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Region 894Board MeetingMay 19, 2014

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Previous Meeting Minutes Review/Approval

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April 6 Virtual Board Meeting

• Vote 1: Have Soccerfest at Crosswinds or MMS– 7-1 vote for MMS

• Vote 2: Accept SELECT guidelines with changes (75% of games only, have Spring or Fall option– 9-0 vote to accept new guidelines

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Action Items

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Description Assigned to Due Date StatusRegister for EXPO by Jan 16 Anyone interested 1/16/2014 Complete

Provide dates for coach training & coach season kickoff

Peter McCoy 2/6/2014 Complete

Get commitment for spring coaches to determine how many teams we can support

Peter McCoy 2/6/2014 Complete

Complete Regional Audit with Area Auditor Rebecca Hammer 2/6/2014 Complete

Update guidelines for SELECT program Chris Steely 2/6/2014 CompleteGet coordinators for SELECT program Chris Steely 2/6/2014 CompleteProvide dates for referee classes, field training & referee season kickoff

Aaron Luchini 2/6/2014 Complete

Inspect goal nets at all the fields to see if we need to buy any more nets for this season

Van Sullivan 2/6/2014 Complete

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Action ItemsDescription Assigned to Due Date Status

Contact the 4 elementary schools (Endeavor, Harvest, Legacy, Monrovia) about flyers and banners

Meagan Ottum 2/6/2014 Complete

Call Pineview to find out about the goals Rod Etzel 2/6/2014 Complete

Put box of sand bags in storage unit Rod Etzel 2/6/2014 Complete

Check with Legacy about their fields (U12). John Price 2/6/2014 Complete

Get storage unit key to Cindy John Price 2/6/2014 Complete

Reserve Crosswinds cafe and fields for Registration Event dates

John Price 2/6/2014 Complete

Find out if non-AYSO players will be able to play in the #SOCCERFEST14

John Price 2/6/2014 Complete

Complete minutes for December board meeting John Price 2/6/2014 In Process

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Action ItemsDescription Assigned to Due Date Status

Inspect all fields for safety issues and correct: Sandbags & locks, First Aid supplies

Rod Merritt 3/4/2014 Complete

Implement financial forecast that can be updated and presented to board every month

Rebecca Hammer

3/4/2014

Coordinate with knowledgeable people to prep fields (mowing, treatment)

Cindy Vechinski

3/4/2014 Complete

Coordinate with Chris, Peter and other experienced people to layout field lines

Cindy Vechinski

3/4/2014 Complete

Order U5/U6 goal nets (postponed till March) Van Sullivan 3/10/2014 Complete

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Action ItemsDescription Assigned to Due Date Status

Budget inputs for the rest of MY2013 and all of MY2014

All board members

4/1/2014 Complete

Take Coach Administrator training Peter McCoy 4/1/2014 Complete

Modify Regional Guidelines to utilize financial forecast John Price 4/1/2014

Complete Auditor training Rebecca Hammer 7/31/2014

Complete Intermediate Referee Training Aaron Luchini 7/31/2014

Complete Dispute Resolution Training Aaron Luchini 7/31/2014

Go to RC training John Price 7/31/2014 Training canceled

Fill Regional Auditor position John Price 12/31/2014

Calendar

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Date Event May 15 Regional Assessment Program Application/Budget due to AreaMay 24 Regular Season Games EndMay 23 – 26 National Annual General MeetingJune 1 2014 Fiscal Year Budget due to National OfficeJune 14 Fall Registration #1June 13 - 15 Section 5 Games (Knoxville, TN)June 16 – 20 AYSO Soccer Camp: Half Day Camp 1 @ CrosswindsJune 28 Fall Registration #2June 29 - July 6 AYSO National Games - Torrance & Riverside, CA (50th Anniversary of AYSO)July 14 - 18 AYSO Soccer Camp: Half Day Camp 2 @ CrosswindsJuly 19 Fall Registration #3July 26 Fall Registration #4July 29 Fall Coach Meeting/Team FormationAugust 4 U8 – U19 Practice startsAugust 16 Games BeginAugust 18 AYSO Coach Trainer starts

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• Soccerfest a HUGH success• Thank you to Meagan and Cindy!

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Region Status

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Training Opportunities• Budgeting for Regional Boardhttp://ayso.org/Assets/libraries/resources/

budgeting_for_the_regional_board.ppt

Regional Assessment Program

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• Recognizes the success and dedication of the Regional Board and its volunteers• Serves as a great planning tool• Assesses the period from July 1, 2013 through June 30, 2014 (MY2013)• Grading Scale

– 340-306 points Platinum 90% - 100%– 305-272 points Gold 80% - 89%– 271-238 points Silver 70% - 79%– 237-204 points Bronze 60% - 69%

• Current assessment– 291/340 86% (Platinum)– Administration (96/102) 94%– Coach (98/100) 98%– Referee (53/73) 73%– Finance (21/33) 64%– EXTRA & Secondary Programs & Community (17/32) 53%

• Status – Due to Area June 1

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Administrative Updates

Administrative Updates

• Section 5 Games – 2 teams going (Louissaint U14G & Sullivan U19G)

• Send off tournament – Madison hosting – 3 teams going (above plus McCoy U19B)

• National Games – Louissaint sending 3 players (Destyni Brewton, Danielle Steely, and Brooke Bayuga) to join Region 1159

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NAGM• NAGM – Plan to vote via proxy, due by fax

May 23• http://apps.ayso.org/nagm/elections_nominati

ons.php

• Don’t have any particular preference for National President or NBOD candidates

• If you have input, please let me know.

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Amendment #1• Expansion of the Section Director

Nomination Process to give Regional Commissioners the right to vote for their Section Director nominee. Currently, only Area Directors and the Section Director may vote to determine the Section Director nominee.

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Amendment #2• Bylaw 4.02(c) Amendment - Emphasizes the purpose of

Outside Directors and clarifies that an Outside Director may not have a material relationship with AYSO, as determined by the Board, including having held certain volunteer and employee positions in the prior seven years.

• Bylaw 4.03(b) Amendment – Updates language relating to the “staggered terms” of the two Outside Directors and takes into consideration circumstances at the time of appointment so that Outside Directors may be appointed to begin their terms on a date other than January 1.

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Registrar

Tiffney Etzel

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Fall Registration• Open registration immediately• Four registration events (see calendar for dates)• Propose raise fall fee to $100 1st child, $90 2nd, $80 3rd, $70

remaining• VOTE TO APPROVE

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Safety Director

Rod Merritt

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Treasurer

Rebecca Hammer

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Financial Status• Transition to NAP Online• Sales Tax payment plan• Budget

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CVPA

Meagan Ottum

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New VolunteersName Position

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Coach Administration

Peter McCoyChris SteelyNick Griswell

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Referee Administration

Aaron Luchini / Chris BoyerDowling BowmanDouglas Vechinski

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Equipment

Van Sullivan

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Uniforms

Beth Sullivan

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Fields

Cindy Vechinski

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Active Fields• U5/U6

– Hope Church (4-6)

• U8– EES (4)

• U10– Crosswinds Church (1)– Hope Church (1)– EES (1)– Water Tower (1)

• U12

– Crosswinds Church (1)– LES ??– HBC (1)

• U14– HES (1)– MMS (1)

• U16/19– MMS (1)

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New Business

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• Budget contains pessimistic numbers• If we can’t increase player numbers, we will

reduce or cut• 5101 uniforms (+$2,000)• 5111-11 field development (+$5,000)• 5255 flyers/banners (+$500)• 5274 awards (+$500)• 5431 Player Clinic expenses (+$600)• 5434 RC training (+$1,500)• 7431 Section EXPO & NAGM (+$1,500)

• VOTE TO APPROVE

Budget

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AYSO Coach Trainer• Starts August 18 (earlier)• 1 Trainer, 8 hours per week (was 15

hrs/week)• 10 weeks (was 6 weeks)• $4,800 (was $5,400)• VOTE TO APPROVE

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Growth Plan• Plan to utilize flyers & banners and email

to increase player numbers• Need to contingency plans to

accommodate increase (creative field use, more aggressive volunteer recruiting, etc.)

• VIP Program?

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Board Meetings• Proposed date: June 10, 2014• Propose Regular board meetings 2nd

Tuesday of each month

New Action Items

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Description Assigned to Due Date Status