MINUTES OF WWPSA BOARD MEETING
JANUARY 10, 2006
Present:
Justin, Randie, Earl, Ken, Andre, Pat, Larry, Steve Per, Brent, Marc
Not Present: Steve Henderson, Howard, Bill
Bylaws
Earl discussed the status of the Bylaws. He consolidated comments and sent to the Bylaws committee and is awaiting comments.
· What rules need to be incorporated for the executive committee?
· Grievance & disciplinary committee, needs to be pared down
· How do you put draft bylaws in sync with the existing constitution?
He should be able to send out to the executive committee within a few weeks.
Also need to look at how the 2 documents work. In the short term, need to get bylaws in place before the spring season.
We may find out that we can do away with the Constitution. It seems like it’s caused more problems. We should discuss this further.
Facilities
Earl also discussed facilities.
· There’s supposed to be a storage shed at PCP. If so, we have one at PCP, Conover and Zaitz.
· Earl needs to get info on the adult program in anticipation of getting the fields ready for the spring
· If programs want to request additional fields, it may be difficult unless they want to be flexible.
· Has been talking to WW Twp and wants to move forward with regard to improving status of fields so some fields may have be taken off-line.
· By fall, some improvements will be put in place. Before finalization of signing contracts, will come to Board for approval.
· Has had 8 or 9 volunteers to help with facilities.
· Went to each facility last week to assess whether nets were off, lights down, nets moved. Will all be done by next week.
· Zaitz portajohn is still there, but it’s not on Earl’s inventory list.
There was an e-mail motion to approve of Earl being able to go ahead and make facilities plans, and come to the Board for contract approval, and that motion was approved.
Leanne Bell has volunteered to do pictures and trophies.
Justin has received e-mail requests for ref courses. Rick Engels used to arrange for that in the past. Should we offer the course? Ken Matthews will call Rick to see of he’ll help us set up a course or if not, to direct us.
Fingerprinting was discussed. Is it necessary? If so, if there is a positive hit, the Board should then review the individual circumstance to determine whether that person should still be permitted to coach. Is there of record of who was fingerprinted and when they were fingerprinted? Brent will contact Bernadine and David to see if there’s data.
Pat will contact Nina Noble regarding merchandising.
Motion was passed to appoint Larry White equipment manager.
Spring Soccer update by Bill Kramer:
Bill wants to set up League Manager for entire spring soccer league.
Larry said that last year we ordered T-shirts for all spring soccer registrants, so Justin will reach out to Bill to inform Larry how many expected registrants there will be for spring soccer.
Justin gave website update:
David has been making changes if we request. We cannot register for anything on-line with credit card payments because it’s not working due to an issue with our ISP. The Board agreed that more than one person should have access to changing the website’s content.
One option is to review vendors who provide hosting and website management services for sports leagues. Justin looked into Demosphere and was impressed by its ease-of-use and functionality. Will maybe cost us $7- 10 thousand per year. The site currently doesn’t support surveys, so we could perhaps use Survey Monkey.com, which is free. Is there a fee for payment processing through Demosphere?
Ken asked if there was a program with fewer bells and whistles. We should see what else is available. Andre and Marc said that we should look at a few.
Brent said that he would be willing to work with David to learn our program now in the meanwhile.
Justin said that we would not jump into any new website providers right away and that we will continue to analyze what’s available and what the best option will be for WWPSA.
The issue of the reliability of the online registration system was raised, and we might have to use paper registrations, if necessary, for spring recreation registrations.
We discussed the draft email regarding the Grievance issue. It will be published on the website. The wording is as follows:
Grievance Results 
The WWPSA Board of Directors ("Board") would like to inform
you of the results of grievances filed against individuals involved in the Boys
Senior Recreational League. Due to the public nature of these grievances and
the various discussions surrounding them, we would like to ensure that there
are no ambiguities regarding the Board's intended actions.
The Board reviewed the reports filed by the Grievance Committee and heard from
the individuals directly named within the reports, as well as from others who
were involved, but not directly named. These reports concluded that no punitive
action be taken against any individuals, and recommended specific steps be
taken to improve documented guidance regarding several aspects of our
procedures.
Our unanimous decision is to reject the reports based on inherent conflicts
contained within them. As a result of this process, we have identified several
opportunities to improve WWPSA's processes and decrease the possibility that
these issues might recur.
Some of the proposed improvements to be addressed within our new By-Laws and
Policies and Procedures include: 1) we will clarify the registration and team
rostering process within the Recreational Program, including a clear statement
of the last date by which players must be registered in order to play; 2) we
will clarify the circumstances under which a WWPSA representative must recuse
himself or herself from proceedings due to conflicts of interest and specify
what that recusal entails; 3) we will state that the Grievance Committee should
consist of at least five (5) people, all of who would have some soccer
experience; 4) all grievances will be considered separately; 5) only those
directly involved with a grievance will appear at Grievance Committee meetings;
6) clarify the authority granted and the expected role of the President,
Program Vice President, League Managers and coaches to resolve issues.
While we hope that these proposed improvements will reduce the likelihood that
the circumstances that led to the filed grievances will repeat, we know that we
cannot anticipate every issue that may occur, and we continue to request your
involvement in suggesting continued improvements in our Association. We believe
that all parties involved were acting without malicious or deceitful intent,
and would like to take this opportunity to urge all of us to put these events
behind us and get back to the business of running the Association, including
planning Spring soccer, the Sunburst Tournament, facilities improvements,
coaching clinics, and all of the other programs that make our Association
great.
Thank you for your continued participation and enthusiasm, and we look forward
to a great 2006!
Regards,
WWPSA Board of Directors
________________________________________________________________________
Pat discussed finance:
-needs #s for travel and equipment in order to create a 2006 budget.
We discussed that we do not need a phone, so Pat will cancel.
Other
Justin and Andre will go to the Post office to make sure that we have all the keys and change names.
Pre K program was discussed. There is a discrepancy as to what we agreed to pay UK Elite and what they are charging. We should negotiate that amount.
Larry stated that we need to get all of our volunteers in line for Fall rec.
Earl will contact Steve Solomon to see if he resigned from Grievance Committee.
Need to explore who should be on Grievance committee. Maybe have 2 Board members on Committee in addition to others.
Meeting was adjourned.