Code of Conduct committee |
Howard |
Complete Justin Stein will act as such |
|
3. Donation of $100 to the M. Jankoski Memorial Fund |
Pat |
Was check sent? |
|
4. MCCC night – distribute information to players |
Bill & David |
Done as part of “The Goal Post” on Oct 14. |
|
5. Feedback on Facilities Vision |
Entire Board |
None received |
|
6. Send disqualified letters |
|
All sent |
|
7. Nominating committee to prepare slated of board members |
Scott Borsack & nominating committee |
|
|
8. Ideas to contribute to Katrina funds Please send any idea you have to Justin Stein |
All |
Did cash jar and collected equipment |
|
9. Kidsafe certification to be filed by October 1 |
David W, Bill, Howard |
Filed |
|
10. Game and Practice Cancellations Process to be developed - |
Bill, Howard, David B, Girish |
Done and post on website |
|
11. Code of Conduct Committee to meet |
Justin |
|
|
12. Feedback on uniform sizing to Larry White - All to provide Larry White |
All |
|
|
13. Grant application review - All to review when distributed |
All |
Completed and submitted grant application – were accepted |
|
14. Contact schools to find out about partnering regarding possible school artificial turf field construction |
Girish |
|
New Business
Structure Committee Recommendations
See separate Appendix B document. Motions and comments received follow: We carried the part where we set forth responsibilities of each Board Member.
1. That people may not share a Board position. One person shall be responsible for fill the position however they can have assistants to help them. APPROVED
DW - If two people share a position communication and responsibility assignment can get out of control, the possibility of disagreements between the two exists, and complex rules would be require to determine voting procedures. Allowing the person to have assistants means they can have others who assist them in doing the work and fulfilling their responsibilities thereby reduce the work load of a position – effectively sharing work but at the same time keep a manageable structure where one person is responsible.
2. A person cannot hold more than one Board position. Note: Article 8b already states that a person cannot hold more than one officer position.APPROVED
DW - If people can hold multiple positions you can have a concentration of responsibilities. Taken to the extreme you could have one person appointed to fulfill all positions. However in the event of a vacancy someone still needs to do the work and as such although a person could not hold multiple positions this does not prevent the Board from assigning others to fulfill the responsibilities of the vacant position to others until it can be filled.
3. There shall be no set number of Directors at Large. Changed to “There shall be at least 1 Director at Large but no maximum number.” APPROVED with change.
DW - If suitable, committed people want to serve as a Director at Large there is no reason to prevent them from doing so by limiting the number of directors at large. This also allows flexibility in that the Board size can be adjusted up and down as need to deal with WWPSA events and circumstances.
Afzaal - Not sure what this means by itself especially since there is a minimum required.
4. People are not appointed to the Board by virtue of volunteering to perform a specific task or function. APPROVED
DW - There are many people who volunteer to perform tasks and functions for WWPSA who do not serve on the Board. This gives people the opportunity to volunteer for positions without having to worry about becoming a Board member.
Afzaal - I guess this wants to imply that these positions are elected, but that is covered elsewhere?
Girish - This is not needed as the process of Nomination and approval of board memebers is clear and is being followed and covers this aspect.
5. Directors at Large are elected to that position. During their term, they will be assigned specific tasks, functions and/or duties by the Board. Changed to..”Directors at Large are elected to that position. During their term, they will be expected to perform specific tasks, functions, amd/or duties for the Association.” APPROVED as modified.
DW - This makes all Board positions purely elected positions and provides the Board with the power to assign responsibilities to directors based on their willingness, ability and the needs of WWPSA.
Girish - if the tasks can be so assigned that they fit under the clear responsibilities of either the Line functions (Adult, Travel or Rec) or the staff functions supporting them (fACILITIES, dEVE, Fin, Admin OR Purchase)
6. People must agree upfront to automatic removal from position if they do not fulfill their responsibilities OPPOSED.
DW - In the past we have had Board members who do not fulfill their responsibilities or attend meetings. This makes it easier to remove these people and replace them with people who are willing to fulfill the responsibilities.
Girish - The criteria needs to be defined clearly. a) Attendance in Board meetings shall be a min of nn. b) Action items allocated in minutes against member shall not be pending for more than 2 consecutive meetings.
7. The proposed organization chart presented below should be implemented effective at the 2005 general meeting as the structure of the WWPSA Board:
DW- This simplifies the WWPSA Board, makes it more balanced between programs and support functions, and sets forth the Board Structure which can be used as a starting point and foundation to address the remaining open questions listed in the Structure Committee’s report. It creates a matrix organization as show below that needs to interact along the green rectangles and as such a key element is to determine the division of power to prevent conflicts at the intersecting areas.
Josette - I have reviewed the Structure Committee documents and assign my proxy to your for voting on the outcome. I agree that there definitely should be consolidation with a flatter top-down model. In addition, accountability, commitment, code of conduct, and clarification of roles, responsibilities and functions must be addressed for board members and all other lower level volunteers. Directors-at-Large roles provide flexibility for participants who are unable to take on huge responsibilites due to lack of time or other restraints (but they still would like to contribute in some way) for example, someone like me... It also makes sense to consolidate and roll up the three different arms of soccer (adult, Rec & Travel) under one VP or Deputy- there is probably some redundancy in activities, processes, and costs. This can be an opportunity to optimize the function and gain efficiency. Streamlining is a great idea. Why is Purchasing a separate function from Finance? It should be rolled under Finance since it is a financial outflow/inflow element. What specifically is the current function of Development? It seems to be primarily a function for Referee Assignors.. Should we not expand it to encompass Training (i.e. Special Training, Seasonal Training Programs, Coach and Ref Licensing, Parent Educational Sessions (SAGE) etc.) as these activities directly Develop the Player/Refs/Coaches ? Special Event Coordinators, Training Coordinators, Licensing Coordinators should be included here....
Girish - The only suggestion I have is to have one VP (programs) and have three individual Dep Vp(Travel), DVP (Rec), DVP(aDULT) all reporting to VP programs. This will help ease any conflict between individual program leads with the VP (Programs) taking a final decision on conflicting issues. As he is responsible for all three, it is in his interest to make sure all is fair and square. This will also make sense of the roles of DVPs or else one of the two persons -DVP or VP of the same program might not have much to do. Other than that I think this is the way to go as it mimics the structure of a typical functional organization which is a matrix of line and staff functions.
Brent - As I read the minutes, I would not be a member of the board as a league manager which would mean that my voice would not count in making decisions for WWPSA. I personally like to have a voice and am not in favor or organization changes that eliminate that voice. However, I understand that some league managers many not desire to have a voice and the desire to reduce the size of the board. If in the new structure, provisions are made such that league managers who desire to serve on the board as members at large, then I am in favor of the new structure, otherwise, I am not.
Before we automatically remove a board member, we should make sure that a clear understanding is had by everyone on the minimum duties and timing needed before automatic removal takes place. Also, there should be someone responsible for reviewing the performance and a mechanism for disputing differences of opinion before the member is removed. Is a process already defined or do we need to work on that? On this measure, I'm in favor of automatic removal as long as everyone is clear on the process.
At meeting: We discussed whether we can implement the structure since the constitution calls for a certain # of directors. Approved: We can vote on a recommendation that the proposed structure should be implemented by the 2006 Board.
Constitution Amendments Proposed
Are there any constitution amendments that should be proposed at the annual meeting?
4e change “property” in last line to “assets” – assets is more all encompassing
4g change “property” 14 words form end to “assets” – assets is more all encompassing
12 – we are not complying with the notice and minute posting requirements should it be changed?
13d add words to clarify people can appoint someone to vote on their behalf.
Grammar corrections for which no amendment is needed to correct:
8d Boards election should be Board’s election
11a and 11c replace , at end with periods.
Newsletter
Newsletter is now called “The Goal Post”. Congratulations to Joey Alesio who plays for the WWP Wolves on submitting the winning entry. He will be receiving a WWPSA sport bag, skorrpi, and magnet for submitting the winning entry.
Fundraising
Discussion on how to raise money for potential capital projects including lights at Zaitz, Duck Pond Park development, artificial turf acquisition, etc. Estimation of Duck Pond Park 1.5 Million, and $360,000-$400,000 to light Zaitz.
KIXX GAME
Are we interested? David has info. if anyone wants it.
Status Reports
Nominating Committee (Scott Borsack)Facilites and Travel will not be returning as of the date of the meeting. Need to advance 7 at large names.
|
WWPSA |
|
|
COMBINED STATEMENT OF REVENUES AND EXPENSES |
|
|
SEPTEMBER 30, 2005 |
|
|
|
|
|
Revenues (net of c.c. fees) |
$348,081 |
|
|
|
|
General & Admin: |
|
|
Fields & Maintenance |
13,299 |
|
Aministrative |
4,245 |
|
Merchandise |
6,369 |
|
Coach Clinic |
4,260 |
|
Electric |
1,491 |
|
Soccer Awards |
1,200 |
|
Online/Internet Fees |
1,701 |
|
Donations |
1,100 |
|
Fingerprinting |
1,080 |
|
Portajohns |
994 |
|
Telephone |
609 |
|
Bank Charges |
177 |
|
Postage |
99 |
|
Total G & A |
36,624 |
|
|
|
|
Rec Leagues: |
|
|
Uniforms & Equipment |
40,856 |
|
Training |
25,445 |
|
Insurance |
3,605 |
|
Ref Course |
1,400 |
|
Adult Registration |
695 |
|
Total Rec |
72,001 |
|
|
|
|
Travel League: |
|
|
Tournament |
60,405 |
|
Registration |
12,119 |
|
Training |
12,246 |
|
Tryouts |
5,210 |
|
Indoor Gym (net of reimb) |
2,372 |
|
Patches |
1,130 |
|
Operations |
1,118 |
|
Total Travel |
94,600 |
|
|
|
|
Total Expenses |
203,225 |
|
|
|
|
Excess Revenues over Expenses |
$144,856 |
|
|
|
|
Cash & Temp Inv @ 01/01/05 |
$462,452 |
|
Add: Revenues |
348,081 |
|
Less: Light Towers |
11,700 |
|
Expenses |
203,225 |
|
|
|
|
Cash & Temp Inv @ 09/30/05 |
$595,608 |
Travel (Howard Shemitz)
35 travel teams. Some went to the State Cup at very high levels. Looking to expand training. Would like to have designated fields so that travel can do better training.
Robin thinks it’s worth exploring other leagues who have directors of training (a paid position). Scott said with the “academy” model the trainers are chosen by the club and not the team. The director chooses trainers. Howard said that he was thinking of a modified version of that. Larry said that we need to decide whether we want to be a club that wants to compete at such a high level or do we want a travel environment where we get somewhat better skills. Earl agrees somewhat with Larry. Desire for better training is because of direction that Travel wants to take. May conflict with rec or the club or adult level. The next level for travel program is not competing with elite teams yet because we’re not competitive enough. Travel wants to prevent our better players from leaving to go to other clubs. Robin said that we need to make a decision as to what the goal of the club is. This can also be a club wide benefit to have better player development. Can have different goals for different levels.
Sunburst dates have been reserved at MCP for 6/3, 6/4.
We’ll have a first “volunteer recruiting” meeting in early December and kickoff meeting in early January.
Nothing to report
Like youth recreational soccer, the Adult Recreational League had the two weekends washed out. Late registrations continue to trickle in. As of October 1, the last games that were played, we did not have to reduce the number of games from three to two because of a lack of players per team—hope that continues after the bad weather break.
An updated draft was released to the COC committee for review; the VPs of Travel and Rec, as well as the President will have a draft for their review and comment by the week of 10/24, followed by an updated draft for presentation to the entire board by the beginning of November for discussion / motion to accept.
See new business.
Nothing to report
1) Development - Zaitz : Not much progress - Township has not provided up to date Site drawings as they are in the process of being modified to show the new Sewer arrangement (as of follow up last week). Once the drawings are availbale, next step is to get Lighting vendor to develop a concept drawing and submit to Township/ meet with them for approval. Tentaive target Nov 15. The step after that could be to arrange for a public meeting coordinated by township and let our plans offiically be known to the three communities affected.
Duck Pond Park -Our input into draft memorandum of understanding for responsibilities on DPP have been give to township. No response as of yet.
2) Turf fields: I have contacted Randy Tucker after Scott Borsack had followed up and suggested that ,if the school board members are showing interest, we meet with him to pursue this further. Will circulate response to the board for review and comments when received.
3) Maintainenace issues: Zaitz - Construction of Sewer line has created the need to move two ss fields towards the center. Relining and movement to happen by end of Business today 0ct 20)
DW – I received a call today from the township that it is done – we however need to move the goals to the new fields.
.
Lighting; Many complaints have been received on the two of the portables. One portable near the entrance has a starting problem. Light bulbs need to be replaced on that one and another one. Service guy has been contacted. Response is slow,, however plan is to try and get them working before the end of this week.
4) At least one storage shed 24ft wide will be ordered for PCP. Final ordering will be finalized by Oct 27. Budget availble. Plan was to order one for WWCP. However response from township is too slow and waiting for that might upset our sequence/ plan for PCP.
5) Listing of shortfall of equipment -goals and nets, spikes, will be completed by Nov 3 and balance ordered so that we are ready for spring
6) Plan for taking down goals, equipment will be released by Nov 3 and call for volunteers etc sent out that week for end of season.
Zaitz has been relined lights, but goals were not moved. We need to move the goals. Both Townships have said that fields will be or have been relined.
E License course will be rescheduled for early March before Spring season.
Thank you to everyone who purchased WWPSA merchandise this year. We sold just over $5,000 of merchandise this year in pre-orders and at picture day.
The return of recreation of equipment will occur the last day of the season, Saturday, November 19th. League managers will need to collect equipment bags and corner flags from their coaches and bring it to the Soccer House between 11:00 am and 3:00 pm. Volunteers will be available to break down the bags. You can bring the bags earlier if you like and leave it on the porch of the Soccer House noting your league name.
Nothing to report
Nothing to report
Picture Day stayed largely on schedule this year, finishing up on time at 2:15pm. WWPSA would like to thank the volunteers for helping out throughout the day. Without them, there is no way the day could run as smoothly as it does. We did have a few glitches (including a power outage that we worked around, and one of the two scheduled photographers that had to scramble to fill another spot for All Sport before he could get to our shoot), but thanks to the photographers, All Sport Photo, these had minimal impact on getting the photos taken on time. Their professionalism has continued to make our photo day a success, and we thank them!
For future photo days, we would like to mention that it is important to communicate with the photo coordinator when teams are unable to come for their scheduled photo shoot. In particular, we work hard to accommodate all teams in getting their photos scheduled at a time that is convenient for them. This year, there were two teams that were unable to make their appointed time. One of them did tell us that they would be unable to be there, and we worked the schedule around that change. Thank you to them. However, another team, that had requested and been granted a morning slot that was requested by multiple teams, did not come for their photo, and did not inform that they would not be able to make it. This time might have been offered up to another team who wanted it, had we known they would not be coming.
Once again this year, we had a large number of players that did not arrive on time for their photos. When possible, we held the team and put others ahead of them to allow more time for them to get there. We don't know whether this was a function of tight times between games and the photo time, but next year, the new coordinator, and the league managers should re-emphasize the importance of having players there 15 minutes early. Many teams were still scrambling to get order forms and team envelopes completed, as the photographer will not do their shoot until that is done. This is what the 15 minute lead time is for. For those people/teams, and there were many, that did have everything done in advance and were ready on time for their photos, we thank you!!
On a more positive note, this year, for the first time, we had Pre-K teams photographed. They were very well-behaved and the photographers loved having them. My only suggestion for improving the process with them is to have all of the Pre-Ks come at the same time. They need a little extra time and some special attention and it might be better for them, as well as for the overall schedule to have them scheduled at times that are back to back, rather than intersperse them throughout the day. The photographer suggests having them early in the day so that the children are rested. But all in all, this went well.
I've enjoyed working with everyone over the past 4 seasons to manage photo day. Thank you to everyone that has helped coordinate these activities, including David Westbrook, our League President, all of the League Managers and Coaches, and of course our volunteers. I will be in touch with everyone as soon as the photos are in, and I'll be choosing our participation trophies soon and will contact you when those are ready for pick up as well. Thank you!
Nothing to report
I am extremely happy to say that based upon the information we provided in the WWPSA 100K Duck Pond Project Letter of Inquiry (documented by the Grant Team and reviewed & approved by the WWPSA board members in late September) the US Soccer Foundation invites us to submit a full grant application for the 2006 grant cycle. There is a $50 full application fee we must submit to commence application entry. The Grant Team may contact some Board Members as we proceed for specific applicant documentation requirements. Research and application development activities continue. The Full Applicaiton deadline is on December 1, 2005.