WWPSA

Board Meeting

Meeting Notes

October 10, 2006

Agenda

8:00

·        Approve minutes from previous meetings

·        September 12, 2006

8:05

·        General

8:25

·        2006-07 Board Elections

9:00

·        KidSafe update

9:05

·        Facilities update

9:15

·        Fundraising update

9:20

·        Merchandising review

·        Financial Assistance Review

9:25

·        Community Relations

·        Awards and Photo Day

·        Technology update

·        Financial Update

9:30

·        Rec update

9:40

·        Travel update

9:50

·        Volunteers

9:50

·        Adjourn

Attendees

Justin D. Stein

Pat Trombetta (regrets, proxy to Justin)

Earl Deamond

Randie Ehrlich

Bill Kramer (proxy to Steve or Justin)

Ken Matthews

Larry White

Marc Herold

Howard Shemitz (regrets, proxy to Earl)

Robin Dean (regrets, proxy to Justin)

Brent Nielsen (regrets, proxy to Justin)

Steve Per

David Boate (regrets, proxy to Justin)

Andre Maglione

Notes

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

General

  • Motion to approve September 12 minutes; passed unanimously
  • 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
  • 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
  • West Windsor referendum vote discussion; Justin to send draft to Board

2006-07 Board Elections

  • Need to form Nominating Committee for 2006-07 Board
    • Randie to report on volunteers
    • Review proposed changes to WWPSA By-Laws
    • Proposed Nominating Committee: Paul Hase, Rick Engel, Dan Sandford, Paul St. Amour; Justin to reach out

KidSafe Update

  • KidSafe Status as of 9/11
    • 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

Facilities Update

  • E-mail motion to approve spending up to $5k on team benches, spectator bleachers and signage for WWCP; approved 9-0
  • Permanent space requirements
    • Soccer house will be razed within the next 2 months; only a few frames remain
    • Container is located at WWCP for a couple of months
    • Access Storage willing to donate a larger unit (current is 10 x 10)
  • Close to releasing a draft management agreement between WW Township and WWPSA regarding facilities
  • 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
  • Conover
    • Estimate received to repair practice areas in November to be ready for Spring
  • WWCP
    • Repairs on WWCP # 2 will begin in November to be ready for Spring
  • Propose to purchase portable goals for a total cost of $7 – 9k onto Conover and WWCP # 2 to protect fields after repairs are complete;
  • Propose reserve fields at MCCC for all programs to use to practice in April to ensure that new fields have ample opportunity to grow in as weather warms; will also need to lease additional portable lights at a cost of $4 – 5k to use on fields used instead of those fields being repaired
  • Earl will distribute more accurate estimates to the Board
  • Need to provide Earl with certificates of insurance ASAP

Fundraising Update

  • Graham Pelton contract signed and kickoff meeting scheduled for 9/13/2006
  • GP set to contact Board members to identify potential donors

Merchandise

  • Bags will not likely be ready for picture day
  • Magnets, umbrellas, T-shirts ready for Picture Day
    • Blankets are held up in customs and won’t be ready
  • Steve ordered WWPSA banners for use at events
  • Jackets? Sweatshirts? How much to invest or keep on-hand?
    • We need to develop a cohesive plan for ordering merchandise for all programs; will save money on setup costs and develop a consistent look to build the brand and profile of the association
    • Some teams are ordering warm-ups, rain suits, etc., on their own, incurring unnecessary setup charges
    • Need to schedule a future session to discuss

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

  • West Windsor Golf Tournament held on September 19
  • Issued press release on September 28 announcing WWPSA’s fall season and the grand re-opening of WWCP # 1

Awards and Photo Day

  • Schedule posted and volunteers identified

Technology Update

  • Developing Parent Feedback survey

Financial Update

  • Annual summary as of 10/10:

Activity

Fees

LATEFEE

SERVICE FEE

REFUND

ChgBks

CB Fees

Merch Fees

ACH

Net Deposit

Adult - Fall Rec

     2,580.00

          100.00

     1,720.00

            -  

 

 

 

 

 $    4,400.00

Adult - Spring Rec

       120.00

           60.00

              -  

            -  

 

 

 

 

 $      180.00

Coaching License

     1,260.00

                -  

              -  

      330.00

 

 

 

 

 $      930.00

DS Fees

              -  

                -  

              -  

            -  

 (10.00)

  (30.00)

  (5,752.22)

 (48.00)

 $   (5,840.22)

Merchandise

         75.00

                -  

              -  

            -  

 

 

 

 

 $        75.00

Rec - Camp

     5,725.00

                -  

     1,440.00

      265.00

 

 

 

 

 $    6,900.00

Rec - Fall

 114,570.00

     13,050.00

   30,400.00

   7,635.00

 

 

 

 

 $150,385.00

Rec - Fall Non-Vol

   10,550.00

                -  

              -  

            -  

 

 

 

 

 $  10,550.00

Refund

              -  

                -  

              -  

      500.00

 

 

 

 

 $     (500.00)

Travel

   29,430.00

           50.00

     9,340.00

   1,440.00

 

 

 

 

 $  37,380.00

Travel - Camp

     3,920.00

                -  

       960.00

      550.00

 

 

 

 

 $    4,330.00

Travel - T&P

     1,920.00

                -  

              -  

       90.00

 

 

 

 

 $    1,830.00

Grand Total

 170,150.00

     13,260.00

   43,860.00

 10,810.00

 (10.00)

  (30.00)

  (5,752.22)

 (48.00)

 $210,619.78

 

Rec Update

  • Registered 1,652 kids in 16 leagues; capacity projected at 1,656 (Appendix A)
  • Pre-K expansion is a huge success, as well as providing uniforms
  • Need to determine how to handle religious holidays in the future before posting schedules
  • 4 leagues are closed to new registrants and others are over capacity; will close registration as of Photo Day
  • Referees
    1. New system implemented for reporting game scores
      1. Gives us tracking for payment
      2. Helps us understand team roster balancing when creating rosters for next year
    2. There is a shortage of referees, with at least one game each week without one; working with Chris Hazen to make up shortfall
  • Zaitz lighting issue is improved with addition of 2 portable lights
  • Trying to recruit a Rec Fields Coordinator to schedule practices, coordinate field setup and breakdown and recruit a contact for each location to handle issues
  • Recruiting efforts for 2007 began yesterday; need to find more administrative volunteers to share load; Steve Per, in particular, has done a great job and deserves our thanks as Volunteer Coordinator, LM and Dir. of Merchandise
  • We received an invitation to run a Winter Rec program at an indoor facility in Robinsville run by Bob Smith; asked LMs whether they would be interested in leading it if we decide that year-round recreational soccer is something we want

Travel Update

  • Paul Hase plaque ordered
  • Jacqui Stein and Diane Kooker met with Paul and preparations are underway
  • 506 registered players on 38 teams
  • T&P Training: 58 registrations

Adult Update

  • Rec: 94 current registrants with 6 more expected
  • Competitive:
    • 41 rostered players for two Mercer County Amateur Master League teams
    • Insurance updated to include competitive players; Justin to send Earl certificates of insurance
    • Need to ensure that all players pay their fees in order to play

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

Volunteers

  • Looking for:
    • Insurance Coordinator
    • Sponsorship Coordinator

 

  • Meeting adjourned at 10:00 pm