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Sonoma Valley Youth Soccer Association Amended Agenda for the Regular Board Meeting

7:00pm, March 7, 2012 The Presentation School

20872 Broadway, Sonoma, California 95476

7:00 PM Meeting Commencement / Approval of Meeting Agenda / Approval of Prior Minutes. Colleen Paul

7:01 PM Board Announcements / Apologies for Absence John Kelly

7:02 PM Public Comment

7:05 PM Mission Moment / Good of the Game

7:10 PM

President’s Remarks -Discussion of SCA emails. -Discussion of VOMSC postcard. -Discussion of U12G and U14G D3 teams.

Colleen Paul

7:30 PM

Treasurer’s Remarks -Approval of Banking Resolutions.

Dave Dobson

7:35 PM

Secretary’s Remarks. -Approval of Phone Line change. -Check Request form.

John Kelly

7:40 PM Competitive Program Discussion Tom Young

7:45 PM District 5 Report Pamela Wiley

7:55 PM Futsal Discussion.

Dave Dobson, Halli Dobson, Pamela Wiley.

8:05 PM U-12+ Rec Program Uniforms. Tom Young

8:15 PM Adjournment

Jan 31, 12

ASSETSCurrent Assets

Checking/SavingsOperating Account -0899

General Funds 46,231.65

Select Teams D3U10B - Jordan 2011/12 110.00

U10G - Pearce 2011/12 3,744.02

U11B - Fernandez 2011/12 570.66

U11G - Jimenez 2011/12 142.00

U12G - Diamond 2011/12 97.34

U13B - Evina-Galindo 2011/12 126.24

U13G - Johnston 2011/12 115.20

U15B - Rossini 2011/12 64.68

U16G - Verdu 2011/12 697.68

U19G - Leon 2011/12 145.07

Total Select Teams D3 5,812.89

Total Operating Account -0899 52,044.54

Money Market Account 8,815.43

CD - 1581 37,145.02

CD - 1582 38,384.51

Total Checking/Savings 136,389.50

Other Current AssetsPrepaid Expenses 700.00

Total Other Current Assets 700.00

Total Current Assets 137,089.50

TOTAL ASSETS 137,089.50

LIABILITIES & EQUITYEquity

Unrestricted Net Assets 92,559.46

Net Income 44,530.04

Total Equity 137,089.50

TOTAL LIABILITIES & EQUITY 137,089.50

3:13 PM Sonoma Valley Youth Soccer Association

02/27/12 Balance SheetCash Basis As of January 31, 2012

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Jan 12

Ordinary Income/ExpenseIncome

DonationsJoe Flajnik MemorialScholarship

Scholarship Grant Award 10,800.00

Total Joe Flajnik MemorialScholarship 10,800.00

Total Donations 10,800.00

Select Teams Pass-Through -1,011.96

InvestmentsInterest-Savings, Short-term CD 85.54

Total Investments 85.54

Other Types of IncomeMiscellaneous Revenue

eScript 37.09

Total Miscellaneous Revenue 37.09

Total Other Types of Income 37.09

Registration 1,070.00

Total Income 10,980.67

ExpenseCushion/Contingency 130.00

Office Supplies/Exp/Utilities 260.53

Professional Services 570.00

Referee Costs 56.00

Registrar (Labor) 182.00

Registration-League Fees 27.50

Total Expense 1,226.03

Net Ordinary Income 9,754.64

Net Income 9,754.64

3:14 PM Sonoma Valley Youth Soccer Association

02/27/12 Profit & LossCash Basis January 2012

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3:03 PM

02/27/12

Cash Basis

Sonoma Valley Youth Soccer Association

Profit & Loss Budget Overview April 2011 through March 2012

Apr '11 - Jan '12 Budget $ Over Budget % of Budget

Ordinary Income/Expense

Income

Donations

General Operating Donations 2,790.10

Joe Flajnik MemorialScholarship

Red Grape 0.00 1,500.00 -1,500.00 0.0%

Red Grape Matching 1,580.49 1,500.00 80.49 105.37%

Scholarship Grant Award 10,800.00

Total Joe Flajnik MemorialScholarship 12,380.49 3,000.00 9,380.49 412.68%

Received Online 0.00 2,000.00 -2,000.00 0.0%

Total Donations 15,170.59 5,000.00 10,170.59 303.41%

Select Teams Pass-Through 4,367.49

Undefined 910.00

Halloween Classic 12,008.64

Honey Invitational 3,053.01 1,500.00 1,553.01 203.53%

Investments

Interest-Savings, Short-term CD 371.70

Total Investments 371.70

Other Types of Income

Miscellaneous Revenue

In Kind 858.00

Merchandise 917.80

eScript 309.25

Total Miscellaneous Revenue 2,085.05

Total Other Types of Income 2,085.05

Registration 90,895.27 120,000.00 -29,104.73 75.75%

Total Income 128,861.75 126,500.00 2,361.75 101.87%

Expense

Advanced Coaching Education 0.00 1,000.00 -1,000.00 0.0%

Board Insurance 385.00 400.00 -15.00 96.25%

Coaching Program 3,853.22 4,500.00 -646.78 85.63%

Cushion/Contingency 197.00 1,640.00 -1,443.00 12.01%

D3/1 Select Coordinator Budget 181.07 2,000.00 -1,818.93 9.05%

D3/1 Team Allocation 0.00 3,200.00 -3,200.00 0.0%

Entertainment 0.00 400.00 -400.00 0.0%

Equipment 7,279.41 8,000.00 -720.59 90.99%

Field Improvement 726.30 2,000.00 -1,273.70 36.32%

Field Preparation 6,000.00 6,000.00 0.00 100.0%

Page 1 of 2

3:03 PM

02/27/12

Cash Basis

Sonoma Valley Youth Soccer Association

Profit & Loss Budget Overview April 2011 through March 2012

Apr '11 - Jan '12 Budget $ Over Budget % of Budget

Field Rental Fees 2,333.75 3,000.00 -666.25 77.79%

Field Scheduling 500.00 500.00 0.00 100.0%

Multi-child (Sibiling) Discount 0.00 2,500.00 -2,500.00 0.0%

Office Supplies/Exp/Utilities 3,579.86 6,200.00 -2,620.14 57.74%

Porta Potty Rentals 3,923.09 4,000.00 -76.91 98.08%

President Expenses 222.50 500.00 -277.50 44.5%

Professional Services 2,870.00 3,500.00 -630.00 82.0%

Referee Costs 10,903.00 15,000.00 -4,097.00 72.69%

Referee Course 150.00 2,000.00 -1,850.00 7.5%

Referee Scheduler 3,900.00 4,100.00 -200.00 95.12%

Registrar (Labor) 7,329.00 8,400.00 -1,071.00 87.25%

Registration-League Fees 18,806.50 24,000.00 -5,193.50 78.36%

Risk Management 730.00 1,000.00 -270.00 73.0%

Scholarship Award Cap 0.00 12,500.00 -12,500.00 0.0%

Souvenir Program Printing 3,686.54 4,000.00 -313.46 92.16%

State Taxes 0.00 60.00 -60.00 0.0%

Valley Cup Tournament 4,960.40 4,000.00 960.40 124.01%

Waste Mangement (Garbage) 1,800.00 1,800.00 0.00 100.0%

Website 15.07 300.00 -284.93 5.02%

Total Expense 84,331.71 126,500.00 -42,168.29 66.67%

Net Ordinary Income 44,530.04 0.00 44,530.04 100.0%

Net Income 44,530.04 0.00 44,530.04 100.0%

Page 2 of 2

MINUTES OF THE BOARD MEETING OF THE SONOMA VALLEY YOUTH SOCCER ASSOCIATION

7 PM, FEBRUARY 1, 2012 THE PRESENTATION SCHOOL LIBRARY.

The meeting opened with a quorum of members at 7:12 PM. Deidre Verdu, Sam

Honey, Colleen Paul, John Kelly, Dave Dobson, Tom Young, and Adolfo Contreras were in attendance, with Jean-François Ducarroz attending via telephone. Mike Verdu and Pamela Wiley attended as guests, and Pamela Wiley subsequently joined the board.

1. Meeting Commencement / Approval of Agenda

Deidre Verdu moved that the agenda be accepted, and Dave Dobson seconded. The agenda was unanimously approved.

2. Announcements.

Conni Gomez apologized for not being able to attend, as did Scott Walthard and Laura Stanfield, and Scott Miller. Jamie Evina apologized that he could not attend.

3. Public Comment.

There was no public comment.

4. Mission Moment / Good of the Game.

Dave Dobson presented a painting by Kareem Assab.

5. Presentation – Challenger Soccer Camps.

(a) The Challenger Soccer Camps presentation was given by two gentlemen, Lee and Lewis. Previously, Lee pointed out that the camps have run through SVYSA but not in a partnership. Traditionally the camp was a summer camp. Challenger has other resources to offer though, including an academy and an online resource.

(b) The online offering is the Challenger Way, with videos of passing, shooting, dribbling, progressions, etc. for coaches planning a practice.

(c) Challenger will give a clinic for our coaches. They are partners with NSCAA. The coaches are certified, but do not receive qualifications. Approximately three hours would be spent on training coaches, 1.5 hours for younger players, 1.5 older. The clinics would focus on how to run a practice.

(d) Colleen Paul, Sam Honey, and Pamela Wiley then discussed how long Challenger has been offering camps, with general agreement that the period is in excess of twenty (20) years. Deidre Verdu commented that it was her son’s favorite soccer

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camp, and that she had received questions as to why it was only one week long. Deidre Verdu noted that the players received a ball and a jersey for participating.

(e) The Challenger representative pointed out that Challenger started as a camp company, but has expanded into running leagues, with futsal as well, reaching 112,000 children each year. Their new development is placing a Challenger representative with the league for the season, approximately eight (8) weeks, and having that individual work with the league, as a league-directed individual, helping support the league operations. Both Lee and Lewis did so with clubs in the past. The cost was estimated at $7,500. The league would provide a host family for the individual; the individual would have their own car.

(f) Deidre Verdu commented that an extra week of camp would probably be popular with the league.

(g) The main action point that Challenger was looking for, was that they wanted to affiliate with the league, rather than merely use the league’s fields. The Challenger representatives used the word partnership to describe it. A contract was presented, for terms of one to three years.

(h) Dave Dobson raised the liability issues with partnering. Colleen Paul pointed out that they (Challenger) are already on the web site as a soccer resource and because they have offered free coaching clinics to the league in exchange for this advertising.

(i) Dave Dobson inquired as to references; Challenger works with the Napa Valley leagues, and offered to provide a reference from that organization.

(j) The board agreed that Colleen Paul would be the contact person going forward with Challenger. Pamela Wiley noted that she had worked with Tracy Rod at Challenger. Colleen Paul indicated she would be in touch with Lee. The chair, hearing no objection, moved that the presentation be accepted, and that the board would consider the Challenger proposal in closed session.

6. Presentation – Uniforms.

(a) The presentation was made by Efren and Victoria; they apologized that Doug could not make it. The presentation focused on Adidas. The competitive committee had to address the uniform issue because the uniforms currently in use had expired, and therefore those teams that were now buying new uniforms were moving to an alternate, all-black strip. The second color for the uniforms is white. Adolfo Contreras asked whether the colors would be adopted across all age groups; Colleen Paul indicated no. The new styles would only be brought in for those teams that were newly forming or that chose to obtain new uniforms.

(b) Adolfo Contreras asked whether there was any way that that the change in uniforms could be avoided. Efren indicated no. Colleen Paul indicated that uniforms

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might be continued to be patched together for existing teams with the older uniforms.

(c) John Kelly made a motion that we approve the uniform from Adidas, known as Sossto. Adolfo Contreras seconded.

(d) Colleen Paul indicated that the new black uniforms would be for ages U10 and below, but that older teams would stay with red, as they have them already. Colleen Paul noted that the uniforms need not be exactly the same for CYSA purposes. Mike Verdu commented that any team that wanted to change, could change. Pamela Wiley noted that, in her experience, Soccer and Sport would do their best to find replacements for existing uniforms, and have had good success over the years. John Kelly thanked the presenters for their efforts to do so over the years. Sam Honey called the question on the motion. There was no objection, and the motion to adopt the Sossto uniforms was unanimously approved.

7. Nomination Of Board Member Candidates for Open Seats.

Pamela Wiley was nominated by John Kelly to serve on the board, seconded by Sam Honey. The question was called on the motion, and there was no objection. Pamela Wiley was unanimously approved.

8. Discussion, Budget, Banking.

(a) Dave Dobson noted that the budget worksheet presented a clearer picture of the existing financial picture for the league, particularly in reference to the tournaments, and where funds are coming from. Dave Dobson also noted that proceeds from the tournaments went to competitive teams, and towards the recreational leagues.

(b) Dave Dobson noted that there was a lot of pressure on the registrar and the bookkeeper under the current system. Dave Dobson noted that the work is not compensated. Dave Dobson noted it was because the coaches and team managers generally needed help navigating through the details of administering a team. Dave Dobson noted there would be an effort to track the conduct of the egregious managers, including allocating costs to their teams if necessary. Colleen Paul noted that in many instances the additional costs were due to last minute rush jobs, particularly from the competitive program. Dave Dobson also indicated that there would be a concerted effort to better utilize the volunteer workforce. Dave Dobson noted that there is a spreadsheet of scholarships, and that the bookkeeper is working on reinstituting that spreadsheet.

(c) Adolfo Contreras inquired as to how many players were budgeted for the new year; Dave Dobson indicated 1,000. Dave Dobson noted that bolded items on the worksheet were uncertain, such as field preparation. Pamela Wiley asked whether the Red Grape and Rotary donations were included. Dave Dobson indicated that the Red Grape donation was not included, because it was not certain the donation would be

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made. Colleen Paul noted that the Rotary donation had been made.

(d) Sam Honey moved that the budget be adopted as planned. John Kelly seconded.

(e) Dave Dobson indicated that, in discussing the motion, that he was investigating the cost of repairing the bathrooms at the high school that had been previously damaged. Sam Honey indicated that he and others had suspected that the vandalism would occur eventually, and that the league would bear responsibility regardless of whether it was the league’s fault. Adolfo Contreras and Dave Dobson indicated that they would have a meeting to investigate repairs, and Adolfo Contreras indicated he had a local contact who might be helpful.

(f) The chair moved that the presentation be accepted, and asked unanimous consent that the budget be adopted. Jean-François Ducarroz abstained from the vote, as he could not review the budget worksheet via telephone. There was no objection, and the budget was adopted.

(g) Dave Dobson moved that the following banking resolutions be adopted by the board, which was seconded by John Kelly:

To provide for the deposit of the funds of the corporation and to authorize certain officers and designees to deal therewith, Dave Dobson made the following motion, which was seconded by John Kelly, the motion being duly made and seconded, the following resolutions were unanimously adopted: RESOLVED, that the President, Colleen Paul, The Vice-President, Sam Honey, the Secretary, John Kelly, or the Treasurer of this corporation, Dave Dobson, or the Bookkeeper, Jennifer Rochlin, or the Competitive Registrar, Meaghan Hengehold, are hereby authorized:

1. To designate one or more banks, trust companies, or other similar institutions as depositories of the funds, including, without limitation, cash and cash equivalents, of this corporation;

2. To open, keep, and close general and special bank

accounts, including general deposit accounts, payroll accounts, and working fund accounts, with any such depository;

3. To cause to be deposited in accounts of the

corporation with any such depository, from time to time, funds, including cash and cash equivalents, of this corporation that such officers deem necessary or advisable, and to designate or change the designation of the officers and agents of this corporation who will

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(h) The question was called on the motion, and there was no objection. The banking resolutions were thus unanimously adopted.

9. Discussion, Calendar.

be authorized to make deposits and to endorse checks, drafts, or other instruments for deposit;

4. From time to time to designate or change the

designation of the officers and agents of this corporation who will be authorized to sign or countersign checks, drafts, or other orders for the payment of money issued in the name of this corporation against any funds deposited in any accounts of this corporation, and to revoke any such designation;

5. To authorize the use of facsimile signatures for

the signing or countersigning of checks, drafts, or other orders for the payment of money, and to enter into such agreements as banks and trust companies customarily require as a condition for permitting the use of facsimile signatures;

6. To make such general and special rules and

regulations with respect to accounts of this corporation as they may deem necessary or advisable; and

7. To complete, execute, and/or certify any

customary printed blank signature card forms in order conveniently to exercise the authority granted by this resolution and any resolutions printed thereon shall be deemed adopted as a part hereof.

RESOLVED, FURTHER, that all form resolutions required by any such depository as presented to this meeting, are hereby adopted in such form utilized by the depository, and the Secretary of this corporation is authorized to certify such resolutions as having been adopted at this meeting and is directed to insert the form of such resolutions in the Minute Book with the minutes of this meeting. RESOLVED, FURTHER, that any depository to which a copy certified by the Secretary of this corporation of these resolutions shall have been delivered shall be entitled to rely thereon for all purposes until it shall have received written notice of the revocation or amendment of these resolutions by the Board of Directors of this corporation.

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(a) Colleen Paul opened the discussion, and reviewed the schedule with the

meeting.

(b) Colleen Paul noted that the registration committee plans to have future meetings.

(c) A discussion began regarding the auto-sort of the teams, that is now set to be the initial organization of the teams by the different age groups. Dave Dobson inquired as to whether the players should be ranked by skill. Sam Honey noted that historically a requirement for entering the Valley Cup was that the teams submit player rankings. Adolfo Contreras agreed that the stacking of teams is a serious problem. Adolfo Contreras spoke strongly in favor of rating the players. Dave Dobson agreed. Pamela Wiley pointed out that, for players that want to play together, at a higher level, we have the competitive program. Colleen Paul noted that per the end of season survey, there was a problem with stacking, but also with too many players on a team, or too few.

(d) Deidre Verdu pointed out that the particular problem with stacking was with the U8B teams, and that in the future the AGCs would not coordinate for an age group where they had children playing, as a general matter. Adolfo Contreras agreed that that the AGC should not have a child in the age group. Deidre Verdu noted that the complaints came late, which made it difficult to deal with in time to positively affect the season.

10. Discussion, Filled and Unfilled Positions. �

(a) Deidre Verdu noted that Stefanie Jordan and Deidre Verdu would be serving as AGCs in the upcoming season. Dave Dobson noted that Jennifer Rochlin had agreed to stay on as the bookkeeper. John Kelly noted that Meaghan Hengehold agreed to do registrar duties for the competitive teams, and that Jane Schwarz would do the work for the recreational teams under contract. Colleen Paul indicated that Bryan Wirick, Stephanie Jordan and Craig Hamilton all joined the competitive committee, and that Conni Gomez had left the competitive committee. Colleen Paul moved that the appointments to the competition committee be approved, seconded by Sam Honey, The question was called on the motion, and the board unanimously voted in favor of the motion.

(b) Colleen Paul informed the board that Allison Johnston and Jack Johnston wanted to continue in their roles as field preparation and referee schedulers. Terri Miller was suggested as the scholarship coordinator. Colleen Paul made a motion that there be coaching co-coordinators to relieve pressure on Mike Verdu. Adolfo Contreras suggested Steve Weisiger. Sam Honey made a motion that the coaching co-coordinator position be created, and Dave Dobson seconded. The question was called on the motion, and the board unanimously voted in favor of the motion.

(c) Adolfo Contreras noted that Norma was still interested in providing

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translation services. Colleen Paul and Adolfo Contreras, as well as Pamela Wiley, suggested taking a check from scholarship families, and if they did not perform their service, cash the check.

11. President’s Report.

(a) Laura Stanfield asked that we approved 359 to advertise our scholarship

sponsor. There was no objection, and the request was approved.

(b) Colleen Paul noted that the tax return has been completed and mailed. Colleen Paul thanked Dave Dobson, Jennifer Rochlin, Deidre Verdu, and Jeff Spencer.

(c) Colleen Paul pointed out that the San Jose Earthquakes were holding a President’s dinner, and that there were places for two, on the 9th of February.

(d) Colleen Paul had discussed with Chris Daly of the Sonoma County Sol regarding partnering in some fashion this season.

(e) Colleen Paul noted that there are US Club meetings in Novato. Colleen Paul also requested that any individuals interested in attending CYSA meetings please get in contact with her.

(f) Colleen Paul brought up the workgroups regarding policies, and indicated she would be pursuing those workgroups over the course of the coming year.

(g) Colleen inquired of the board as to whether the board was interested in pursuing Challenger. Pamela Wiley pointed out that the general policy of the league was not to favor particular providers. Deidre Verdu pointed out that the contract could be signed for a single year. Sam Honey asked about whether they can run the recreational program if the eight-week contract were approved. Adolfo Contreras expressed concerns about the phrase partnership. Adolfo Contreras further inquired into what the status of their references from Napa were. Sam Honey moved that the league partner with Challenger for one year by entering into the contract proposed to assist with running camps, which will include access to the Challenger database for all coaches, the contract for the camps be approved for a two-week period, which John Kelly seconded. Adolfo Contreras abstained from the vote on the motion. All other present members voted in favor of the motion, which was duly approved.

12. Adjournment

Colleen Paul moved that the board hold its next meeting on the 7th Wednesday of March, at 7 PM. John Kelly seconded the motion. The question was called on the motion, and there was no objection. The motion was unanimously approved, and the meeting was set for March 7th at 7 PM at the Presentation School library, and the meeting adjourned at 8:55 PM.

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DATED:________________________.

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JOHN A. KELLY Secretary.