VSA Board Meeting

1/17/2010

Officers in attendance:  Dave Milne, Allison Guth, Alice Riley, Mir Rezadoost, Lynn Martin, Paul Frascione, Shannon Howard, and DeAnna Lindonnguyen

Others in attendance:  John Wagoner

Meeting was called to order at 6:45 pm.

Motion was made to approve minutes from Board meeting held on 11/08/2009.  Meeting minutes were approved.

Treasurer Report:

• The board reviewed the Profit and Loss statement budget versus actual 1/31/09 – 12/31/09. 
• This statement did not include the expense of the mortgage payment for the turf fields.

President Report:

• Dave M. and Bill have a commitment for the financing of the new turf field 5.
• The new turf field will increase the monthly payment by about $1,800.
• The price of the new turf has been negotiated down to about $591K which does not include the price of the stone and hauling of the stone.  The cost for this is about $68K.
• Dave M. has received a bid from Beitzell Fence for nets to be placed behind the big goals similar to those at Howison Park.  The nets cannot be kept up during the winter nor during high winds.  The bid was $35K for the big field and $15K on the smaller fields.
• Dave recommends that the board consider putting a 12 foot high chain link fence behind the goals instead of the nets.  The reason for this is because of the care needed to maintain the nets.  He will ask Beitzell to rebid with the chain link instead of the netting.  Once he receives the new bid he will present it to the board.
• The Prince William County Park Authority will hold a meeting on January 27^th.  During this meeting the Park Authority will be voting on the approval of moving forward on getting the work permits for the new turf field.  They will also be trying to move forward on getting lights for Long Park.  The board needs to have representation at this meeting and Dave is unable to attend.  Scott, Shannon, and DeAnna have volunteered to attend in his place.
• The board has received the final Park Authority agreement for the new field use.  They have agreed to donate $50K for the field.  They will be covering the lighting expense for the three fields and the parking lot.
• In the future, the VSA board should set aside monies for a camera system to monitor the turf fields.  It was also discussed that the board should set up a reserve fund in the budget for the maintenance and replacement of the turf fields.
• Several members have noticed that groups have been on the turf fields when they should not be.  The Park Authority has been coming around more often to try and stop this improper use.  The park ranger’s phone number will be distributed to the board members, so that when they notice improper use they can notify the ranger.

New Business:

• The Nike contract is being renegotiated for another two years.  VSA will be looking to increase the percentage back or the fixed price given to the club.  It was discussed that it would be a better deal with the percentage back instead of the flat fee.
• A motion was made by Paul Frascione to approve the Nike contract change for a 15% give back to the club instead of the flat fee.  The motion was seconded by Lynn Martin.  The motion was approved by unanimous vote.
• Dave M and John Wagoner will work together to finalize the contract for the Fundraising Coordinator.
• John has asked that all fundraising efforts go through him. 
• John is trying to set up with his current team a board to take over his fundraising jobs.  The VSA board discussed setting up a time frame for when John needs to be out of the lead fundraiser role with the U15 team.  The time frame discussed was 6 months, so that there would not be a perceived conflict of interest.
• John will be working with Karen to expand and bring along the Bull Run Tournament.  He is also working on a raffle for the spring season along with setting up pricing for field sponsorships.  John discussed with the board about a quick turn-around for an indoor Futsal tournament to raise money.
• The girl’s U15 team had to hire a lawyer to resolve the legality of their roster at a state hearing.  This issue was resolved successfully by the team.  The team has asked the board to consider that if they were able to find additional in kind donations for the new turf field, would the board be willing to pass these savings back to the team?  This would help the team to offset some of the legal fees incurred.
• A motion was made by Shannon Howard to pass along the discount of in kind donations to help defray the legal costs of the adjudication appeal.  This motion was seconded by Allison Guth.  The vote was 4 for approval, 1 not for approval and 2 abstained.
• The board decided that this payment would not be made to the team until the savings had been realized and it would be capped at the actual legal expense incurred by the team.  It was also decided that for the record an invoice should be made to show the savings.
• The next board meeting will be held on February 7 at 6:30 pm at Evergreen Country Club.

Registrar:

• VSA has about 425 children registered so far.  Registration will close on February 10^th at 9 pm.
• Spring practice for recreational teams and SFL will begin on March 29^th.
• The first match for recreational and SFL will begin on April 10^th. 
• Picture day will be May 22^nd.
• There will be no matches on May 29^th and the last scheduled match for recreational and SFL is June 5^th.
• The rain make up date for recreational is June 12^th.  The SFL tournament will be held June 12-13.
• VSA may not have field 5 for the spring season.  We may be able to have it after April, but it is not for sure.  The cause is that the turf field installation is behind schedule.  This will put a shortage on practice space and we will have to use Bull Run and Alvey fields.

Director of Fields:

• Shannon will be ordering some new nets and paint before the spring season.

Meeting was adjourned at 8:55pm.