WWPSA

Board Meeting

Meeting Notes

August 8, 2006

Agenda

8:00	· Approve minutes from previous meetings · July 11, 2006 · 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 (regrets, proxy to Justin)	Ken Matthews
Larry White (regrets, proxy to Justin)	Marc Herold (regrets, proxy to Brent)
Howard Shemitz	Robin Dean
Brent Nielsen	Steve Per
David Boate	Andre Maglione

Notes

• Meeting began at 8:10 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
• Bill’s feedback: “I spoke to my brother-in-law last night.  He is the Chief of Police in North Caldwell, NJ, in Essex County .  He said that his experience is that private investigators can often get better and more complete information than the police can get via fingerprints.  He’s not sure why, but he’s seen it often.  He discussed a particular PI that is an acquaintance of my family, and said that he has had great success getting background information through personal information than fingerprinting.  This information coupled with the much faster turnaround and the fact that we don’t have to get our hands dirty following up is what’s driving my decision.”
• Sgt. Bastedo, the WWP Community Policing Officer, spoke with us regarding the NJ State Police’s procedures
• He recommended that we try the private service for a year
• We are looking for relevant information in a timely manner regardless of cost
• Justin to pose follow-up questions to National Safety Initiatives
• How can we conduct background checks on professional trainers, particularly those who are citizens of other countries?
• Insurance coverage
• References among clubs and organizations
• Motion to be made via e-mail

General

• Motion to approve June 13 and July 11 minutes passed unanimously
• 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
• Annual General Meeting scheduled for Wednesday, November 29 8-9:30

Fundraising Update

• Graham Pelton contract under review
• Issue of ownership and permission to reuse study materials being discussed; contract will be revised as such and reissued
• GP needs to interview Board members to identify potential donors
• Fundraising Committee may be Board Members, key corporate representatives, past leadership

Merchandise

• We could get bags with printed logos for $13 to sell in the fall
• Approve Steve to move forward to obtain more specifics
• Steve to reach out to Larry to determine whether a better cost is available
• Steve to order a WWPSA banner for use at events
• How to distribute magnets as one per family?
• Could distribute at Picture Day at a merchandise table
• Send via bulk mail

Financial Assistance Review

• WWP Breakaways U16 Girls trip to Italy
• Awaiting summary from coach
• 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
• West Windsor Open Space Tax proposal
• WWT Council Meeting on July 17 approved proposal by 5 – 1 to include in referendum in November: Decrease Open Space Tax to $0.05 and increase allotment for maintenance and development of open space to 25%
• West Windsor Golf Tournament
• I would like to invite your organization to participate in this year's Golf Classic by being a sponsor and/or playing in the tournament.  NEW for this year West Windsor businesses/organizations that enter a foursome in the tournament will be automatically entered into the "Windsor Cup".  The Windsor Cup is a tournament within the tournament with the winning foursome getting their company/organization name engraved on the Windsor Cup trophy.  The Windsor Cup will be displayed at Town Hall with the winners from each year receiving a replica trophy to take back to their business/organization.
• Justin to include a call for those interested in the next Goal Post
• Motion to sponsor approved unanimously

Technology Update

• League scheduling software being set up to manage Fall Rec schedule, standings
• Justin met with Demosphere to review enhancement suggestions
• Online surveys
• Developing Parent Feedback survey

Financial Update

• Over $180k deposited since April 1

Rec Update

· Justin to update how waitlisted players are treated in registration system

· Photo Day tentatively scheduled for Oct. 7; may be Travel conflict

· Sept. 30 or Oct. 14 would be better; Justin to follow up with Leanne

· Summer Camps

· July: 27 registered plus 10 Pre-K

· August: 29 registered plus 7 Pre-K

• Sponsorships
1. 51 teams sponsored with all information submitted to Larry by August 4; most teams ever
2. Donations collected-to-date with Demosphere is over $7k; highest ever
3. Need to identify a Sponsorship Coordinator to better organize sponsorship efforts for 2007 and establish local contacts to build relationships

Travel Update

• 384 registrations for 2006-07
• 47 registrations for Travel Summer Development
• More teams registered than ever before; currently have 38 as compared to low 30’s in most years
• 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

Facilities Update

• 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
• Received a few estimates to repair fields at WWCP; may start in late fall to be ready for spring
• Lights at Conover in discussion; may be available in the fall
• 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
• Main field at Morris Davidson will be closed for repairs in the fall
• Zaitz lighting study completed
• Conover lighting study in progress
• Working on reserving BOE fields for fall
• WWCP fences will come down in September and be ready-to-use
• Movable goals will be ordered next week
• Duck Pond Park
• Receiving estimates for putting in fields, including cost, timing
• Earl will meet with Bill, Howard and David to devise a field breakdown plan
• Concerns about how to limit overuse of fields by outside groups

Volunteers

• Looking for:
• Sunburst Tournament Director
• Community Relations Coordinator
• Insurance Coordinator
• Sponsorship Coordinator

• Meeting adjourned at 10:00 pm