WWPSA
Board Meeting
Meeting Notes
March 14, 2006
Agenda
|
8:00 |
· Approve minutes from previous meetings o February 28, 2006 |
|
8:05 |
· Plainsboro Founders Day participation update |
|
8:10 |
· Board progress e-mail update |
|
8:15 |
· Registration update |
|
8:18 |
· Travel update |
|
8:20 |
· Facilities update |
|
8:30 |
· Fundraising update |
|
8:40 |
· Website update |
|
8:50 |
· Financial assistance review |
|
8:55 |
· Calling services review |
|
9:05 |
· Constitution update review |
|
9:30 |
· Adjourn |
Attendees
|
Justin D. Stein |
|
|
Earl Deamond |
|
|
Bill Kramer |
Ken Matthews |
|
Andre Maglione |
Marc Herold |
|
Larry White |
Steve Henderson |
|
|
Howard Shemitz |
|
|
Brent Nielsen (regrets, proxy to Justin) |
|
|
Leanne Belle |
Notes
General
- Meeting began at 8:08 pm and a quorum was verified
- Minutes approved
- Plainsboro Founder’s Day
- Travel responses
- Rec responses
- 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
- Justin to e-mail howard message again
- Progress e-mail status
- Steve not present; will follow up later to obtain status
Registration Update by 3/14/2006 3:30 pm
|
CODE |
Grade |
|
F |
M |
Grand Total |
|
|
Adult Rec |
|
51 |
|
|
51 |
|
|
Adult Rec Total |
51 |
|
|
51 |
||
|
Course E |
|
14 |
|
|
14 |
|
|
Course E Total |
|
14 |
|
|
14 |
|
|
Course F |
|
5 |
|
|
5 |
|
|
Course F Total |
|
5 |
|
|
5 |
|
|
Pre-K |
Pre-K 3yrs |
|
2 |
8 |
10 |
|
|
|
Pre-K 4yrs |
|
15 |
21 |
36 |
|
|
|
Pre-K 5yrs |
|
7 |
6 |
13 |
|
|
Pre-K Total |
|
|
24 |
35 |
59 |
|
|
Spring |
K |
|
39 |
36 |
75 |
|
|
|
01 |
|
13 |
30 |
43 |
|
|
|
02 |
|
16 |
41 |
57 |
|
|
|
03 |
|
13 |
32 |
45 |
|
|
|
04 |
|
12 |
24 |
36 |
|
|
|
05 |
|
6 |
14 |
20 |
|
|
|
06 |
|
6 |
17 |
23 |
|
|
|
07 |
|
5 |
10 |
15 |
|
|
|
08 |
|
|
6 |
6 |
|
|
Spring Total |
|
|
110 |
210 |
320 |
|
|
Travel TP |
U08 |
7 |
|
|
7 |
|
|
|
U09 |
8 |
|
|
8 |
|
|
|
U10 |
10 |
|
|
10 |
|
|
|
U11 |
7 |
|
|
7 |
|
|
|
U12 |
9 |
|
|
9 |
|
|
|
U13 |
1 |
|
|
1 |
|
|
|
U14 |
3 |
|
|
3 |
|
|
Travel TP Total |
|
45 |
|
|
45 |
|
|
Grand Total |
|
115 |
134 |
245 |
494 |
|
- Will shut down portions tonight and tomorrow based on attendance limitations
- Registration using the existing site has been a challenge
- Andre has a few mail-in registrations to manually input
Travel Update
- Looking to automate tryout process as much as possible
- Want to use computers to track signups and assignments
- Want to increase visibility of tryouts via
- Road signs
- Flyers in middle and elementary schools
- Newspaper ad
- 1st week of May for younger kids; 3rd week in May for older kids
- Signs will be generic so we can reuse in future years
- Estimated cost of $1,300
Facilities Update
- Began lining fields yesterday
- Snow fence installed at Zaitz
- Portable lights being moved to Zaitz this week
- Trying to get lights turned on at WWCP
- Have WW field permits and Sarnoff agreement; waiting for Plainsboro permits
- Soccer house due for razing in the fall, so Earl will request storage requirements from each program director and Larry as Director of Equipment
- Township approved the replacement of WWCP # 1; will be sodded
- Need to consider how to manage game and practice cancellation
- Earl prefers to let each program decide
- Need to decide how website will communicate field status
Fundraising Update
- Professional fundraising contractors contacted:
- Graham Pelton Consulting
- Ronald Laroche & Associates
- How do we tap into potential high-level relevant contacts to help us raise funds outside of a professional arrangement?
- E-mail blast
- General Meeting
- Determine when companies distribute their community contributions
Website Update
- Brent volunteered to be a webmaster
- Travel and Rec provided registration form requirements
- Additional fees for the Player Profile System; used for promoting players to college coaches
- Separate merchant system for online store purchases that occur outside of the registration process
- Section on Home Page for Field Status
Financial Assistance Review
- Determine who will help create an application
- Bill volunteered to create criteria
- Reviewed issue of providing financial assistance to Travel players
Calling Services
- Reviewed the option of also employing a phone calling service to disseminate important notices, e.g., cancellations due to weather, etc.
- Calling Post (www.callingpost.org)
|
Features |
Bronze |
Silver |
Gold |
|
Message Recording Time (in seconds) |
30 |
45 |
60 |
|
Price per phone number called |
5˘ |
7.5˘ |
10˘ |
|
Free message w/ ad (when available) |
|
|
|
|
No ad plays on outgoing messages |
|
|
|
|
Schedule message delivery from phone |
|
|
|
|
Record & deliver message from web |
|
|
|
|
Schedule message delivery from web |
|
|
|
|
Deliver Text-to-speech message from web |
|
|
* |
- Unlimited number of callouts allowed
- Toll-free phone recording of outgoing message
- No long distance charges to you or members
- Message Delivery anywhere within the Continental U.S.
- Upload/Import Existing Phone Numbers
- Add, Modify, and Delete phone numbers from the web
- Add, Modify, and Delete phone numbers from the phone (Personal accounts only)
- American Express, MasterCard & Visa Accepted
- Checks accepted for groups that do not use credit cards
- Calls valid 365 days from date of last purchase
- Delivery between 9AM – 9PM of each recipient’s time zone
- Extended Hour Message delivery between the hours of 6AM - 9AM and 9PM - Midnight is also available
- Automatic redial of busies & unanswered (13 additional times - only charged for 1st attempt)
- Status Report of call history available on-line
- Administrator Tool
- Sports Message Center (www.sportsmessagecenter.com)
- Basic Plan
- $0.50 for each recipient telephone number per month of service. Unlimited calls can be made each month.
- Expanded Plan
- $0.50 for each recipient telephone number per month of service. Additional features are billed at $7.50 a month. These include:
- Coach/team voice mailbox - Team members can leave messages for the coach or team organizer.
- Message Reply - A great service when you need feedback. For example, you can send a message asking if players can make an additional practice during the week, and they can reply directly to your voice mailbox after listening to the message.
- Create subgroups - Create subgroups for different groups of players, assistant coaches, parents on the fundraising committee, etc.
- LeagueCalls (www.leaguecalls.com)
- 100 calls = $15
- 200 calls = $28
- Calls are delivered when the phone is picked-up or an answering machine is activated. You do not get charged for calls that are not completed.
- Each call can be up to 2 minutes in length
- There are no advertisements in the calls
- You will have access to online reports with your call balance, with call confirmation detailing calls completed and calls not completed
- Board does not feel that calling services are warranted and that the website should be used as the primary mode of communication
Constitution Update Review
- Schedule a Special General Meeting in mid- to late-May
- Meeting adjourned at 9:38 pm