Agenda
October 7, 2024 AYSO R870 Board Meeting
7pm, Virtual
Present:Tricia Costa, Barbara Anderson, Eddy Jimenez, Dana Vugteveen, Vince Waterhous, Jim Beers, Nicky Brennen, Becky Anderson, Mariana Jones
1. Board Secretary position open
Dana nominated Nicky Brennen as secretary. Voted on unanimously. Nicky Brennen will take over for the Secretary position.
2. Ref Admin position: Vince Waterhous for fall2024/spring2025. Will continue to recruit for replacement.
Vince is committed to the Ref Admin Position for the Fall/Spring 24/25 Season. He is currently the only referee instructor in the region. Vince is offering a class for referees to become intermediate referees in order to gain more referee instructors. Training for Intermediate Referee Class is on November 9th at Fire Station 13 in the Community Room off Three Lakes Road. . He is looking to try and have a local class in January.
Referee Position: needs to have a referee instructor and a referee scheduler. Becky Velasco has stepped in and is helping with the referee schedule and sending out emails.
3. Posting board meeting minutes to the website?
Eddy suggested adding a link to the Website to the minutes rather than posting the minutes Jim Beers will post the link to the minutes to the website. Nicky will input the dates and time of board meetings in the “Important Dates” section of the Touchline Newsletter.
Adding public comment time to the Board meeting agenda for the beginning of Board meetings.
4. Game cancellation policy – finalize board approval; submit to next level for
Approval?
Dana brought up that policies that are not in the National Guidelines need to be brought up to the Area Director. Discussed other area guidelines with games when there isn’t a referee scheduled for the game. Eddy suggested that referee’s should be in contact with each other to be able to coordinate each other's games.Sending out reminders to refs to cover games and assist with coordinating the schedule.Eddy is looking into other regions incentive programs for refs. Tricia brought up using reusable cards for the refs. Eddy suggested that coaches be certified as refs as well to step in to ref games when needed.
5. Option to reschedule canceled games (3 from 9/14, 2 from 9/21): Possibility of trying to put a couple of double-headers at end of season?
At this point in the season we are unable to put together a double header option at the end of the season. Instead it could be offered for a midweek scrimmage to teams who had their games canceled. There are 70 referees on Stack Officials and only about 20 refs are regularly signing up to volunteer to ref games every week.
6. Photo schedule: send to region evening 9/30 or morning 10/1
Photo Schedule was sent out and photos have been done.
There was one email sent saying that they had a negative experience with the photographers.
Possibly scheduling a Spring session for photos for retakes for the teams who did not have a coach available during pictures and were unable to get team pictures taken. Tricia will look into how many teams were unable to get pictures done because their coach was absent. We want to try and offer those teams the chance to get their pictures taken.
7. AED status/plans: Sent to National Office for review
We have not heard back from the National Office regarding the AED. Tricia will reach out to the National Office to get feedback from them and approval for the AED’s before ordering. The National Office has communicated that we need approval before we move forward with them.
Cardio Partners is the company that National Office goes through, our contact is Michael Bergs. Morgan Tookey is the National CVPA and gave Tricia Michael’s information.
8. Area tournament (Oct 26-27; alternative 11/2-3); tournament funding?
Tricia has reached out to John Morrison the Area Director regarding the Tournament. She has not heard back from him with any details about the tournament. She asked to have registration opened up this last weekend (10/5), however she has not heard back from him.
Tricia will send an email to John stating that we need to know if the tournament is going to happen by this Saturday (10/12) or we will be communicating with our region to try and make something happen within our region.
Suggested that if the tournament falls through that we offer a “round robin” type tournament for the 10u and 12u divisions. If we go ahead with a tournament with just our region possible ribbons for teams who place (1st-3rd). Jim wants to reach out to other regions to see about getting other teams to play for the tournament for the Middle School age division to play too.
Middle school only has 6 core games and would like to be able to have another game available for them.
9. 2025 National Games -– Boys Extra 12U 1 st round; 2 nd round B14U Core;
Fundraising?
Tryouts for the Boys 14U Core are on October 19th. Tricia has asked Efrain to manage the tryouts for the B14U team. Efrain has everything needed for evaluating, however Tricia has not received confirmation. Eddy and Jim said that they would help/assist with managing tryouts. Tricia will look into getting/finding the needed information.
Nicky will include information about sign ups and tryouts in the touchline.
Tricia will send out another email to parents clarifying how to sign up and the age of eligible players.
Tricia suggested the region pay for uniforms for the B14U team. The EXTRA team does not need new uniforms for the tournament because they already have home/away uniforms. The region also covers the registration fees.
Jim suggested offering a second tryout.
Eddy said that he would possibly coach the team. 2 other possible coaches/ assistant coaches as well.
Also suggesting that once the team is formed reaching out to the High School for the team to practice on the turf.
10. Promote donation options on Sports Connect, Touchline, Website (National
Games, field building, Simon Claydon Scholarship)
Dana is suggesting that we advertise more opportunities for donations towards the region. We should be more proactive in advertising for donations. Possible facebook posts.
11. Softball outfield nets Timber-Linn (no further tournaments this fall; any for
spring?)
When the accident happened the nets were up, however they are looking at getting high nets, but it has not been confirmed. It is unclear if there are any softball games during the spring season.
Making soccer families aware of the possibility of stray balls from the softball field and be mindful.
12. Large goal field 6 Cheadle Lake (broken ground member). Other goals to
Replace? Goal separated when moved, is repaired and new nets on goals.
Jeff attempted to fix the goal, however Eddy said that there is a pipe that is still broken on the goal. Eddy said that Kelsey might be able to have the schools bring over a welder to weld a pipe to it. Eddy made Jeff aware that the goal is still broken.
Tricia will communicate with Jeff to see about getting it fixed either with a 20 ft pipe or 2 10ft pipes or replace the inner pipe that connects both support pipes.
13. Delinquent fees (Sports Connect)
Dana will look into what the delinquent fees in Sports Connect are from, some may be from transfer fees.
14. Transfer fees in Sports Connect: need to contact the National Office to see how to rectify the issue.
Tricia will reach out to get answers.
16. Do we have any regional procedures/policies outside of the standard AYSO
regional P&P? Game cancellation for lack of referees, refund policy, etc.?
We are operating within the National Guidelines.
Approved by the Area Director? Documentation
Tricia doesn’t believe we need Area Approval because we are staying within National Guidelines.
17. Delinquent volunteer certifications (Sports Connect)
Tricia will be addressing any volunteers who do not have their volunteer forms and certifications completed. She will alert them that they are not allowed to be volunteering until they have the needed materials.
18. Uniform issues – any remaining orders? How can we avoid similar problem next
MY?
There are only 7 outstanding orders for wrong sizes or reorders. We are currently waiting on them.
Many issues with SCORE on accountability on their end as well as communication.
Score is putting blame onto Becky for duplicate numbers of Jerseys and has sent in all needed documentation to Score.
Eddy requested that the SCORE contract be shared with the board to go over to see if SCORE is in breach of contract with the recent orders.
19. Simon Claydon Scholarship Funds – finalize and close out Porter Rose
Scholarship.Porter Rose scholarship award resolved; check enroute to Vince to combine with award letter and forward to Sterling for further delivery to Porter. Items remaining include board commitment to funding $500/fiscal year for scholarship (or verification of commitment/timing); advertising/promoting scholarship opportunity on Touchline, website and other communications to youth referees; setting application/submission deadline; and refining any selection criteria.
Award Money needs to be available in the late spring (April/May) to be able to present it to the winner of the scholarship. Vince has several documents to share with the board regarding the scholarship.
Advertisement in the Touchline and Facebook for the Scholarship.
Tricia suggested putting the application( a link) on the website for applicants to have access to fill it out and then possibly send it in to the PO Box. Tricia will help Vince with getting the documents shared with the board and finalizing it for youth refs.
20. Spring season – 1 st practice, 1 st games? (Spring break 3/24-28) first practice back 3/31 gives 7 or 8 games for spring
First game is April 5th.
Practices will begin on March 17th. Email will be sent out to coaches notifying them to not penalize players who are unable to attend practices during Spring Break.
21. Annual budget development – draft to participating members NLT 6/1; prefer to
have departmental inputs prior (coach, publicity, referee, field building, etc.)
Budget will be out by the 1st. Dana is asking for needed fees to be in early for input.
Eddy suggested discussing Soccer Registration fee’s increase during the Annual Retreat.
22. Soccerfest date (23rd of May?). To begin getting sponsors
May 24th Soccerfest.
Possibly moving soccerfest to Albany instead of Lebanon.
Looking at if we want to organize a soccerfest to match the National Games soccerfest.
We would need to order more jerseys or shirts and get sponsors sooner.
Mariana will reach out to get a quote on shirts for soccerfest that are different colors with logos and numbers.
Becky will reach out to Score for a quote/further information about ordering jerseys for pricing and being able to add sponsors to the jerseys.
Discussing if there is enough sponsorships for Soccerfest then potentially getting players a shirt and a jersey.
Fee: $50 per team.
Soccerfest will be open for 8U and above. 8U players will receive a medal/dog tags or something similar.
Discuss shirt/jersey situation with SCORE at a later date.
Adjourned: 10:05pm