WWPSA

Board Meeting

Meeting Notes

May 9, 2006

Agenda

8:00	· Approve minutes from previous meetings o March 14, 2006 o April 18, 2006
8:05	· Fundraising update o Presentation by Graham-Pelton
8:35	· Plainsboro Founders Day review
8:40	· Equipment and merchandising review
8:55	· Scholarships · Financial Assistance Review
9:00	· Background Check Policy
9:10	· Technology update
9:20	· Rec Update
9:30	· Travel update
9:40	· Facilities update
9:45	· Adjourn

Attendees

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

Notes

• Meeting began at 8:07 pm and a quorum was verified

Fundraising Update

• Project name = “WWPSA Breakaway Campaign”
• Presentation by Graham Pelton
• Craig Hall and Scott Gleeba
• Propose that WWPSA hire Graham Pelton to conduct a Fundraising Feasibility Study
• Study is a road map to launching a successful fundraising campaign
• Will require dedicated leadership from WWPSA throughout project to increase likelihood of success
• May need to recruit volunteers to help for a few months at a time
• Need to develop a compelling Case for Support
• “Kick Start Program”: summer camp for underprivileged children from area plus scholarships to rec and travel programs for those wishing to continue
• Facilities projects
• General WWPSA Endowment to fund future operations
• WWPSA will contact Graham Pelton in a week for follow-up

General

• Plainsboro Founder’s Day
• Spent nearly $200 on giveaways and had to plead for more from event organizers; saw almost 600 kids
• Improvements for next year:
• Require at least 3 volunteers at all times:
• 2 to run the event
• 1 to promote and answer questions
• Purchase giveaways early to improve price
• Add elements, e.g., radar gun to see how fast ball is kicked, throw-ins at targets, add targets to goal (hang from top bar), etc.
• Hang banner on table
• Flyers to hand out

Merchandise

• Discuss our merchandising strategy
• Do we want to expand our available merchandise?
• Yes, with new logo
• May want to explore relationships with local vendors with the goal of minimizing inventory on-hand
• What do we want to do with the existing inventory using the old logo?
• Sell at Travel Tryouts for deep discount
• Fall Rec uniforms will incorporate new logo
• Will remove current merchandise from sale on website until updated items are available

Scholarships

• Scholarships announced and recipients contacted

Financial Assistance Review

• Bill volunteered to create criteria
• Tabled until next meeting
• WWP Breakaways U16 Girls trip to Italy
• Team has been raising their own funds
• Earl will reach out to team to determine how much is left
• Need to draft a policy to place limits on club’s ability to help teams interested in traveling for soccer skills improvement
• Does WWPSA want to provide Heath insurance for players without it?
• High cost
• NJYS requires that personal health insurance is secondary to their coverage
• Earl will call NJYS to determine specifics of the coverage

Background Check Policy

• Discussed whether WWPSA should require background checks
• Poor quality of information obtained with checks; only Pass or Fail; no detail of reasons why an application resulted in a “Fail”
• Not timely, since information is returned after season is over
• Can be a deterrent knowing that a background check will be performed
• Review the desired policy for:
• Who should be subject to the background check?
• Any volunteer who works with children, e.g., coaches, trainers
• Who should need to fill out a KidSafe application
• Discussion tabled until next Board meeting

Technology Update

• Website training conducted for those responsible for content and registration
• Content is being regularly updated
• Much positive feedback received to-date
• Online surveys
• Demosphere does not support online surveys
• SurveyMonkey is $20/month w/no contract
• Free account permits 10 questions, no question logic or ability to require questions be answered, and limit of 100 responses
• Paid account permits question logic based on previous responses, no question limit per survey and includes 1,000 responses per month (additional responses are $0.05 each)
• Rec requirements:
• Coaching schedules
• Parent Feedback
• Travel requirements:
• Parent Feedback
• Can activate / deactivate account at any time if necessary
• Rec created a Coaching Schedule survey and deployed it for Spring Rec attendance

Rec Update

• $41,195 gross revenue
• $38,545 received to-date
• $2,490 outstanding

Travel Update

• Tryouts announced and registration for tryouts in progress using new site
• 365 players registered online

Facilities Update

• WWCP repair and restoration will begin Friday, May 12; field will be irrigated throughout summer and ready for play in fall 2006
• Snow fence will be installed and goals will be removed after field is repaired
• Suggestion that a sign be posted informing that the repairs are being done by the WWPSA in cooperation with the township
• $20 Capital Projects fee will be broken out on all non-coaching or non-T&P programs
• Proposed semi-permanent sign at Zaitz to post field information; Steve Per knows a Boy Scout troop who built the post at WWCP by the Waterworks parking lot and will reach out to start the process

Volunteers

• Looking for:
• Director of Community Relations
• Director of Volunteers – Steve Per will take on role
• Director of Merchandise – Steve Per will take on role and work with Larry to fill current orders

• Meeting adjourned at 10:45 pm