Hillsborough Soccer Club

Transcription

1 Hillsborough Soccer Club Subject: Date & Time: Location: Attendees: Non Attendees: CC: Scribe: Hillsborough Soccer Club Monthly Board Meeting Minutes February 16, 2016; 8:00PM Municipal Building, Health Conference Room John Ciccarelli, Linda Groff, Bill Hartman, Brian Hawes, Bill Herterich, Laura Schneider, Greg Pinto, Joanna Sasso Bonnie Herterich, Dave Canica, Ami McCaffery, Niles Johnson Club Website ( John Ciccarelli MEETING MINUTES RESPONSIBILITY 1. Welcome and Introduction a. Discussion and presentation update from the Red Bulls by Nick Bogiatzopoulos and Alexa Fuentes. Red Bulls marketing is targeting the shore area or Mercer County for this year s festival, so the full festival will not be in Hillsborough this year. Instead, the Red Bulls will organize another possible event for the HSC, including a skills challenge with the Road Team. Laura Schneider will coordinate with Alexa and Nick. Spring Break camp is up to 11 registrations. Suggest continue sending reminders. Red Bulls have upgraded the Hillsborough Youth Ticket program. As a training partner, any kids who train with and/or go to camp will receive a free game ticket for each event. For example, fall and spring training plus attending a camp makes a player eligible for 3 tickets. Tickets are good for any of the 17 home games and kid(s) must be accompanied by a parent who is eligible to purchase a discounted ticket. Alexa Fuentes is now the RB contact who is dedicated specifically to HSC. She will be our contact for all ticket issues. To administer the process, the RB will have to distribute a one-time use code to each kid. Red Bulls need all addresses. HSC will distribute a notification of the program to the players for each player to respond to Alexa with contact information. Alexa to provide information for to distribute. Laura Schneider will be the point of contact with Alexa. Joanna needs information for new trainer so she can add them to the rosters. Patrick Fuentes is new Region Coach for Nick. b. Meeting called to order at 8:48PM c. There was a quorum to conduct business. 2. Secretary s Report a. Review Status of Previous Open Action Items (See table below). b. September, October, November, and December 2016 BOD Meeting Minutes were distributed prior to the meeting for electronic approval. Motion to approve made by D. Canica; Seconded by B. Hartman. Approved. G. Pinto to post on the website. 3. President s Report a. ed club regarding birth-year status update. We received an from DTS regarding Bridgewater United and other clubs planning for the change. HSC will still make initial plans for tryouts while waiting for official final word from N. Bogiatzopoulos A. Fuentes (RB)

2 Hillsborough Soccer Club Monthly Board Meeting Page 2 the NJYS and MNJYSA. b. Sky Blue Club Partnership proposal. Discussed potential for one of the options. Board to request input from the girls teams to gauge interest and consider one of the options. c. Letter to Board of Adjustment for the Apex Sports facility to be read at the Township meeting. Meeting rescheduled for April d. Referendum on March 8, 2016, regarding replacement of HHS turf field. HSC was invited to a meeting with the Superintendent of Schools, Dr. Jorden Schiff, to discuss the referendum with other sports organizations. will attend. e. Banquet Committee. for volunteers sent out some volunteers are coming in, but not enough. In lieu of the usual event, it was suggested to contact the Hillsborough Racquet Club to ask if they will set up and help organize an event at the facility. L. Schneider will teach out to HRC. f. Donation in the name of Frank Pinto. Still determining amount and how the family would like the club to use the donation. g. Cooper Pest Solutions wants to sponsor the club as part of their community outreach. is still trying to make contact with Jim from Cooper. 4. Coaching Director s Report a. Approve new Coaches: Motion to approve: Stingers coaches Cutts, Cavanaugh and D Antuono; Storms coach Candace Reigrod; and Invaders coach Paul Rodriguez. Motion made by ; Seconded by L. Groff. Unanimously approved. b. Winter training update ongoing. c. Planning/status of 2016 spring teams: Motion to approve charging membership fees of $400 for U8 Spring Teams. Motion by ; Seconded by J. Sasso. Approved via vote on January 27, Explosion still seeking players. One added through High School Coach Fireballs have full roster. will send 4 more offer letters. has successfully established 2 new U8 teams. d. Red Bulls update. D. Canica,, and met with Nick on January 26, 2016, to discuss spring training and the new contract. Recommended signing 3- year contract to lock in rates. Discussed using Trey for administrative functions at $25 per hour (rate is on the rate sheet) e. Camps Red Bulls Spring Break sign up in progress Summer Camps: DTS Summer Dave Canica was approached by DTS and suggests we should do it again. Red Bulls also offer summer camp. Also run the Future Junior Raiders and Lady Raiders Camps. f. Final Flight appeals are in, waiting for final flight published this week. g. Planning for Tryouts. Get Red Bulls suggestions for organization. h. Draft Spring master training schedule was distributed for comment. 5. Treasurer s Report a. Budget update, handed out and reviewed status. Overrun likely on training fees. Will plan to do next year s budget in April b. Status of referee fee reimbursement. Completed with the new process based on records in MNJYSA pulled by G. Pinto. Worked out great c. Report on accountant. First has not worked out and will research a new firm. 6. Communications Report a. Website update. L. Groff G. Pinto

3 Hillsborough Soccer Club Monthly Board Meeting Page 3 b. Research into using Patch.com to distribute announcements. 7. Equipment a. Will need new goals based on USSF new mandates. 8. Fields a. Need to request Beekman, Marshall. 9. Work Bonds a. Granting a waiver for U8 spring only team. 10. Registrar s Report a. Requesting rooms for Coaches Meeting. Recent requests declined and will try for a classroom. Also reschedule for March 9. b. Requested Amsterdam and Woods Road school fields from the Board of Education. Granted 11. Ways & Means Report a. Donation request for Triangle School s Auction Event. Approved: L. Schneider will make up a basket to include spirit wear and a $100 certificate b. Request from HRC and Jen Wilke for Gigi event. L. Schneider will make up another basked with $100 certificate. c. Pictures use the survey to ask if teams want the picture in the spring. Otherwise, wait until the fall. d. Gave check for $413 to Treasurer from Model s fundraiser. e. Magnets will be thoroughly researched from local vendor. 12. MNJYSA Report a. Registration for spring season is due by January 9, 2016 b. Final flights are assigned. c. Game cards will be given out at the next MNJYSA membership meeting on March 3, d. Birth year decisions still not definitively made by NJYSA or MNJYSA. 13. New Business a. 14. Meeting Adjourned at 11:26 B. Hawes B. Herterich J. Sasso L. Schneider B. Hartman

4 Hillsborough Soccer Club Monthly Board Meeting Page 4 ITEM MEETING ACTION ITEMS DESCRIPTION NO. OLD BUSINESS /20/15: Red Bulls Update: Are coaches approving time? Who is approving Trey Woody s timesheets? Coaching Directors to discuss with Nick. 11/17/15: Ask Nick to come to next meeting. 12/18/15: Coaches have not approved all time sheets, but the Red Bulls are invoicing for the time. Coaches not logging into the system to approve. Need to refine this process. Need to reconcile contract amount with actual hours since HSC paid more than 100 hours more for Goal Keeper and Skills sessions. 1/19/16: Set up meeting with Nick to discuss contract /20/15: Delinquent payers: Put everyone on same payment plan, incentive for paying cash for the seasons. 12/15/15: New credit card system (TransFirst) does not provide detail to track payments to players. 1/19/16: Issue reminder to Joanna s to those who still owe. 2/16/16: Turnover list to Linda to pursue /20/2015: Work on the COMMENTS section of the website (score reporting 75% participation, 25% issues). 2/16/16: Preparing to present at the spring coach s meeting /20/15: Vandalism to Port-a-John. Look into purchasing a surveillance sign or camera. 12/15/15: Recent event at SWR. Tire tracks on the fields /20/15: Get quote on new nets and goals. Need a second full set at Docherty. 12/15/15: Goals most likely needed for the Fall. Full sized goals more than $5000. Received for sale for nets to review. 2/16/16: Purchase TDB by the USSF ruling /20/15: Remove Eric Wasserman from contact list for the NJ State background checks and change to John Ciccarelli /20/15: Finish editing HSC By-Laws for administrative changes. Administrative changes are the job descriptions and revisions to be in line with the Articles of Incorporation. 2/16/16: Set up a meeting with P. Carrighar (lawyer) to review status of corporate effort. ACTION BY: D. Canica J. Sasso DATE REQUIRED: Next Meeting OPEN / CLOSED CLOSED 03/2016 OPEN L. Groff J. Sasso G. Pinto Spring OPEN Coaches Meeting B. Herterich 12/2015 CLOSED B. Hawes 12/2015 OPEN 12/2015 OPEN Board J.Ciccarelli /20/15: Review and approve articles of incorporation OPEN /17/15: Update website for WINTER/SPRING YDP registration G. Pinto 12/15/15 CLOSED 12/18/15: Website still needs updating in general. 1/19/16: Niles has access to YDP site to post and update. He and Greg will set up a webex to instruct on how to use /17/15: Call lawyer regarding playing at unsanctioned facility under a waiver. Completed and contacted via . 12/15/15: Ongoing discussions, requested Pat for waiver form or language for us to use. 2/16/16: Revisit insuring facilities when we sign up for Insurance next season. 12/15/15 CLOSED OPEN

5 Hillsborough Soccer Club Monthly Board Meeting Page 5 ITEM DATE OPEN / MEETING ACTION ITEMS DESCRIPTION ACTION BY: NO. REQUIRED: CLOSED /17/15: Confirm Red Bull trainers for winter and spring. D, Canica 12/15/15 OPEN 12/15/15: Andres leaving the RB and his replacement has to be addressed with Nick and teams. 1/19/16: Ashley and trey confirmed for YDP. Need replacement named for Andres. Starting contract negotiations with Nick. Niles will set up a conference call or meeting with Nick and will work up a preliminary practice schedule for planning. 2/16/16: Working with Trey to coordinate training among age groups. Still need our new trainer confirmed /17/15: Go over website for recommendations and updating G. Pinto 12/15/15 OPEN some of the pages to the new logo. 1/19/16: Niles coordinating a webex with Greg /17/15: Schedule a Work Bond parent meeting. 12/15/15 OPEN 12/15/15: Still open. Schedule for January or February before a Board Meeting /15/15: Produce the financial numbers for new small sided L. Groff 1/19/16 CLOSED teams. 1/19/16: Niles will draft up motion for approval of fees $400. We will conduct an vote /15/15: Send RB hours to each coach for verification to L. Groff 1/19/16 OPEN confirm hours for 2015 season. 2/16/16: Contracted for 695 hours and 824. Discussed reconciling hours for coaches, skills, tournament fees. Still need to reconcile these hours. Will train the coaches again and need Niles will research to check hours. Request Nick to produce a spreadsheet and go over the data /15/15: Schedule a meeting with Nick from Red Bulls to discuss 1/19/16 CLOSED next season see item /16/16: Nick is coming to the spring coach s meeting. D. Canica /15/15: Need a waiver form for the club for the teams that 1/19/16 CLOSED are training at un-sanctioned indoor facilities. 2/16/16: Revisit insuring facilities when we sign up for Insurance next season /15/15: Issue a Parent s Survey. Obtained information from 1/19/16 OPEN Bonnie. Try to issue during holiday break. 2/16/16: Include a volunteer spot /15/15: Issue the referee reimbursement forms to the coaches 1/19/16 CLOSED for the Fall 2015 season. Work with L. Groff. 1/19/16: Greg can export from MNJ the number of referees and work with Linda to figure out what each coach is owed. 2/16/16: Worked great. Will do again next season /19/16: Request field permit from Township TBD OPEN 2/16/16: Flagtown, Marshall, Beekman, 2 at Amsterdam school. Get request into the Township soon /19/16: Distribute meeting minutes for vote. 1/20/16 CLOSED /19/16: Call for volunteers for a tryout committee. Niles will draft 2/28/16 OPEN and JC will send. Invite Red Bulls. 2/16/16: Use Trey, Let Red Bulls do evaluation and player placement. Contact Nick/Trey to get an estimate for tryouts /19/16: Contact Township (Griffin) discuss HSC planning for Spring. What can we do to help? 2/16/16: Niles to follow up. 2/28/16 OPEN

6 Hillsborough Soccer Club Monthly Board Meeting Page 6 ITEM DATE OPEN / MEETING ACTION ITEMS DESCRIPTION ACTION BY: NO. REQUIRED: CLOSED /19/16: Check the income numbers from DTS and Red Bulls 2/16/16 CLOSED camps. NEW BUSINESS /16/16: Issue match day experience blast to the club. 2/23/ /16/16: Ask Red Bulls for additional options for Summer Camps 3/15/ /16/16: Post approved meeting minutes to website G. Pinto 2/23/ /16/16: Contact girl teams to gauge interest in Sky Blue club G. Pinto 2/23/16 partnership proposal /16/16: Inquire about Banquet at HRC L. Schneider 3/15/ /16/16: Contact Cooper Pest Solutions about sponsorship. 2/23/ /16/16: Research new accountant for the club L. Groff 3/15/ /16/16: Ask Township if we can use Docherty for nights early in 2/23/16 the sping /16/16: Add new coaches to the list and distribute 2/23/ /16/16: Find out if Red Bulls will do a second week of Summer Camp D. Canica 2/23/16 THE NEXT MONTHLY MEETING WILL BE HELD: DATE: March 15, 2016 TIME: 8:00 PM LOCATION: Health Conference Room, Municipal Building THE ABOVE MINUTES ARE MEANT TO REFLECT THE ITEMS DISCUSSED AT THE MEETING. IF CORRECTIONS ARE REQUIRED, PLEASE ADVISE THE DESIGNATED SCRIBE IN WRITING WITHIN FIVE (5) WORKING DAYS FROM RECEIPT. IF CORRECTIONS ARE NOT RECEIVED, THIS WILL STAND AS WRITTEN AND ASSUMED TO BE ACCURATE.