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2001 FC Santa Barbara Board MinutesJanuary 11, 2001The executive board
meeting was called to order by Blair Spaulding at 7:05 p.m. at La Colina
Junior High School. Present Blair Spaulding, Richard Ross, Tim Von Steeg,
Dick Lamb, Kevin Cahill, Rick Barker, Margie Yahyavi, Bill McKinnon, Nelson
Trichler, Tom Wentling, Brynn Crowe, Donny Rippberger, Sherri Trichler,
Ann Hutchinson; Absent Chris Jones, Rudy Ybarra. Chief Administrator's
Report: La Colina Fields
Report: The problem of getting the lights turned on/off at the appropriate
times has hopefully been resolved. If there is any future problem we are
to call 729-1650 to get it resolved immediately. Financial Reports: Dick Lamb presented an "FCSB Historical P & L Statement" with separate detail columns for the entire 2000 calendar year, the last 6 months, the last 3 months and the last month. Dick also presented an "FCSB Budget Forecast"and a separate "FCSB Payroll Forecast" for calendar year 2001 broken down by month. These reports clearly show that we are going to have to make some changes on both the income and expense sides because on a cash flow basis we will be averaging a deficit of almost $3,000 per month if we continue as we are going. Slow and late payments by players is a major factor in this deficit (see action below). Tim Von Steeg introduced two main topics of discussion for future Club reorganization. These topics arose out of the joint efforts of the executive board and Pete McGovern (see last month's minutes). Tim emphasized that the topics were being introduced to familiarize our membership with the concepts and solicit feedback. He wanted to be sure that no one got the idea that something was going to simply be instituted in a hurry without advice and concent. The goal would be to have well thought through, discussed, and publicized changes in place by July 1. With that in mind, here are two main ideas being discussed. Put some or all of the responsibility for collecting player fees back on a team by team basis rather than on a Club basis as it has been for most of the past year. The Club organizers would spend their efforts developing additional team fundraising opportunities such as the calendar sales and Tournament advertising sales which have proved to be so successful in the past. The Club would provide training for teams on how to do fundraising. The Club would also develop sponsors for some of the most needy players although all players would be expected to fund raise part of their fees. Reorganize the Club structure to: 1. be headed by a single "Club Director" who would be hired by and report to the executive board but be basically given the full time responsibility to "run the Club". Currently almost all significant decisions come to the board for decision and this is proving to be too cumbersome and slow as we grow larger and larger. 2. allow and even encourage coaches to coach two teams which are close together in ages; this would significantly enhance our ability to recruit and retain top coaches Players not in high school but on teams that have many of their players in high school will be asked to pay the normal $75 per month fee to the Club in order to continue their normal Club training schedule. Although these players will not be attending tournaments during this time, that is a separate additional cost item for players which are attending tournaments. All other costs pretty much remain the same for these players from the Club's perspective. Managers of teams with at least two players 60 days past due on their bills will be invited by Margie Yahyavi to a manager's meeting with two executive board members to discuss and resolve the situation. From a Club wide point of view (see above) we cannot continue as we have with these outstanding debts. The Club is in the process of putting together long term plans (also see above) to avoid this situation in the future but we have to make sure we can survive in the mean time. Blair Spaulding proposed an FCSB Sponsored Used Soccer Equipment Function of some sort to take all the outgrown soccer clothes and equipment that we all have stored in our closets and garages and donate it to be used or traded or sold. Let's come up with a concrete proposal to take advantage of these idle soccer asset and put them to use in some manner to benefit our local soccer community (and clean out our personal storage space at the same time). Nelson and Sherri Trichler requested that the official Club one month break date(s) be determined and published by the board as soon as possible so that teams can plan accordingly. Receive your monthly FCSB Board Minutes by E-Mail, sooner and with less cost by emailing your email address to william.mckinnon@unisys.com. (When attachments which are not in machine readable form are present, the minutes will still be mailed.) Board Meeting Agenda Items: In order to get an item put on the FCSB board agenda, call Bill McKinnon's work phone number 566-2255 ext.3181(anytime day or night) and talk to Bill or leave a message (or send email to william.mckinnon@unisys.com). Agenda items entered 6 days or more before the meeting will get put on the agenda. Next General Board Meeting: The next regularly scheduled executive board meeting will be on Thursday, February 1, 2001 at 7:00 PM at La Colina Jr. High. Adjournment:
The meeting was adjourned at 9:05 PM.
The executive board meeting was called to order by Kevin Cahill at 7:15 p.m. at La Colina Junior High School. Present Richard Ross, Tim Von Steeg, Dick Lamb, Kevin Cahill, Rick Barker, Blair Spaulding, Margie Yahyavi, Chris Jones, Bill McKinnon. Minutes for the January 11 Meeting were approved with one minor revision. Establishing criteria for receiving financial aid was discussed so that at that hoped for happy time in the future when we have some funds to distribute, we would have a policy and procedure in place for distributing those funds. At this time we have no such funds. In the end, five key criteria were identified as possible and the matter was assigned out to a committee headed by Margie Yahyavi to come up with a formal proposal for the boards consideration. Chief Administrator's
Report: Rudy Ybarra has scheduled try-outs for next year's younger teams for March 3/4. Richard Ross kindly agreed to be in charge of the try-out administration effort. After a short discussion, April 1 was established as the deadline date for revising the Parent/Player Handbook to bring it up to date with our new Club structure and practices. The new registrar needs to be chosen by April as well. Margie Yahyavi will be the backup registrar for Karen Ribbens until the new registrar is formally in place. Treasurer's Reports: Chris Jones reported that (as decided at last month's board meeting) a 10K 3-month certificate of deposit was purchased by the Club to earn interest on a temporary cash balance that we have at the moment. Chris also presented financial reports showing our income and expenses for the prior month and a report of past due player accounts receivable. Chris reported that we were making progress in bringing our expenditures in line with our income but that there was still a ways to go. A Proposal to Make the Summer Cup a Two Weekend Event was discussed. The format would be ages 10-14 on August 19-20 and ages 15-19 on August 26-27. Using two weekends would enable us to increase the number of teams from 146 to 188 teams; run the entire tournament at UCSB thereby simplifying the logistics and hopefully increasing concession revenue; and ease the burden on local hotels. A firm commitment from UCSB for the second weekend is being discussed at this time. Tim Von Steeg suggested a number of tie ins that could be developed with the UCSB soccer program such as a Club night and/or barbecue at one of the UCSB games, a warm-up game involving one of our teams held before one of the UCSB games, a camp tailored to our Clubs needs. There was a lot of enthusiasm to continue to explore these ideas. Early commitment on the fields is the key for proceeding this year since FCSB would still have to get CYSA-South approval before we can advertise the revised format and that needs to be done soon. Board Member Term Expiration Dates: Rick Barker and Dick Lamb were formally designated as the "replacement" board members whose terms will formally expire along with Blair Spaulding's on July 1. Nominations for and election of executive board members for these three positions will take place at the April General Board Meeting. A proposal to change the starting date for new board members from July to immediately after the April election will also be considered at the April General Board Meeting. Receive your monthly FCSB Board Minutes by E-Mail, sooner and with less cost by emailing your email address to william.mckinnon@unisys.com. (When attachments which are not in machine readable form are present, the minutes will still be mailed.) Board Meeting Agenda Items: In order to get an item put on the FCSB board agenda, call Bill McKinnon's work phone number 566-2255 ext.3181(anytime day or night) and talk to Bill or leave a message (or send email to william.mckinnon@unisys.com). Agenda items entered 6 days or more before the meeting will get put on the agenda. Next Executive Board Meeting: The next regularly scheduled executive board meeting will be on Thursday, March 1, 2001 at 7:00 PM at La Colina Jr. High. Adjournment:
The meeting was adjourned at 9:10 PM.
March 1, 2001The executive board meeting was called to
order by Blair Spaulding at 7:15 p.m. at La Colina Junior High School.
Present Richard Ross, Tim Von Steeg, Dick Lamb, Kevin Cahill, Rick Barker,
Blair Spaulding, Margie Yahyavi, Rudy Ybarra, Chris Jones, Bill McKinnon,
Nelson Trichler, Steve Wheeler. An “FCSB Affinity Program” for fundraising was proposed by Steven Wheeler and discussed. The basic idea is that the Club would solicit businesses and individuals to promise to donate to the Club in return for each referral they receive from a Club member. Rick Barker and Kevin Cahill will look into developing this idea and report back to the board next month. Treasurer’s Reports: Chris Jones reported that we are doing a little better at bringing our monthly expenditures in line with our monthly income. However, we still are running a monthly cash flow deficit. Chris presented a Profit and Loss Statement, a Budget Report and an Account Balances Report. Dick Lamb will be reviewing these reports for the board. Chris also reported that Steven Wheeler (who is a CPA) has offered to do the Club’s annual tax returns. Chris asked for and received approval from the board to start providing Steven with Club financial information for this purpose. Chief Administrator’s Report: Margie Yahyavi reported that the rescheduled Winter Cup Tournament (May 13-14) is just waiting for expected formal CYSA-South approval in the next week. Updating of our FCSB Parent/Player Handbook is waiting mainly on revisions in our Club’s organizational structure which is currently under review by our executive board. Margie was directed by the board to go ahead and get a formal phone listing for our Club. Summer Cup Tournament: Nelson Trichler reported that two of our Club members have very kindly volunteered to update our Tournament and Club web sites to bring them up to the state-of-the-art. Our next Summer Cup is scheduled to be a
two weekend event (U10-U14 Aug. 18-19; U15-U19 Aug. 25-26). With this
format we can expand the tournament to a total of 200 teams with all the
games at UCSB with overflow only as far away as Girsh Park. For the first
time we will be able to provide the hot food concession ourselves paying
10% of our food profits to UCSB plus paying a fee for one UCSB food health
supervisor. We are estimating $60,000 cash profits from the entire torunament.
The number of teams that actually participate and the profits from concessions
can affect this figure significantly but that is our working number based
on prior tournaments. Player Try-Outs have been organized by Richard Ross, Rudy Ybarra and Margie Yahravi. Newspaper ads have been placed. The tryouts have been scheduled at La Colina School on Tuesday - Thursday (day and time depends on age), March 6-8. Any rained out tryouts will be moved week by week to the same day/time the following week. There will be someone at the fields in case of rain to notify prospective players of when the rescheduled day/time will be. FCSB Barbecue and Club Nite at UCSB: Tim Von Steeg suggested and the board agreed to the following two events. FCSB’s annual club barbecue to be held at Harder Stadium on Friday, August 31, in between UCSB womens’ game (starting at 5:00 PM) and the mens’ game (starting at 8:30 PM). As guests of UCSB, FCSB players, coaches and managers will be granted free entry to the double header games. Parents would have to pay for admission. The barbecue will be held off to one side of the bleachers. Club Nite at UCSB on Friday, September 28. The UCSB women play at 6:00 PM and the UCSB men play UCLA at 8:00 PM. Players, coaches and managers will be admitted free. Players should wear their uniforms and warm-ups because they will be introduced as teams on the field at half time. UCSB / FCSB Camp during one week in August: Tim Von Steeg proposed to organize a camp for all FCSB players featuring at least five Division 1 college coaches from various colleges. The goal would be to get most FCSB players to attend this camp. The camp might run from 9AM-12PM for 10-12 yr. olds; 1-4PM for 13-15 yr. olds; and 5-8PM for olders. Tim would setup the curriculum for work and continuity but a different coach would provide the instruction on each day. UCSB players would be used as assistants. Our coaches would be able to come and observe as well. The camp could be paid for by a combination of our summer tournament profits and player fees as FCSB decided, but to make the camp happen FCSB would have to commit now to pay the $15,000 cost of the camp so that planning can go forward knowing that funding and player participation will be there. After a discussion, the executive board voted 4/0 to approve FCSB’s commitment to guarantee $15,000 for our players to attend this camp with the understanding that if non-FCSB players attended the camp as well, their fee would be split 50/50 with our Club (Tim Von Steeg and Rick Barker abstained from this vote). Tim Von Steeg will present a detailed plan for this camp at the April board meeting. Results of Parents’ Questionnaire
were submitted to the board by Margie Yahyavi. A big thank you goes to
those who filled these out and a to Margie Yahyavi for collating and presenting
the results. These results will be used in the board’s ongoing effort
to organize our Club to meet our members needs. New Board Member Nominations and Election is to be held at the April general board meeting (see date/location details below). The two year positions held by Rick Barker, Dick Lamb and Blair Spaulding will be up for election and two of these individuals have tentatively indicated that they do not plan to run again. The nomination and election will be by the general board consisting of the executive board and one representative from each of our teams. All teams should be sure that they are represented at this meeting. If you are interested in learning more about serving on the Executive Board, please contact Margie Yahyavi (965-1785) or any existing board member and plan to attend the April board meeting. Following the executive board election, the new executive board will elect a secretary and treasurer for a one year term. Anyone interested in either of these (non-voting) executive board positions should contact Margie Yahyavi (965-1785) or any existing board member and plan to attend the April board meeting. New blood is the life blood of our organization. Get involved! Receive your monthly FCSB Board Minutes by E-Mail, sooner and with less cost by emailing your email address to william.mckinnon@unisys.com. Board Meeting Agenda Items: In order to get an item put on the FCSB board agenda, call Bill McKinnon’s work phone number 566-2255 ext.3181(anytime day or night) and talk to Bill or leave a message (or send email to william.mckinnon@unisys.com). Agenda items entered 6 days or more before the meeting will get put on the agenda. Next General Board Meeting: The next regularly scheduled general board meeting will be on Tuesday, April 10, 2001 at 7:00 PM at La Colina Jr. High. Adjournment: The meeting was adjourned at 9:15 PM. Minutes taken by Bill McKinnon
The general board meeting was called to order by Blair Spaulding at 7:15 p.m. at La Colina Junior High School. Present Richard Ross, Tim Vom Steeg, Dick Lamb, Kevin Cahill, Rick Barker, Blair Spaulding, Margie Yahyavi, Chris Jones, Bill McKinnon, Nelson Trichler, Tom Wentling, John Hadidian, Donny Rippberger, Randy Chapman, Tom Haines, Bill Spiewak, Michell Arya, Gunner Lonson, Neil Powell, Tandy Lyon, Terri Allison, Patty/Jim Acos, Andra C. Garch. Minutes for the March 1 Meeting were approved with no revisions. FCSB Player Fees
Restructuring Proposal: Blair Spaulding presented the Club history
of how we have collected fees over the years and what these fees were
used for. The current system of direct Club billing of individual players
was started a year ago as an experiment to improve Club identification
among our member. Although the system was a success in this regard, it
has proved to be very burdensome in terms of administration, board time
and delinquencies. Dick Lamb presented a report based on a survey of the
billing practices of many other soccer clubs and found that almost all
of them collect a significant portion of the fees up front and often the
remainder within a few months. With the problems of the our current billing
system in mind and the examples of many other clubs, Dick presented the
executive board's proposal to revise our Club's billing system effective
August 1, 2001 as follows: Although the change to a significant up front fee will be an adjustment, it is hoped having almost four months notice will enable each player to save up the needed initial fee. Rick Barker has many ideas for helping individual players or teams with fundraising. There was a very good in depth discussion with many questions on the dues, on how no-pays or slow-pays are handled and concern about scholarship cases.The basic proposal is that the $360 per player fee is collected by the Club with annual player registration (no exceptions). Each team is responsible for dividing the $825 per month team fee among their players, however, works best for that team. The formal proposal was passed by the General Board by a vote of 10 for and 1 against. UCSB Team Soccer Week July 30 - August 3. Tim Vom Steeg described this summer camp for all of our teams. The camp will feature a different college coach (many of them Division 1) each day. The cost of the camp for the entire week will only be $35 per FCSB player participating because they will be subsidized by funds raised from the second weekend added to our summer tournament. New Executive Board
Member Nominations and Election: The terms for executive board members
Blair Spaulding, Dick Lamb and Rick Barker will expire on June 30 this
year. Nominations were taken and seconded for the following individuals
to fill these positions for two year terms starting July 1. Girls U15 team, Ryan Spare coach: Bill Spiewak described problems that this team has experienced over the past year involving having no coach at several games, arranging practice times/fields and recruiting players. The failure to have a coach at all games occurred with other teams as well and is being worked on by the Club to eliminate or at least minimize the problem in the future. The Club is responsible for finding and paying for enough practice fields for all of our teams. The board voted to support the request to allow the team to recruit 3 particular players specifically for this team BUT noted that by our Club's rules, all player placement decisions are exclusively Rudy Ybarra's as the Club's Chief Technical Trainer. The matter was to be forwarded quickly to Rudy for his attention. Major update to FCSB Web site! Nelson Trichler reported that we have been fortunate in getting a major update to our Club's Web site thanks to new volunteers' help. In addition, Raytheon Corporation has agreed, as a community service, to allow one of its employees to spend several hours a week maintaining our site to keep the information current and the site looking up-to-date. There will be a facility for individual teams to post information about that team on the site as well. Advertising sales also become a possibility for the Club. Summer Cup Update: CYSA-South has officially approved the addition of a second weekend to our Summer Cup Tournament. The dates are U10-U14 Aug. 18-19; U15-U19 Aug. 25-26. Receive your monthly FCSB Board Minutes by E-Mail, sooner and with less cost by emailing your email address to william.mckinnon@unisys.com <mailto:william.mckinnon@unisys.com> . Board Meeting Agenda Items: In order to get an item put on the FCSB board agenda, call Bill McKinnon's work phone number 566-2255 ext.3181(anytime day or night) and talk to Bill or leave a message (or send email to william.mckinnon@unisys.com <mailto:william.mckinnon@unisys.com> ). Agenda items entered 6 days or more before the meeting will get put on the agenda. Next Executive Board Meeting: The next regularly scheduled executive board meeting will be on Thursday, May 3, 2001 at 7:00 PM at La Colina Jr. High. Adjournment:
The meeting was adjourned at 9:25 PM.
The executive board meeting was called to order by Kevin Cahill at 7:15 p.m. at La Colina Junior High School. Present Richard Ross, Tim Vom Steeg, Dick Lamb, Kevin Cahill, Blair Spaulding, Margie Yahyavi, Bill McKinnon; Nelson Trichler came just long enough to give the Summer Tournament Report. Minutes for the April 10 Meeting were approved with no revisions. Finanical Report was tabled because Chris Jones was not present. Chief Administrator's
Report: The big change is that FCSB has finally been able to obtain approval from UCSB to prepare and sell our own hot food. This could be a significant money raiser for the Club. In any case, this tournament gives us a chance to try this out and learn so that we can make hot food concessions a big money raiser at the two weekends of our Summer Cup tournament in August. There was a discussion on labor. Not all the labor sheets are back from the team managers. Margie is having the labor coordinator follow up on this. It was emphasized that our tournaments are a great opportunity for high school students to get the "community service" hours they need to meet their graduation requirement. This is also an opportunity for those who want help from the Club to go above and beyond what is expected of each Club member to help the Club put the tournament on. FCSB Parent/Player Handbook (2001 Edition): There was a discussion of how best to get this key information resource updated and into player's/parent's hands for the new seasonal year. Kevin Cahill offered to provide overall coordinate for this task. Dick Lamb said that he would review the document and update the sections that he was familiar with. Tim Vom Steeg offered to review the "coaches contract" section of the manual. The MLS New York Life Dribble, Pass & Shoot program co-sponsored by FCSB will be held Saturday, May 19 at La Colina Junior High School from 9:00 to 1:00. This is open to all youth soccer players. Margie talked to Rudy about having some of our coaches present to help with the event. New York Life will be running an advertisement in the newspaper to promote the event. The "FCSB Affinity Program" with local businesses for fundraising is not actively being worked at this time just because of lack of hours in the day and/or people to run with this at this time. Summer Cup Tournament Update: The dates are U10-U14 Aug. 18-19; U15-U19 Aug. 25-26. Nelson Trichler reported that Brian Hersh is getting 3 to 5 email or phone inquiries a day including one from a team from British Columbia. For the first time we have gotten permission from UCSB to do our own hot food concession. We are hoping to turn this into a significant money maker for our Club especially since almost all the games will be played at UCSB. The upcoming rescheduled Winter Cup will give us a good chance to fine tune this effort on a smaller scale. In summary, the Summer Cup looks like it is on track to be more successful than ever. UCSB Team Soccer Week July 30 - August 3. As reported last month, this camp will feature a different college coach (many of them Division 1) each day. The cost of the camp for the entire week will only be $35 per FCSB player participating because they will be subsidized by funds raised from the second weekend added to our summer tournament. Managers and Coaches be sure your team members are signed up for this camp because it is a Club sponsored event that we want all our players and teams to take advantage of it. Dick Lamb is organizing our publicity for the summer camp. Proposal for FCSB Advisory Council: Kevin Cahill proposed the idea of forming an "FCSB advisory council" that would meet perhaps twice a year to discuss topics of interest in competitive youth soccer and provide advice/suggestions to the FCSB Board. The council would consist of selected "distinguished retired members of the board" and a representative from each of the area high schools. Following an enthusiastic discussion of the benefits of such a council, Kevin Cahill was tasked with making a formal proposal at the next board meeting. Anyone with ideas along these lines should contact Kevin. Receive your monthly FCSB Board Minutes by E-Mail, sooner and with less cost by emailing your email address to william.mckinnon@unisys.com. Board Meeting Agenda Items: In order to get an item put on the FCSB board agenda, call Bill McKinnon's work phone number 566-2255 ext.3181(anytime day or night) and talk to Bill or leave a message (or send email to william.mckinnon@unisys.com). Agenda items entered 6 days or more before the meeting will get put on the agenda. Next Executive Board Meeting: The next regularly scheduled executive board meeting will be on Thursday, June 7, 2001 at 7:00 PM at La Colina Jr. High. Adjournment:
The meeting was adjourned at 9:20 PM.
The executive board meeting was called to order by Blair Spaulding at 7:10 p.m. at La Colina Junior High School. Present Richard Ross, Tim Vom Steeg, Dick Lamb, Kevin Cahill, Blair Spaulding, Chris Jones, Bill McKinnon, Nelson Trichler, Neil Powell. Minutes for the May
3 Meeting were approved with no revisions. Finanical Report: Chris Jones reported that we have paid all our bills and she anticipates that we should be able to continue to do so through the end of our financial year (June 31). However, this was only made possible by using uniform deposit funds to meet current expenses. Our outstanding accounts receivable would cover this shortfall if it were all collected but this is unlikely. Chris just sent out the final individual player billing for this fiscal year. As previously reported, individual player billing will not be done in the future but will be replaced with team billing. Chief Administrator's Report: Although Margie Yahyavi was not present because she was attending a Registrar's meeting out of town, she passed on the following information. The Winter Cup Tournament made only a small profit of $3,700 largely due to the fact that we only had 40 teams for the rescheduled May 12-13 (Mother's Day) date as compared to the 72 teams that we originally had signed up for the January event. We also have 100 nice long sleeve T-shirts left over that we should be able to sell at $15/each during the Summer Cup. More importantly, this was the first time in a while that many of our teams were all at the same place at the same time. It was a fun event! FCSB Parent/Player Handbook (2001 Edition): Kevin Cahill reported that he will be working on pulling this together during June. Major Contribution Received for Financial Aid Program: Nelson Trichler reported that he obtained a $10,000 donation from a private foundation specifically designated to be used to provide some financial aid to the most needy FCSB players in the coming seasonal year. This is a momentous event and will hopefully get the ball rolling to both attract/raise additional funds and develop an aid program that is sustainable from year to year. Along with the check, Nelson presented an outline of a proposal for administering the FCSB United Aid Fund. This was discussed at some length. In order to get this program going for the coming seasonal year, we need to let managers/coaches know immediately that they will have to have an application submitted by 7/15 at the latest for any player to be considered for aid. A coach's/manager's letter of recommendation will be part of the application. A special session of the FCSB Executive Board will meet next week to develop/finalize the financial aid application form and administrative process. Summer Cup Update: Nelson Trichler reported that there are currently 43 teams signed up for this tournament. We are on track to again fill an expanded tournament this year. Availability of motel accommodations was looking like a real bottle neck but we were able to arrange for up to 500 beds at Francisco Torres dormitory for teams that want to take advantage of this option. Nelson presented a formal proposal for how the tournament can obtain the necessary labor from our various teams and players. This plan tightens up the relationships between labor provided by each team and tournament financial benefits. The exact details will be finalized and distributed to all the managers/coaches in the near future. FCSB/UCSB Team Soccer Week July 30 - August 3 is moving ahead. Managers should be organizing their teams and getting all of their players formally signed up for this opening week of Club workouts that will feature a different college coach (many of them Division 1) each day. Club Officer Appointments:
The executive board elected the following officers for the coming year
(7/1/2001 - 6/30/2002). Treasurer - Dick Lamb; Receive your monthly FCSB Board Minutes by E-Mail, sooner and with less cost by emailing your email address to william.mckinnon@unisys.com. Board Meeting Agenda Items: In order to get an item put on the FCSB board agenda, call Bill McKinnon's work phone number 566-2255 ext.3181(anytime day or night) and talk to Bill or leave a message (or send email to william.mckinnon@unisys.com). Agenda items entered 6 days or more before the meeting will get put on the agenda. Next General Board Meeting: The next regularly scheduled general board meeting will be on Thursday, July 12, 2001 at 7:00 PM at La Colina Jr. High. Adjournment: The meeting was adjourned at 9:30 PM. Minutes taken by Bill McKinnon.
The general board meeting was called to order by Kevin Cahill at 7:15 p.m. at Rusty's Pizza on Carrillo. Present Richard Ross, Tim Vom Steeg, Kevin Cahill, Jan Campbell, Margie Yahyavi, Bill McKinnon, Nelson Trichler, Sherri Trichler, Michelle Arya, Betty Martinez, Art Alverez; Absent Dick Lamb, Chris Jones (both with FCSB Club soccer teams in Europe). Minutes for the June 7 Meeting were approved with no revisions. The Election of new Executive Board Member was tabled for lack of any nominations. Year End Financial Report was submitted on behalf of Chris Jones. However, further review will be needed to answer questions when Chris is back from vacation. Chief Administrator's
Report: UCSB/FCSB Team Soccer Week July 30 - August 3. Tim Vom Steeg report that to date 110 FCSB players have signed up to attend. At a recent FCSB coaches meeting, the program was again emphasized. Advertisements will be run in the News Press and the Ventura Star. The program's curriculum has been mailed out to the coaches. Overall, Tim feels that this program is off to a very positive beginning that will establish a firm foundation for what we plan to make an annual event for kicking off each new season. (Prior month's minutes contain a more detailed description of this program.) Report on Selection of new Technical Directors: Tim Vom Steeg reported that the executive board initially conducted interviews to fill positions for a boys and a girls Club technical director. After selecting the two candidates for these positions and reviewing the Club's structure, the executive board decided to make one position Director of Operations and the other Technical Director reporting to the Director of Operations. Neil Powell was chosen as Technical Director and Leo Chappel was chosen as Director of Operations. July 15 is the scheduled start date for these positions. Neil has been coaching for our Club for some time and so most of us are familiar with him. Leo Chappel has a very extensive and diverse background both in coaching and organizing soccer programs at all levels. He has coached in division 1 college programs as well as club programs. He is also qualified to put on coach certification classes. Let's all welcome Neil and Leo to their new roles in our organization. Financial Aid Requests should be submitted by July 15. All team managers/coaches have been notified of this deadline. Applications will be reviewed in the two weeks following that date by a three member committee(Steve Wheeler, Tim Vom Steeg, Bill McKinnon). Although we have more money than ever before for this purpose (thanks to a $10,000 contribution obtained by Nelson Trichler) there is only a small fraction of what would be needed to fully meets the needs of our community. Therefore, the committee will have to establish criteria for determining who the funds will be allocated to. The funds will be used to help defray a player's monthly fees and not to help with the initial up front annual fee. This approach was suggested to help avoid some of the financial problems that we suffered through all of last year (i.e., all players will now make an up-front financial commitment for the whole year that covers the fixed costs that the Club commits to for the whole year). Summer Cup Update (Dates: U10-U14 Aug. 18-19; U15-U19 Aug. 25-26): Nelson Trichler reported that the first weekend is basically full with 110 teams already entered. Bracketing and scheduling is to be done this weekend (7/14-15). The second tournament weekend currently has 65 teams but will be held open for a couple of more weeks (We can only accommodate 90 teams at most the second weekend due to the longer games.) We have lots of teams coming from outside of CYSA-South and even a team from Canada to continue our tradition of having teams from outside the United States. 2002 Winter Cup: The board decided to go ahead and formally apply to CYSA-South to hold this tournament on January 19-20, 2002, even though we do not have a tournament director for this tournament at this time. We do have the UCSB fields reserved for this date. Receive your monthly FCSB Board Minutes by E-Mail, sooner and with less cost by emailing your email address to bill.mckinnon@home.com. Board Meeting Agenda Items: In order to get an item put on the FCSB board agenda, call Bill McKinnon's work phone number 566-2255 ext.3181(anytime day or night) and talk to Bill or leave a message (or send email to bill.mckinnon@home.com). Agenda items entered 6 days or more before the meeting will get put on the agenda. Next Executive Board Meeting: The next regularly scheduled executive board meeting will be on Thursday, August 2, 2001 at 7:00 PM at Rusty's Pizza on Carrillo. Adjournment:
The meeting was adjourned at 9:05 PM.
Meeting called to order at 7:45 pm. Present were board members Jan Campbell, Kevin Cahill, and Tim Vom Steeg. Also present were Neil Powell, Leo Chappel, Margie Yahyavi and Nelson Trichler. Board members absent: Dick Lamb, Richard Ross, Chris Jones and Bill McKinnon. Approval of minutes: Tabled per request of Kevin Cahill. Nomination of sixth executive director: Search for additional director in progress.Directors identified need to broaden ethnic make-up of board of directors. Tabled official nomination due to the limited number of directors in attendance of meeting. Club President: Tabled discussion due to the limited number of directors in attendance. Financial Reports: Treasurer Chris Jones out of the country for three weeks therefore financial reports not available. Treasurer sent request for clarification regarding employment compensation for Leo Chappel and Neil Powell for the month of July. Motion made to pay Leo & Neil in twelve equal payments beginning July 1st, 2001 and continuing through June 30th, 2002. Motion seconded and approved. Treasurer sent request for decision regarding payment of coaching salary for John Tuttle. Although John was coaching the 2000-2001 BU13 team April and May, he had not been paid. Payroll records indicate no coach was paid for coaching that team those months. Motion was made, seconded and approved to pay John Tuttle. Chief Administrator's Report: Non-profit status: Margie Yahyavi reported FCSB's non-profit determination was completed by the IRS. It was determined that FCSB will continue it's exempt status as a 501 (c) (3) organization. SB Foundation Grant: FCSB has been granted an interview with the SB Foundation culture and recreation grant committee based on the preliminary application submitted June 7th. Interview is scheduled for August 17th at 11:30 am. Margie requested at least two board members be in attendance. Other Fund-raisers: Margie noted the preliminary 2001-2002 budget includes a fund-raiser that is budgeted to net $20,000. Last year FCSB did a club-wide car raffle fund-raiser. A CYSA-sanctioned fund-raiser known as "Peelers" was introduced and discussed. The board was in general agreement to do the car raffle again this year, however, make the Peelers fund-raiser available to individual teams or revisit the Peelers fund-raiser after the success of the car raffle is known. Summer Cup Ad Sales - Registration fees: 31 players have sold ads for the Summer Cup Tournament and are applying the revenue towards their club registration fees. Calendar 2001-2002 season: Finding this season's timeline of events to be cumbersome in regards to registration, Margie suggested a calendar for next season as follows: Try-outs March; Registration May; begin Summer Cup ad sales May 1st. It was countered that May registration for the following season would be difficult and unlikely. Payroll Service:
Quote was obtained from Countrywide Payroll Service Service includes twice
a month payroll checks, quarterly reports (including Workman's comp),
year-end W-2's, and year-end summary. Stephen Wheeler, club CPA, does not recommend Countrywide, however, and recommends "Paychex." No action taken. Club Director's Report: Leo Chappel Coach's Meeting 7-11-01: Reported 75% of coaches were in attendance, distributed copy of meeting agenda. FCSB Team Camp: Running smoothly, but concerned about the club participation (125 club players out of 245) Summer Cup Tournament: Concerned about the club's role in the tournament. Need to be "on the same page." BU16 team: Status very uncertain. Training: Begins next week. All coaches will be evaluated for the next 2-3 weeks. Team Contact: Meeting with all teams and parents over the next two weeks to share the club's vision and new expectations with them. UCSB/FCSB Team Camp Report: Tim Vom Steeg reported160 kids enrolled, 20 non-FCSB kids. Commented that kids from one team do not know FCSB kids from other teams. The kids are getting to know each other which is a good side-effect of the camp. Irvine coach very impressed with the FCSB kids. Camp generating a lot of publicity for the club. Overall, there is room for improvement but looks good. Financial Aid Report: Tim Vom Steeg reported he and Bill McKinnon met as the Scholarship Committee. They weighed the club's needs versus Nelson Trichler's concern regarding use of the financial aid for upfront registration fees. Tim & Bill decided on a 50/50 compromise. Awarded amounts could reach a maximum of 50% of player's registration fees and 50% of monthly fees. The committee has received 16 complete applications and 12 incomplete applications. Summer Cup Report: Nelson Trichler reported 201 teams are registered for the Summer Cup Tournament making the tournament fully subscribed. The field preparation is on track, vendor agreements on track. Everything running full speed ahead. Nelson made the recommendation that the board consider a paid staff to run the Summer Cup tournament in the future due to the heavy amount of labor involved. Other New Business: Club Barbeque: Margie Yahyavi emphasized the importance of 100% participation from the club for a successful barbeque. Flyers have been made and distributed to the team managers. Leo Chappel and Richard Ross volunteered to do the barbequing. Nelson Trichler suggested a club-wide photograph to encourage attendance. Margie will make those arrangements. Meeting adjourned
at 8:45pm.
The executive board meeting was called to order by Kevin Cahill at 7:20 p.m. at Rusty's Pizza on Carrillo. Present Tim Vom Steeg, Kevin Cahill, Dick Lamb, Margie Yahyavi, Leo Chappel, Neal Powell, Bill McKinnon, Randy Jones, Phil Easterday, Janice Thomson, Terri Allison, Andra Gordon; Absent Richard Ross, Jan Campbell. Announcements & Correspondence: There were none. Members Forum: Decision and Communication Process for Coaching Assignments: Janice Thomson, Randy Jones, Terri Allison and Phil Easterday presented a formal proposal to the board on behalf of the parents of our GU13 team describing a proposed procedure to improve the process by which coaching changes are made and communicated to a team (see attached proposal). The goal of the proposal is to improve the communication process so as to avoid surprises and minimize player/parent concerns involving any coaching changes. There was a discussion of several aspects of the proposal. The board was very appreciative of the GU13 parents' work to present a concrete proposal for mitigating the problems that they had experienced. Action Item: Leo Chappel and one board member will use this proposal as a base to develop a proposal to be presented to the board as an action item at the October general board meeting. Goal Keeper Trainer: We did not have a dedicated goalkeeper trainer for a period but we do now (see Director of Soccer Operations Report below). Why are we not having trainers like last year? Andra Gordon of the BU14 team raised this concern. Tim Vom Steeg explained that the Club had decided that the best way to build our Club was to attract the best coaches we could find. It was felt that it was more effective to put the Clubs resources into coaches rather than trainers. The coaches we get should essentially be the trainers as well. The prior Club Technical Director who had started the trainer program was actually the one who first decided to drop the trainers this year. Review of Prior Month's Minutes: Minutes for the July 12 meeting were not approved because of an outstanding question about an accounting issue at the last meeting that still remained unanswered. Action Item: Margie Yahyavi will work to see that this issue is resolved to Kevin Cahill's satisfaction before the next meeting. Minutes for the August 2 meeting were not approved either. Action Item: Bill McKinnon will send out copies of the last two months meetings prior to the next meeting for executive board to review once more. Reports: Director of Soccer
Operations Report (Leo Chappel): * Leo met with the new GU13 coach Martin Cook and attended his meeting with the team and parents. Martin is very positive and will do a great job. Janice Thomson has been very supportive in her new role as the team's manager. * CYSA-South called to inform Leo that the Winter Cup has been accepted. Action Item: Margie Yahyavi will see to it that our Winter Cup is posted on the CYSA web site, cross-linked to our Winter Cup page, and that our Winter Cup page is updated. * Leo met with Armando at Aggressive Soccer to go over the new procedure about equipment for the Club. There will no longer be a running tab at the store for coaches as this led to abuses in the past. Everything that goes on the Club's account must first be approved by Leo. Armando was very happy to eliminate this area of confusion between the Club and his store. * Neil Powel and Leo are putting on a clinic for our Club's coaches on Wednesday, September 26. Club Administrator's
Report (Margie Yahyavi): * Margie made a proposal regarding a modification to our current team monthly fee structure (see report attached as part of Administrator's Report). Although all of the information is present in this report and the report had been sent to the board ahead of the meeting, the board members had not had a chance to review it yet and in the interest of time at this meeting asked to have it moved to an action item for the next board meeting. Action Item: Secretary move item to next month's "action item list" and Margie Yahyavi distribute the proposal again before the next meeting. Finance Report
(Dick Lamb & Margie Yahyavi): Technical Director's
Report (Neil Powell): * Neil plans to organize a once a week U10 training program starting in October probably on Fridays. This program will expose 6-10 year olds to top quality soccer training and get them excited about soccer in general and FCSB Club soccer in particular. * Our new goal keeper coach will be seeing each keeper once a week. * Neil is organizing
an "Adult 5-a-side Tournament" as a fund-raiser in the May 2002
time frame. The following is an outline for this tournament. Summer Cup Wrap-Up
Report (Bill McKinnon): * 197 teams participating
(including 15 FCSB teams) over two weekends made this the largest tournament
we have ever put on Old Business * Action Item: Margie will contact the individuals above with the goal of finding out who is ready to serve as a member of the executive board. * Assignment of Board President: The executive board is tasked with choosing a president from among its members. Two executive board members were absent from this meeting and no action was taken. * Action Item: All executive board members need to consider which of their members they want to be president or how to attract someone new to the executive board that would be willing and able to act in this capacity. * Adoption of Coaching Salaries: By a unanimous vote, the coaching salaries presented in a spreadsheet by Margie were formally adopted. * Re-Budgeting in light of tournament income: In light of the financial success of the tournament, FCSB's annual budget for the current year needs to be reviewed. * Action Item: Dick Lamb review and revise the FCSB annual budget with the goal of presenting the revised budget at next month's board meeting. New Business * All reports to be considered by the board should be distributed via email to board members at least 3 days prior to the meeting so that the board members can review them prior to the meeting. These will include regular monthly reports from the Club Administrator, Finance, Director of Soccer Operations and the Technical Director as well as minutes from previous meetings and any other reports that the board is to consider. * A Club Members Forum with a limited time allotment will be introduced at the beginning of the meeting to provide an opportunity for Club members to bring issues before the board but yet limit the amount of time spent on a single topic. The goal here is not to restrict members' access to the board but rather to ensure that the board does not spend so much time on a single issue that it is unable to get to all its other issues. This technique was successfully used by the Isla Vista Parks Department for the same reasons. * The Agenda and minutes should be reorganized (similar to the way these minutes have been) to group Old Business items (which should primarily be actionable by the board at the current meeting) prior to New Business items (which may involve more discussion). In general, an issue would first appear as a New Business item one month, then be moved to become an Old Business (actionable) item the following month and then be acted upon and completed. This proposal was adopted by acclamation. Need for Winter Cup Tournament Director: The Winter Cup tournament is scheduled for the weekend of January 19-20. Last year Margie Yahyavitook on this job but found that she could not perform both her Club Administrator's job and this at the same time without both suffering. Therefore, it is imperetive that the executive board find a tournament directory this month or else seriously consider canceling the tournament. Action Item: All executive board members must find a Winter Cup tournament director within the next month. Professional Development League (PDL): A proposal for a PDL associated with FCSB is being pursued. Tim Vom Steeg assured the board that there is no financial impact to the Club either in terms of cost or liability. This item is to be moved to an "Old Business" (i.e., action) item for next month's meeting. Adjournment:
The meeting was adjourned at 10:55 PM. Board Meeting Procedures: Board Meeting Agenda Items: In order to get an item put on the FCSB board agenda, call Bill McKinnon's work phone number 566-2255 ext.3181(anytime day or night) and talk to Bill or leave a message (or send email to bill.mckinnon@home.com). Agenda items entered 6 days or more before the meeting will get put on the agenda. To receive monthly FCSB Board Minutes send your email address to the Club secretary (bill.mckinnon@home.com). (Reports referred
to in the above minutes follow) FCSB Board of Directors Dear Board Members, We send you this letter to urge you to establish clear and firm guidelines with regard to the decision and communication process for coaching assignments. The process that was employed this August was unacceptable. While, due to registration time constraints, we are registered to play in the El Camino League, the families are very dissatisfied with the unprofessional process used in our recent coaching change and are wary about future actions of Club Administrators. You are certainly aware of the sequence of events that led to the loss of an original member of the G U-13 team, Michele Trichler. Additionally, we lost the support of this member's family who has contributed significant volunteer hours to FCSB over many years. The actions of the administration leading to this situation are very troubling to the parents of the players on this and other teams, and should be to you. Had your staff been upfront in their communication regarding the coaching change with all the teams involved, we would not be here tonight. Miscommunications in the future can be avoided by open and responsive explanations and discussions. The purpose of this letter is to outline several key components of a new policy that your Board should consider and adopt before any future coaching/training changes are contemplated. It is our hope that with a written procedure in place, no other teams will have to endure the disrespectful treatment and turmoil created by your coaching administrators. Please consider the following recommendations and language for FCSB initiated coaching changes: The process of selecting or changing a coach shall involve the Head Coach, Technical Director, the affected coach and the Team Manager. While the final decision is the responsibility of the Head Coach and Technical Director, potential changes and the reasons for the change shall be clearly communicated to the Team Manager prior to a final decision and public communication of the change. Allowing the Team Manager to participate in the process will insure a smoother transition for the players and parents to support the change if warranted. All coaching selections or changes made by the Head Coach and Technical Director should be finalized and announced by May 31 of each year, before the FCSB June break. If no changes in a team's coaching status are proposed, the existing FCSB coach will be committed to their present team through State Cup, unless extenuating circumstances arise (such as a coach moving away). Proposed coaching changes after May 31 of each year, shall be submitted in writing by the Head Coach and Technical Director to the Team Manager of the affected team, a minimum of one month prior to the proposed change. This would allow the Team Manager adequate time to discuss the proposed change with the parents and players of the affected team(s) and develop a consensus regarding the proposal. Please consider the following language for team initiated coaching changes: A team shall have the option to evaluate the effectiveness of their coach and propose a change. Any proposed change shall be set forth in writing to the Head Coach and Technical Director within one month prior to the proposed change. If the team cannot locate and select a coach from within the area, the Head Coach and Technical Director shall diligently work with the Team Manager to find a suitable replacement. We wish to thank the Board Members who met with us in August. We hope the entire Board will consider the policy recommendations set forth above and understand that it is our intent to have all future communication between the Board, its Head Coach and Technical Director, and FCSB Team Managers and parents to be clear, open and responsive to the concerns of the involved parties. Adoption of these policies will assure parents that their children will receive the benefits of a stable coaching environment. Clear policies will also remove the current perception that changes are enacted in an arbitrary manner. This stability is essential in the recruiting of new players. The primary draw to a club environment is the individual team players, the coach from which the child will receive direction and training, and the integrity of FCSB. Sincerely, FCSB Girls U-13 Families Proposal regarding Team monthly fee: Proposal: $55 per player up to 15 (current policy is $825 per team) Reasoning: Several of our teams have 12-14 players registered. These teams include 2-4 scholarship players, some who received help from the club and some did not. The parents are making donations to the team to cover the costs of these players. In addition to bearing the additional cost of supporting scholarship players, under the current system, those teams with less than 15 players registered also have to pay increased monthly fees. Outcome: The biggest problem with adopting a $55 per player policy is that it will reduce the coaching budget. City of Santa Barbara Youth Activities Co-Sponsorship Agreement: I had a 2 hour meeting with Cliff Lambert, City of Santa Barbara, last week regarding the City of Santa Barbara Co-Sponsorship Agreement. The meeting went very well and ended on a promising note with Mr. Lambert very eager to help FCSB target and fund low-income, financially disadvantaged players. We discussed specific ways the City could help FCSB such as reducing field fees, finding financing through grants and donations, transporting players to practice, and co-sponsoring fund-raisers with Westside Boys & Girls Club, PAL, City of Santa Barbara & FCSB. Mr. Lambert had meetings scheduled later in the week at which time he would present these ideas to the various agencies mentioned. Mr. Lambert followed up with a call to me Monday afternoon. The outcome of his meetings revealed the following information: Boys & Girls Club Downtown intends to aggresively pursue a Club Soccer program for the low income & disadvantaged children, with Rudy Ybarra, Jaime Andrade, and the B&G Club Athletic Director as Program Directors. The B&G Club program will be able to operate at a substantially lower cost than FCSB due to a number of factors: a) Jaime Andrade and
the B&G Club Athletic Director are paid through the B&G Club payroll
and will incur no cost to the program. Due to this information, Mr. Lambert stated the City would not be interested in providing or working to secure funding for the FCSB program when the same service will be provided at a lower cost through B&G Club. Mr. Lambert suggests we continue to pursue scholarship funding independently or initiate a discussion with B&G Club to merge. His discussions also included a meeting with Parks & Recreation Department who, once again, reiterated their position to open fields for all organizations regardless of size. FCSB will not be given any preferential treatment regardless of our contributions to the fields or school sites. Proposal for Streamlining FCSB Board Meetings: Send out a packet
(preferably by e-mail) 3 - 4 days before the scheduled meetings for board
member review. The packet should contain: AGENDA: * action item (Please
review well before meeting)
The general board meeting was called to order by Dick Lamb at 7:10 p.m. at La Colina Jr. High School. Present Tim Vom Steeg, Kevin Cahill, Dick Lamb, Richard Ross, Jan Campbell, Leo Chappel, Neal Powell, Bill McKinnon, Janice Thomson, Tom Wentling, Michelle Arya, Donny Rippberger, Martha Lannan, Rick Barker, Bill Spiewak, Joe Kiffe, Andra Gordon; Absent Margie Yahyavi. Announcements &
Correspondence: The secretary read a very gracious thank you letter to the Club from Sherri and Nelson Trichler for the awards they were each presented in acknowledgment for the years of service they have given to our Club. It concluded, "We wish the Club all the best and hope it will continue to grow and be of great value to the youth of our community." Members Forum (a.k.a.
Open Mike Presentations): To make our board
meetings as productive as possible, any Club member wishing to present
an item at a board meeting should submit to the Club administrator the
following items at least three day prior to the meeting. Review of Prior
Month's Minutes: Reports: Santa Barbara Foundation Grant: FCSB was awarded a one-year program grant in the amount of $15,000 to be used to expand the Tournament Director position to significantly increase our corporate and individual fundraising activities so that the Tournament Director's efforts would become self sustaining and generate much needed funds for those financially disadvantaged families who would like to be a part of FCSB. SB Parks & Recreation Dept. is accepting 3-month reservations from various sport groups on varying 3-month tracks. FCSB's quarter is for the months of August-October, November-January, February-April, and May-July. The Parks & Rec. Dept. is running AYSO & Quantum on a track of September-November, etc. Because we were unaware of these new alternate tracks, we were not able to avoid losing one of the fields for 3 months. The bottom line is that from 4-6 PM we will not have as much field space at La Colina during the rest of October and November. Margie looked into the possibility of reserving SBJH from 4-6 when it becomes available (scheduled for Dec. 15) but that may not happen until the spring depending on how the new grass grows. Margie is working positively with Parks & Rec. to try to avoid this confusion in the future. Steven Wheeler is preparing FCSB's tax returns and year-end financial report required by our bylaws for the membership. Stephen's preliminary work on the tax returns has led him to the conclusion that we need year-end financial reports from each team. A very short sample form has been prepared for team managers to fill out to provide this information. Action Item: Margie Yahyavi will make sure that all team managers receive a copy of the team financial report form for last year and get it back to her in a timely manner. Player/Parent Handbook: Kevin Cahill emailed Margie his handbook draft. Leo is reviewing the handbook and plans to get it to Margie by Monday and Margie will put together the final draft. Action Item: The executive board, Leo Chappel and Neil Powell need to review the "final draft" from Margie with the goal of being done ASAP and definitely before next month's board meeting. Finance Report
(Dick Lamb): Action Item: Dick Lamb will work with those who are unable to open the budget spreadsheet so that they are able to view the budget. Anyone who is unable to view the budget should reply to Dick's email so that he can work with you to resolve this issue. Donny Rippberger raised an issue about U14 teams that are not shown to be participating in the Club during high school season because half of their players are in high school. Nevertheless, the other half of the players would like to continue training. Donny felt that the Club should have an official policy on how this situation should be handled rather than on an ad hoc basis each year. It was generally agreed that the U14 players not yet in high school should be allowed to make a prorated per player payment and continue working out with the Club. Action Item: Margie
Yahyavi will see to it that one of the board members or Leo Chappel adds
a section to the Player/Parent Manual to address this issue. Director of Soccer
Operations Report (Leo Chappel): Leo spoke with the National Soccer Coaches Association of America (NSCAA) and is going to run a Regional Diploma or National Youth Diploma for all the Club coaches to further educate them as well as license them nationally through NSCAA. This will hopefully happen at the end of the league season in early December. This clinic will also be open to managers or other members of the Club who want to get a coaching license which comes in handy in the unlikely event that the regular coach is thrown out by a referee. In that case, the game ends unless there is another licensed coach for that team on the sidelines. It was mentioned that it might be a good PR move to even open this up to some ambitious AYSO coaches. Leo is also planning an end of season Club awards banquet and barbecue for late November or early December. Action Item: Leo Chappel arrange and publish the date and location for both the coaches certification clinic and the end-of-season barbecue so that people will have as much lead time as possible to make their plans to attend. Technical Director's
Report (Neil Powell): He has seen most teams play in the last month, most several times but still needs to see BU13 Red, BU18 Wildfire, and GU16 Red. Neil conducted training sessions with several teams including GU16 Red, GU18 Empire, and BU11. The free Friday Development Camp for U10 and younger players started last Friday and was a great success. Good participation and even interest already in helping set up a new U11 team for next year. Neil reported that
he would like to strongly recomment that all of our teams attend the following
tournaments. This has the potential to reduce our entry fees (group discount),
allow the players & coaches to support each other, and generally improve
our sense of Club identity. The northern county practices have been going very well. Approximately 25 players at each session ranging from GU12 to B/G U16. The practice has been run by Neil, JJ, Alfredo and Leo to date and these sessions have included mainly Technical and Fitness work. Leo has heard regularly from parents, expressing their gratitude and delight at the quality of practice. Discussion Items: Action Item: Executive board has the duty to review the written statements Margie collects and select the replacement executive board member. Tournament Operations Director and Tournament Fund Raiser might either be two positions or a single position depending upon the abilities of who we can find to do these jobs. The idea would be to hire a single person who could do both but the skill sets for the two functions are not the same. Action Item: Dick Lamb will see to it that a committee is formed to find one or more individuals to accomplish these critical rolls and make a recommendation to the executive board ASAP. Action Items (to vote
on at this meeting): The Proposed New Procedure for Making Coaching Assignments
was presented by 1. The Club is committed to having coaches in place by May 31 for the following season. In the case that a coach is not in place by the May 31st it will be the responsibility of the Technical Director working with the Director of Operations to oversee the practice sessions until a coach is selected. 2. The Coach is under contract to the Club to coach the team that he or she is assigned. The term of the contract is 1 year and the Club is committed to keeping the coach with the same team for that year. 3. Parents who have concerns regarding any aspect of the coaching situation should contact the Technical director first. If the issue(s) cannot be resolved the concerns can be taken up with the Director of Operations who has final say of the situation. 4. In the extraordinary situation that a coaching change is deemed necessary mid year, both the Technical Director and the Director of Operations must concur and the following steps will follow: a. The Director of
Operations will notify the Executive Board of the change and the reasoning
behind the change. 5. All decisions regarding coaching assignments, coaching changes, or coaching in general rests first with the Technical Director and ultimately with the Director of Operations. There followed an open discussion acknowledging the tension that exists between being sure that, on the one hand, soccer decisions should finally be made by the hired staff that are the most knowledgeable about the subject, and, on the other, that the parents (particularly of younger players) wish to be sure that their concerns are heard and understood so that misunderstandings are kept to a minimum. People often have a natural resistance to change and yet we know that change is inevitable as well as necessary for growth. The challenge is to manage the change as productively as possible. Action Item: Jan Campbell volunteered to make some small revisions in the proposal to try to minimize future misunderstandings while still recognizing that the final decision (as all present agreed) ultimately rests with the Director of Operations. Donny Rippberger offered to help in this effort. Adding a Premier Development League (PDL) team to FCSB: Rick Barker made the following question and answer presentation to describe what a PDL team is as well as the mutual advantages in associating FCSB with a PDL team that is now in the process of being organized in Santa Barbara. 1. Who is the United Soccer Leagues (USL)? With 120 adult outdoor teams in five separate leagues and a growing youth league expecting over 200 teams in 2001, USL is the second largest organization of sports leagues in the U.S., trailing only Minor League Baseball. United Soccer Leagurs is sanctioned by U.S. Soccer and was founded in 1986 by Francisco Marcos. 2. What is the Premier Development League (PDL)? USL's Premier Development League is the highest-level national amateur league in the U.S. Fielding 45 teams in 2001; the PDL offers players a chance to compete in a national league while maintaining their collegiate eligibility. The 2001 season will be the leagues second as a U23 league. 3. How is a PDL team different than the rest of the teams? Actually they are a lot alike. The PDL team has its own coaches and management. It is responsible for its own fundraising. It is responsible for collecting its own funds. 4. What would this cost FCSB? Not a penny? We have already secured the initial funding to get the ball rolling. The PDL would have its own account set up within FCSB and would be run separately. The PDL would have its own staff. The only requirement of a FCSB staff member would be to accept and write checks. We estimate maybe 2 hours a month that the PDL team would be billed for. 5. Would this take the focus away from FCSB as a youth club? Absolutely NOT? FCSB teams would be showcased at all of our games; we would use our players throughout the year as trainers for the rest of FCSB. The things we can do together are endless. 6. What about the girl's teams? Our hopes would be to get a W-League Franchise in the near future, depending on the success of the PDL. I think the chances for that are very good. We have the staff, players and support to launch the PDL immediately. I feel once we learn how the league operates and we get out feet wet, the next logical step is a W-League Franchise. That is why the addition of a FCSB Women's Team is critical. 7. Will this affect FCSB's non-profit status? NO! Forty percent of PDL teams are run non-profit. 8. Will this take resources away from FCSB? The PDL will not use FCSB fields, coaches or trainers. The PDL will practice at Storke and Las Positas, and games will be played at Harder and La Playa. The PDL will use as stated earlier the services of the bookkeeper for about 2 hours per month. 9. Will the PDL happen without FCSB? Absolutely, it already has? I was granted the franchise last week. This is a great opportunity for soccer in Santa Barbara. 10. Why join with FCSB? Win, win for everyone involved. For PDL, it gives instant credibility with an established club with a reputation already in the community. The non-profit status of FCSB makes it a lot easier in gaining donations. For FCSB, it gives exposure needed in securing additional sponsorships, uniforms, etc. This is also a great way to showcase the Club on a national level. The discussion that followed Rick's presentation alternated between excitement about this opportunity to expand and grow our Club and two major concerns which were: a. Liability of FCSB
in general and of the individual board members in particular. The entire general board voted unanimously to further explore the PDL team opportunity to see if the concerns can be eliminated and if there are any others that should be investigated. Action Item: Kevin Cahill and Dick Lamb will head up the further investigation of the PDL team opportunity. Adjournment: The meeting
was adjourned at 9:20 PM. Board Meeting Procedures: ADMINISTRATOR'S
REPORT NEW BUSINESS: Summer Cup revenue sharing has been allocated to the teams. The Staff Hours Revenue Report and the Team Hours Revenue reports are attached. Financial reports have been completed by bookkeeper, Anita Blume. They are not available electronically. I will distribute at the Wednesday noon Executive Board meeting. FCSB currently has 234 registered players, 115 female, 119 male. FIELDS: SB Parks & Recreation Dept is accepting 3-month reservations from various sport groups on varying 3-month tracks. FCSB's quarter is for the months of August/September/October, November/December/January, February/March/April, and May/June/July. The Parks & Rec Dept. is running AYSO & Quantum on a track of September/October/November, etc. Subsequently, Quantum reserved 1 field at La Colina for the month of November from 4-6 on Mondays/Wednesdays, and AYSO reserved 1 field for the month of November from 4-6 Tuesdays/Thursdays. What this means to FCSB is we'll have to share fields at La Colina for 2 ½ weeks in November. We are back to our normal schedule for December/January. I am pursuing the possibility of reserving SBJH from 4-6 when it becomes available. SB Parks & Rec states completion date is now December 15th, however, Eric Arneson predicts a more realistic completion date will be in the spring. No FCSB decision has been made regarding the use of SBJH, and I'm not sure how much time we can get at SBJH, but I'd like to get our foot in the door to broaden our options. I recommend that the coaching staff have a discussion about the viability of running practice sessions at two locations, and how many teams would prefer to use the 4-6pm slot instead of the 6-8pm slot. Stephen Wheeler is preparing FCSB's tax returns and the year-end financial report required by our bylaws for the membership. According to the bylaws, the financial report should be submitted to the membership within 90 days of the close of the fiscal year. Stephen requests, however, that we extend the due date another 30 days until he has a chance to complete the report for the sake of accuracy. Please make a motion to extend the year-end financial report for the membership for 30 days. Stephen's preliminary work on the tax returns has led him to the conclusion that we need year-end financial reports from each team. We haven't obtained year-end financial reports from each team in the past, and it may be difficult to obtain now, 90 days later, but if the board wishes, I can pursue that. STEPHEN WHEELER REQUEST: Stephen Wheeler has agreed to file the club's annual tax return and help with the annual statement. He is finding that the work entails more than he had anticipated. Although he is still doing a substantial amount of work pro bono, he would like to trade about $200 worth of private training sessions for his son in exchange for the work he is doing on the club's financial matters. Is that a possibility?
SANTA BARBARA FOUNDATION GRANT: FCSB was awarded a one-year program grant in the amount of $15,000. The funds are to be used to assist with a newly created Tournament Director position designed to build on our proven fund-raising strategy of putting on tournaments. It's purpose is to increase our ability to generate funds for those financially disadvantaged families who would like to be a part of Futbol Club. The Foundation will grant us $7500 in November. A "Six-Month Report" is due by April 12, 2002 which reports our goals and progress. A mid-year interview with the Foundation is scheduled for Thursday, April 18, 2002 at 4:30p.m. Should we be fulfilling our goals or have reasonable explanations and adjustments made to our plan, we will be awarded the second $7500 of our grant. Part of the proposal was the solicitation of tournament sponsors - both local businesses and corporate sponsors, as well as private donors. The next step is to find the right person for the job.
POSSIBLE APPROACH TO WINTER CUP LABOR: a) Dedicate the $15,000 for a Tournament Director (with the above job duties required) as outlined in SB Foundation's proposal b) Earmark tournament profits to compensate those individuals who take on the 3-4 labor-intensive key positions c) Credit the other more minor staff positions with team credit for the excess hours they contribute towards the tournament.
OLD BUSINESS: ACTION ITEM: MINUTES for the July 12 meeting were not approved because of an outstanding question about an accounting issue at the last meeting that still remained unanswered. The question raised regarding the financial reports of June & July: The report dated 6/28/01 shows in the Income column under the Uniform Deposits category a total of $8,775.00. The report dated 7/9/01 prepared right before the Treasurer left for Europe shows the same category with a total of $16,200.00 FINDINGS: Chris Jones states that the report dated 7/9/01 states the total amount collected for Uniform Deposits which includes deposits which were made by the previous treasurer and deposited into an account known as the "Empire Account." The report dated 6/28/01 did not include the information from the "Empire Account" and therefore only showed the Uniform Deposits that were made to the FCSB Checking Account. All money from the "Empire Account" was transferred into the FCSB Checking Account when Chris took over the job in the summer of 2000.
When I checked the site the next morning, September 14, the Winter Cup notice was posted on the CYSA web site and cross-linked to our Winter Cup page. Our FCSB website page for Winter Cup is updated. Brian Hersh has agreed to continue as Registrar for the Winter Cup tournament.
I presented a proposal regarding the team monthly fee asking that the current policy of $825 per team be revised to $55 per player up to 15 players. Board member, Kevin Cahill asked what teams were specifically asking for this policy to be changed, and at the time, only BU13White was asking for this. Since the September 13th board meeting, the BU13 White team has recruited two more players, bringing their roster to 14, which has eased the team's financial strain considerably. BU11 have approached the board with a similar request however, no other team has asked for monthly team fee consideration. Therefore, I would like to withdraw my original proposal of September 13th and recommend that the board consider requests on a case-by-case basis as they arise.
The following members indicated on the FCSB Family Registration Form interest in serving on the Executive Board: BU11 Melinda Zerrenner In addition, the board was impressed with Janice Thomson's work with the club and commitment to work with the board on the GU13 team's concerns, and suggested Janice as an excellent candidate as an Executive Board member. I contacted Janice Thomson on September 14th, who reported she has a busy schedule and a medical condition that limits her ability to participate as much as she would like, but agreed to give it consideration. I have not followed-up with Janice. Melinda Zerrenner would be interested sometime in the future, but not right now. Neil has requested that the board talk to him regarding other candidates prior to moving forward.
Kimberley Short and Rick Barker have indicated interest in the Tournament Director position. At this point, the Board of Directors and I need to discuss the Santa Barbara Foundation grant and determine how to structure the position before we can continue discussion with individuals.
The general board meeting was called to order by Dick Lamb at 7:10 p.m. at La Colina Jr. High School. Present Kevin Cahill, Dick Lamb, Richard Ross, Jan Campbell, Tim Vom Steeg, Michelle Arya, Duncan Turner, Margie Yahyavi, Neal Powell, Bill McKinnon. Announcements &
Correspondence: Members Forum (a.k.a.
Open Mike Presentations): Statement of problem,
suggestion, or complaint Review of Prior
Month's Minutes: Reports: Finance Report
(Margie Yahyavi for Anita Blume): Club Administrator's
Report (Margie Yahyavi): Club Photo: The photographer that took the Club wide player photo at the UCSB club night in October gave the Club an 8 x 11 mounted print. The board thought a copy of this picture should be sent to the SB Newspress at the first appropriate opportunity (e.g., perhaps end of league season). Action Item: The board asked Margie to have this picture put on the Club web site and copies offered for sale to Club members. La Colina Fields: Margie met the La Colina Jr. High principal, David Ortiz, and did a "walk around" of the fields noting the areas that are safety concerns and the areas that are over watered. Margie has spoken to Parks & Recreation about the problems at the fields and David Ortiz said that he would follow up. Also the field maintenance company is supposed to come out on either November 17/18 or on November 24/25 to eradicate the gophers and ground squirrels. The Field Lining proposal by Scott Fredericey to do all the Club's fields both in the Fall and at the tournament (see attached Admin. Report) was tabled until the new tournament director (see subsequent item) is able to determine how this task should be handled for the tournaments. The Tournament Registrar's Request for up to $1,500 for upgrading/replacing the computer and/or fax and/or copy machine Brian Hersh uses for doing all of the tournament registration was favorably received by the board pending approval by the board of a formal itemized list of exactly what was needed along with its cost. Technical Director's Report (Neil Powell): (report actually presented during discussion items) The free Friday Development Camp for U10 and younger players is a huge success with forty players signed up. There is already talk of both U10 and U11 teams for both boys and girls next season. Alfredo is now helping along with two of our U16 girls who receive community service credit for their time. Recommendation for 2001/2002 season: If the Coast Soccer League (CSL) allows home fields in Santa Barbara, we should consider moving all of our ECRSL teams to the CSL North Divisions. Travel would be the same but competition might be better. If the Club has 18 teams in CSL, then that league may feel the home base is worthwhile. Our league seasons are coming to a close. Our teams have done extremely well. ECRSL: 60-26-21; CSL: 49-10-11; Goals: 201 for, 70 against Practice polo fields in Carpinteria: The acreage on which these fields are located is currently for sale. These fields possibly could be used for tournaments until they are sold through some sort of lease agreement. There is enough space for 10 fields and parking. Action Item: Dick Lamb will look into this further. Action Items: Individual Team Summary Financial Reports: Margie Yahuavi is working with Steven Wheeler to get this report covering last year from the six teams which have not yet turned it in so that the FCSB tax returns can be filed. Steven Wheeler is submitting an filing extention so that FCSB will not be penalized for filling its tax returns late. Action Item: Margie Yahyavi will ensure that we get the reports we need from individual teams so that our tax returns can be filed. FCSB's Player/Parent Manual should be complete and ready for distribution this month. The board decided to have copies of the manual handed out automatically just to the youngest teams. We will also make them available to anyone else who requests one and the manual will be posted on the FCSB web site. Action Item: Margie Yahyavi will handle the distribution of the new Player/Parent Manual. Earning Interest on FCSB Account Balance: FCSB collects fees at the beginning of the year that are then spent over the course of the year. Therefore, we carry balances in our checking account that could be earning interest during the earlier parts of the seasonal year. Several board members emphasized that only the very safest accounts are appropriate for a non-profit organization. Action Item: Dick Lamb will look into what the possibilities are for the Club to earn interest on its balances while maintaining the highest degree of safety. Tournament Director Position: Five individuals formally expressed interest in the FCSB Tournament Director/Sponsorship position. A couple of these had to withdraw from consideration due to health or timing considerations. The board was pleased with the quality of the applicants and wants to thank them all for their interest. In the end, the determining factors were prior experience running youth soccer tournaments and long standing commitment to youth soccer in this area. The board chose Debbie Foley as their first choice to be the tournament director for the next twelve months starting as soon as possible. Action Item: Kevin Cahill, Jan Campbell and Margie Yahyavi will negotiate the final details with Debbie. The payment structure should call for fixed payments before and after each tournament date starting immediately with the Winter Cup tournament to be held January 19/20. The agreement should also contain an "at will employment" clause that enables either party to terminate the arrangement (although it is clearly FCSB's intent and expectation to retain Debbie for at least a year). PDL Proposal Dropped: Dick Lamb announced that the proposal to associate a Professional Development League (PDL) team with FCSB (see last month's minutes) had been dropped at this time by mutual agreement. The PDL team needed to be able to make decisions faster than FCSB is currently able to do and FCSB needs to develop an even clearer picture of its long-term goals before taking on such an association. Revision of Procedure for Making Coaching Assignments/Changes: Jan Campbell presented a revised version of this procedure (see attachment) that was originally presented at last month's board meeting. Following a discussion, the board voted unanimously to adopt Jan's revised version as FCSB policy for the procedure to be followed in making future coaching assignments/changes. Discussion Items: Director of Operations Position: Last month by FCSB and Leo Chappel came to a mutual agreement that the job duties FCSB wanted to be performed for this position did not match well with those that Leo was expecting to do when he accepted the job. Therefore, Leo's employment with FCSB was terminated although there was agreement that there could well be mutual benefit in the future in hiring him for specific short term projects such as putting on a coaches certification clinic. There was a good discussion of whether the Club should try to hire another person to fill the Director of Operations position as it had been defined or do something else. Currently the Club has three part time paid positions that have evolved over the last few years (i.e., Club Administrator, Technical Director, Director of Operations). One possibility might be to restructure these positions next year rather than leaving them as they are. Significant thought will have to be put into this issue along with the Club's long term vision. Therefore, further discussion was tabled since we were running out of time at this meeting. Responsibility for Managing Coaching Budget: With the Director of Operations departure and no immediate plans for a replacement, the board had a lengthy discussion on how best to manage the already approved coaching budget for the remainder of this seasonal year. Jan Campbell made the following motion. The FCSB Technical Director, Neil Powel, shall be given the responsibility to manage the coaching budget for the remainder of this seasonal year within the specifications of the already approved budget and according to existing FCSB policies. This includes the power to hire and fire coaches within the bounds of the already approved budget. Tim Vom Steeg amended the motion to include the following: There shall be a $600 fund set aside for the Technical Director to use at his discretion to handle minor problems without having to get prior board approval. The motion passed by a vote of five to one. Strongly Recommended Tournaments: There was a discussion of the benefits of having our teams attend the same tournaments as much as possible. This has the potential to reduce our entry fees (group discount), allow the players & coaches to support each other, and generally improve our sense of Club identity. The board voted unanimously to "strongly recommend that all of our teams attend the following tournaments for which they are eligible". Jan. 5-6 Condors Classic
- Arroyo Grande Board Meeting Procedures: Next Executive Board Meeting: The next regularly scheduled executive board meeting will be on Thursday, December 13, 2001 at 7:00 PM in the teachers' lounge at La Colina Jr. High School. Board Meeting Agenda Items: In order to get an item put on the FCSB board agenda, call Bill McKinnon's work phone number 566-2255 ext.3181(anytime day or night) and talk to Bill or leave a message (or send email to bill.mckinnon@home.com). Agenda items entered 3 days or more before the meeting will get put on the agenda. To receive monthly
FCSB Board Minutes send your email address to the Club secretary (bill.mckinnon@home.com). ADMINISTRATOR'S REPORT November 5, 2001 OLD BUSINESS: PLAYER/PARENT HANDBOOK: The final draft is underway. SANTA BARBARA FOUNDATION GRANT: The foundation held a reception for the award recipients On Thursday, November 1st. FCSB was represented by Jan Campbell, board representative and Margie Yahyavi, Club Administrator. Each grant recipient was introduced and said a few words about their non-profit organization. It was an honor to be in attendance with so many hard-working, outstanding non-profit organizations that give so much to our community. CLUB PHOTO: The photographer made an 8x11 matted print for us to do as we wish. Give some thought to what you want to do with the photo - and if we want to offer parents the opportunity to order a print. WINTER CUP TOURNAMENT; In the absence of a tournament director, the following steps have been undertaken to get the tournament rolling: · Contacted
UCSB regarding fields VACANCY ON EXECUTIVE BOARD: The following members indicated on the FCSB Family Registration Form interest in serving on the Executive Board: BU11 Melinda Zerrenner At the board's request, all members above were contacted regarding board positions. Duncan Turner and Michelle Arya agreed to sit on the board for a term ending April 30, 2003. Both Dr. Turner and Michelle Arya were appointed by the Executive Board at a Monday, October 22 meeting. NEW BUSINESS: Financial reports are being completed by bookkeeper, Anita Blume. They are not available electronically. They will be available at the board meeting on Thursday, November 8 or could be distributed sooner if the board will be meeting in the interim. FIELDS: Latest completion date for SBJH fields is now April 2002. Conditions at La Colina are deteriorating due to excessive watering. I have been in contact with Parks & Rec, however the fields continue to be watered on Friday nights. David Ortiz, La Colina principal, has agreed to do a walk-around with Neil and myself. In addition to the watering, there are now low spots and holes which are a safety concern. FCSB's tax returns year ending 6/30/01: Stephen Wheeler will be submitting an extension due to the extensive nature of the tax return. Year-end membership financial report The year-end financial report required by our bylaws for the membership should be submitted to the membership within 90 days of the close of the fiscal year. Stephen requested however, that we extend the due date another 30 days until he has a chance to complete the report for the sake of accuracy. His preliminary work on the tax returns had led him to the conclusion that we need year-end financial reports from each team. I have contacted each team manager and received year-end financial reports from most teams. Still outstanding are: (2000-2001 season bracketing) GU14 Starzz , GU15 Eclipse, GU17 Wildfire, GU17 Coach Ribbens, BU12 Red Coach Jopes, and BU14 Coach Ybarra. FCSB STATUS WITH STATE OF CALIFORNIA: Tim Vom Steeg recently contacted the Secretary of State, Linda Giese, Registrar Charitable Trusts, regarding the status of the non-profit organizations Futbol Club of Santa Barbara and Santa Barbara Empire Soccer Club. The Secretary of State office reported Santa Barbara Empire Soccer Club is in suspense and found no record on Futbol Club of Santa Barbara. I spoke with Ms. Giese and determined the following: · I responded September 18, 2001 to a Registration/Renewal Fee Report request for SB Empire Soccer Club. My response indicated the two clubs had merged on or around 6/30/99. SB Empire Soccer Club was placed in suspense at that time. · No records of the merger between FCSB and SB Empire Soccer Club can be found at the state office. · All records for FCSB are listed under Football Club of Santa Barbara. · No amendment was filed to change the spelling of the club's name to Futbol Club of Santa Barbara. Linda Giese itemized the proceedure and documents needed to officially complete the FCSB/SB Empire Soccer Club merger. I am in the process of compiling the information and documentation requested. Ms. Giese suggested we wait to file the amendment for spelling of name change until the merger is clearly recorded. Meanwhile she reports SB Empire Soccer Club is officially suspended and will be completely closed out upon the official completion of the merger. WOOD-CLAEYSSEN'S GRANT: FCSB was not awarded a grant from the Wood-Claeyssen's Foundation. If it's any consulation, no new applicants were granted their request. NEW GRANT APPLICATIONS: I am in the process of submitting three more grants: Hutton Foundation, Goerges & Germaine Fuesenot Charity Foundation, and The James Irvine Foundation. MANAGER'S HANDBOOK: The FCSB Manager's handbook was originally compiled by Sherri and Nelson Trichler and is quite well done. I am in the process of updating it for our new managers and future managers. CHECKING ACCOUNT BALANCE: As of November 5, 2001 our checking account has a balance of $102,720.74 and our Scholarship account has $6900.00. I recommend we put a large portion of the $102,000 in a CD account for better interest, according to the recommendation of the Board. TOURNAMENT REGISTRAR REQUEST: Brian Hersh, the tournament registrar for the past seven years, has volunteered to continue with the club as tournament registrar, a time-consuming task. He reports, however, that his computer equipment is quite under-efficient and needs updating. The cost to obtain the necessary equipment to continue as registrar would be a maximum of $1500. ACTION ITEM: Will the board consider allotting a maximum of $1500 to Brian Hersh to upgrade his computer equipment in exchange for his commitment to continue as tournament registrar for the next year. FIELD LINING: Parent Scott Fredericey has been helping Bill McKinnon and Tom Wentling get the fields lined at La Colina during league season. Scott would like to propose to the board that he will take full responsibility for having the fields lined during league season, tournament season, and any other time the club needs our fields lined in exchange for his son's club fees. Cost to the club: $385 for 2001/2002 season; $910 for 2002/2003 season. TOURNAMENT DIRECTOR- Report on Interview Process and Recommendation for Board Action Five people expressed interest in the FCSB Tournament Director/Sponsorship position: Rick Barker, Kimberley Short, Debbie Foley, Kevin Jopes, and Brian Lloyd. Subsequently, Kimberley Short withdrew her application due to health restrictions as did Rick Barker due to the club's inability to make the decision within his time constraints. Report on interview process and recommendation submitted to the board for action. Margie Yahyavi Policy for Making Coaching Assignments and Changes The Club is committed to providing qualified coaches to all teams. The following are general guidelines that will be applied to the process of making coaching assignments and handling coaching changes. All decisions regarding coaching assignments, coaching changes, or coaching in general rests with the Technical Director. 1. The Club is committed to having coaches in place by May 31 for the following season. Every effort will be made to notify team managers in advance of this decision. In the event that a coach is not in place by May 31st it will be the responsibility of the Technical Director to oversee the practice sessions until a coach is selected and assigned to the team. 2. Coaches are under contract to the Club to coach the team to which he or she is assigned for one year. The Club is committed to keeping the coach with the same team during the duration of that year. 3. Parents who have concerns regarding any aspect of the coaching situation should contact the Technical Director who will attempt to resolve the issue. Whenever possible, the TD will keep the team manager informed of the resolution process. 4. In the extraordinary situation that a coaching change is deemed necessary mid year, the Technical Director will follow the guidelines below: a. The Technical Director will notify the Executive Board in writing of the change and the reasoning behind the change. b. The Technical Director will contact the team manager who will convene a team meeting for the purpose of explaining the change to all of the parents.
The general board meeting was called to order by Dick Lamb at 7:10 p.m. at La Colina Jr. High School. Present Dick Lamb, Richard Ross, Jan Campbell, Michelle Arya, Margie Yahyavi, Neal Powell, Kevin Jopes, Steve Wheeler, Debbie Foley, Bill McKinnon; Absent: Kevin Cahill, Tim Vom Steeg, Duncan Turner. Announcements &
Correspondence: Members Forum (a.k.a.
Open Mike Presentations): Review of Prior
Month's Minutes: Reports: Tournament Major
Fundraising Report / Discussion (Kevin Jopes): Kevin Jopes discussed
a list of fund raising ideas for both individual teams and/or the Club
as a whole. These included: Club Administrator's
Report (Margie Yahyavi): Winter Cup Report
(Debbie Foley): Technical Director's
Report (Neil Powell): (report actually presented during discussion
items) Action Items: Winter Tournament Profit Sharing: There was a good discussion about how best to encourage Club members to take on the key tournament staff positions. In the end, the following motion was passed 5/0 by the board. For the Winter Cup Tournament, the first $5,000 of net profits will go to the Club's general fund; 50% of the next $8,000 of profits (i.e., a maximum of $4,000) will be distributed as credits to the tournament staff members based on the Tournament Director's recommendation to the board of how to most fairly make this distribution in recognition of each staff members contribution. Should we hold a May Tournament: Following a discussion of the various trade offs, the board directed Debbie Foley to go ahead and plan for a May tournament. The labor for this tournament might be simply hired although some teams might want to use it as a fundraiser. Although many details are still up in the air, Debbie will proceed with finding fields, etc. Second Weekend for Summer Cup Tournament: At the moment FCSB does not have the Storke Field reserved for the second weekend of Summer Cup tournament (see related section of attached Club Administrator's report). If we can work out an arrangement with the UCSB soccer program (that has the fields reserved for that weekend for their own fund raising tournament) we could still use them. Debbie Foley presented a list of alternative approaches. Through a telephone vote, the board reluctantly ended up voting 4/0 with two abstentions to work out an arrangement to pay the UCSB Soccer program $5,000 so that they could still raise money and we could make money as well. Discussion Items: Board Meeting Procedures: ADMINISTRATOR'S REPORT December 10, 2001
* WINTER CUP TOURNAMENT;
Contract has been signed with Debbie Foley as Tournament Director 2002.
Debbie will present full tournament report. * FINANCE REPORT NOVEMBER:
I met with Anita Blume (bookkeeper) and we went over each entry on the
budget report, making adjustments where needed. The report should be easier
to understand this month. * SANTA BARBARA JUNIOR
HIGH FIELDS: Fields won't be ready to play on until June. Three fields
are being developed with the plan to only use two fields at any one time,
on a rotating basis and always have one on rest. Our 2002-03 season planning
session should consider using SBJH. * INDIVIDUAL TEAM
SUMMARY FINANCIAL REPORTS: Year ending 6/30/2001 team reports were gathered
from most teams. Stephen Wheeler filed an extension with the IRS. * Year-end membership
financial report The year-end financial report required by our bylaws
for the membership should be submitted to the membership within 90 days
of the close of the fiscal year. Stephen had requested however, that we
extend the due date another 30 days until he had a chance to complete
the report for the sake of accuracy. A rough draft has been completed.
Stephen Wheeler will be at the board meeting to discuss the report. * FCSB PLAYER/PARENT
MANUAL: It was decided to post it on the website and distribute to new
teams and new parents, however no action has been taken on the manual
at this time. * FCSB STATUS WITH STATE OF CALIFORNIA: The proper forms requested by the Secretary of State were filed. Our file has been transferred to Adrienne Watts in the Southern California area who is handling the merger. I have been contacted by Ms. Watts on two occasions to provide her with further information regarding the two clubs, the merger and FCSB. Ms. Watts is reviewing our most recent 990 tax return. I do not forsee any problems. * MANAGER'S HANDBOOK:
No progress was made this month. Project is on the back-burner. * TOURNAMENT REGISTRAR REQUEST: The Tournament Registrar request for upgrading/replacing the computer and/or fax and/or copy machine was favorably received by the board pending a formal itemized wish list with costs. Brian Hersh has been notified and will submit a detailed list when completed. * NEW BUSINESS: * Financial reports
are being completed by bookkeeper, Anita Blume.They are not available
electronically. They will be available at the board meeting on Thursday,
December 13. * NEW GRANT APPLICATIONS:
A grant application was submitted with the USSF by the deadline date of
December 1st, requesting $15,000 for the Tournament Director/Sponsorship
position. Hutton Foundation was contacted regarding the "audited
financial statement" they require. We can submit the grant request
without an audited financial statement but must provide the reason. Grant
applications with Goerges & Germaine Fuesenot Charity Foundation,
and The James Irvine Foundation have been submitted also requesting $15,000
for the Tournament Director/Sponsorship position. In addition a grant
was submitted to the Rotary Club of Santa Barbara North Foundation with
the help of Stephen Wheeler in the amount of $800 to fund a female hispanic
player. * SECOND WEEKEND AUGUST TOURNAMENT DATE: Dick Lamb and Margie Yahyavi met with Judith Dale of UCSB regarding the scheduling of our August Summer Cup tournament. Judith Dale made it clear that the only reason FCSB was given the second weekend date in August 2001 was because Tim Vom Steeg met with her and agreed to give up the date for FCSB's use. She stated that the men's soccer program has historically been given that date to put on their own, much-needed fund-raiser. Judith advised us that the second weekend FCSB has requested in August 2002 is not available and will be used by the UCSB Men's Soccer unless something can be worked out with them. Tim and I met with the goal of finding a win-win solution. Tim would be interested in conducting a Club Soccer Team Camp Program the last week/first week of August. Details have been submitted and discussed with board members. The Board needs to make a decision on this quickly as the Summer Cup tournament dates need to be established right away. Respectfully Submitted, Margie Yahyavi
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FC Santa Barbara, Santa Barbara, CA, USA, Updated March 5, 2003 |
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