WWPSA

Board Meeting

Meeting Notes

February 28, 2006

Agenda

7:30	· Approve minutes from previous meetings o February 21, 2006 · Registration update · 2006 Scholarships update · Review the WW Recreation Fair results · Plainsboro Founders Day participation · Macy’s Community Shopping Day participation · Discuss whether to send an update message to association regarding Board’s progress
7:45	· Website vendors review and vote
8:30	· Facilities Plan discussion and vote
8:55	· Fundraising Plan discussion and vote
9:15	· Adjourn

Attendees

Justin D. Stein	Pat Trombetta (regrets, proxy to Justin)
Earl Deamond	Randie Ehrlich (regrets, proxy to Justin)
Bill Kramer	Ken Matthews (regrets, votes e-mailed, proxy to Justin for any other motions)
Andre Maglione	Marc Herold (regrets, proxy to Brent)
Larry White	Steve Henderson (regrets, proxy to Justin)
Steve Per	Howard Shemitz (regrets, proxy to Earl)
	Brent Nielsen

Notes

General

• Meeting began at 7:45 pm and a quorum was verified
• Randie’s sister
• WWPSA Board sent flowers to Beth: “From all of Randie's friends on the West Windsor-Plainsboro Soccer board, we send you our heartfelt best wishes.”
• WW Recreation Fair
• About 300 people, many new to town or programs
• Many interested in Spring Rec and summer camps
• Plainsboro Founder’s Day
• Sunday May 7, 1 – 4:45 pm
• Parade from Waters Edge Park to Plainsboro municipal complex festival grounds
• Looking for participants, ideas and volunteers to run games and activities
• Music, food, kids’ activities
• WW Little league, lacrosse, softball participate in the parade
• Justin to E-mail Bill and Howard to forward to coaches to determine whether they would like to participate
• Perhaps purchase inflatable soccer balls to distribute during parade
• Set up sharpshooter goal for small kids to use
• Macy’s Community Shopping Day
• Fundraising opportunity on April 4
• Must sell 100 tickets for in-store discounts to sell at $10 each, with all proceeds to WWPSA
• Tickets will also be available at the door
• Additional opportunity to raise funds from register sales if we provide 3 volunteers at the store and sell the 100 tickets
• No interest due to low financial benefit
• 2006 Scholarships
• 2 informal inquiries received
• Handed out applications at WW Recreation Fair and posted applications on website
• Reviewed the possibility of distributing an e-mail to the association outlining our progress since November 2005
• Steve Per will draft and distribute the Board for comment

Registration Update by 2/27/2006 12:00 pm

• Spring Rec, K-8: 104 registrations
• Spring Rec, Pre-K: 21 registrations
• Adult: 2 registrations
• E License: 1 registration

Item Sales

02/01/2006 - 02/28/2006

Item ID	Item Name	# Of Units	% Of Units	% Of Sales	Total Sales
AdultSpRec	Register for Adult Spring 2006 Recreational Soccer	4	3.17	1.66	160.00
CourseE	E Coaching License Course	6	4.76	3.73	360.00
CourseF	F Coaching License Course	1	0.79	0.31	30.00
F_Donation	Donate $10 to Field & Capital Development Fund (Click more than once to donate more)	2	1.59	0.21	20.00
RecSpPK	Register for Pre-K (age 3 to 5) Fall 2005 Recreational Soccer	3	2.38	3.42	330.00
RecSpPK	Register for Pre-K (age 3 to 5) Spring 2006 Recreational Soccer	14	11.11	15.94	1,540.00
RecSpring	Register a K through 8th Player for Spring 2005 Recreational Soccer	25	19.84	19.67	1,900.00
RecSpring	Register a K through 8th Player for Spring 2006 Recreational Soccer	71	56.35	55.07	5,320.00
Totals:		126	100.00	100.00	9,660.00

Facilities Plan

• Will likely expend 2/3 of Capital Projects Fund in next 12 months
• Lighting Zaitz, Conover
• Start Duck Pond Park
• Repair WWCP # 1
• Motion to:
• Determine whether WWPSA is prepared to explore facilities projects that, if implemented, may deplete the current WWPSA Capital Projects Fund, with the assurance that Earl will present financial estimates for projects to the board as ready, including:
• Repairing WWCP # 1
• Lighting Conover Field
• Lighting Zaitz Park
• Approve the Facilities Plan
• Motion unanimously approved

Fundraising Plan

• Motion to create a Fundraising Committee
• Motion unanimously approved
• Motion to hire a professional fundraising independent contractor to execute our fundraising strategy
• Motion unanimously approved
• Discussed possibility of raising fees in the fall in anticipation of funding proposed facilities projects

Website Vendors review

• Desired site content:

· Team profile o Trainers o League o Tournaments participated o Roster (restricted) o Player profile (older kids only for college coaches)	· Coach’s corner
· Scheduling	· Facilities management
· Integrated registration system o Standard / custom reports	· Training aids · Training schedule o Coaches o Referees o Players
· Multi-user access	· Calendar
· Surveys	· Online store
· Promote sponsors	· Distribute news and information

Function	Demosphere	LeagueAthletics
Website management	·	·
Page authoring tools	·	·
Article authoring tools	·	·
Upload images & documents	·	·
Dynamic calendar	·	·
Multiple users can manage content	·	·
E-mail accounts (forwarding or mailboxes)	50	Unlimited
Storage limit	Unlimited	Unlimited
Security control at multiple levels	·	·
Auto-Expire page content	·	·
Set page order priority	·	·
Archives	·	·
Sponsor page	·	·
Web traffic statistics	·	·
Page publishing approval	·
Article change history	·
Design consultation with custom artwork	·
Custom HTML-capable	·
Integrated KidSafe management	·
Scrolling headlines	·	·
Local weather	Can integrate	·
Countdown timer	Custom	·
Surveys		·
Chat forums		·
Registration	·	·
Customizable forms	·	·
Customizable reports	·	·
Exportable reports	·	·
E-mail broadcasting tools	·	·
Player profile system	·	·
Household-based registration system	·	·
Simultaneously register for multiple sessions	·	·
Set registration limits, with waiting list	·	·
Credit card transaction and bank account reports	·	·
Opt-out e-mail feature	·	·
Process refunds	·
Team Management	·	·
Team-specific pages	·	·
Assign players based on ratings, past teams	·	·
Team Scheduling	·	·
Field directions	·	·
Reschedule games with e-mail notification	·	·
Publish scores & standings via approval	·	·
Schedule by division and team	·	·
Practice schedules by field	·	·
Field schedule reports	·	·
Assign referees to games	·	·
Online registration	·	·
Accept and bracket teams	·	·
E-mail reminders	·	·
Automated scheduling tools	·
Download schedules to Microsoft® Outlook		·
Multi-team schedule reports		·
Tournament Scheduling	·	·
Accept and bracket teams	·	·
Publish game results via approval	·	·
Standings by Division	·	·
Assign referees	·	·
E-mail notifications	·	·
Field schedule reports	·	·
Exportable reports	·	·
Online registration with approval	·
Online store	·	·
Provides a merchant account	·