FASA Executive Board Meeting Meeting Minutes February 19th, 2014

League Reports • None at this time

Budget Review • There are still a high number of players that are behind on payments. • The FASA Budget was reviewed with no comments. IRS Review is still underway with the board

looking at options for response

Board Discussion/Votes Elks Lodge Proposal; FASA is presenting the Elks Lodge several options for the future use of Hotspurs Park. The options include;

1. Rental Only 2. FASA responsible for grass cutting and pays no fields 3. FASA sells equipment to Elks and requests fields on an as needed basis 4. FASA removes the equipment and terminates the lease

Potomac Soccer Wire: FASA met with PSW to discuss value of current advertising contract and future plan.

Future IRS Changes; Based on final proposal the current 1099 process may change to W2 status for coaches

FASA Park; reviewing plans for new building on FASA Park (concessions and restrooms)

FASA Executive Board Meeting Meeting Minutes March 17th, 2014

Board Discussion/Votes The President of FASA addressed the board with discussion on future format changes with the board meetings. The meetings will be held with an approved agenda with small changes made to the current format as follows:

• FASA Club Financials (P&L Statements) will be emailed electronically to reduce paper copies • Final agenda will be emailed to the members prior to the board meetings

The board was addressed by 3 coaches (U9 Girls Elite, U10 Boys Elite, U11 Girls Elite) in response to pending disciplinary action for attending tournaments during the weekend of the FASA 5K Event (policy violation). After the coaches addressed the board, the members discussed the pending action; $1000.00 fine and voted to 5-4 to change the disciplinary action to a letter of reprimand and a forfeiture of the coaches’ allowance for adidas apparel.

FASA 2014-2015 Budget preparation; the board will approve the budget for the 2014-2015 Season at the next meeting to be held on April 21st, 2014.

FASA Executive Board Meeting Meeting Minutes April 21st, 2014

Board Discussion/Votes Yearly Budget Review and Approval: The FASA Board reviewed the proposed travel budget to approve the 2014/2015 Budget as follows:

• The board reviewed a travel fee comparison of other similar clubs in the region. These are clubs that offer similar training and league offerings as FASA. (CCL, Region 1 leagues, field complex etc)

• The board reviewed the planned expenses of the club to compare against planned revenue , team sizes, and major event activities (Washington Invitational, etc)

• The board discussed coaches’ pay and need to address competitive pay models in the future.

The board voted and passed the Travel portion of the budget by a unanimous vote 11-0

By-laws/Policy manual: The sub-committee assigned to review and update the bylaws for the club provided a status and will present the new/revised drafts for board review and approval in future board meetings

Yearly board elections were announced and email communication will go to the FASA community on open position and the election process planned for the fall of this year

FASA Fields Complex: Planning underway to develop and build the concessions and restrooms at the field complex. More information to follow

FASA Executive Board Meeting Meeting Minutes May 28th, 2014

Board Discussion/Votes League Reports: WAGS is issuing guidance on concussions for coaches and clubs. All clubs must have a posted concussion policy on their websites and all WAGS coaches must have training in the handling of players with concussions; FASA is currently developing policy on concussions and will publish in the review and approval of the policy manual and bylaws updates

Document Review; The board reviewed the Spotsylvania Sports Plex Agreement, the Agreement of Easements and Covenants, and the New Post Development Agreements as they pertain to the new fields and the clubs obligations of provisions. The Board will conduct routine review of these documents to ensure compliance of provisions and work with the county, the developer, and VYSA for future development planning of the complex.

Board Vote: The Board voted 7-0 to purchase up to a 40ft storage container (not to exceed $7,000.00) at the new complex for storage of the lawn care equipment. Future planning is underway for a permanent maintenance building to store all field maintenance items.

By-laws/Policy manual: The sub-committee assigned to review and update the bylaws for the club provided a status and will present the new/revised drafts for board review and approval in future board meetings

Miscellaneous Items;

• Planning is underway for a DC United FASA Night; more information to follow • FASA will soon announce the college scholarship winners (500.00 Boys and Girls) • Coaches and managers will be provided a tryout survey • Board to request year-end financial report to review last year’s budget

September 18, 2014

Present: Grover, Troy, Steve, Dave, Mike, Adam, Jono, Scott, Eric, Walter (phone), Greg

(phone), Michele

Next meeting: TBD

Agenda

* Goals. Grover discussed what the board’s overall goals were and whether we were all aligned.

Grover presented his overall goals to develop the Pro Player. The board voted whether everyone

was the goal of the club should be to develop the Prop Player. VOTE: 9 YES (Adam, Troy,

Steve, Dave, Jono, Scott, Eric, Walter and Greg) 1 NO (Mike) and 1 ABSTAIN (Grover)

* Org chart of Positions. Grover presented overall org chart of the organization with the Board

of Directors overseeing the Executive Director and Financial Director. Under the Executive

Director is the Director of Coaching and GM/Marketing Director. The Office manager is under

both the Executive Director and Financial Director. See org chart for specifics.

* Sale of Ruffin Pond. Mike presented that approximately 170 acres of land associated with

FASA Park (Ruffin Pond) could possibly be sold. Grover presented his wish list of things to

purchase with this money: Lights, Futsal courts, equipment, fencing, goals, backstops and office.

The board voted whether to research the possibility of selling all 170 acres with an easement to

Ruffins Pond. VOTE: 11 YES

* Full-time Positions. Grover presented the four full time positions that he recommends the

club hiring immediately. They are: 1) Full-time office manager, 2) Executive Director FASA

President, 3) General Manager/Marketing/Office/Community/REC Programming, and 4)

Director of Coaching. The board voted on whether to appoint Grover as Executive Director.

VOTE: 8 YES (Adam, Troy, Steve, Dave, Scott, Eric, Walter and Greg, 2 NO (Mike and Jono)

and 1 ABSTAIN (Grover).

* Candidate Search. The board briefly discussed the candidate search. The board voted

whether to have Grover conduct candidate search. VOTE: 10 YES and 1 ABSTAIN (Grover)

* Pete Resignation. The board discussed the next steps associated with Pete’s resignation. The

board voted on accepting Pete’s resignation and to retain him through 10/31. Included in the

vote was he could still 1) organize the 5k, 2) finish his tenure as the head coach of his girls’ team

and 3) continue the two awards programs (Kerry Kelty and college scholarship program). The

college preparation would be decided by the DOC. Finally, the board could extend his

resignation date for a month if his services were needed. VOTE: 10 YES and 1 unavailable

(Scott).

* New Website. The committee briefly discussed the website and cost associated with finishing

it. Michele would be available for about half of the project and other options including sending

an e-mail out for volunteers was discussed.

* Roll out of club changes. The committee briefly discussed a 1) Newsletter and 2) Town Hall

meeting announcing some of the major changes to the club.

September 15, 2014

Present: Grover, Troy, Steve, Dave, Mike, Adam, Jono, Scott, Eric, Walter, Greg, Michele

Next meeting: TBD

Agenda

* Director of Coaching. Grover discussed the confusion of the Mike Webb Director of

Coaching (DOC) removal and the miscommunication. Going forward, voting procedures will be

to repeat the voted at the end of the meeting. In addition, an agenda would be prepared prior to

meetings. The decision to remove Mike Webb was appealed and the board later voted (via e-

mail) on whether to remove Mike from the DOC position. VOTE: 6 YES – Grover, Troy, Eric,

Steve, Dave and Scott and 5 NO (Mike, Jono, Walter, Greg and Adam).

* Pete Resignation. The board discussed accepting the resignation of Pete and he would be 1)

run girls college showcase, 2) ’96 Elite head coach, 3) GM through 10/31 and 4) organize FASA

5K.

* Pete’s Presentation. Pete discussion his decision to resign but wants to remain with less of a

role. He provided an update on several events (scrimmage fest, VYSA no dog policy, turning

lane and value at fields). .

* Budget Review. Michele presented the actual versus the budgeted and the change to

Quickbooks. In addition, a brief discussion took place on the audit (2009-2013) and would be

useful for a 5-year plan.

* Policy Manual Finalization. The committee would have time to review and comment on the

document in Google Docs. A final assigned smaller group would finalize the document (troy,

adam and steve).

* Temporary Solution. Grover discussed the temporary solution for the new CCL

representative/TDOC/GM/Executive Director/ASDL. The club structure was briefly described

and will be presented in a flowchart. In addition, a discussion took place on the temporary office

people for 1-2 months for the transition (website).

* Immediate coaching changes. Grover discussed that the U-11 boys would be given to the

temporary director of coaching and recommended that the current U-11 girls coach would be

coached by the same TDOC.

* Tournaments. A brief discussion took place whether to add a Columbus Day tournament. In

addition, it was briefly discussed that a tournament director should be hired (either with a flat fee

or a profit share).

* Training Equipment at FASA Park. The board discussed the possibility of providing 2-3

sheds to store equipment. A suggestion was made to include in the budget next around. Other

suggestions were made such as the Adidas credit. The discussion here included training kits and

soccer.com points.

New Website/Registration Process. The board discussed Blue Sombrero as a site that would

provide a cheaper and better alternative to the current FASA website. There was a discussion on

getting temporary people (Grover suggested his staff at his foundation). The board voted on

whether to switch to the Blue Sombrero web site. VOTE: 11 YES (everyone).

Temporary Director of Coaching. Grover recommended putting David Shaw from his current

foundation as the TDOC. There was discussion about bringing him into the office so that the

board could meet with him.

Lighting. The board reviewed the two current estimates (Theros and Sunbelt) for temporary

lights to be placed at FASA park to light two fields. The estimates were in the neighborhood of

$3K per month. The board voted on whether to add lights on a temporary basis as soon as

possible. VOTE: 11 YES (Everyone).

September 3 2014

Present: Grover Gibson, Steve Plato, Adam Spinelli, Troy Pugh, Greg Scheer,

Scott Christmas, Eric Falk, Dave Bailey, Walter Duke, Mike Shenkle

(on-speaker), Jono Rollins (not present), Michele Brantley

Next meeting: September 14, 2014

Agenda

Budget – There was an hour closed door meeting with most members of the board

regarding the current approved budget (see April 2014 meeting notes). The majority of

the discussion was centered on understanding the current budget but most of the

discussion related to the debt associated with FASA park (both the fields and the new

concession building).

Budget Presentation – Pete Cinalli presented the current approved budget to the

committee. The information is contained in a document (FASA_club_budget_2014-2015

final!.xlsx) that was provided by Michele following the meeting. Pete discussed the

revenue generated from each function (travel, ASDL, Super Y etc…) and the cost

allocation process. The overall consensus seemed to be that members of the committee

need to better understand the details of the document.

Super-Y Program – While Pete was still present there was a discussion of the current

program Super-Y program and whether the club should decide to support it. The major

cons presented were 1) program is out of date (most clubs moving to year round soccer),

2) very costly to parents, 3) very time consuming for coaches and often includes

inconvenient game locations and 4) some age groups in Fredericksburg cannot compete.

The pros presented were 1) makes money for the club and 2) some of the ages groups had

good experiences. It was discussed perhaps that the club as a whole may not support it,

but certain age groups may be interested. The committee VOTED to end Super-Y.

VOTE: 10 YES - 1 NO Mike Shenkle

Lighting Estimates – A short discussion took place on the estimates that Pete was able

to get on monthly rental of lighting for several fields at FASA park. The group did not

discuss in detail but the options appear to be 1) rent for several months for fall season or

2) purchase through craiglist.

Director of Coaching (DOC) – A discussion took place about the club going in a

different direction with hiring a full time DOC and replacing Mike Webb. The consensus

was that everyone liked and respected Mike personally but there may be someone more

suitable for the position. It was discussed that if he were to be removed it should be done

respectfully. Options were presented to retain him for specific purposes (CCL

coordination) but it appeared the consensus was to move the club to more of a full-time

employee model. A motion was made by members of the board for the removal of the

current DOC. All members present (everyone except Mike and Jono) voted to remove.

Grover said he would contact members that were not present at the meeting to discuss the

removal of Mike.

Internal Audit – A discussion was held to determine whether the club needed to go

through an internal audit for the time period 2009-2014. Since all current board members

were not involved in any recent transactions associated with the club, as they pertain in

particular to the FASA park, the members discussed the possibility of being more

informed about the nature of transactions associated with the club through an audit. The

board discussed a document prepared by the firm “Premier Accounting and Business

Administration” that included that described the details of the internal audit. More details

associated with the description of services can be found in the document provided by

Grover following the meeting (FASA Engagement Letter.doc). The group unanimously

voted to have the firm conduct an internal audit. VOTE: 11 YES (everyone)

I. Action Items

Grover to follow-up on DOC

Engage accounting firm to conduct internal audit

More discussion on Super Y to include members that were not present

Decision needs to be made on the lights

October 20, 2014

Present: Grover, Troy, Steve, Dave, Mike, Adam, Jono, Scott, Eric, Walter, Greg, Michele

Next meeting: TBD

1. Financial Update and Misc.

Michele briefed the board on any financial changes and updates the board. Club is

doing fine financially.

Spring Tournament Allowance. Spring tournament allowances are available to teams

where all players are paid up through October 2014. November and January

installments will be due and new web site will send out reminders.

Accounts. All team managers will get access to their team accounts.

FASA Office. The board discussed staying at the field house or other options over at

FASA Park.

FASA park lighting. David Richardson presented some information about lighting and

building office space. David will get more estimates on the cost of the lighting project.

Tricord / RCCI relationship. There was a discussion about the relationship of Tricord

(who donated the land and also plans to build town houses on the land adjacent to

parking spots) and the Rappahannock Construction Company, Inc. (RCCI).

The board discussed a formal complaint by a parent against a coach at the club.

The parent pulled the player from the team and requested a refund.

VOTE: The board decided unanimously NOT to provide a refund.

Ruffin Pond Update. Currently there is no appraisal or assessment on this land. We are

looking for an appraisal and looking to remove liability.

2. Tournament Proposal

Tournament Proposal Review from Elite and Eastern Sports Management (who

currently run Delco). Elite tournaments are overbooked on their current tournament at

the moment and will not be able to quickly respond to our requests. There was

discussion of ESM running tournament at FASA Park and pros and cons were

discussed.

VOTE. Accept ESM offer where they pay FASA $60K/5 years. Funding futsal court

and negotiate tournament vouchers. The board voted unanimously in favor.

3. Club Branding / Logo

Presented Logo Options. The board has been discussing the idea of rebranding and has

looked at numerous club names and logo options. Most members were in favor and

Fredericksburg Football Club was the most popular. Black, Red and White color

combo was most popular. Gold was added as a symbol to a change. The most popular

logos were presented and it was narrowed down to four during the week.

Four year deal with Adidas was discussed and keep the colors the same is another

advantage

New Website Launch (Blue Sombrero) is planned for November 1

VOTE. The board voted on whether to rebrand the club with the new name of

Fredericksburg Football Club (FFC) with the colors Black, Red, White and Gold. NO:

Jono and YES: All others

4. Winter Programming

Winter Training. David Shaw briefly discussed the winter training options for the U-13

and above (outdoor) and U-12 and below (indoor) through November. More details to

follow in e-mails.

Winter Outdoor Turf Hours / Schedule. This will be presented soon.

Futsal Partnership with Field House. This will be presented soon.

5. New Hires and Current Staff

Troy and Adam addressed Boys Travel issues. Inserted below is the e-mail from Adam

summarizing the discussion:

1. Training gear color, style? - At this point you can order any training attire you

would like for your team. Please keep your training kit for the players color

appropriate to our club (black, red, and white). We have discussed as a board to add

Adidas training gear when we purchase new uniforms in the future. However, at this

time we are in the preliminary stages and nothing would take effect until next fall, if at

all.

2. Spring Tryout - We are going to have a spring tryout in November. Each team will

have two one hour windows at the field house. More information will be coming from

our DOC, David Shaw in the very near future.

3. Winter Season - David Shaw is working on putting together a winter training

program for all age groups U-4 thru U-18. U-4 thru U-12 will utilize indoor space at

the field house, while U-13 and above will train once a week outside on half a field.

Again, more information and details to come. Every team Premier and Elite will have

the opportunity to train over the winter.

4. Tournament Allowance - At this time if your team is in good standing following the

October 15th payment, you may ask for your spring tournament allowance.

5. Coaches Uniforms - The coaches’ gear has been ordered. However, we have

officially voted to change the name of our club from FASA to Fredericksburg F.C. We

are in the process of finalizing a new logo, once the logo has been approved we will

begin to brand the coaches gear appropriately. Please be patient throughout this

process.

6. Goals at the Field House - We are discussing the best option to purchase a minimum

of 4 goals with the potential to purchase up to 8 KWIK Goal goals with wheels. We

are looking into the best avenue to purchase the goals and if we will have any liability

with the field house since they will be ours.

Coaching Staff Additions and Future Plans. Decision to place Jen McMaster with the

U-9 girls and put Jay Fox in for the U-15 girls.

6. Discuss CCL 2015-16 Decision Deadline which is Dec. 1

* NPL Proposal; Advantages and Disadvantages. The board discussed the

possibility of moving to the NPL and has till December 1 to decide on intention to stay in

CCL. Discussion will continue at next board meeting

7. Policy Manual

Winter Tryouts. There will be winter tryouts and information will be announced shortly

Policy Manual.

VOTE. The board voted that the policy manual was final. All were in favor

November 24, 2014

Present: Grover, Troy, Scott, Dave, Michelle, Steve, Adam, Greg, Jono and Eric

Not Present: Walter and Mike

Next Meeting: TBD

1. Financial Update

Michele briefed the board on any financial changes and provided and went over the

summary of assets and liabilities

Discussed scholarships and options for mid-season

Discussed outdoor field space during winter months

Summary of the tryouts were that approximately 120 new players came and offers were

made to 50-60;

Discussion on FFC providing footskills type training most likely to start winter of 2015

Boys coaching updates; Many positive comments on 1) registration process, 2) tryout

process and 3) new website

2. Future Plans and Direction of Club Programs

US Soccer / MLS Direction; discussion on the current developments with the NPSL,

NASL and MLS

There will be a CCL meeting coming up in early December to discuss our commitment

Lighting – looking for potential sponsorship for these

3. Adidas Contract and Club Uniforms / Gear

Spring 2015 Update; Adidas plans to outfit the club for the season

Fall 2015 Uniform and Training Kit Options; Grover presented an option; The committee

will get an electronic version and discuss via e-mail; Decision needs to be made by

12/15/14

Coaching Gear Update

5. New Staff Additions

Club adds 2 additional staff; Grover recommends adding Jens and Matt from his

foundation. There would be no cost to the club

VOTE: Troy motioned to approve the hiring of Jens and Matt on a part time basis and

Steve seconded the motion. All members presented voted YES.

6. Discuss CCL 2015-16 Decision Deadline which is Dec. 1

Spring league Update; There is an upcoming CCL meeting to discuss FFC’s future.

7. Ruffins Pond Contract and Final Words

There was a discussion regarding the Ruffins Pond contract made by former GM between

Quality Concrete and FASA

8. By Laws and Policy

By-laws; the same committee that finalized the policy will work on the by-laws and

determine deadlines

Policy modification. In section 3 of the current policy it states that a “Once rostered, a

player is bound to that team until the end of the following spring season unless the

player requests and completes a VYSA player release form with the FASA Office; the

board agreed this should read the club.

VOTE: Motion was made by Troy to change the language in Section 3 of the policy to

“the club” from “that team.” The motion was seconded by Scott. All members

present, voted YES for the change to the policy.

FASA Board Meeting Notes

Meeting Minute LOG

December 8, 2014

Present: Grover, Troy, Scott, Dave, Steve, Adam, Greg, Jono, Walter and Eric

Not Present: Mike

Next Meeting: 12/22/14

1. Jono Resigned from the board and coaching within FFC

Parents of the U-18 girls premier team will be notified

2. Travel kits;

Board discussed a club travel kit to include 1) training kit, 2) uniforms, 3) warm-ups,

4) bags, 5) soccer ball; Board is mindful that cost is a consideration; Details will

follow; Training kits will need to be purchased immediately and remaining portion of

kit will be purchased by 9/1/15. Kits may vary for Elite and Premier. Coaches

discretion on when the kits need to be purchased by.

VOTE: Troy motioned to approve a club training kit that will be required for all travel

players; Details on the training kit will follow: Training kits would need to be

purchase immediately and remaining items to be purchased by 9/1/2015. Coaches will

be responsible to determining what other items are needed for the spring. Grover,

Troy, Scott, Dave, Steve, Adam, Walter and Eric voted YES. Greg voted NO.

FASA Board Meeting Notes

Meeting Minute LOG

December 22, 2014

Present: Grover, Troy, Scott, Dave, Steve, Mike, Adam, Greg, Walter and Eric.

Next Meeting: TBD

1. Fieldhouse / FFC / VYSA Relationship

Discuss Tournament Cooperation / Sharing of Field Space - Board discussed the

possibility of VYSA hosting the Region 1 Championship (4 year contract) and

most likely working with FFC on use of our fields.

Discussed Future Issues and Possible Conflicts - If this occurs we plan to

negotiate with VYSA to use their lighted turf space. FFC still needs lighted fields

and will pursue.

2. FFC Recreation & Youth Academy Programs

Present direction of club – Board discussed the direction of the current ASDL

(recreation) program. Further discussion on the Fieldhouse marketing ASDL now

and eventually take it over.

Discuss pros & cons – Board discussed the pros and cons

VOTE: Dave motioned and Troy seconded to approve a partnership with the

Fieldhouse on marketing ASDL. Total income for FFC and FH would be decided in

the near future. YES – Grover, Troy, Scott, Dave, Steve, Mike, Adam, Greg, Walter

and Eric.

3. Board Notes and Minutes

VOTE: Troy motioned and Dave seconded to approve procedures and minutes during

the January board meeting. The board notes would be those 1) up through December

22nd and 2) the December 22nd notes. YES – Grover, Troy, Scott, Dave, Steve, Mike,

Adam, Greg, Walter and Eric.

4. U13-U18 Winter Programming

US Soccer Academy / MLS. Discussion on the new developments in this area.

FUTSAL Academy. Discussion on including U13-U18 this season. This will be

mandatory winter training for all ages with a low cost.

5. CCL Update

Structure updates and future programming – Grover discussed FFC will stay with

CCL in spring and next year. We will have more flexibility with our younger

kids. The U-9’s and U-10’s will potentially pulled out to find more level

appropriate play. CCL-2 appears that it will happen in the North.

6. Coaches Travel Costs and Expenses

Determine new club policy – Board discussed coaches’ reimbursements for their

travel cost.

Michele proposes club-wide standard

VOTE

VOTE: Troy motioned and Adam seconded to approve travel expenses for 1) travel

tournaments and 2) mileage to CCL games that are over 75 miles. Hotels

reimbursement would be team hotel or $100 a night, whichever is greater. Mileage

would be $0.30 a mile. Meals reimbursement would be $25 a day and $10 for day of

travel to the event. YES – Grover, Troy, Dave, Steve, Mike, Adam, Greg, Walter and

Eric. NO - Scott

7. Discuss Field Maintenance / Contract

Review Mike Welsh’s concerns

Discuss possible changes or continue with current contract. Board discussed the

need for additional upkeep on fields and pros and cons of current contract.

Board discussed getting sponsors to maintain fields for marketing.

VOTE

VOTE: Mike motioned and Dave seconded to keep current contract for maintenance at

present cost. YES – Grover, Troy, Dave, Steve, Mike, Adam, Greg, Walter, Scott and

Eric.

8. Adidas Contract Club Uniforms/ Gear

o Finalize kit – Board discussed the travel mandatory kits which will include a

free black jersey/training shirt, red jersey, custom jersey, rain jacket, warm-up

jacket and pants, shorts, and socks. A portion of the kit would need to be

purchased for the spring and the remaining by the fall. More details on final

kit to come. In addition the group discussed the mandatory kit for the

recreational teams.

o Discuss contract situation soccer.com

o Discuss the current and proposed fee structure for the recreational program.

o VOTE

VOTE: Troy motioned and Dave seconded to reset of recreational (ASDL) fees for $95

early payment (1/5) and $105 and $115 for final. Maximum kit cost at $35. Grover,

Greg, Mike, Troy, Scott, Dave, Steve, Adam, Walter and Eric voted YES.

9. Final discussions

Board discussed need for an assistant director of coaching and would look to

Michele to determine whether it could be in the budget. An e-mail would be sent

to vote

More information will be coming on goal keeper training

Status of audit was discussed

10. Meeting was adjourned with understanding that if funding available to establish Assistant

DOC position board would vote electronically to establish the position and the ED and

DOC would select the best candidate to fill the position.

Addendum: Board voted electronically to approve the creation of the Assistant Director of

Coaching position on Dec 23rd.

VOTE: To approve of the New Assistant DOC stipend to be added to the 2015 Budget.

YES – Troy, Steve, Greg, Dave, Walt, Scott, Mike, Eric. No Vote – Grover and

Adam.