AYSO Region 894
Annual Board Meeting
July 19, 2016
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Our Vision
To provide world class youth
soccer programs that
enrich children’s lives.
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Our Mission
To develop and deliver quality youth soccer programs
which promote a fun, family environment based on
AYSO's Six Philosophies.
Everyone Plays
Balanced Teams
Open Registration
Positive Coaching
Good Sportsmanship
Player Development
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Agenda
– Registration Flyers
Previous Minutes
– Section 5 Games
Open Positions
– National Games
Board Nominations
– Regional Tournament
Board Meeting Dates
– No Referee, Cancel Game
Training Matrix
– Other Misc Info
RC Nominating Committee • Function Updates
Calendar
– Fall Registration
Action Items
– Budget
– Field Planning
Administrative Updates
– Registration Fees
• New Business
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Previous Meeting Minutes
Review/Approval
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Open Volunteer Positions
• Fields Administrator
– Individual Field Managers
• Publicity/Marketing Coordinator
• Soccer Camp Coordinator – Ed de la Paz?
• Regional Auditor
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Position
Regional Registrar
Regional Treasurer
Regional Safety Director
Regional Coach Administrator
Regional Referee Administrator
Regional CVPA
VIP Program Administrator
Regional Secretary
Assistant Regional Referee Administrator
Director of Referee Instruction
Director of Referee Assessment
Coach Trainer
Fields Administrator
Assistant Fields Administrator
Equipment Manager
Buyer/Uniform Administrator
Webmaster
Team Balance Coordinator
EXTRA Program Coordinator
Regional Auditor
Candidate 1
Tiffney Etzel
Rebecca Hammer
Rod Merritt
Peter McCoy
Chris Boyer
Meagan Ottum
Angela Southern
Samantha Walker
Aaron Luchini
Dowling Bowman
Douglas Vechinski
Curtis Walker
Cindy Vechinski
Van Sullivan
Beth Sullivan
Rod Etzel
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Board Nominations
• By majority vote of the outgoing Regional Board
Members present and voting, the final list of
recommended nominees shall be presented to the RC
for approval and appointment.
• The RC may choose not to appoint a nominee to a
Regional Board position, even though recommended, if
the RC deems there is sufficient reason not to make
the appointment. In such case, the RC shall ask the
nominating committee to recommend additional
candidates for approval and appointment.
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WARNING!
Reapply as a Returning Volunteer
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BEFORE August 1 !
eAYSO access will be removed
automatically if you do not!
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Board Meeting Dates
Default Date: Second Tuesday of the Month
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August 9, 2016
September 13, 2016
October 11, 2016
November 8, 2016
December 13, 2016
January 10, 2017
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February 16, 2017*
March 14, 2017
April 11, 2017
May 9, 2017
June 13, 2017
July 11, 2017
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Training Opportunities
• Multiple Coach and Referee Opportunities
available in Region (check eAYSO)
• RRA & CRA should announce training info
referees and coaches
• Local training needs to be on website too
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RC Nominating Committee
• John’s term ends January 1, 2017
• Need at least 3 on committee, minimum 1
non-board member
• If no one volunteers, two board members will
be “volunteered”
• Aaron,Van and Meagan have served on
previous nomination committees
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RC Nomination Process
• A Regional nominating committee shall be established
by the RC, in consultation with the Regional Board, at
least three months, and preferably six months, before
the expiration of the RC’s term or the end of an RC’s
term due to planned resignation.
• The nominating committee will be comprised of a
reasonable number of both Regional Board Members
and Regional Participating Members who are not
players or Members of the Regional Board.
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RC Nomination Process (cont)
• The nominating committee shall submit its list of one or
more names of individuals who they have determined to be
qualified as candidates for the position of RC to the
Regional Board. The voting members of the Regional Board
shall, by a majority vote, nominate an RC and forward such
nomination to the Area and Section Director, whose
territory includes the Region. If both the Area Director and
Section Director approve of the nomination of the person
as Regional Commissioner, then the nomination will be
forwarded to the National Board of Directors for election.
( See Bylaw 7.03)
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Calendar
Date
Jul 2-10
Jul 9
Jul 11-15
Jul 16
Jul 19
Jul 23
Jul 28
Aug 3
Aug 6
Aug 7
Aug 8
Aug 9
Event
National Games
Fall Registration Event 1 of 3
UK International Summer Camp
EES Back to School Bash
ANNUAL Board Meeting
Fall Registration Event 2 of 3
HES Back to School Roundup
School Starts
Fall Registration Event 3 of 3
Dick’s Sporting Goods Shop Day (region reps are not required)
Unified Practices Begin
Board Meeting
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Calendar
Date
Aug 13
Aug 13
Aug 13
Aug 16-19
Aug 20
Aug 20
Aug 22
Aug 22
Aug 27
Sep 3
Sep 10
Sep 13
Event
U5-U6 Practices/Games Begin
U8-U19 Jamboree (Game 1)
Referee Meeting
Team Formation
U8-U19 Jamboree (Game 2)
Coaches Meeting
Regular Practices Begin
Shutterfly Teams get transferred
Game 3
Labor Day (no games)
Game 4
Board Meeting
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Calendar
Date
Sep 17
Sep 24
Oct 1
Oct 3-7
Oct 8
Oct 15
Oct 22
Oct 24-30
Nov 5-6
Nov 12-13
Nov 19-20
Event
Game 5
Game 6
Game 7
Fall Break
No Games (Fall Break)
Game 8
Game 9
Regional Tournament
U10-U14 Area Tournament (Huntsville)
U16-U19 Area Tournament (Monrovia/East Limestone)
State Tournament (Madison)
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Action Items
Description
Look into fee changes for fall
MY2016 budget
Prepare draft policies and procedures document
Get final team count for section games
Year-to-date budget
Check fields and goals
Run numbers of proposed fees
Send supply center invoice to Rebecca
Verify lawn company/workers are licensed
Assigned to Due Date
Status
John
May
Complete
Rebecca
May
Complete
John
June
Complete
John
May
Complete
Rebecca
Feb
Complete
Rod M
March In Progress
John
June
Complete
John
June
Complete
Cindy
June
New
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Administrative Updates
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Registration Fees
• Fall fees
– All - $100
– Late Fee after Aug 7
• Spring fees
– Played in fall: $40
– New: $60
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Registration Flyers
For future reference:
Order 2 weeks before
first registration!
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Section 5 Games
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$25 per player
U10B Steely ($250)
U14C Merritt ($375)
U19B McCoy ($450)
U19G Sullivan ($450)
• Fee: $1,525 total
• Did we receive all funds owed to region???
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National Games
• U10B – Chris Steely
• No referees attended from our region
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Regional Tournament
• HIGHLY Recommend that we avoid using
the regular season performance to rank
teams.
• Prefer more games, even if it causes a
referee problem.
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No Ref, Cancel Game
• Slight change to policy
– If no referees are assigned to a game by a deadline
established by the Region Board, the game may be
canceled by the Regional Commissioner or his/her
designee, or with the Regional Commissioner’s
permission, the game may be redesignated as a
scrimmage.
• Considering allowing coaches to scrimmage.
• How will this impact Regional Tournament
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Other Misc Info
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New pastor at Crosswinds: Ben James
New principle at HES: Hydi Phelps
U10-U14 Area Tournament at Huntsville
U16-U19 Area Tournament at Monrovia/East
Limestone (depends on Creekside work)
– Could we use the football field at MMS? Would 2
fields be enough?
• State Tournament at Madison
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Registrar
Tiffney Etzel
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Fall Registration Status
• 54 Registered Players
• 66 Applicants
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Safety Director
Rod Merritt
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Treasurer
Rebecca Hammer
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Financial Status
• Annual Report
• Banking Issues and Mitigation
• Annual Audit
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CVPA
Meagan Ottum
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Coach Administration
Peter McCoy
Curtis Walker
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Referee Administration
Chris Boyer / Aaron Luchini
Dowling Bowman
Douglas Vechinski
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Equipment
Van Sullivan
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Uniforms
Beth Sullivan
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Fields
Vacant (John filling in)
Cindy Vechinski
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Final Field Allocation
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Endeavor – U8 x 4
Hope – U5/U6 x 6
Crosswinds – U10 x 2
Harvest Baptist – U12
Calvary Baptist – U14
MMS – U16/19
HES – Alternate U12 (may have to pay)
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Field Maintenance
• Crosswinds, Harvest Baptist & Hope aerated –
guy that did Calvary to complete
• Need to fertilize and probably do soil testing
• Hope: Sprinkler Zone 1 not working
• Calvary: Need a few sprinklers raised – plan to
pay someone to complete
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VIP
Angelia Southern
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Division Coordinators
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Division Coordinators
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U5 –
U6 –
U8B –
U8G –
U10B –
U10G – Jeff Salas
U12B – Jeff Salas
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U12G – Alison Wade
U14B –
U14G –
U16B –
U16G –
U19B – Peter McCoy
U19G – Van Sullivan
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New Business
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WARNING!
Reapply as a Returning Volunteer
st
BEFORE August 1 !
eAYSO access will be removed
automatically if you do not!
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Review Action Items
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