WWPSA
Board Meeting
Meeting Notes
September 12, 2006
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8:00
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·
Approve minutes from previous meetings
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August 8, 2006
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8:05
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·
General
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8:20
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·
Facilities update
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8:30
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·
Fundraising update
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8:35
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·
Merchandising review
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8:40
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·
Financial Assistance Review
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8:45
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·
Community Relations
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8:50
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·
Awards and Photo Day
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9:00
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·
Technology update
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9:05
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·
Financial Update
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9:10
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·
Rec update
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9:15
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·
Travel update
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9:25
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·
Volunteers
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9:30
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·
Adjourn
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Justin D. Stein
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Pat Trombetta (regrets, proxy to Justin)
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Earl Deamond
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Randie Ehrlich
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Bill Kramer
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Ken
Matthews
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Larry White
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Marc Herold
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Howard Shemitz (regrets, proxy to Justin)
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Robin Dean
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Brent Nielsen
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Steve Per
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David Boate
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Andre Maglione (regrets, proxy to Justin)
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- Meeting began at 8:06 pm and a quorum was verified
General
- Motion to approve August 8 minutes; approved
unanimously
- Discuss Rec schedule on Rosh Hashanah, September 23
- Cancel organized games and announce pick-up games are
available on the original field on which games were schedule
- Bill to prepare an announcement to all Rec households
- Insurance: Earl to reach out to past Insurance volunteers
to determine whether they would be interested in coordinating WWPSA’s
insurance needs
- Earl will reach out to John Brand; if he cannot help,
send a general broadcast e-mail
- Registration system unauthorized access review
- 28 e-mails received from parents
- 23 were positive, supportive and expressed gratitude for
our rapid response and full disclosure
- 4 requested that their household information be removed
- 2 were removed as their only registration information
related to Travel Tryouts
- 2 remaining households were warned that, by removing
their households, they would receive no further communications from
anyone in the WWPSA, including program changes and announcements. Also,
submitting a hand-written form next year would still be manually input
into the same system by our volunteers. One rescinded their request;
the other response is pending
- 1 suggested further action and investigation
- Board agreed that no further action is required and the
matter is considered closed
- Need to form Nominating Committee for 2006-07 Board
- Reach out to someone outside the Board; Randie to
approach Scott Borzack
- Justin to review Constitution and By-Laws to determine
consistency
- Justin to send broadcast e-mail seeking volunteers
- KidSafe Status as of 9/11
- E-mail to amend the background check criteria to only
look for offenses within the last 7 years, passed unanimously
- 384 Active Coaches (assigned to teams)
- 350 submitted for background check
- 216 “Green Light” responses received
- 35 applications returned for follow-up on missing,
inaccurate or inconsistent data
- Deputy Director Positions
- Need to identify these positions early in the year to
share duties
- Paid staff
- Every board member will send Justin 5 tasks that they feel
a PT person may be able to perform
- Justin to compile for next meeting
Facilities Update
- Permanent space requirements
- Soccer house will be razed within the next 2 months
- 18 x 8 x 8 trailer will be placed at WWCP for a couple of
months
- Additional space will be available, but smaller
- Close to releasing a draft management agreement between WW
Township and WWPSA regarding facilities
- Lights at Conover in discussion with WWT; 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
- Zaitz lighting study completed
- Conover
- Estimate received to repair practice areas in November to
be ready for Spring
- WWCP
- Estimate received to repair WWCP # 1 in November to be
ready for Spring
- Motion to approve $13k expenditure to repair Conover
field by S. Post Road and WWCP Field # 1, beginning in November approved
unanimously
- Motion to approve rental of additional portable light
for the SS # 1 field at Zaitz approved unanimously
- Duck Pond Park
- Receiving estimates for putting in fields, including
cost, timing by next week
- Concerns about how to limit overuse of fields by outside
groups
- A group of adults that included WWPSA coaches was asked
to leave Zaitz Park when they were playing on the fields on a Sunday
morning after a significant amount of rainfall forced us to close the fields.
After repeated requests to leave the field, the WW Police were called to
assist and were able to stop them from further damaging the saturated
field
- Earl to resend motion empowering WWPSA to impose
penalties against any WWPSA coach or team if they play on fields when
they are closed
Fundraising Update
- Graham Pelton contract signed
- Kickoff meeting scheduled for 9/13/2006
- GP needs to interview Board members to identify potential
donors
- Fundraising Committee may be Board Members, key corporate
representatives, past leadership
Merchandise
- Bags will not likely be ready for picture day
- Blankets will be ready for picture day
- Steve to order two WWPSA banners for use at events, one
large and one small, both with grommets for tying them down or pole
pockets to mount on poles
- Magnets are ready for distribution
Financial Assistance Review
- 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
- Dan Bartell has volunteered to serve as CR Coordinator
- West Windsor Golf Tournament
- A 5k run will be held on October 15th to
benefit Lt. Hillman’s family; www.roaddawg5k.com
; WWPSA to publicize and inform how to make donations for the family
Awards and Photo Day
- Cindy Alvarez volunteered for Coordinator position and
will work with Michele Trichter
- Volunteers identified and tasks assigned
Technology
Update
- Website set up to manage Fall Rec schedule, standings
- Developing Parent Feedback survey
Financial Update
|
Activity
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Fees
|
LATEFEE
|
SERVICE FEE
|
REFUND
|
ChgBks
|
CB Fees
|
Merch Fees
|
ACH
|
Net Deposit
|
|
Adult -
Fall Rec
|
2,100.00
|
-
|
1,400.00
|
-
|
|
|
|
|
$ 3,500.00
|
|
Adult -
Spring Rec
|
120.00
|
60.00
|
-
|
-
|
|
|
|
|
$ 180.00
|
|
Coaching
License
|
1,260.00
|
-
|
-
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(50.00)
|
|
|
|
|
$ 1,210.00
|
|
DS Fees
|
-
|
-
|
-
|
-
|
(10.00)
|
(30.00)
|
(5,388.37)
|
(40.00)
|
$ (5,468.37)
|
|
Merchandise
|
75.00
|
-
|
-
|
-
|
|
|
|
|
$ 75.00
|
|
Rec -
Camp
|
5,725.00
|
-
|
1,440.00
|
(265.00)
|
|
|
|
|
$ 6,900.00
|
|
Rec -
Fall
|
106,370.00
|
10,850.00
|
28,920.00
|
(1,060.00)
|
|
|
|
|
$145,080.00
|
|
Rec -
Fall Non-Vol
|
10,550.00
|
-
|
-
|
-
|
|
|
|
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$ 10,550.00
|
|
Refund
|
-
|
-
|
-
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(400.00)
|
|
|
|
|
$ (400.00)
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|
Travel
|
28,040.00
|
-
|
8,880.00
|
(1,440.00)
|
|
|
|
|
$ 35,480.00
|
|
Travel -
Camp
|
3,920.00
|
-
|
960.00
|
(550.00)
|
|
|
|
|
$ 4,330.00
|
|
Travel -
T&P
|
330.00
|
-
|
-
|
-
|
|
|
|
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$ 330.00
|
|
Grand Total
|
158,490.00
|
10,910.00
|
41,600.00
|
(3,765.00)
|
(10.00)
|
(30.00)
|
(5,388.37)
|
(40.00)
|
$201,766.63
|
Rec Update
·
Photo Day scheduled for Oct. 14
- Sponsorships
- Identified specific teams that were sponsored so that
jerseys can be distributed
- Need to identify a Sponsorship Coordinator to better
organize sponsorship efforts for 2007 and establish local contacts to
build relationships
- Justin to review PY referee disclosure information from
previous website
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
- Motion passed unanimously; need to contact Photo
Coordinator to arrange
- Jacqui Stein volunteered with Diane Kooker to fill the
Sunburst Tournament Director role
- Will meet with Paul to learn the requirements and obtain
guidance
Adult Update
- Rec: 94 current registrants with 6 more expected
- Competitive: two teams of 20 are expected to begin
registration this week to play in Mercer County Men's Master Soccer League
- Will need uniforms for new team; Larry has them and will
provide to David
- Looking for a FS field for practice one night per week
Player Development
- Big Sister program was a big success the first week; Big
Brothers will start after two more weeks when their schedule permits
- Curriculum was well-received by coaches
- Motion to commit to spend the fees associated with
executing the option to extend the contract with ProActive Sport for an
additional year per the signed contract plus 10%; passed unanimously
Volunteers
- Looking for:
Sunburst Tournament Director- Insurance Coordinator
- Sponsorship Coordinator
- Meeting adjourned at 10:36 pm