VSA Board Meeting
7/8/2010
Officers in attendance: Scott Thoden, Bill Strachan, Shannon Howard, Paul Frascione, Kevin Driscoll, Mir Rezadoost, Dave Fitz, Lynn Martin, and DeAnna Lindonnguyen
Others in attendance: Paul Bradley, Kathleen White – Club Administrator, and John Wagoner - Fundraising
Meeting was called to order at 7:02 pm.
Motion was made to approve minutes from Board meeting held on 6/6/2010. Meeting minutes were approved.
Old Business:
- Scott will send out the conflict of interest form to the board. Board members will sign this form and bring it to the next board meeting.
New Business:
- Lynn would like to hire a new accounting firm due to poor performance and the lack of responsiveness. This new firm would be Bennett, Atkinson and Associates. They would charge by the hour with the hourly rate of $84 per hour and VSA’s business would only be about an hour and a half worth of work.
- Lynn has hard copies of all the paperwork given to the current firm. VSA would need to notify the current firm of our decision to use another and allow an overlap with the new firm. We would allow the current firm to finish the financials through the second quarter and part of the third. This would allow the new accounting firm to get caught up on the financial information.
- A motion was made by Lynn Martin to change the current accounting firm. The motion was seconded by Shannon Howard. The motion was approved by unanimous vote.
- Scott presented to the board a PowerPoint presentation of his expectations for 2010-2011.
- The board reviewed an email sent from Jeff Kerxton requesting funds for the U15 Girls Blue team to help them defer expenses that will be incurred with competing in the U.S. Club Soccer National Cup Finals. The board discussed prior requests in which VSA has given donations to our travel teams to help with additional expenses incurred with competing in high level Region I tournaments.
- A motion was made by Paul Frascione to give the U15 team a one time $2,500 donation to defer expenses for the U.S. Club Soccer National Tournament. The motion was seconded by Bill Strachan. The motion was approved by unanimous vote.
- A proposed change was made by Scott that the Director of Team Parents be changed to a non-board Team Parent Coordinator position. He has discussed this with Patty and she was fine with the change.
- A motion was made by Mir Rezadoost to change the Director of Team Parents to a non-voting board position and to become the Team Parent Coordinator. The motion was seconded by Lynn Martin. The motion was approved by unanimous vote.
- The new VSA website should be up in the next few weeks.
Club Administrator:
- Kathleen says that the transition with Allison is going well. Allison is helping her by still doing the KidSafe for this season. Registration will close on Saturday, July 10. A last reminder email blast will be sent out tomorrow, July 9.
- So far about 1300 have already registered for the fall season and this is just about the same number as last year’s fall season at this time. Kathleen is expecting a big rush in the next few days as most wait until the last minute to register. This is based upon looking at prior registrations.
- VSA will need to provide WAGS, NCSL and ODSL field schedules very soon. These field schedules may be done easier with an excel spreadsheet. Paul has offered to help Kathleen with this set up.
- Kathleen has asked that we should probably make the registration announcement more prominent on the website for next season. With this another suggestion was made that maybe we should allow the person registering to pick their preferred practice area.
- The date for the recreational coaches meeting has been tentatively planned for August 26.
- The first recreational practices will start September 6 and the first games will be September 18. The first SFL practices will start August 30 and the first games will be September 11.
Director of Referees:
- Kevin is hoping to have two or three recertification classes this summer.
- There will be no referee rate changes this season.
Director of Fields:
- Shannon is putting together a budget for the field supplies.
- VSA needs to contact the Park Authority about lining the fields. We would like to know when this will happen and what the cost will be. Shannon would like to be there for the first lining they perform.
- We need to figure out who the contact is at the park.
Treasurer:
- The board was handed the new financials for May 2010.
- Lynn asked where the money was for the All Star uniforms. Bill was able to hand her the money.
- The board strongly recommends that travel teams get their own EIN.
- A payment needs to be made to STBW for the academy. Lynn asked Dave F where the academy team payments are. Dave let Lynn know that he was having the checks sent to the VSA PO Box.
- Lynn would like to know who will be keeping track of which teams have paid and which teams have not paid. Dave said that he would be keeping track of this.
Director of Coaches:
- VSA will be having an E licensing class on September 9, 10 & 11. The cost of the class will be covered if the person is a VSA coach.
- Bill needs to schedule the recreational development clinics.
Fundraising Director:
- In the Papa John Fundraiser for VSA we made a net profit of $14,251. On the recreational side the U16 girls team 2 won the pizza party for selling the most cards.
- John gave the board the uniform pricing breakdown. The board was informed that the printing would be done by EasttoWest. The uniforms would be shipped from Ewing to John and he would make sure that all ordered pieces were received and then deliver them to EasttoWest. There were concerns over the feasibility of this approach and that both the team managers and vendor would get confused. After a long discussion there was an alternate process proposal made to have the uniforms shipped to the team manager instead because they would know what they ordered and be able to make sure that the shipment was correct. This decision was made, knowing it would be more work on the team managers, but would reduce the number of mistakes and would speed up the process. There were no other solutions offered.
- The decision for the process change was explained to the board as wanting to use a local vendor and to save some money. A question was asked if anyone had informed the travel teams and the managers of this process change in ordering and embroidering the uniforms and the answer was “No”. The board requested an email to be sent out soon to notify the managers of the process change and provide them with the necessary details. Several board members asked that the board be copied on the email so that they too would know the process and be kept informed.
- A discussion was also had that VSA is not contractually required to order warm-ups this year and they could be ordered next year instead. This was also requested to be clarified in the email to the team managers.
Travel Commissioner:
- VSA Travel had a net gain of two teams for the fall season even with a few disbanded teams.
- VSA Crossover will have extra teams this fall. There will be three boys’ teams and three or four girls’ teams.
- The VSA Academy teams could possibly have three U9 and U10 boys’ teams and three U9 girls’ teams. Try-outs for these teams will be this weekend.
- VSA Travel teams through Dave F gave Lynn a check for the turf fund for $20,000 from the Bull Run Tournament proceeds.
- The board received an email from a parent about actions taken on the U15 girls’ Gold team. Dave was asked if any resolution had occurred. He talked to the person referenced in the email and said that there is really nothing that he could do to resolve the situation.
Meeting was adjourned at 9:25pm.
