WWPSA

Board Meeting

Meeting Notes

July 11, 2006

Agenda

8:00	· Approve minutes from previous meetings · June 13, 2006
8:05	· Fundraising update
8:10	· General
8:20	· Merchandising review
8:30	· Financial Assistance Review
8:35	· Background Check Policy
8:50	· Community Relations
9:05	· Technology update
9:07	· Financial Update
9:10	· Rec update
9:15	· Travel update
9:20	· Facilities update
9:25	· Volunteers
9:30	· Adjourn

Attendees

Justin D. Stein	Pat Trombetta
Earl Deamond	Randie Ehrlich
Bill Kramer	Ken Matthews
Larry White	Marc Herold
Howard Shemitz (regrets)	Robin Dean
Brent Nielsen	Steve Per
David Boate	Andre Maglione

Notes

• Meeting began at 8:04 pm and a quorum was verified

Background Check Policy

• Review prior discussions:
• 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 alternatives to fingerprinting
• 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
• Suggest we invite an expert in background checks and youth safety to speak at the next meeting to better understand what information is available and what is recommended for youth organizations
• Unanimously agree that no change to the procedures will occur affecting the fall 2006 season
• Steve to reach out to Bernadine to schedule fingerprinting sessions

Fundraising Update

• Graham Pelton contract under review
• GP needs to interview Board members to identify potential donors
• Fundraising Committee may be Board Members, key corporate representatives, past leadership

General

• Insurance
• Need to put someone in charge of insurance needs
• Coordinate and obtain appropriate insurance for all WWPSA programs and activities
• Earl to reach out to past Insurance volunteers to determine whether they would be interested

Merchandise

• Inventory moved to Steve’s garage
• Possess approximately $6k in merchandise, about 1/3 is old magnets
• Magnet production time is 3-4 weeks and will cost roughly $1 per magnet
• Motion passed unanimously to purchase 2,500 magnets
• Recommend we reduce our variety of offerings
• We could get bags with printed logos for $13 to sell in the fall
• Approve Steve to move forward to obtain more specifics

Financial Assistance Review

• Created draft Financial Assistance Application
• WWP Breakaways U16 Girls trip to Italy
• Approved motion on 2006-06-27 to offer a loan to pay for one player to go
• Parents of player declined to accept offer
• Need to form a committee to draft a policy guiding future requests for financial assistance above and beyond registration or team fees
• Bill and Brent volunteered and will reach out to Andre

Community Relations

• We received a request from a WWPSA parent to fund a scholarship for the children of Lt. Keith Hillman and solicit donations from our other families
• Send information to membership informing how to donate to fund set up by police
• Offer to waive registration fees for children if they wish to participate
• Review West Windsor Open Space Tax proposal
• Approved Justin to send an e-mail to WWPSA families informing them of our letter on behalf of Sports Alliance and encouraging voicing of opinion at the WWT Council Meeting on July 17

Technology Update

• League scheduling software being set up to manage Fall Rec schedule, standings
• Online surveys
• Developing Parent Feedback survey

Financial Update

• Pat to present

Rec Update

• Bill to present
1. Justin to reach out to Leanne re: Photo Day schedule
• Sponsorships
1. 11 paid; one large sponsorship for $5,000 is in process
2. Need to know exact names by August 7th
• Robin
1. Curriculum update
1. Curriculum for each age group is complete
2. Will create as *.pdf and post to website
3. Two books will be distributed with each equipment bag
2. Big Brother / Big Sister Program
1. Volunteers from boys and girls varsity teams from HSS and HSN
2. 25 boys volunteers; same number of girls expected; should have one volunteer per K and 1^st grade team

Travel Update

• Paul Hase stepped down as Sunburst Tournament Director; I would like to present him with a plaque thanking him for his service during 4 years in that difficult role
1. Motion passed unanimously; need to contact Leanne to arrange
• Travel is continuing its review of tryouts to further improve the process. Overall, the process works for about 95% of the tryout participants, we feel one area to improve upon is with notifications. With such a wide range of abilities attending tryouts, it's difficult to completely support both the developing player and the highly skilled player. We want to be a program that embraces a player irrespective of their level of play. This is above and beyond what most competitive soccer programs offer and a challenge we are discussing throughout our summer meetings.

Facilities Update

• WWCP # 1 sod laid and signs posted; field will be irrigated throughout summer and ready for play in fall 2006
• Close to releasing a draft management agreement between WW Township and WWPSA regarding facilities
• Earl is meeting with a soccer field expert to develop possible short-term solutions to improving our existing fields
• Lights at Conover in discussion; may be available in the fall
• Received verbal promise from a donor to pay for training improvements at Zaitz, including a kicking wall, speed ladder, etc.
• 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
• Steve was in contact with troop and will give them Earl’s contact information to get started

Volunteers

• Looking for:
• Director of Community Relations
• Director of Insurance
• Received volunteer for Registrar position; should this be a Board-level position?
• Stacey Mangone is Travel registrar; needs access to system
• Brent will take role for now and will contact volunteer if he needs assistance

• Meeting adjourned at 10:25 pm