Board Minutes Archive

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AYSO REGION 149 MINUTES
APRIL 18, 2013

PRESENT: Andy Ungerer, Joan Reukauf, Kristin Francisconi, April Spehar, Elaine Markley, Vicki Guenther, Gibby Reynolds, Luke Cotton, Mike Middleton, Kelsey Walker, Manny Hur, Rich Raleigh, Ben Potter, Leanne Henriques, Rema Robinson

MINUTES FROM MARCH MEETING: Gibby moved that the minutes from the March meeting be approved as written. Luke seconded the motion, which carried unanimously.

TREASURER’S REPORT: Joan presented the budget for the next year. If anyone has any changes, the need to contact Joan immediately. She did talk about the increase for travel and registration to the section meeting next year. It is hoped that we can afford to send at least 10 Board members for training.

BOYS TEAM FORMATION: April reported that there were a lot of late drops in the spring, making it difficult in some divisions to fill with new players. Several ideas were presented to try next year.
Send out roster at the end of the fall season asking who does not plan to return in the spring.
Division coordinators deal with their own issues rather than having the Division Coordinator solve all problems.
Close eAYSO if a division is full so players can not register and think they are being placed on a team.

NEW BOARD MEMBERS: Welcome to Leanne Henriques who has joined the Board as the Camp Coordinator. Ben Potter is serving in a new position as the Social Media /Publicity Coordinator. We are excited to have their fresh ideas and enthusiasm

BOARD MEMBER CHECK IN: Board members are reminded to stop by the Safety Station when you arrive at the field and fill in where you are going to be. Take a radio with you if there is one available so if anyone at the Safety Station has a question they can not answer, they can radio for an answer.

COACH REPORT: Luke reported that he would be leaving in June. The Board would like to thank Luke for all the years he has spent at the Adams fields as a player and as a Board member. We appreciate the roles you have chosen to take on and the vision of how the fields can be improved at Adams. There will be a coaches meeting on May 3 at Papa’s Pizza to discuss the up-coming season and honor veteran coaches with a small gift. An agenda of that meeting will be sent out to the coaches as well as Board members.

FIELDS REPORT: Luke talked about the latest plan for irrigation and field layout. There will be one full sized field (Field D) and the rest will be modified sizes. We are waiting to hear back from the Corvallis School District as to where the water will come from. They will continue to mow the fields for us.

WEBSITE: Luke and Ben will get together and talk their language about the website and how things have been set up so Ben is familiar with what Luke has been doing. Luke has been gathering statistics on what gets the most hits on the website and has found that the Board roster gets the most hits after the home page. Any information that should be added to the website needs to go to Luke as soon as you have it prepared.

U5 PROGRAM: Vicki reported that some regions are using the UK coaches to help instruct the U5 program. She will contact Stuart to see if they can work with U5 and U6 in the fall for a 2-week period of time on Saturdays. It was suggested that they are invited to come the 2nd week and send 3 coaches this year.

REGISTRATION: The “packet party” will be April 22 at Adams gym for anyone who would like to help out. Packets will be handed out through the Safety Station volunteers April 27. Help is needed to check volunteer applications and photo ID. Manny will contact Erin and Donna to see if they are available to help either May 4 or May 11 or both Saturdays. A tent will be set up to receive information.

TEAM MANAGER: Rich shared an information sheet that will go on every registration packet explaining the role of the Team Manager.

SAFETY REPORT: Gibby reported there were two injuries that were reported but no claims were filed. The AED quotes have been received and he will order the machine. No medical training is needed to operate the AED and the Oregon “good samaritan law” protects anyone using it. Elaine received word that AYSO Region 149 received a $750 grant from the OSU Folk Club Thrift Shop Foundation to go toward the purchase of the AED

YOUTH VOLUNTEER REPORT: Kelsey reported that she would be ordering a two color lettered T-shirt printed on purple for the Youth Referees. The shirt cost is $6.25 per shirt for a total of $243.00.

COMMISSIONER REPORT: Vicki would like to have outgoing Board members join her for coffee and talk to the incoming Board member, providing insight and create a positive transition. During an email discussion and vote by the Executive Board, it was moved by and seconded that Rynda Gregory fill the position of Boys Progressive Coordinator. The vote was unanimous. We welcome Rynda to the Board and thank her for stepping up to help the boys who want to continue playing soccer after the primary season.

NEXT MEETING: Our next meeting is scheduled for Thursday, May 16 at 7:15 at the OSU Oceanography Administration Building.

Respectfully submitted,
Elaine Markley, Secretary
AYSO Region 149

AYSO REGION 149 MINUTES
MARCH 21, 2013

PRESENT: Vicki Guenther, Andy Ungerer, Luke Cotton, Rich Raleigh, John Williams, Marc Betz, Kelsey Walker, Walt Mahaffee, Aaron Rock, Manny Hur, Gibby Reynolds, Leanne Henriques (guest), Elaine Markley

MINUTES FROM FEBRUARY MEETING: It was moved y Andy and seconded by Walt that the minutes be approved as written. The motion carried unanimously.

TREASURER’S REPORT: Joan was not able to attend the meeting so Vicki went over the financial report. It was noted that we are over budget in several areas, uniforms being one. We may need to adjust this item, as the cost seems to continue to increase. The budgets are due to Joan for those who have spending responsibilities by April 1, 2013. You are asked to break down one- time and on-going expenses. Andy volunteered to do an audit, which needs to be done by June 1st.

COACH REPORT: The Board reviewed the email that Luke is proposing to send out the coaches and assistant coaches.

TEAM PARENT REPORT: Erica was ill and not able to attend the meeting. Marc discussed the new language for the Team Manager responsibilities. Concerns were raised about changing the title from Team Parent to Team Manager. The new position would take the place of the Team Parent and that person would be the #1 contact for each team rather than the Coach. They would be taking on more responsibilities than in the past. It was moved by Luke and seconded by Gibby that the job title be changed from Team Parent to Team Manager. The motion carried. Additional discussion was brought up by Luke that the Team Manager Coordinator be added to the Executive Board. He suggested that the Assistant Commissioner be dropped from the voting Executive Board. Vicki suggests everyone think about this and we will discuss it at a future meeting. If anyone has any language changes for the document explaining the rationale for Team Manager, send them to Marc as soon as you can.

TEAM FORMATION: Andy reported there are four new U6G teams and two new U6B teams for the spring. Since there are so few openings in most divisions, it was suggested that Luke identify the open divisions on the website so everyone knows whether it is worth their time to register for spring season. We will open the eayso window for registration. Andy will communicate with Rich about the message to include on the eayso registration form. The window will open from March 31-April 1 to pick up any additional players.

EQUIPMENT MANAGER REPORT:  Melissa was not able to attend the meeting but contacted Vicki about concerns about the jersey sizing and wants to order longer shorts in U12-U14 divisions. Melissa will be asked to email the cost difference to Vicki.
CVPA REPORT: National AYSO is no longer accepting Paper forms. Everyone will have to apply on-line from now on and e-sign his or her form. They will only print 1 copy since the data is stored through National.

COMMISSIONER REPORT: National AYSO dues are increasing by $2.50 per player to $17.50. We must consider this in building our budget. We did decide at an earlier meeting that the scholarship requests will cost each player $20 for the 2013-14 season. Vicki reported there are four Board members who have not completed Safe Haven. She will email them directly. Vicki also reported there was trouble with the printing of the newsletter. Melissa is suggesting we use an electronic newsletter rather than paper. This will be discussed at a future meeting.

U5 JAMBOREE DIVISION: Aaron and Kelsey reported on what they learned from the conference about the U5 Jamboree Division. The objective of the program is to have players and parents experience a pressure free soccer experience. In order to qualify, players must be 4 by July 31. If there were enough player interest, there would be a girls and boys division. The format is broken into three parts: 1) activity session 2) break and 3) 3 v 3 “game.” Everyone would have the same uniform. They would be on an assigned field for one hour. One possibility would be to split Field C East or West during the middle of the day for the U5 Jamboree Division. There is a “Master Coach” and youth volunteers are considered the “trainers.” It was moved by Luke and seconded by Elaine that we implement a pilot program for the 2013-14 season. The motion carried unanimously.

FIELDS REPORT: Discussion about contractors for future field work was discussed. The agreement with the Corvallis School District is that AYSO Region 149 can select the company to do the work but they are contracted by the school district. They would pay the contracted company with a purchase order and we would reimburse the district for the costs. The school district will be responsible for mowing the fields. They need maps and tracers for the project. AYSO Region 149 would have it’s own water meter and pay the bill directly. Pesticide management guidelines must be followed. The district requests that we stop supplying seed and fertilizer at this time since they have too much. If we are purchasing a water cannon, we will need to have some type of shed in the “bone yard” for storage when it is not in use. Field F is not ready for use this spring so games will be played on Temporary Field F. The fields will need to be painted since lines will no longer be able to be burned in. Fields volunteers are going to be asked to do more than simply put up or take down the nets.

SAFETY REPORT: Gibby discussed “safe equipment” worn in hair. Bobbie pins seem to qualify as safe but barrettes do not. National guidelines do not allow them. Walt wants to be sure referees are consistent and not go overboard.

WHISTLE STOP: Our own Kelsey Walker was featured in the Whistle Stop for her accomplishments and advancement in the referee ranks. Great job Kelsey. Kelsey shared a draft design for a shirt for youth referees with the theme of “Proud to be a Youth Referee.” She would like to have the youth referees receive a shirt to wear and encourage others to volunteer.

THANKS: Thanks to Gibby for taking notes until I arrived at the meeting.

NEXT MEETING: Our next meeting will be on Thursday, April 18 at 7:15pm at the OSU Oceanography Bldg.

Respectfully Submitted,
Elaine Markley, Secretary
AYSO Region 149

AYSO REGION 149 MINUTES
FEBRUARY 21, 2013

PRESENT: Vicki Guenther, Marc Betz, Kristin Francisconi, Elaine Markley, Walt Mahaffee, Cindy Haskill, Joan Reukauf, Kelsey Walker, Luke Cotton, Andy Ungerer, Mike Middleton

MINUTES FROM JANUARY RETREAT/MEETING: With the addition that Elaine was present for a minor portion of the retreat at the end, it was moved by Walt and seconded by Kristin that the retreat minutes be accepted as amended. The motion carried unanimously.

SUMMER CAMPS: The AYSO Camp will be June 24-28 and August 5-9. The Skyhawks camp will be July 15-19. We are still in need of a Camp Coordinator for the AYSO camp and Elaine is hoping the Camp Coordinator would also oversee the Skyhawks camp as well.

NEWSLETTER DEADLINE: It would be helpful for Melissa to have the articles for the newsletter by February 25 if possible. The goal is to have the newsletter in the mail prior to spring break, which is the week of March 25.

• Team Manager aka Team Parent...Erica
• Concessions chart...Elaine
• Shoe Swap page...Elaine
• Safety instructions for sign-up...Gibby
• Girls Team Formation...Andy
• Youth Referees...Kelsey
• Fields Update...Mike
• Commissioner Report...Vicki
• Coach Report...Luke will send to coaches, not in newsletter
• Schedule...John

5-A-SIDE: Luke would like to be in charge of the 5-A-Side that will take place Saturday, May 25 for anyone who wants to participate. There is also a Jamboree in Albany for U8-U19 but it was the feeling of the Board that we need to keep the momentum going for players to enjoy the 5-A-Side event at our own fields and help raise a little money for the fields’ funds. Walt will schedule the referees. Good publicity is the key to the success of the 5-A-Side event.

TREASURERS REPORT: Joan reported that we are over budget on the fields therefore funds will have to be transferred. It was estimated that $30,000 would be transferred. There are a lot of unknowns with the new fields project and how much the water will cost each year. It is estimated that we should allow no less that $5,000 per year. Everyone needs to have his or her own Board position budget to Joan by April 1. We will review the budget at the May meeting and it will be submitted to National June 1, 2013.

SCHOLARSHIP FEE: A discussion of how much Region 149 should charge players who qualify for free or reduced lunch. Since the cost of uniforms has gone up and National dues have gone up, we are paying a lot of general fund money when families are currently paying $15 per player. Elaine moved and Gibby seconded the motion that we charge all players $20 for the 2013-14 season if they provide evidence they qualify for the free/reduced lunch program. The motion carried.

CVPA REPORT: Manny was not present to give a report. Vicki shared with the group that one player will be moved to another team due to circumstances centered around behavior with other players outside of AYSO and the players can not be on the same team.

U5 REPORT: Kelsey and Aaron attended the U5 session at the conference. Kelsey explained how the U5 Jamboree was organized and how it was different from U6. The biggest difference is that the parents are taking an active role on the field during the “game time.” No decision to add U5 for the Fall/Spring 2013-2014 season was made. A definite decision must be made next month in order to advertise the change.

EQUIPMENT REPORT: Melissa was not present. Deadline for ordering new uniforms is March 8 in order to have them in time to meet the new U6 teams on April 1. Marc is requesting better quality size 5 balls for the U16-19 teams. He will need 6 new balls for the spring season. Marc and Luke will work with Melissa to get the best ball possible for the most reasonable cost. Purchases are being made through the supply center and only Executive Board members are authorized to purchase supplies. Vicki will verify the list.

ROSE PARADE 2014: AYSO will have a float in the Pasadena Rose Parade and would like each region to sell pins for $5.00 to raise money for the float and celebrate the 50th anniversary year of AYSO. It was decided that we would not do this at this time.

SECTION CONFERENCE: Those who attended obtained valuable information and were thankful for the opportunity to attend. In attendance were Vicki, Joan, Kelsey, Manny, Walt, and Aaron. Next year the venue will move to The Rio in Las Vegas and have a lot more classes scheduled. Regions are encouraged to send more members next year.

FIELDS REPORT: Luke, Mike and Vicki will be meeting with the district office to discuss the improvements of the fields. Luke has drawn out maps and charted sizes of proposed fields for the next season. Irrigation will be considered for the summer with the purchase of water cannons. It was moved by Luke and seconded by Walt that we increase the size of Field B. The motion carried unanimously. Vicki reminds everyone that this is a several phase project and we will not be completing everything at once.

Respectfully Submitted,
Elaine Markley, Secretary
AYSO Region 149

AYSO REGION 149 MINUTES
JANUARY 17, 2013

PRESENT: Mike Middleton, Manny Hur, Elaine Markley, Marc Betz, Erica Lerch-Griffin, Kelsey Walker, Gibby Reynolds, Luke Cotton, Andy Ungerer, Vicki Guenther, Walt Mahaffee

SAFETY REPORT: Gibby researched the purchase of an AED (Automated External Defibrillator) to have at the Safety Station during games each Saturday. There are no specific guidelines from National AYSO and no specific training is required but encouraged. He reported that there are 365,000 deaths due to heart failure nation wide each year and 50,000 are preventable. After a brief discussion it was moved by Gibby and seconded by Luke that we purchase an AED subject to the availability of approximately $1500 in the budget. The motion passed unanimously. Gibby will check with Joan about funds and then order the AED so it will be here for the first game in the spring.

TEAM MANAGER DISCUSSION: A discussion centered on the new responsibilities of the Team Manager (formerly the Team Parent) for the 2013-2014 season. Each Team Manager will need to take the Safe Haven course on line prior to assuming the responsibilities of this volunteer job. The rationale behind the change was twofold: 1) Reduce the burden on coaches to do administrative chores so they can focus on teaching skills and strategies of the game 2) Create a better tracking and utilization of volunteer resources. We are hoping that the philosophy of  “Many hands make for light work” will be divided by our 110 Team Managers. Additional information will be found in the spring newsletter and on line. 

TREASURER REPORT: None. Joan was absent.

NEWSLETTER EDITOR: Melissa would like to have all Spring newsletter articles to her by March 1, 2013. She is also seeking a replacement so she can concentrate on her new Board position as the Equipment Manager. Please get articles to her on time!

CAMP COORDINATOR: We are still seeking a Camp Coordinator. Elaine suggested that Vicki contact families who have attended AYSO Camps as a starting point. She will contact the volunteer who arranged housing for the coaching staff last summer, hoping she would like to continue this volunteer role.

JANUARY RETREAT: Notes and action items from the January retreat held January 12 2013 from 9:00am-4:00pm will be sorted and distributed at a later date. The monthly meeting held tonight was brief due to the amount of time the Board spent on Region 149 business the previous weekend. Vicki expressed her appreciation to those who were able to attend.

OPEN REGISTRATION FOR SPRING: All coaches received a roster and directions to contact all players/families to see if they plan to play in the Spring 2013 season. They are due back to the Division Coordinators at the end of January. It appears that there are few openings so on-line registration will take place beginning February 1, 2013. Luke will put the information on the website and Rich will open the window of registration beginning Feb. 1. New teams will be formed in U6 ONLY if there are more registered players than we have openings. Elaine will advertise the information in the Gazette Times, the radio and the local schools.

NEXT MEETING: Our next scheduled meeting will be Thursday, February 21 at the OSU Oceanography Administration Building at 7:15pm.

Respectively Submitted
Elaine Markley, Secretary
AYSO Region 149

AYSO REGION 149 MINUTES
JANUARY RETREAT
JANUARY 12, 2013

Attendees: Joan Reukauf, Luke Cotton, Gibby Reynolds, Aaron Rock, John Williams, Marc Betz, Andy Ungerer, Walt Mahaffee, April Spehar, Kelsey Walker, Manny Hur, Melissa Edwards, Elaine Markley

Thank you so much to Elaine and Joan for setting up and providing wonderful snacks, beverages and lunch!

Please note that much of the meeting I forgot to take notes or they were very sketchy. Those of you that attended please feel free to add more information or additional items for anything I’ve missed.

John brought up the need for game cards to be completely and accurately filled out by refs particularly in the fall. Spring scheduling is done by separating the divisions in two halves so the games are better balanced. That separation is based on the information taken off the game cards, incomplete cards make that very difficult. Walt will address that with refs.

Breakout Sessions:

Re-purpose Team Parent - Team Manager: Marc, April, Walt, Andy

This group focused on working out details to repurpose the team parent position into the Team Manager position. The idea is that Team Manager would take the “managerial duties” away from the coach and truly run the team.  Marc has drafted a Corvallis Team Manager Page (also attached) that will be posted on our website after we approve it and notify current team parents and coaches of the changes. Erica is working on an article for the newsletter addressing this change.

Duties:

• Responsible for all team communication
• Insures volunteer position filled and commitments met
• Send weekly reminders
• Get assignments from volunteers
• Must be present at games but practices optional

Support/Training

• Develop web voice over training
• Explore Shutterfly for utility in helping with team management
• They are welcome to distribute responsibilities to other parents but they are our primary contact

Perks

• Lead volunteer on roster / teams formed around TM
• Preferred practice location
• The thanks of the referee administrator, coach admin and board

Advertisement

• Newsletter
• Website
• Email to current team parents and coaches
• Registration folder
• Annual meeting

Reasons

• Need to reduce the burden on coaches since their training requirements are increasing
• Improve the efficacy of the volunteer base

Items to follow up: Region specific video download for training, develop training process

Board Recruitment: Joan, Kelsey, Vicki

This group focused on various ways to recruit for the board members, but also touched briefly on recruitment for other positions

• Positive and Proactive
• List of long term team parents to pull from for board positions
• Face to face on fields, all current board members, same fields multiple weeks (on duty?)
• Who I am, What I do, Humanize the positions, Connect
• Why do you volunteer, favorite moments etc.
• Traditional forms to continue, Newsletters, fall meeting, website
• Use of Facebook for emergency recruitment only
• Personal, names to faces more likely to follow through

Follow through with Thank You’s

• Kudos on Facebook
• Volunteer of the week parking spot, 3 categories, Coach/Assist Coach, Ref/Assist Ref, Team Manager
• Newsletter years of service and thanks
• All Board end of year Photo with Thank You (Some fun photo idea conveying our thanks for website and e-mailed to volunteers)

Step by Step:

• Introduce self and what you do – name tags kept at fields
• How’s it going? Get conversation going, LISTEN (Perhaps assign teams)
• Follow up on suggestions
• Always get contact info
• Testimonials

Fields: John, Gibby, Luke, Aaron

Luke reported on improvements that have been made to the fields. We are going to watch the progress to see if we want to continue having improvements made by the same company annually. Outlined upcoming tasks and ongoing annual maintenance and changes.

• Fields Task List
• Watering plan proposal (early April)(started)
• Field Repair (aerating)(mid April)
• Install pipe and fill burn lines (mid May)
• Set new field sizes and burn field marking guides (corners) and sink corner stakes (late Aug)
• Rethink deal related to annual donation to 509j

Luke mentioned the roofs for the Brown and Blue sheds will need to be replaced soon.  Vicki will e-mail area troops to see if any Scouts are interested in taking on the project for Eagle.

Guest Speaker: Keith Underdahl is the AYSO Area Tournament Coordinator. He is currently setting up a tournament that will be in the Albany/Lebanon area in June. It will be open to all regions interested. He will be drafting an article to go in the spring newsletter and will send that to us early to mid February. Vicki will forward that information to the board when she gets it.

2013/2014 Fees

Discussion on fees, currently cost per player is significantly above $55. Will remain higher due to increased spending to maintain and improve fields.  Moved by Luke and seconded by Walt to place fees at $65 for 2013/14, motion passed unanimously.

Discussion on Scholarship fees, plan to hold at current rate $15, recommendation to raise.  Will revisit vote pending info on numbers of players we currently support vs number we would be able to provide scholarships for at the new rate for players.

U-5 Program: Vicki was strongly encouraged by National to include the U5 program. Didn’t have on-line ability at the meeting so was not able to show complete information. There was concern that we would not have proper field space, Luke, John and Walt felt we probably do have adequate space. Would need to know program specifics to know exactly. Would need to increase our coach certification levels. Master coaches are preferred to run the U5 programs, but not required.  John will follow up and find out more information about U5 and look into what will be needed to start the program.  Will also contact his son-in-law about possibly running the program. We would also like to make sure that one attendee to the Section 2/9 conference will champion the u5 program and attend those classes.

Fall Parent Meeting Discussion: talked about the benefits of having the meeting moved back to all one evening. Locations discussed, our fields or possibly going back to LaSells.  Cost for LaSells seems to be prohibitive. Fields difficult for hearing/attention. CHS our best option currently which necessitates a two evening commitment.

Based on above, the discussion moved to content of Fall Meeting. Move U08 and U12/14 to first night, U6 and U10 to second. Tailor each meeting to fit group, ie 1st time parent information not necessarily beneficial to U12/U14. Have completely different format allowing teams to organize in advance, make attendance optional for older divisions, have a separate smaller meeting for those new to the area or AYSO with general info (all same evening). Benefits of reducing the size of meeting for older age groups vs loss of contact with parents discussed.  The idea is that having a Team Manager would enable that procedure to work.

We would like to be able to have multiple computers at fall team meeting to facilitate speedy volunteer registration. Elaine will check with CHS for WiFi. If none available we’ll check with Verizon on hotspot rental.  Belief is that it would be approximately a $35 rental for 1 month.

Plan to continue ball sales at fall meeting. Decrease the number of size 5, increase the number of size 4 offered. Customers would like to see other colors than Duck colors, will need to check availability of quality balls at good prices. Last year we were able to get them at a special discount, colors weren’t an option. Melissa will see what is available May/June.

Team Formation: Open to coaches and all others interested. Create a partial blind system beginning with Team Manager, then Coach, Refs, etc . April and Andy will continue with developing that system.

From October minutes: A note will be drafted by Walt to put in the January letter to the teams of the 26 volunteers who did not fulfill their obligation as a referee for that team. It was suggested that Walt summarize his report and include that in the Spring newsletter to make all Region 149 families aware of the volunteer obligation that is not being fulfilled and why there are games where there isn’t a referee.

Vicki explained her reasoning in making the decision not to include that note to the coaches. Walt agreed that it was fairly harsh and did not target the audience we need to reach with that information.  Walt has created an excellent table explaining the numbers of refs we have, should have, numbers that do minimum games and numbers that fill in large quantities of extra games. We discussed the reasons that referees are not showing up for games or not signing up in the first place. Reasons varied from work related issues to I just don’t want to. Elaine suggested that board members each take a few refs that have volunteered in that position and then never have shown up and call them. Using a positive/proactive method and asking what we can do to help them. How can we make it possible for them to actually ref the games .

Melissa will be placing the order for custom balls for the region before Jan 31st.  Luke would like to change how we run the U6 program and so requested that we order balls for the fields rather than teams and will be working out a check out/return system for U6.  2 Sets of 10 balls with bag and cones for each field for the teams to practice with since they don’t have practice in between Saturdays. This will make future years less expensive in ordering balls and should cover the cost of having UK International come in and run U6 clinics.

Discussion about ordering Blades/Banners that would identify fields and have Kid’s Zone information on them. Melissa? will look into custom Blades/Banners. Sorry, question mark because I can’t remember who offered to research that.

Walt will be holding spring ref training. Dates to be determined after Section Conference. John W requested that part of that training cover properly filling out game cards.

There has been some indication of club recruiting during games that is done in a very negative way.  Negative comments about AYSO parents/coaches during the games. While we understand that both AYSO and club have their place in the community, negative comments will not be tolerated. We will continue to address those issues as they come up. We can not kick them off the fields, but we can ask them to use professional words and behavior.
There was a brief discussion of rebuilding the newsletter to a more exciting (new) format. Will not be for spring. Something we need to look into along with a new editor as Melissa is ready to move fully into her new position.

Board Positions Open:

• Summer Camp Coordinator
• Boys Progressive Coordinator
• Auditor
• Assistant Commissioner
• Assistant Coach Administrator
• Newsletter Editor
• U5 Coordinator
• Special Events Coordinator
• Public Relations
• Assistant Registrar
• Division Coordinators Currently U14B, possible U08 or U10B, U12G

AYSO REGION 149 MINUTES
DECEMBER 18, 2012

EXECUTIVE MEETING: Vicki gathered the Executive Board together to announce that Donna Sattem is resigning as the CVPA and Manny Hur is willing to assume that position. If there were no objections by the Board, Manny would attend the Section Conference to obtain training for the new position. Since Manny was the Assistant Registrar, Rema felt that the Division Coordinators have relieved a lot of the chores that she once did with the use of the eAYSO programs and having an assistant at this time was not as critical as filling the position of CVPA. It was moved and seconded that Manny Hur assume the position of CVPA. The motion carried unanimously. Manny will need to complete a Board application for the records and send that to Elaine for her file.
We will add Assistant Registrar to the Open Board positions.

AYSO REGION 149 MINUTES
NOVEMBER 29, 2012

PRESENT: Vicki Guenther, Mike Middleton, April Spehar, Rema Robinson, Elaine Markley, Prem Mathew, Kristi Franisconi, Rich Raleigh, Luke Cotton, Walt Mahaffee, Andy Ungerer, Marc Betz, Joan Reukauf

MINTUES FROM OCTOBER MEETING: It was moved by April and seconded by Andy that the minutes be approved as submitted.  The motion carried.

COMMISSIONER REPORT: Vicki reported that the RC Training was “incredible!”  She was able to network with 33 other Commissioners from all across the United States.  A tour of the Score factory was an added bonus, especially since her previous position on the Board was Equipment Manager.  She toured the National office as well.  Region 149 received a report card for how we are doing as a region.  We only had one needs improvement, a few satisfactory and the rest were outstanding.  We need to work on the Regional Assessment Program and have different Board members complete sections of the report that pertain to their specific board position rather than having one person do the entire report.  Vicki thanked the Board for the opportunity to receive the training and feels it is necessary for all Regional Commissioners.

CVPA REPORT: There was no report.

COACH REPORT: Luke gave a recap of the World Cup 5-a-Side event.  13 teams participated.  Registration was done on-line and through email.  The largest number of teams came from the U10 division.  To reduce the amount of lining for short-sided fields, the field size was slightly bigger than the size we have used in the past.  This seemed to work fine and no one seemed to notice any difference!  It was suggested that if we were to do this in the fall of 2013 perhaps a pitch should be made at the August team meeting so everyone has a better idea of the event and how much fun it can be.  Prem mentioned that it was difficult to sign up not knowing if the games were in the morning or afternoon.  The new format had a later start time and extended into the afternoon.

PROGRESSIVE REPORT: Vicki reported that Cindy Preece would no longer be the AYSO Boys Progressive Coordinator.  She has taken a position with the Valley Futball Club and therefore there is a conflict of interest between the positions.  A new coordinator will be needed before the spring in order to keep the boys program going.  We appreciate the energy Cindy put forth in her brief stay with the Board.

INDOOR REPORT: Prem reported that there were 210 players signed up for the program this fall.  That is 30 short from last year, which is approximately the same number of players who requested scholarships last year.  Scholarships will not be given for this Extra program.  The good news is he did not hear any complaints!  Prem needs coverage on December 15 since he will be out of the country.  Vicki and Luke will represent the Board that day.

REFEREE REPORT: Walt presented a visual report and recommendations to better the referee volunteer pool.  Too many referees have to do multiple games that were not assigned to them to fill in for those who did not show up for the assigned game.  The youth referee program has been very successful and those volunteers are gaining more confidence all the time.  Thanks to Kelsey for her role in encouraging more youths to volunteer.  To help keep the cost down, it was suggested that referee uniforms be turned in if the volunteer is not continuing the following season.  Lisa Still following the game on Saturday called all the “no show” referee volunteers.  Walt will be working with the computer science department at OSU to develop a way to help monitor and manage referee volunteers.  A note will be drafted by Walt to put in the January letter to the teams of the 26 volunteers who did not fulfill their obligation as a referee for that team.  It was suggested that Walt summarize his report and include that in the Spring newsletter to make all Region 149 families aware of the volunteer obligation that is not being fulfilled and why there are games where there isn’t a referee.

OPEN BOARD POSITIONS: Vicki reported that Mike Wilmert could no longer fulfill the position as Assistant Commissioner due to family obligations.  We will miss Mike’s insight and forward thinking and hope to see him on the fields in a lesser capacity for Region 149.  It was suggested we add a Board position to catch the younger generation who are using Facebook and Twitter in addition to the more traditional ways to communicate through social media.
-Assistant Commissioner
-Boys Progressive Coordinator
-Volunteer Coordinator
-Assistant Coach Administrator
-Special Events Coordinator (5-a-Side)
-Summer Camp Coordinator
-Auditor
-Division Coordinators

FIELDS REPORT: In an Executive Board meeting held on November 14, Luke presented the bid proposal for renovation/maintenance of the fields at Adams.  The bid is from Pacific Sports Turf for $10,304 to aerating defined playing surfaces of all fields, slit seed the most used portions of the fields, add 800 pounds of winter blend seed, apply 2300 pounds of ammonium sulfate, and apply 11.8 tons of fertilized lime using a spreader that will not damage the fields during the wet conditions.  This renovation process should be repeated approximately every three years.  Elaine moved and Walt seconded the motion that we approve this bid and move forward with the improvements as soon as possible.  The motion carried unanimously.  Work will take place on November 30 if the weather cooperates.  Joan will contact the company about payment and Luke will set up a time for the work to be completed.  Mike will chain and lock the portable goals together that are on the outer edges of the fields at Adams.

SECTION MEETING: Vicki, Joan, Walt, and Todd will attend the meeting.  These Board members need to get together to finalize the travel plans and register for the meeting.

REQUEST FROM ANDY: Andy received a phone call from a former Region 149 volunteer who is in Costa Rica.  He is hoping our region could help with donations of used soccer balls for children in that country.  There is another family joining him and could take the donations with him.  Andy will go to the shed and select some soccer balls to donate to the children in Costa Rica.

TREASURER’S REPORT: Joan presented a written report of the finances. Joan will be looking at the long range fields funds and make sure there are available to pay for improvements to the fields at Adams. The Adult League that exists from our region has an account separate from the players Region 149. Vicki found out that the Commissioner can close the account and the money can be donated to Region 149. Marc and Vicki will coordinate the forms and get that account closed.

JANUARY RETREAT: The two dates that are being considered for the retreat at Grand Oaks recreation room are Saturday, January 5 or 12. Luke will prepare a survey and all Board members should indicate when they could attend. If you have specific agenda items please get them to Vicki as soon as possible.

DECEMBER DINNER: We will enjoy our December meeting at Rich’s home on the 18th. Use the survey that will be send out to indicate what potluck item you will bring to supplement the meal. If there is any pending business for December, it will be done at the dinner.

NEXT MEETING: Our next scheduled meeting will be Thursday, January 17 at 7:15pm at the OSU Oceanography Administrative Building unless it is determined that we do not need this meeting after the Board retreat.

Respectively submitted,
Elaine Markley, Secretary
AYSO Region 149

AYSO REGION 149 MINUTES
OCTOBER 18, 2012

PRESENT: Vicki Guenther, Walt Mahaffee, Andy Ungerer, Kelsey Walker, Luke Cotton, Rich Raleigh, Todd Moss, Erin Harrington, Elaine Markley, Aaron Rock, Mike Wilmert, Joan Reukauf, Marc Betz, Brent Pawlowski

MINUTES FROM SEPTEMBER: It was moved by Walt and seconded by Luke that the minutes for the September 20, 2012 meeting be approved with the edit that Rema Robinson was present. The motion carried unanimously.

5-A-SIDE: Elaine reported that she tallied the registration forms for the 5-a-Side scheduled for October 21 and there were very few teams in each of the divisions and the individuals were scattered throughout the divisions so a team could not be formed from those interested players. She will notify the coaches and individuals to pick up their registration fee at the Safety Station before the fall season ends. Luke proposed a 5-a-Side concept that he is doing for a school project. It would be called The Corvallis World Cup. The target date would be November 4. There would be a higher cost for each team and the proceeds would go towards the fields improvement fund. He feels that better publicity will be the key to getting players interested. Mike Wilmert moved to support this endeavor and Walt seconded the motion. The motion carried.

TREASURER REPORT: Joan presented the report for the past month. There were some questions about the amount budgeted for certain line items that Joan will discuss with George Looney, our former Treasurer. National AYSO sets the categories and each Region must comply with using those categories for expenses. We will be sending as many interested Board members to the Section conference in Las Vegas February 15-17, 2013 that we can afford based on the budget. Vicki needs to know the names of any Board member who wants to attend and write a short summary as to why you should be allowed to attend. This needs to be done immediately so reservations for air travel and conference registration can be taken care of. Luke ordered new corner flags. Elaine suggested that Progressive Soccer teams use the old ones so they have their own equipment and wouldn’t need to have a key for the equipment shed.

ADULT SOCCER REGION: Marc would like to find out what needs to be done to dissolve the Adult Soccer Region that was started years ago. At this time, he is listed as the Commissioner and Joan would be considered the Treasurer. He said that Vicki was listed as the Safety Coordinator. Vicki will take this issue to the Commissioner Training in November and find out what happens to the money in the account.

MEMORANDUM OF UNDERSTANDING: Luke explained the purpose of the “memo of understanding” that was drafted for the Corvallis School District. This document stays with the district and provides guidelines to what has been agreed upon. Both Elaine and Rich feel that this document and the maintenance agreement need to be read by a legal expert before anyone signs anything. Vicki will take the documents to the Commissioner Training and have the legal authority for National AYSO look over the documents for us.
Luke felt the maintenance agreement needs to be improved.

NEW BOARD MEMBER: Aaron Rock was present at the Board meeting and has applied for the position of Assistant Referee Administrator. Aaron has been a referee with our region since 2005 but due to a knee injury, he is no longer able to actively referee. As we all know, there are many details that need to be attended to other than running up and down the field and he feels he can assist the referee program in many ways. It was moved by Walt and seconded by Elaine that Aaron Rock become the new Assistant Referee Administrator. The motion carried unanimously. Welcome Aaron

PROGRESSIVE GAMES: Elaine brought up the fact that there was no one cleaning up the fields the past Saturday after a Progressive game and wanted to know who is in charge of making sure the equipment is stored and port-a-pots are locked. She will send out the Closing the Fields document to all Board members so they all know know what is to be done at the end of each soccer event if you are the last one there. The document is located at the field in the front of the Board member mail box in the Safety Station, in the white metal first aid cabinet in the brown equipment shed and hanging on the shelf in the blue referee shed for everyone to read if they are the last one at the field. Vicki will check with Cindy Preece and John Williams to see how they are handling this as the Progressive Coordinators.

FLYER REQUEST: The Corvallis Aquatic Team (CAT) requested that a half sheet flyer be placed on car windshields at the field on Saturday. Vicki will report back to them that they are not to do this and go through the proper channels at the school to distribute registration information just like AYSO does!

SOCCER YOUTH CHALLENGE: Brent Pawlowksi wanted to make sure everyone was aware of the soccer challenge coming up Oct. 27 and answer any questions that Board members may have. Registration will take place at the Safety Station. He will bring additional flyers to have available to sign up.

SAFE HAVEN TRAINING: All Board members who have not completed the Safe Haven training on-line need to do that sooner than later. It takes approximately 45 minutes if you start and finish without interruptions! Once you hit submit, it is recorded in the National data base.

BIRTH YEAR CHART: Vicki has suggested to Luke to include a birth year chart on the front of our website so people are not registering children who are too young. She would like it to say that they can register “…if child is born between _____ and _____” changing the dates with each new season. Then have a “see chart below for age divisions.” Our region does have a field that pops up that says “player is too young” but people still register. Walt suggested that we change the field so it blocks them from going any further if they are too young.

DECEMBER MEETING: Rich and Nancy Raleigh are again opening their home to host the December dinner meeting. Everyone should check their calendars to see which day might work best for them. This meeting is a potluck affair and spouse/significant others are welcome to attend. Vicki will ask either Gibby or Luke to create a Doodle Poll when possible dates are submitted to Vicki. Carpools will be formed when we know the date and who can attend.

BOARD MEMBERS AT THE FIELD: Thanks Gibby for putting together the chart for tracking when Board members are at the field. It is very helpful and allows us to see where we have open spots throughout the day. If it is raining and you want to stay dry while wearing your Board member jacket, just put a light weight raincoat under the maroon jacket and you will solve your problem of getting wet

NEXT MEETING: Our next meeting will be Thursday, November 29. There are five Thursday’s in the month of November and Vicki will be back from her training by then. Please mark your calendar with this change. The meeting will be held at the OSU Oceanography Administration Building at 7:15pm.

Respectfully submitted,
Elaine Markley, Secretary
AYSO Region 149

AYSO REGION 149 MINUTES
SEPTEMBER 20, 2012

PRESENT: Walt Mahaffee, Kelsey Walker, Mike Wilmert, Elaine Markley, Mike Middleton, Prem Mathew, Gibby Reynolds, Daniel Haak, April Spehar, Connie Buddingh, Luke Cotton, Andy Ungerer, Rich Raleigh, Joan Reukauf, Todd Moss, Vicki Guenther, Jayce Guenther, Erin Harrington, Rema Robinson

SPECIAL GUEST: Jayce Guenther came to share with the Board that his Eagle Scout project for the coordination of the new safety station is now complete and he needed to have the final papers signed. His primary responsibilities were to secure in kind donations and discount prices on goods and materials needed to complete the project. There was good community support for project. Region 149 purchased the Tuff Shed to be placed on the concrete slab that was prepared by Jayce and his work crew. Jayce will write a summary of the project, listing the community sponsors for our next newsletter and submit that to Elaine. Thank you Jayce for thinking of Region 149 for your Eagle Scout projectJ

NEW BOARD MEMBERS: In an Executive Board member email communication it was moved by Elaine and seconded by Mike Wilmert that Erica Lerch-Griffin become our new Team Parent Coordinator. The motion carried unanimously. Elaine nominated Todd Moss as the Assistant Trusted Data Manager and Daniel seconded the motion. The motion carried unanimously. All Board members had an opportunity to read the applicants application prior to the vote. Both Erica and Todd have already jumped right in and have been performing their duties. Thanks and welcome! J

TREASURER REPORT: Joan changed the look of the financial statement, primarily on the last page, creating a budget comparison. By January Joan would like to have a fields budget to help prepare for the following year. Mike Middleton will be working on that document.

COACH REPORT: Luke reported that there have been two coach-training sessions (one in August and one in September). Luke has informed all coaches who have not completed the necessary training that they have a specific deadline to complete this in order to continue to coach. There will be additional training in April. After some discussion about the process of getting all coaches properly trained, it was decided that an “intent to complete” form will be developed for coaches to work toward completion of missing pieces of training. All coaches must have Safe Haven in order to be at a practice with children. Luke will prepare a flyer on “how to complete” the necessary training and will be speaking to the 22 coaches that are missing parts of the training. Connie Buddingh announced she plans to step down as the Assistant Coach Administrator. She has contacted another Board member about taking her place but no application has been received at this time. We would like to thank Connie for all the energy she has put forth in our region not only as a Coach Administrator but as the Message Center Coordinator. She thanked the Board for the opportunity to be a part of the Board and the chance to grow as a person.

CVPA REPORT: There was no report.

EQUIPMENT REPORT: The coach shirts should arrive in time for the September 22 game. They will be distributed from the safety station.

5-A-SIDE REPORT: Ariel was not present but the registration for 5-A-Side should be October 6 and 13 with the games being played on Oct. 21.

INDOOR SOCCER REPORT: Prem has worked with the Indoor Sports Park to identify the player cost this year. After some discussion, it was agreed that on all information about indoor soccer, we must advertise that there are no scholarships available for indoor soccer. We must break even on this and it is not fair to have players pay for their own soccer expenses and subsidize those who can not afford the program. It was moved by Daniel and seconded by Elaine that we charge a flat fee of $45 for the indoor soccer program for the 2012 season. The motion carried. We will start advertising on Oct. 29 and registration will take place out of the safety station. Prem will prepare the flyers and the Q and A for the safety volunteers to have. He will inform Albany of the program but priority will be given to current Region 149 players. If a club player wants to play indoor, they must register for the 2012-13 season and pay the full $55 plus the $45 indoor fee. They too will be on a space available list.

SAFETY REPORT: Gibby reported that there were no major accidents reported the first week. It was suggested that a form be generated to log incidents that required some type of attention (band aid, nose bleed, scrape, bee sting, etc.) and have that log in the safety notebook for volunteers to document. Gibby will be create a Board member availability sheet electronically to allow everyone to check when they are going to be at the field each Saturday. Please check your game schedule and personal schedule and sign up to be the “official” Board member on duty. Gibby will have the walkie talkie radios at the field each Saturday. One radio will always stay at the safety station and the other 3 can be taken to the fields with the Board members that are present.

FIELDS REPORT: Welcome Mike Middleton to the Board as the Fields Coordinator. Mike has been extremely active in getting Field F ready for the season and has been working with the Corvallis School District to maintain a good working partnership. Since the water cannon seemed to work well to get Field F green in a short period of time, Mike will explore the cost of water cannons and prepare a budget and proposal for the long range plans of the fields. He would like to use fields volunteers to line the fields on an every other week basis in the future. This will be factored into the budget for the cost of paint or chalk. The cost of water for Field F could be as high as $2,000-$3000 but Mike is not sure at this time. Mike Middleton, Mike Wilmert and Luke Cotton have been meeting with the district. A memorandum of understanding with the district is being drafted. It was noted that the principal of Adams Elementary makes the decisions for fields from the rock roadway to the south and the district controls decisions from the roadway north.

REFEREE REPORT: Daniel announced to the Board he will be moving to Reno within the next few weeks. It was moved by Luke and seconded by Mike Wilmert that Walt Mahaffee move into the Referee Administrator position. The motion passed unanimously. Daniel has contacted another volunteer to fill the Assistant Referee Administrator position but no application has been received at this time. It was noted that 1/3 or our trained and scheduled referees are youth volunteers. There are a lot of new referees and therefore a considerable number of uniforms had to be ordered. Elaine suggested that we collect the uniforms from any referee that does not plan to return to cut down on the cost. The mentor program for referees can use more help since many of the mentors are scheduled on the field for games. We wish Daniel the best and thank him for all the hours he has volunteered for the players of Region 149. We will see him in Vegas for the section conference in February.J

MESSAGE PHONE: It was discovered that Pioneer Telephone did not cancel our landline at the end of May and we are still receiving a bill for their service that we are not using. Vicki will contact them immediately to stop the service and see if we can get a discount on our bill.

MINUTES FOR JULY: It was moved by Luke and seconded by Joan that the minutes of the July 19, 2012 meeting be approved as written. The motion carried with a unanimous vote.

EXECTIVE SESSION: Due to the length of the meeting, the Executive Board stayed after to discuss the Commissioner Training that will take place in California November 16-18. Vicki presented the paperwork and costs to our Region. National will support part of the costs to train new Regional Commissioners. It was moved by Elaine and seconded by Joan that we send Vicki to the Regional Commissioner training. The motion carried unanimously. We have money in the budget to support this training as well as the section conference in February.

NEXT MEETING: Our next scheduled meeting will be held on Thursday, October 18 at 7:15pm at the OSU Oceanography Administrative Building.

Respectively submitted,
Elaine Markley, Secretary
AYSO Region 149

AYSO REGION 149 MINUTES
JULY 19, 2012

ACTION ITEMS ARE HIGHLIGHTED IN YELLOW

PRESENT: Vicki Guenther, Cindy Preece, April Spehar, Walt Mahaffee, Marc Betz, Gibby Reynolds, Kelsey Walker, Connie Buddingh, Elaine Markley, Rich Raleigh, Luke Cotton, Andy Ungerer, Mike Wilmert, Joan Reukauf, Nichole Stucki, Rema Robinson, Kristin Francisconi, Ariel Johnson, Daniel Haak

AYSO CAMP: Vicki reported that AYSO Camp wanted her to sign a contract for the following year at the conclusion of the June camp. This will be done to secure dates in June and August 2013.

TREASURER REPORT: Joan provided the Board with her first treasurer’s report. The uniform and ball order has not been paid at this time since they have not been received. One CD matured and that money was moved to the money market account. It was decided that we will purchase Galaxy soccer balls from SCORE ad charge the families $8 per ball which covers the cost of shipping and handling. Vicki will order 30 size 3 balls, 40 size 4 balls and 20 size 5 balls. Joan will sell the balls at the annual parent meeting in the court yard at CHS. Joan ordered the field liner and it should arrive soon.

CVPA REPORT: Donna was not present but Vicki reported they are investigating an incident that occurred during the AYSO Camp the week of June 25-29. That is all she is able to report at this time.

COACH REPORT: Luke has the coach training dates on the website. They will be the Friday and Saturday after the parent meeting (August 16 and 17) and again September 7 and 8. It was reported that the Safe Haven training is not working according to Walt. Daniel will check into that and alert National there is a problem. Luke reported that the UK training for the coaches at U6 will cost $1680 which is $180 over budget. The coaches would be on the field all day the first and second week of the fall season to work with teams the first 30 minutes of their scheduled time on the field. Any coach is welcome to observe but the training is geared for U6.

REFEREE REPORT: Daniel reported that there are 5-6 volunteers moving up to intermediate level and that Gibby passed the National level course while in Knoxville at the National Games. We have volunteers at our Regional level who can be trainers so we don’t have to send anyone out of the area to be trained. Gibby, Kelsey and Daniel represented our Region at National Games and through the assessment procedure, all three were awarded games in the finals..Daniel taught the Advanced Referee course prior to the games. National Games will be coming to the West coast (Torrance, CA) in a year or two and Daniel is hoping we could send a team from Region 149. Each team must do their own fundraising for this tournament. Kelsey will try to get more youth referees signed up for the 2012-13 season and especially try to target females.
Gibby requested that expenses for training for National certification be paid for by the Region. He is asking for the cost of the flight and three days of car rental. It was moved by Daniel and seconded by Mike that we support this request. The motion carried unanimously. Gibby needs to get receipts for expenses to Joan.

SAFETY REPORT: Gibby had nothing to report.

REGISTRAR REPORT: Rema reported that there are approximately 1150 players and 80 are in the applicant status. There have been 8 drops at this time. There are very few players in the unassigned status. Good job team formationJ

TEAM FORMATION REPORT: April was seeking clarification on the number of players assigned to the U10B and U8B teams to match the girls divisions. If there are a few extra players that have not been placed, she will contact the coach and see if they are willing to take an extra player. Vicki has ordered one extra uniform for the boys teams so that would not require an additional uniform order. Andy reported that they only division with an odd number of teams is U14G so hopefully they can pick up an extra game with Albany/Lebanon/Sweet Home.

EQUIPMENT REPORT: Vicki reported that the uniforms will be delivered to her home between August 1-6. We will have a sorting party on August 13 at 7:00 for anyone who wants to help. We will use trucks from Rich, Connie and Sean (can we use your truck as always?) and any extra will go into either Melissa or Vicki’s vehicle. And speaking of Melissa Edwards, it was moved by Elaine and seconded by Daniel that Melissa become the new Equipment Manager to replace Vicki. The motion was unanimously carried. At this time Melissa has agreed to continue as the Newsletter Editor as well. Vicki will help in the transition to Melissa on board. Late distribution of uniforms will be September 5 from 6-7pm at the Adams soccer fields. Rich will indicate that on the “sorry” slip given out at the parent meeting.

BOARD MEMBER ROSTER: Rich needs to have a firm list from Vicki confirming all the Board members for Region 149 prior to August 1.

NEWSLETTER ARTICLES: Everyone should submit their Fall newsletter articles to Melissa by July 31 so the letter will be distributed prior to the annual parent meeting. We will be using the 16 page format so articles can be spaced out better for easy reading and more information can be found in the newsletter. Western Oregon Web Press does not print the 12 page version as a rule so it is cheaper to have more pages rather than have them custom the order and waste paper to make things fit. Articles include the following:

• National Games…Daniel Haak
• Indoor Program and registration dates…Prem
• Youth Referees…Kelsey
• 5-A-Side…Ariel
• Commissioner Farewell…Aaron Collette
• Commissioner Report…Vicki and Mike
• Silent Saturday…Ariel
• Safety (no jewelry and general tips about casts,etc.) …Gibby
• Schedule…John
• At cost soccer balls at annual meeting (cash or checks/no plastic)…Vicki
• Concession sign-up…Elaine for Nichole
• Safety…how to sign up (even though Gibby will have a sheet in folder at parent meeting)…Gibby
• Coach tips/training reminders…Luke
• Referee clinics…Daniel
• Picture Day…Elaine
• How to check your courses/certifications…Use Fall 2011 article … Rich Raleigh
• Shoe/Equipment Sale…Elaine
• AYSO Regin 149 Rules…Melissa (check with Andy on numbers of players on each team)
• Limited Open Registration?????...Rema will there be any?
• Other?????

PARENT HANDBOOK: Thanks to Luke and Rich for their efforts in revising and editing the parent handbook. There was still some confusion on the registration pages that were discussed. Changes need to go to Luke for final edit. The handbook will be ready for distribution at the parent meeting on August 14-15. Western Oregon Web Press has run it in the past. Last call for any changes to Luke!

ANNUAL PARENT MEETING: Vicki will do a brief introduction of the purpose of the meeting. Kelsey will speak briefly about recruiting youth volunteers to fill referee spots. Elaine will briefly speak about obtaining fields for practice at schools. Other than those three speakers, the remainder of the time is for teams to meet and decide volunteers, practice times, etc. Uniforms will be given out after all volunteer forms are completed. Curbside distribution will be the location for picking up uniforms and equipment. Meeting will be in the CHS gym with bleachers pulled out. The first session is at 6:30 each day so Board members are asked to be there as close to 6:00pm as possible. Tables will be set up for the following Board members:

• CVPA…4 volunteers needed that are trained
• Finish Line…Rich, Sean and Mike Wilmert
• Data Entry…Marc
• Coach table
• Referee table
• Team Formation/ Registrar together
• Special Events (Shoe Swap) and Concessions together
• Safety table
• Greeters/Handbook distribution: Kristin Francisconi’s kids
• Soccer ball sale…Joan in the court yard
• Changing of team name signs between sessions…Connie

NEXT MEETING: Our next scheduled meeting will be Thursday, August 16, but this could be changed if we met at the conclusion of the parent meeting on August 15 so we are not bonding for 3 nights in a row!. Stay tuned for an executive decision!

Respectfully submitted,
Elaine Markley, Secretary
AYSO Region 149

AYSO REGION 149 MINUTES
June 28, 2012

ACTION ITEMS ARE HIGHLIGHTED IN YELLOW

PRESENT: Vicki Guenther, Andy Ungerer, Kristin Francisconi, Mike Wilmert, George Looney, Joan Reukauf, Elaine Markley, Sean Kutzler, Gibby Reynolds, Luke Cotton, Cindy Preece, April Spehar, Rich Raleigh, Manny Hur, Nichole Stucki, Aaron Collette via telephone system from Bend

TREASURER’S REPORT: George submitted his last treasurer’s report and is turning the books over to Joan Reukauf. He noted that there were only three NSF checks this past year. The scholarship numbers remained about the same as the previous year. George Looney and Aaron Collette’s names will be taken off the bank signing card and Vicki Guenther and Joan Reukauf’s names will be added to the card. Elaine Markley and Rema Robinson are also authorized to sign checks. Thanks to George for his continued dedication to AYSO as our Past Commissioner and Treasurer.

CVPA REPORT: Donna was not able to attend the meeting. Rich reported there were 78 volunteers who had not filled out registration forms. He sent emails to all these volunteers and had 18 reply that they turned in their forms. The forms seem to have been misplaced. Elaine has checked the file in the Safety Station and they are not there.

COACH REPORT: Luke has not set dates for coach training. It is his hope that we will be able to get more certified trainers so John Williams is not the only one who can train coaches at the higher level.

FIELDS REPORT: Sean researched the cost and quality of field striping machines. Elaine moved that we approve Sean’s proposal to purchase a new machine to line the fields. Luke seconded the motion which was unanimously carried. Joan will order the machine. Mike Middleton applied for the Fields Coordinator Board position. Sean interviewed Mike and feels like he would be a great fit for the position. Elaine moved that we appoint Mike Middleton as the new Fields Coordinator. Gibby seconded the motion which carried unanimously. Sean will become the Assistant Fields Coordinator and mentor Mike. Welcome to the Board, MikeJ

SAFETY REPORT: Gibby reported that we had one concussion reported in Progressive Play. The player has been cleared to continue activity and the form was filed properly. It is the intent to provide all coaches with the AYSO concussion information that is made available. There was also discussion about having the coaches take the CDC concussion training that is required by OSAA for all coaches of high school sports. A certificate is printed by the coach once they have completed the on-line course which takes about 20 minutes. Gibby and Luke need to decide how they want to handle this training.

AYSO VOLUNTEER SCHOLARSIP: Kelsey Walker received $300 toward her college education this past spring. Elaine will coordinate with Kelsey to make sure the money gets in her account at the college of her choice. It is the hope that Kelsey will continue to be an active part of Region 149 as continue to work with the youth referee volunteers. There have been many positive comments made about the wonderful support Kelsey provides our younger referees.

REGISTRATION/TEAM FORMATION: There are 1144 registered players at this time. All player cards are to go to Andy and April and the registration forms to Rema. Vicki must submit the final uniform information to Score by July 13. April reported that the new coaches evaluation system did not work out they way it was intended. The number system needs to be changed for next year. Andy has three new divisional coordinators. Aaron would like those names sent to him so he can add that in the August newsletter.

ENVELOPE STUFFING PARTY: Tuesday, July 24 we will stuff envelopes to be mailed to each player regarding their team placement for 2012-13 season and information about the August parent meeting held at Corvallis High School gym August 14 and 15. We will meet at Consumer Power Bldg at 7:00. Older children and Board members are encouraged to attend to make this go quickly.

PRGRESSIVE PLAY: Cindy reported that National AYSO states that players can play EXTRA without being registered for primary programs. As a region we can require players to be a part of the primary program in order to be a part of the EXTRA program or play one of the adjacent seasons. Cindy requested that one player be allowed to play EXTRA immediately and pay the $15 National dues fee. After some discussion, Luke moved that we allow this player the opportunity to play in the summer and he will be enrolled in primary play beginning in the fall. Gibby seconded the motion which was carried unanimously. Rich will register the player for the 2011-12 season.

EQUIPMENT REPORT: Vicki reported that she will have the uniforms delivered to her home the first week of August. She intends to use as many of the old sets of uniforms that are available to free up garage space! If she can find a replacement for Equipment Manager she would mentor that person for the following season. Elaine will pursue a possible replacement.

REFEREE REPORT: With sadness, Bill Stickle has decided to step down from the Regional Referee Administrator. We are so thankful for all the hours Bill has spent on the field each Saturday and the hours of training that he has done for our region. We had a gift to present Bill but he was not at the meeting. We will catch up with him at a later date. Daniel Haak applied for the RRA position and Walter Mahafee applied for the Assistant Referee Administrator. It was moved by Gibby and seconded by Elaine that these positions be filled by Daniel and Walter. The motion carried unanimously. Welcome WalterJ

TRUSTED DATA MANAGER REPORT: Rich presented the idea of up-dating the Parent Handbook and having it ready for the August parent meeting. The Board agreed to print new handbooks. Luke will receive the edits and be in charge of refining the information. Each Board member should look over the section that pertains to their position and send Luke and changes.

NEW COMMISSIONER: Vicki Guenther will assume the position of Regional Commissioner. We would like to thank Aaron for his time as Commissioner and wish him the best in his new job in Bend. We are sure you will find an AYSO for your daughters to be a part of and you can go back to coaching!!! J

NEXT MEETING: Our next scheduled meeting will be Thursday, July 19 at 7:15 at the OSU Oceanography Administration Building. Our informal gathering will be Tuesday July 24 at the Consumer Power Building to stuff envelopes for the 2012-13 season.

Respectfully submitted,
Elaine Markley, Secretary
AYSO Region 149

AYSO REGION 149 MINUTES
MAY 17, 2012

ACTION ITEMS ARE HIGHLIGHTED IN YELLOW

PRESENT: Cindy Preece, Luke Cotton, Manny Hur, Andy Ungerer, George Looney, Aaron Collette, Gibby Reynolds, Bill Stickle, Daniel Haak, Elaine Markley, Vicki Guenther, Rema Robinson, Walt Mahaffee (guest), Brent Pawlowski (guest)

FIELDS REPORT: Bill will check with the Corvallis School District about the possibility of removing old goals and replacing them with new portable goals before the end of the summer. The cost to replace goals would be taken from the field improvement fund. Gibby will check on new lining system for the field lines.

TREASURER REPORT: George presented the revised budget for review and approval. Gibby moved that the revised budget be accepted. Bill seconded the motion. The motion carried. A big thank you to George for all he has done in a short time as the Treasurer.
Cindy asked the question that needs to be answered by Rich: How are the newsletter labels sorted? She is receiving one newsletter per family member rather than one for her family. This would save money if less were printed and mailed.

SOCCER CHALLENGE: Brent Pawlowski presented information about local winners who scored big at the International Level for the Knights of Columbus Soccer Challenge. Max Sun and Saul Contreras will be honored at the field Saturday, May 19 and trophies will be presented to the boys. There will be a free hot dog lunch served by the Knights of Columbus at the field to say “thank you and don’t forget we will have another event in October, 2012.” McDonalds, Trader Joe’s and Knights of Columbus donated the food for the lunch. Youth out reach is a goal of the Knights of Columbus and they appreciate the opportunity to reach this goal through AYSO.

COACH REPORT: Luke reported that there were no major problems. Cindy mentioned she has observed coach volunteers acting as AR’s and still coaching. This is a “no-no.” This can be addressed in the coaches meeting in the fall.

SPECIAL EVENTS REPORT: Daniel reported that there was $99 received in registration fees for 5-a-Side. There will be teams in U8-U14. The U14G and U14B will play together. Two fields will be used and the games will begin at 10:00am and will be over by 2:00pm. There will be NO concessions due to lack of volunteers and families tend to bring their food with them since they are “camping out” for several hours for this event.

REFEREE REPORT: Bill reported that there are 3 volunteers seeking Advanced level. Classes will take place at the area tourney. This year Daniel, Bill, Gibby and Kelsey Walker will attend the National Games. Great representation for Region 149J There were five volunteers who are completing the Assessor’s Course bringing out total to eight in our region. Ricardo Letelier will be attending Golden Gate camp this summer for National Referee certification. Gibby will be doing this as well but at National Games.

SAFETY/RISK MANAGEMENT REPORT: Gibby reported there were two accident reports that ended up with positive results. One was a concussion with a U12B where the coach did a great job of recognizing the situation and handled it properly. The player was checked out by Gibby and was cleared to play again. There was a U19 player that suffered a broken rib and did not have sports related insurance. His grandmother was very pleased with the AYSO coverage plan. There will be AYSO information flyers on concussions in the coach’s packets next fall. Rema and Gibby will see that these are ordered.

REGISTRAR REPORT: Rema reported that the one copy, electronic signature forms are wonderful! She would like to explore another time for Open Registration other than Saturday when all the computers are bogged down with the National load. This is the second year in a row that we had trouble logging on with so many using the system. It is frustrating for the volunteers and the people trying to register. There were a lot of scholarship requests but people seemed to understand they needed verification of the free/reduced lunch program in the schools. The Kid Zone form was discussed briefly. Luke suggests we laminate the Kid Zone pledge and attach it to the recycle bins so the message is out at all fields. It is a good idea to have families sign the Kid Zone pledge the first time they register a child but some felt it was not necessary if the reminders are posted. National does not require this form as a part of the registration packet. It was also suggested that we might have “A” frame signs with the fields marked on them to take to the fields so people can identify the fields.

TEAM FORMATION REPORT: Andy reported that six volunteers responded to help with the work session for team formation. Some even wanted to be division coordinators! In order to help with team formation, volunteers must help with the work session. All registration forms must be received by June 15. Board members are encouraged to attend the work sessions and team formation to assist with the balanced team concept. Andy will need to let everyone know the dates and times of the sessions.

NEW BOARD MEMBERS: Luke and Vicki both were considered for the position of Regional Commissioner. Luke could only guarantee that he would be in Corvallis for one year, while Vicki is here for the long haul. Elaine felt that moving Luke out of Coach Administrator would not be in the best interest of the region since he is developing a lot of positive action with the coaches. Bill nominated Vicki Guenther as the interim Regional Commissioner for AYSO Region 149. George seconded it. The motion passed unanimously. Applications were reviewed for the position of Treasurer. It was moved by Elaine and seconded by George that Joan Reukauf be appointed as the new Treasurer of AYSO Region 149. The motion carried unanimously. Joan has 19 years of banking experience and has been looking for an organization to become involved in since moving to Corvallis two years ago. She felt this was the perfect fit for her. George will mentor Joan and he will get the proper documentation switched over to Joan and Vicki’s names for the bank statements, etc. Mike Wilmert was nominated for the position of Assistant Commissioner by Gibby and seconded by George. The motion carried unanimously. Mike has been involved in AYSO for 10 years and has just recently completed the Assessor’s Course offered by our Region. He has been and area and section referee in California and part of the training staff. Kristin Francisconi was nominated by Gibby and seconded by George for the position of Assistant Boys Team Formation. The motion carried unanimously. Kristin has been involved in AYSO for 13 years as a player and as a parent. Welcome to all the new Board members. We are glad you have stepped up to be a part of the big picture of AYSO Region 149. The children of our community will benefit by your dedication and enthusiasm.

NEXT MEETING: Our next Board meeting will be held on Thursday, June 21 at 7:15pm at the OSU Oceanography Administration Building. This will be the last meeting for Aaron and new Board members will take over their positions at that time.

Respectfully Submitted,
Elaine Markley, Secretary
AYSO Region 149

REGION 149 MINUTES
APRIL 19, 2012

ACTION ITEMS HIGHLIGHTED IN YELLOW

PRESENT: Aaron Collette, George Looney, Rich Raleigh, Andy Ungerer, Manny Hur, Cindy Preece, Luke Cotton, Daniel Haak, Rema Robinson, Casey Fries (guest), Erin Harrington, Elaine Markley, Gibby Reynolds, Bill Stickle, Connie Buddingh, Marc Betz

FIELDS COMMITTEE REPORT: Aaron reported on options the fields committee (Aaron, Gibby, Bill and Daniel) had proposed for the use of fields funds. There were four options to consider:

• No action. Do not use the money at this time for any changes. Use the money for other operating expenses such as electronic registration signatures, keep player cost low, etc.
• Alternate action. Do not emphasize fields, but emphasis on training coaches.
• Field upgrades to existing fields at Adams. Work with OSU turf management, seed research to better the playing surface, purchase new portable goals and remove old goals on site. Also firm up a formal contract with the district for our protection of fields use.
• Buy our own fields. Would we have enough money and if not, how do we generate more funds? We would need to maintain the fields so added costs would include equipment to do that. Rates may have to be raised to make this affordable. Long-term use would allow us to rent out the fields for added income.

The Board was asked for opinions on which option seemed most realistic and supportive. Elaine suggested option #3, upgrading the existing fields since we do not have enough money to support the purchase of new fields. There was a brief discussion but that seemed to be the best option for our Region at this time. Bill is the chair of the committee so if you have any suggestions on how we can upgrade the existing fields, please let him know your ideas.

SAFETY REPORT: Gibby reported that he has purchased an “IN and OUT” board for the Board to use each Saturday. There will be a space for notes to write what field you will be found. There is also a chart that asks Board members to be the “official” Board member for a 2-hour block of time. He will send out an electronic version of the chart for people to sign up. The “official” on site Board member can be any place on the field but will have a “walkie talkie” with them so if the Safety Volunteer needs a question answered, they can be reached. Rich will purchase the walkie talkies.

BOARD MEMBER PARKING: Elaine did an hour-by-hour tally of the number of vehicles in the new Board/Handicapped parking area. There are 20 legal parking spaces in the area marked off. At any one time there were no more than 10 spaces occupied the first Saturday. There were some cars without any marking, several handicap stickers on rear view mirrors in addition to Board member tagged vehicles. The comments for the AYSO community seemed positive and they felt safer in that area since there are fewer cars actually there and they are not dropping off kids and then trying to back out of the parking area. If you haven’t picked up your Board parking permit, they are located in the Safety Station. Sign the form and identify the number on the permit.

PROGRESSIVE PLAY REPORT: Cindy asked for clarification on several issues with the boys progressive play teams. It appears the number of players has grown and additional coaches are needed, especially in the U10B group. Andy pointed out that the same philosophy of balanced teams and everybody plays is to be honored in extra play options. Anyone who wants to try out may do so. The teams are not necessarily the same from year to year. The training sessions that Cindy is offering throughout the week are generating more interest. Good job CindyJ

REFEREE REPORT: Bill reported that there are a lot of youth referees this season. There are 57 teams that need two referee volunteers for a total need of 114. There are four teams without any referee volunteers. We have 101 referees signed up for the spring. Of those 101 referees, there are 35 that are not associated with a specific team and those volunteers end up doing the most games. We are grateful for volunteers like Pat McGowan and Mark Wilson who are highly trained and love helping us out. Look for them in their red referee jersey and say “thanks.”

TREASURER’S REPORT: George presented the monthly report as well as the budget for the 2012-2013 year. The timeline will be the presentation of the budget in April, ratification in May and submit to National in June. There was some discussion about bumping up the total amount of coach and referee training. This year we would send one referee and one coach to Golden Gate camp if there was interest. It was moved by Luke and seconded by Bill that we authorize Rich to purchase a laser printer/copier not to exceed $200 for this calendar year. Motion passed unanimously. George will make any final adjustments to the budget draft for a vote next month. If anyone knows of anyone who would be a good candidate for Treasurer, please talk to them and get back to Aaron right away so contact can be made. If we don’t have this Board position filled by the end of June our region can not exist. Elaine gave Luke a name to follow up with since he knows her personally.

REGISTRAR REPORT: There will be a “packet party” on Monday April 23 at Adams at 6:30pm for anyone who can help out assembling registration packets to distribute April 28. We will be done in time for Dancing with the Stars at 8:00pm!!!!! J The Board was introduced to Rema’s new Assistant Registrar, Manny Hur. Manny and his family just moved from the east coast and they are happy to be a part of our organization. Manny will do a lot of the computer end of the Registrar’s duties and assist Rema as needed.

NEXT MEETING: Our next scheduled meeting will be held on Thursday, May 17 at 7:15pm in the OSU Oceanography Administration Building.

Respectfully submitted,
Elaine Markley, Secretary
AYSO Region 149

REGION 149 MINUTES
MARCH 15, 2012

ACTION ITEMS ARE HIGHLIGHTED IN YELLOW

PRESENT: Aaron Collette, George Looney, Andy Ungerer, Luke Cotton, Vicki Guenther, Gibby Reynolds, April Spehar, Daniel Haak, Elaine Markley, Bill Stickle, Cindy Preece, Marc Betz, Erin Harrington, Kelsey Walker

EQUIPMENT MANAGER REPORT: Vicki did an inventory of old sets of uniforms and there appears to be about 12 sets. Some would be difficult to use since they are discontinued and are not a close match to the new options. She will sort through and keep random jersey tops, socks and shorts to have available at the Shoe/Equipment Sale. Elaine mentioned that there is a community church group going to Mexico over spring break and as part of a service projects they are taking “jerseys on a journey.” Steve Gress is a local contact for this project. Vicki and/or Elaine will contact Steve about taking uniforms to the Mexican village for the children to enjoy. Coaches will be able to sign for the uniforms for new players at the Safety Station April 7.

SAFETY MANAGER REPORT: Gibby will be purchasing a white board for and “IN” and “OUT” contact for Board members to use on Saturdays. The intent is to have an identified Board member on the field at all times. Two-hour shifts are suggested as a minimum to cover the day from 8:30am-3:30pm. Gibby will purchase an upgraded walkie-talkie set to have at the field for the Board member “on duty” when they are roaming the field. The other walkie-talkie will be at the Safety Station for those volunteers to contact the Board member. The idea of canceling the cell phone service that is used at the Safety Station was discussed. Some Board members felt that there are enough cell phones at the field in case of emergency. Elaine felt we were obligated to have one on site. Erin suggested we do a pre-paid monthly phone card for approximately $25 per month. George reported that we are currently spending $33 every month for the phone service even though we only use it four months out of the year. George will cancel the phone service. A phone card will be purchased the first week of April to be used during April and May for the phone at the field.
A “closing the field” walk through will be held at the conclusion of the U6 new team orientation held on April 2. Board members are asked to be at the field by 6:45pm to participate in this.

NOMINATING COMMITTEE REPORT: Luke, Daniel and Gibby brainstormed possible coaches and/or referees who might be a good candidate for the position of Assistant Commissioner. Rich should be added to this committee for future meetings. Several options were suggested about current Board members changing roles until an Assistant Commissioner was found. The bottom line is, we must recruit an Assistant Commissioner to complete the Board so that would not solve the long-term void. Aaron is willing to continue as the Commissioner after his two-year term is over in June until the proper replacement is found. Andy and Elaine questioned why the term was only two years and not three. It seems that the Area Director had given Aaron that information. Aaron will send out an email requesting folks to think seriously about stepping up and being a part of the Region 149 Board.
April suggested that rather than having Board Member as the last choice of volunteer positions on the player card, Rich move it to the TOP and then have Coach, Assistant Coach, Referee, etc. follow on the card. Since we have to have the Board positions filled to remain a Region this should be the top billing! J

TREASURER’S REPORT: George presented the financial report. There was not a lot of activity recorded since our last meeting but things will pick up with the Open Registration checks being deposited and some of the uniform costs for spring. There were a few NSF checks from the fall open registration that we will cover this time around. George stressed the importance of the Division Coordinators completing the placement of players as soon as possible, making sure they are notified as soon as possible avoiding less confusion by all.
George requested that anyone who has a big ticket item of $200 or more to submit the request to him with some type of documented price listing speculation so that can be considered for the 2012-13 budget. Examples he used were the purchase of a printer or laptop for the field or new portable goals to replace some of the older goals. The esignature has already been figured into the next season budget review. The timeline would be to have all requests and suggestions to George by April, present the budget to the Board at the May meeting and vote on acceptance/rejection at the June meeting. The budget committee consists of George, Luke, Rema and Aaron. It was suggested that the scholarship requests be recorded as an expense to help track how much money is spent for uniforms and other costs beyond the National dues that we are requiring players to pay as their payment for the season. Verification for free and/or reduced lunch will be a part of the scholarship form for the 2012-13 season. Luke was going to design a draft of a new scholarship form.
A request for a handicap port-a-potty was brought up. Elaine will order two standard units and one handicap unit for the spring season. The cost of a standard unit is $92.40 per month and the handicap unit is $138 per month. The handicap unit will be placed next to the “C” Fields.
On a sad note, George informed the Board that he will resign from his position as Region 149 Treasurer effective at the end of June, 2012. He feels his current schedule can not fit the needs of the Board and he always wants to pull his weight on the responsibilities we all have at game day. Everyone needs to think of someone who could fill this important position. Due to the trust, integrity and sensitivity of the position of Treasurer, personal references and a known commodity to Board members are highly recommended. The replacement must need to know how to work with Quicken. We will not function as a region if we do not have this position filled by the end of June.

PROGRESSIVE PLAY REPORT: Cindy asked about purchase of equipment for the Progressive Play program. The expenses to purchase any extra equipment must come from the player budget for the program, not the general AYSO Region budget and then it will stay with the Progressive Program. Cindy reported that Progressive would not be participating in the Keizer program this spring due to the lack of time to prepare. Referees who are certified at the higher levels are recommended to referee Progressive games. It was suggested that the Progressive games be listed on the Referee Board game chart so everyone knows when the games will be played and not take down the field at the end of the primary play games. Both John Williams and Cindy Preece need to send this information to Daniel.

TEAM FORMATION: Andy clarified that the age cut-off for young players is just that…a cut off date and they will have to wait until they are old enough to play. As Erin mentioned, it is just like waiting until you are really 16 to get a drivers license or 21 to buy a beer in Oregon (she may not have said that, but it is the same idea!)

COACH REPORT: Luke discussed the new Evaluation Form to be used by the coaches and this year, assistant coaches, to evaluate players. It was felt that the current U6 evaluation form works just fine for evaluation criteria and will not be changed. By having the coach and the assistant coach fill out an evaluation form there will be a second opinion on the rating of players for balanced teams for the next season. Only the coach form will be used initially and the assistant coach form will be used as needed for confirmation of skill. It was suggested that since the evaluation is a matter of interpretation a video be developed and put on our website showing what level of skill would represent a high mark, average mark and lower mark. Using the same player(s) to demonstrate the skill would be necessary so no one is singled out by skill level. No one stepped up to do this at this time.

COMMISSIONER REPORT: The handicap/Board member signs are ready to go and look good. One suggestion would be to create another sign that says “no drop off past this point.” Perhaps that can also be discussed in the newsletter or April Soccer Shorts since the signs are already purchased.
All the investigations from Fall season are completed. Certified letters were sent to those involved and no one chose to respond to the decision presented in the letter each received.

KELSEY WALKER SENIOR PROJECT: Kelsey reported on her progress of her Senior Project for her Philomath High School graduation requirement. She has created a booklet for referees that could be used to help potential referees for AYSO as well as club soccer referees. Bill will be looking at the final draft to make sure all is well with the information. Once it is completed, Region 149 could print copies to have at open registration events to encourage volunteers to give the position of referee a try!

SOCCER SHORTS: It has been awhile since we have published Soccer Shorts. Andy feels it is important to have an issue distributed BEFORE the registration materials to help people make informed choices about volunteer jobs and specific changes to the registration procedure, just to name a few articles. The deadline for articles would be April 10 and distribution would be April 21 in the team folders. Registration materials will be received by current players on April 28. If you have articles to submit to Melissa Edwards, start thinking about them NOW.

NEXT MEETING: Our next scheduled meeting will be on Thursday, April 19 at 7:15pm at the OSU Oceanography Administration Building.

Respectfully submitted,
Elaine Markley, Secretary
AYSO Region 149

AYSO REGION 149 MINUTES
FEBRUARY 16, 2012

PRESENT: Aaron Collette, George Looney, Andy Ungerer, Rich Raleigh, Cindy Preece, Rema Robinson, Luke Cotton, Marc Betz, Donna Sattem, Vicki Guenther, Elaine Markley, Connie Buddingh, Bill Stickle, Daniel Haak

ACTION ITEMS ARE HIGHLIGHTED IN YELLOW

TREASURER’S REPORT: George presented the treasurer’s report. He reported that the money market account is gaining more interest than CD’s so that is why there is money in that account. George would like to form a Budget Review committee to be a part of the budget process. He feels that knowledge is helpful for more Board members to see the process and how the budget is created. Aaron, Rema and Luke volunteered to serve on this to give input and learn more about the process.

COACH ADMINISTRATOR REPORT: Luke would like to have a player evaluation committee to study what is being done now with the evaluation process and how it can be improved for future team balancing. April, Cindy, Andy and Vicki will join together to work on this evaluation process. Vicki volunteered since she gained information from the Area conference that will be of value to the group. It was suggested to remove the uniform size from the player card. There is an expectation that every player will get the exact of uniform they indicated on their card when that is not the case. If there is an exceptionally large or small child playing, the parent should note that on the comments section of the card. We are keeping the height and weight on the card.

COMMISSIONER REPORT: Aaron briefly touched on the status of the incidence response procedures and where we are in the closure of the issues. Elaine shared that at the Area conference in the Dispute Resolution course, a Review Panel should be established at the beginning of each year. Typically members of that committee are the CVPA, Coach Administrator and the Referee Administrator. They would be responsible for gathering the facts and present the findings to the Commissioner. We have a Due Process flow chart in our Regional Guidelines for everyone to follow. Other Board members are not privy to the investigation and it should be private between those on the Review Panel and the RC.

AUGUST PARENT MEETING: No decisions were made as to what we will do with this at this time. We want to make this as productive as possible so we can gather all the volunteer information and make sure the uniforms are distributed. Further discussion will need to come at a future meeting.

PARKING LOT SIGNS: Rich ordered two Board Member/Handicap Parking signs that will be placed on each side of the narrow driveway leading to the main gate of the fields. A generic Board Member tag will be given to each Board member to put on their rear view mirror when they are at the field. A Board member nametag and/or Board member attire must be worn in order to park in the designated area. We must set a good example and represent the Board if we drive into that area. After the signs arrive someone will figure out what kind of base is needed to support the signs, making sure they are light weight enough to carry to and from the equipment shed.

E-SIGNATURE ON FORMS: Luke contacted National to be certain of the price of the esignature. At this time each player and each volunteer form will cost $1.00. If enough regions use this, the cost could go down. When we were at the Area conference, the AYSO Help Desk told Elaine that the cost was going to be 25 cents. Rema and Vicki had also heard that number in some of their classes. It was moved by Luke and seconded by Rema that we go forward with the esignature on our registration forms. The motion carried unanimously.

SPECIAL EVENTS: Daniel discussed possible ideas for the 5-A-Side and it was decided to have the event earmarked for the 7th Sunday which would be May 20 this spring. There would not be medals so the only expense would be the cost of chalk to line the fields. Cindy suggested that we have the event even if there are only a few teams rather than cancel it. The teams signed up can play each other several times. Advertise it as a end of the year celebration full of fun for your team! Daniel needs to find out from Sean how much the bags of chalk cost and approximately how many bags it takes to line each field. A cost will be figured from that information.

REFEREE ADMINSTRATOR REPORT: Bill reported that there will be Intermediate and Basic referee courses offered in March but did not have specific dates at this time. Daniel would like to offer training that is coordinated with the Area tournament to be held in Lebanon in May.

REGISTRAR REPORT: There will be a walk in registration at Adams Elementary on Thursday, Feb. 23 from 7:00-8:30pm. Elaine has arranged for Spanish speaking translators to be present and has advertised the event through the radio, newspaper and flyers at the K-12 schools and local pre-schools. Rema would like as many Board members to come help with the event. Set up will begin around 6:30pm. Wear your Board attire and nametag. If you don’t have a nametag, let either Elaine or Rich know so we can make one for you.

EQUIPMENT MANAGER REPORT: Vicki had good conversations with representatives of Score at the Area conference. She will be placing our order soon. She will be getting bids on a polo shirt and jackets for Board members to consider if we are investing money in a different line of apparel. She will also look into the cost of the Kid Zone flags to perhaps place at the entry of the main gate.

MESSAGE CENTER: It was decided that we will disconnect our phone for the message center at the end of the spring season (end of May) and have our website as the place to make contact with Board members. Rema noted that many people think the phone is at our “office” and we work out of that space and are irritated if they do not get a call back. This will eliminate that thought! Elaine and Aaron will contact Diana Kepner to let her know about this plan and ask that she change the message to NOT have a “leave a message” at the end of the message…just direct everyone to the website.

COMMISSIONER REPLACEMENT: Aaron’s term as Commissioner will be up at the end of June, 2012 and we do not have a replacement. Rich reminded everyone that in Article 5, item 5, of our Regional Guidelines it is clearly spelled out that we need to do to fill this position. Luke, Gibby and Daniel had volunteered to help with recruitment of this position.

POSITIONING OF PARENTS/SPECTATORS ON FIELD: Cindy brought up the concept of having all the spectators/parents on the opposite side of the field from the teams that are playing on the field. Only coaches and players would be allowed on one sideline and everyone else would be across the field. Rema mentioned that this did not seem to align with what she had learned at the conference and that would not be a good idea for younger players. Cindy suggested U10 and above so it makes it easier for the coaches to coach. Luke had to leave the meeting early so he did not get to be a part of this conversation but was going to be asked to bring that up in his newsletter article. Luke did some research on this concept and shared that in an email the next day. Sources were from Text from AYSO FIFA Handbook and the following quote:
A small part of the coach training is team management, aka parent management, and the idea is to put all the people trained to deal with parents on the opposite side of the field. (Team Management - U8 Coach Training Manual Page 12) (Parent Pledge - U8 Coach Training Manual Page 51) (similar pages in U6 & U10)

It would appear that we are not ready to act on this until there is further discussion and it will not be a part of his newsletter article. After further discussion, communication can be made to the coaches in the age appropriate divisions if this is something that AYSO follows.

AREA CONFERENCE REPORT: Vicki, Rema, Donna and Elaine attended the Area conference in Las Vegas Feb. 10-12. The conference was very informative and we brought back a lot of good information to share with our Region. Attached is a summary of the classes that Elaine, Vicki and Rema attended. All conference powerpoint presentations are found at www.ayso.org in the Toolbox section of the website. Rema thanked the Board on behalf of those who went for the support in attending the conference and wanted everyone to know that it is valuable even if you don’t see very many classes with your Board position. Being a part of the Board is grasping a large picture of AYSO and the conference lends itself to this.

NEWSLETTER: All newsletter articles are due to Melissa Edwards by March 1. Aaron would like Board members to submit a sentence or two as to “why you are a Board member” so he can incorporate this into his Commissioner Corner. State a first name or first and last name, position held and how many years/months you have served on the Board. At the Area conference we learned that Board members must be committed and know WHY we do what we do so others will catch the feverJ Melissa will hopefully be able to put the ideas in bubbles rather than sentences. Andy would like to see a Soccer Shorts in April. It has been awhile since we have had one and registration information as well as Progressive Play can be a feature of that edition.

NEXT MEETING: Our next meeting will be held on Thursday, March 15 at the OSU Oceanography Administration Building at 7:15pm.

Respectfully submitted:
Elaine Markley, Secretary
AYSO Region 149

AYSO REGION 149 MINUTES
NOVEMBER 17, 2011

PRESENT: Aaron Collette, Luke Cotton, Elaine Markley, Vicki Guenther, Donna Sattem, Marc Betz, Rema Robinson, George Looney, Prem Mathew, Andy Ungerer, Gibby Reynolds, Connie Buddingh, Daniel Haak, Erin Harrington

TREASURER REPORT: George just flew in from a conference and did not have a written summary of our accounts. He did deposit $10,000 into our account to pay the Indoor Sports Park for the Indoor program. There were 31 scholarships totally $1100. There were 245 registered players this fall, which is up from last year. The $3500 outstanding checks is still an issue for George so it is critical that Andy, Kirsten and Rema get together with George to see which players were actually placed. Next year it would be wise to put the name of the child on the “Memo” line of the check with their division so it is easier to trace the check to the player. Many players have a different last name than the person who wrote the check, making the task more difficult.

INDOOR SOCCCER REPORT: Prem reported that there are 70 more players this year than last year. All slots that the Sports Park allowed were filled. It was suggested that we go to a “first come first served” basis next year and end the registration one week earlier so there is a bit more time to organize the teams. Next year each player will need to print out their AYSO emergency form and turn that in with their registration fee so the coach will have that at all times at the Sports Park. Prem did all the scheduling of teams and referees by himself! WOW!!! Great job PremJ

EQUIPMENT REPORT: Vicki reported that she would finalize the custom design for the balls by the end of the month. She admits she is not an artist but has great ideas for the design. One Board member (not to mention names E.H.!) said her husband could be used as a resource for the artwork if Vicki needs help. Several Board members who are also coaches reported that the balls we purchased this year are not holding air like they should and are not keeping their round shape. Size 5 balls were especially faulty. Vicki has found that the custom balls that have received in the past hold up better. She will contact Score to let them know we are not satisfied with this past years supply. U19 will receive all new size 5 balls in the spring.

COMMISSIONER’S REPORT: Aaron reported that Santiam Christian School has offered the use of their turf field if we needed to use it. There would be a cost for the use. Aaron will ask them for a fee schedule just to see what it would cost, if we were to ever need a field. The Portland Timbers is offering group tickets at a reduced rate. They also offer for a $250 deposit, on the field activities. An AYSO parent is willing to help coordinate this. We need to find out how much the tickets would be and offer the information in the spring newsletter for anyone wanting to participate.

JANUARY RETREAT: The following topics were suggested for the January retreat to be held at the Grand Oaks clubhouse.

• Board recruitment
• Progressive Program
• Board presence at the field
• Team formation
• Inter regional play
• Fields committee

A date has not been finalized for the retreat. Most likely the date will be either January 21 or 28. A survey will go out soon to give Board members a chance to indicate which date works best for their schedule. Watch for that email and fill it out right away! If anyone has additional topics for the retreat, please let Aaron know as soon as possible.

YOUTH SOCCER CHALLENGE: The Board felt the Knights of Columbus Youth Soccer Challenge went for the first time effort. The group seemed organized and the kids had a great time. The participants received a soccer ball. Elaine will send a note to Brent Pawlowski thanking him for the opportunity and welcome their organization to do this again next year.

CVPA REPORT: Donna reported that the end of the fall season has been busy! There was one issue regarding two players on the same team and another issue with the personality of a coach. She has done investigations on both issues and will finalize her report as soon as she can.

NEXT MEETING: Our next meeting will be held at Nancy and Rich Raleigh’s home for our traditional holiday potluck dinner. A survey has been sent out for Board members to indicate dates they could attend and what they are willing to bring to the dinner. Please do this right away so we can lock in the meeting date. Rich will send out directions to his home. It is suggested we carpool. Last year some of us met at Vicki’s house and parked there and then proceeded to Connie’s to pick up others. Once we know the date and who is attending we can figure this out.

Respectfully submitted,
Elaine Markley, Secretary
AYSO Region 149

AYSO REGION 149 MINUTES
OCTOBER 20, 2011

PRESENT: Aaron Collette, Rema Robinson, Erin Harrington, Rich Raleigh, George Looney, Gibby Reynolds, Prem Mathew, Daniel Haak, Cindy Preece, April Spehar, Elaine Markley, Luke Cotton, Andy Ungerer

BOARD MEMBERS AT FIELD: Aaron reminded Board members that it is important that our presence be observed at the fields each Saturday. It is his hope that Board members can stagger their time at the field and be around the hour before and/or the hour after their games. We need support in the closing routine. Even though Elaine calls the “closers” each week and goes over the information, it is still hard to know exactly what to do, especially when there are still games going on that are not on the schedule. At a later time in the season or in the spring, the Board will tour the field and see what needs to be done to close the fields. The “open” chores are taken care of by Elaine and the fields volunteers that are called since she is there before the sun comes up each Saturday to get things going at the concession stand.

REQUEST TO FILL GILL: Aaron received a request from a representative at Oregon State to put information out to our Region about filling Gill Coliseum for the women’s basketball game November 11. The Board was not in favor of supporting this since it is not soccer related and gave suggestions of contacting Boys and Girls Club or Park and Rec programs since they are involved in basketball. Aaron will follow up on the request.

JANUARY RETREAT: Erin will reserve a couple of dates in January for the retreat at the Grand Oaks clubhouse. It would not be the first weekend in January or the MLK weekend. Check calendars and see if there is a Saturday that works best for you. For new members, the retreat is a fancy name for an extended meeting to cover a lot of business that our monthly meetings don’t allow time. Food is provided and a set agenda will be presented to stay on task.

SECTIONAL MEETING: The Sectional meeting is Feb. 9-12 in Las Vegas. The deadline for early bird registration is Dec. 14 so if you are interested, write a note to Aaron expressing why you would like to attend. At this time the course outline has not been published, making it hard to know if it is valuable to attend. We have a budget for $750 per person, which would be 4 Board members. Hopefully the attendees are gender paired to keep the cost to two rooms.

SAFETY REPORT: Gibby reported that there were several injuries in either games or practice that required a visit to the doctor but all accident reports are on file. The new on-line sign up for shifts worked out well for the volunteers. Next spring there needs to be a field added to the sign-up to include a phone number where the volunteer can be reached on game day. A team link would also be helpful, especially if they do not show up for their shift and we need to track them down! Nichole will wait for Gibby to work out all the bugs in the system then use this method of sign-up for concession volunteers.

INDOOR SOCCER REPORT: Clarification was made that an Indoor coach does not have to have national training at the level they are coaching but all must be a registered volunteer and have completed Safe Haven. Prem said there is a club team that wants to join our Indoor program. If they were to do this, they would have to pay the $55 for registration for fall/spring and the $46 for Indoor fee. Scholarship price for Indoor will be $10 but this will be reviewed at the end of the season to make sure Indoor is supporting itself.

TREASURER REPORT: George is concerned that he still has $3500 in checks that have not been deposited from players that may or may not have been placed on teams for late registration. Coordination with both the Girls and Boys Team Formation Coordinators must be made, along with Registrar so this can be cleared up. This process is easier said than done! Concessions has been averaging $450-$480 each week and the Shoe Swap took in $280 this fall. J

VOLUNTEER PROTECTION: Rich prepared several documents to share with the Board regarding Volunteer Protection (Chapter 139), Volunteer Requirements and Youth Volunteers (pages 8-9 in AYSO Safe Haven 2011-12). There was also a discussion about the wording on the Youth Soccer Challenge liability form, but it had been changed to protect Region 149. The bottom line is we must follow the operating guidelines making certain the Board is held harmless. Thank you Rich for the extra work and thought that went into this presentation.

REFEREE REPORT: Daniel reported that there are a number of youth referees receiving negative comments from parents. As a spectator and Board member, if anyone hears of such things, they need to step up and protect the youth referees by saying something to the parents. We do not want to lose youth referees. Daniel requested that he and Bill attend an Advanced Referee Class in Los Angles January 14-15 since the one previously scheduled in San Francisco was cancelled. It was moved by Gibby and seconded my Rema that we support the attendance of Bill and Daniel up to $1000 total expense to attend the training. Motion carried.

PROGRESSIVE SOCCER REPORT: Cindy reported that there has been a 3:30pm pick-up game each week to draw interest in the Progressive program. She would like to poll the coaches to see who has the ability to play Progressive and encourage them to play in the extended season. A reminder was made that the medical release form must be present when players are involved in the 3:30pm games.

NEXT MEETING: Our next schedule meeting will be November 17 at 7:15pm at the OSU Oceanography Administration Building.

Respectfully submitted,
Elaine Markley, Secretary
AYSO Region 149

AYSO REGION 149
MINUTES FOR SEPTEMBER 15, 2011

PRESENT: Aaron Collette, Bill Stickle, Luke Cotton, Elaine Markley, April Spehar, Cindy Preece, Donna Statem, Rema Robinson, Richard Raleigh, Andy Ungerer, Gibby Reynolds, Connie Buddingh, Kristin Holbo, Kelsey Walker, John Park, Keith Underdahl

TREASURER REPORT: George and Steve are still in the transition phase for Treasurer so George will present a complete report next month. George would like to request that all Board members let him know when you have purchased something for the Region and when it arrives so he can pay the bill only after receipt of goods.

AREA 2-S TOURNAMENT: Keith Underahl from Albany presented his ideas of having an Area 2-S tournament in the spring each year. It could be a potential fundraiser for the host Region. He pointed out that there are differences in all the regions in the area so finding the right mix might be a problem. Some regions do not play in the spring, others are co-ed from U12 through U19. He would like to see regions put together balanced teams, not an A Team and B Team. A pilot program would take place in the summer of 2012 in Lebanon. Keith recognizes that not all communities have adequate fields to host a tournament. He will keep us posted but our Region is interested in participating.

MANNY HIRSCHEL AWARD: John Park presented Elaine with the Manny Hirschel award that was given to a member of Area 2S at the conference this past spring. This is the second time she has been honored for her long time volunteer service with AYSO with this volunteer award.

COACH REPORT: Connie was pleased at the number of coaches that have attended the classes. One thing that was noted is that the manuals do not match our region (as an example in U8 with 7 v 7). On the field training has been successful and combining U10 and U12 has worked well. Coaches training budget needs to be worked out with George and with the referees as well.

REFEREE REPORT: Bill reported that there were about 45 referees trained in Basic. We are short on numbers (95 listed on schedule) so an email will go out to make sure we are not missing anyone who has been trained and get them on the schedule. A post card will not be sent with the scheduled games to each referee. Instead, an email will be sent with all the scheduled times and games. There are an increased number of youth referees. Kelsey will be working with these younger referees. Referees are needed for the Progressive games. Due to the late notice of the need for experienced referees, it is difficult to schedule. This will be discussed at the January retreat.

SOCCER SHOOT: Brent Polowski presented his ideas for the Knights of Columbus Soccer Shoot. Aaron cleared with Shelly to make sure we were not violating any National rules about outside groups presenting an event. Prizes of soccer balls will be given to winners in each age group. No emails will be sent out to any players about the event. The even is scheduled to begin after the last games on October 29. Brent will let our Region know what specific help is needed but his organization is responsible for the set-up and take down of nets that day. It was moved by Gibby and seconded by Bill that Region 149 co-sponsor the Soccer Shoot. The motion carried unanimously.

EQUIPMENT REPORT: At this date, there are still 4 teams that have not received their uniforms. Board members will be on hand at the Safety Station to check paperwork on opening day to make sure the volunteers are properly registered. It was reported to Vicki that the uniforms were too large this year and that one team complained about the socks not fitting. Further investigation finds that there were two sizes of socks in the uniform bags and all the team needs to do is swap larger ones for smaller ones within the team!

TEAM FORMATION: Further discussion will take place at the January retreat, but it seems like there needs to be some streamlining of the registration process. There are issues in some of the boys teams and Division Coordinators are working overtime to correct problems. There has been a lot of complaining from coaches about lack of balance before we have even played one game! Grrrrrrrrr!

COMMISSIONER REPORT: Aaron would like to have everyone work on better P.R. and communication within the Region and within the Board. Try to eliminate the emotional tones when communicating to others.

YOUTH VOLUNTEER REPORT: Kelsey decided to change her Senior Project after discussion with the Board last month. She is taking on 4 youth referees each Saturday to mentor those volunteers and help them with pre and post game critique. She will do a follow-up in the spring.

SECTION MEETING: The section meeting is scheduled for Feb. 10-12, 2012 in Las Vegas. If anyone wants to attend, they need to submit the request in writing to Aaron stating why you would like to attend. We have not seen a schedule of classes at this time so that will determine interest.

NEXT MEETING: Our next scheduled meeting will be Thursday, October 20 at 7:15 at the OSU Oceanography Administration Bldg. at 7:15pm.

Respectfully Submitted,
Elaine Markley, Secretary
AYSO Region 149

AYSO REGION 149 MINUTES
AUGUST 17, 2011

PRESENT: Aaron Collette, Bill Stickle (and his date…aka wife), Elaine Markley, Donna Sattem, Gibby Reynolds, Rema Robinson, Marc Betz, Andy Ungerer, George Looney, Nichole Stucki, Kelsey Walker

REFEREE REPORT: All equipment has been ordered and received. Two trainings are being offered but no data yet to know how many referees are signed up and need the training. All training sessions are listed on the website.

TEAM FORMATION: Andy reported that there are 30 openings across the board in girls. There were awkward combinations of numbers so many divisions ended up adding another team to place everyone who had signed up in the spring. It was suggested that we add another box on the player card to say: 1st Choice-____2nd Choice____Any place____ for their choice of practices. That would cut down on the phone calls when trying to find a place for players. The boys teams are full but still taking registrations just in case there are drops. There may be openings in U14B.

SENIOR PROJECT: Kelsey is still working on the concept of her senior projects. She wanted to have the “Referee Camp” on August 29 and 30 at Adams from 5:30-7:30pm but that is when high school students have their own practices if they are not playing AYSO. Various Board members helped brainstorm ideas and the importance of having volunteers sign up in advance to know how many to expect. More details need to be worked out.

SAFETY REPORT: Gibby is trying the electronic sign-up for his volunteers this fall. At this time there are only 12 spaces left for the entire season (not counting 5-a-Side). The volunteer will receive an electronic reminder the week they are scheduled to be at the Safety Station.

CERTIFICATION: All coaches need to be certified through U8 and continue to take certification each year to match the level they are coaching. There was a misconception that in order to coach this year, the coach must have completed certification through that level. Eventually they will but not this year.

KNIGHTS OF COLUMBUS; Still not enough information to make a decision. The main concern is that this is a religious affiliation and we do not want to violate National policy. Aaron will check with Shelly and see what she thinks.

CVPA REPORT: Donna reported that out of 225 Volunteer forms turned in that were filled out by hand, 55 were not done properly. Donna needed to make a lot of phone calls and sent our a lot of emails to gather information that was omitted. Biggest area of omission was drivers license number, expiration year of license and social security number. Thanks to past Board CVPA Assistant Susan Rose for helping on both parent meeting nights.

PARKING FOR BOARD MEMBERS: Aaron mentioned at the parent meetings that we might be having an area blocked off for Board member parking. He would like to put a barricade up in the alcove leading to the main gate for Board members only. The sign would also indicate “no drop off” so people don’t drive in to the gate then have to back out.

NEXT MEETING: Our next scheduled meeting will be Thursday, September 15 at 7:15 at the OSU Oceanography Administration Bldg.

Respectfully submitted,
Elaine Markley, Secretary
AYSO Region 149

American Youth Soccer Organization (AYSO)
Region 149
Corvallis, Oregon

July 31, 2011

Dear Board of Directors:

On July 13, 2011, I met with AYSO, outgoing Region 149 Treasurer, Steve Zander, and incoming Region 149 Treasurer George Looney, for the purpose of reviewing the Region 149, 2010-11 FY financial records. My review included comparing June 30, 2011 bank statement balances to the bank balances reported in the year-end financial report. Further, I tested a sample of expenses by randomly selecting invoices from the invoice files and comparing them to expenses listed in the financial report and to the canceled checks. I also reversed the process by testing a sample of expenses found in the report and tracing them back to the supporting invoices and to the canceled checks..

The results of my review are as follows:

• The financial records are reported on a cash basis.
• The June 30, 2011, MorganStanley SmithBarney investment statement agreed with the AYSO, Region 149, financial report at $144,408.92.
• The June 30, 2010, Citizens Bank statement agreed with the AYSO, Region 149, financial report at $72,074.21 after reconciling 11 outstanding checks valued at $2,148.95 and 4 deposits valued at $4,774.14.
• Total cash on deposit at both institutions on June 30, 2010, was $216,483.13.
• A sample of 20 invoices valued at $63,058.35 (76% of total expenses) were tested by either tracing the invoices to the expenses listed in the year-end report or tracing the expenses from the year-end report to the invoices. No discrepancies were found.
• Analytical review revealed that the amount of registration revenue reported appeared to be reasonable for approximately 1,200 registered players.
• The financial records were in good order and the records needed for my review were readily provided by the Treasurer.

In conclusion, during my review I found no errors or irregularities in the 2010-11 FY AYSO, Region 149, financial records. Please contact me if you have any questions or concerns regarding this report or AYSO’s financial records.

Sincerely,
Dean Stephens
AYSO Region 149 Auditor

REGION 149 MINUTES
July 25, 2011

PRESENT: Marc Betz, Gibby Reynolds, Aaron Collette, Mary Johnson, Kirsten Holbo, Daniel Haak, George Looney, Bill Stickle, April Spehar, Connie Buddingh, Donna Sattem, Kelsey Walker, Rich Raleigh, Erin Harrington, Sean Kutzler, Andy Ungerer, Elaine Markley, Luke Cotton

AGENDA TWO FOLD: The purpose of the meeting was to stuff envelopes to all coaches and players informing them of their team placement and information for the parent meetings held in August at Corvallis High School. Thanks to the AYSO players who came with their parents to help with this project. Elaine will purchase additional envelope sealers for next year since we had more helpers than equipmentJ

KNIGHTS OF COLUMBUS: Aaron received a request from Knights of Columbus to run a “Soccer Shoot” on our fields and offer prizes to players. They are requesting we supply the referees. Questions were raised and more information must be gathered before making a decision.

AREA 2S ANNUAL TOURNAMENT: Keith Underall from Albany would like to speak to the Board about Area Interplay and how it could move from city to city in the month of June. An invitation will be extended later in the year since there is no rush in this topic.

SHED CLEAN-UP: A big thank you to Luke for organizing all the shed organization and clean-up. Thanks to Rich for doing the spray painting and Marc for his help with gravel and other jobs as assigned by Luke. It looks great! Still need to finish the shelves in the Safety Station.

NW NATURAL GAS COMING: The school district office has made us aware that NW Natural Gas will be setting large mainlines that will probably disturb Field F. Luke volunteered to check out the size of that field and see where we might fit another field to take it’s place until the project is complete. No dates have been announced as to when this might occur but it won’t be this fall.

NEW BOARD MEMBERS: Welcome to April Spehar who is going to be the Assistant Boys Team Formation Coordinator and Cindy Preece who will be the Boys Progressive Coordinator. We are still not sure about the status of the Message Center applicant.

HAULING UNIFORMS: The uniforms are in Vicki’s garage ready to take to the parent meetings. Connie, Rich and Sean will provide pick-ups again this year. Be at Vicki’s house at 6:00pm on August 9 to help load the trucks.

PARENT MEETING: If you have anything to say or want to be on the agenda for the parent meeting let Aaron know right away so he can prepare the agenda. He wants it to be short so parents can move to their individual meetings. Stations for the meeting will be:

• Referee
• Coach
• Safety
• Concessions
• Special Events
• Team Formation
• CVPA (two tables)

Elaine has the bin with the signs and will bring them to the meeting.

SENIOR PROJECT: Kelsey Walker wants to have her Philomath High School senior project center around helping youth volunteers learn how to referee. Anyone 12 years or older is eligible for the instruction. She is still working out the kinks but wanted to give the Board the heads up.

NEXT MEETING: Our next scheduled meeting will be on Thursday, August 17 at 7:15pm at the OSU Oceanography Administration Building.

Respectfully submitted:
Elaine Markley, Secretary
AYSO Region 149

AYSO REGION 149
NOTES FROM MAY 19, 2011

-several added registrations
-35% profit in concessions
-need to find something to do with Citizens bank account and Smith Barney
-sever thousand are owed to insurance for AYSO

Scholarship issues:
-funding created by concessions and shoe swap ect.
-scholarships must find another earning source
-indoor and 5-a-side lost money
-127 players can be on scholarships for 40$
-past several years around 10% of players have been on scholarships
-13% on it now
-130 players signed up for scholarships
-scholarship fund is losing money
-fields reserve is the only place to get more money for scholarships
-possible withdrawal of money from fields fund to support scholarship opportunities.
-two types of scholarships, to play and high school scholarships for graduates
-to be eligible for high school scholarships one must fulfill certain req.s
-1300 approx. Players in AYSO
-Must make decision about whether or not to allow extra scholarships next year
-possibly check and verify free and reduced lunch status of families to receive scholarships
-possible abuse of the system but cannot be verified

Vote on whether or not to require letters from school district to verify that families are on free and reduced lunch. Secondary option for families are to allow AYSO permission to verify free and reduced lunch.
Luke Cotton proposed to have a vote on the issue and Bill Stickle seconded this vote.
Vote results: 5 in favor 4 abstentions
Resolution is to require families to submit proof of free and reduced lunch from the school district. Also to possibly allow AYSO to check with school district to verify that families seeking scholarships are on the free and reduced lunch menu.

It is decided that applications for scholarships will continue to be allowed and will be payed for by the interest on the fields fund. When half of the field fund interest is used then scholarships will no longer be accepted.

Preliminary decision is to is to raise scholarship price to 25$ paid per family. 30$ in savings is seen to be plenty for a free and reduced lunch scholarship. Decision will be revisited in January. No vote occurred.

Budget
Something must be approved by the board because budget must be submitted by June 1st
-Budget is based on a 1300 player pool.
-Budget assumes that there will be no more scholarships.
-assumed that there will be no profit from 5 a side and indoor soccer
-scholarship of 300$ for graduating high school student
-no golden gate camp cost accounted for referees or coaches

It has been decided that the budget will be accepted with the following changes: scholarships will move to 25$ minimum, Shed rent will be subtracted.

Golden Gate Camp
-Gibby Renolds and Ricardo Letelier would like to attend the Golden Gat Camp during the summer of 2012

Storage shed in Philomath
-The board would like to clean out the shed in Philomath and store anything necessary in the blue shed at Adams
-Luke would like to head a comity to clean out the shed
-shed must be inventoried by no later than early June

Our Own Fields
-possible corroboration with OSU on new fields

Coach Reports
-calendar for the next season
-Coahuila training in august and September
-referee classes and coaching classes should not be on the same weekend
-Luke will make a calendar of all aiming called in mid to late July

Special Events
-5 a side was a success
-2 problem coaches that were handled very quickly
-inviting Albany AYSO teams was good
-teams, coaches, parents, and players enjoyed the games
-no complaints about the lack of medals
-U14 teams had a playoff group of games
-price for 5 a side ought to be set at 30$ per team of 6 kids
-possible date in fall would be Sunday in early October

Team Formation
-refund procedure
-all requests have been filled

Data Management
-many vacancies in board
-regional commissioner ought to appoint a nominating committee
-U12 boys division coordinator is filled by Mary Johnson
-nominating committee is made up of Mary Johnson, Luke Cotton, Daniel Haak, and several unnamed others

New Board Member
-Rich raised the concern that possibly minors cannot be on the board
-board decided to postpone the vote on Nolan Kelly pending further research

Submitted by
Nolan Kelly, volunteer
For Elaine Markley, Region 149 Secretary

AYSO REGION 149 MINUTES
APRIL 21, 2011

ACTION ITEMS ARE HIGHLIGHTED IN YELLOW

PRESENT: Aaron Collette, Bill Stickle, Elaine Markley, Connie Buddingh, Daniel Haak, Kelsey Walker, Kirsten Holbo, Marc Betz, Steve Zander, Rich Raleigh, Luke Cotton, Rema Robinson, Andy Ungerer, Gibby Reynolds, Vicki Guenther, Erin Harrington, Mary Johnson, George Looney

TREASURER REPORT: Steve reported that there were only three transactions in the month of March but there will be more activity after the open registration for fall 2011/spring 2012 coming up at the end of the month. The budget will be prepared by June 1st. Next year’s budget will reflect additional funds for the UK training done by coaches from AYSO Camp.

CVPA REPORT: Donna was not present and Erin did not have anything to report.

COACHES REPORT: The UK coaches will be coming to Corvallis on April 23. They will be working with the U6 groups all day long and have a short afternoon session with the U8 coaches on Fields C East and West. Because of the weather and limited time they can come, Aaron was going to try to negotiate the cost of their program.

5-A-SIDE REPORT: 5-A-Side will take place on Sunday, May 15. There will be no charge to the teams from Corvallis due to the shorter season this spring (rain outs). Albany teams will pay $30 to help defray the costs of the event. It will be made clear that this is a one year only no cost event. Registration will be at the referee tent on April 23. Daniel feels this is a good event to help recruit youth referees to gain confidence as a center referee.

REFEREE REPORT: Bill reported that there have been “no complaints yet” but that is largely due to the fact that we have only been able to play one game so far this month! Bill and Daniel are working with Luke to streamline the referee schedule and getting information out to all referees with their game information. There are 8 or 9 region volunteers who will be taking the advanced referee classes taught by John Park. It is the hope that we can send members of our region to San Fransico the first week in June for the training to be an advanced instructor to give our area more instructors. Elaine made a motion that we support the advanced training and spend the $600 per person for those who want to seek additional training. Luke seconded the motion. The motion carried.

FIELDS REPORT: Bill, Luke, Gibby, Daniel, Sean and Aaron met and will continue to meet with the school district office about our contract with the district. The last contract that was signed was by Laurie Iversen, our Past Commissioner several Commissioners ago. The school board must approve any contracts. This is different from the contract that Elaine has all coaches fill out to use the field. That is a field use agreement contract and we must continue to do that at every school, not just Adams/Westland.

SAETY REPORT: Gibby reviewed the accident insurance and incident claim forms. Three are forms in the Safety/Information tent and coaches should have a copy as well. There will a special section in the parent handbook next year explaining the insurance procedures. He reminded everyone that there are no casts or splints to be worn in either practice or games.

TEAM FORMATION: Andy reported that there were 45 new girls added in the spring. U10B lost a coach so Daniel Haak will step in for that open position for the remainder of the spring. Due to the declining number of boys returning in the spring season, it was suggested we lower the number of players on the U10B team to 9 like the U10G. The team formation coordinators need to communicate with the Equipment Manager if this is going to happen.

EQUIIPMENT REPORT: Vicki did not order custom balls this year. The cost of a custom ball is $7.45, a stock ball is $6.25 and an AYSO specific ball was $7.95. There were 13 sets of uniforms for individual players not picked up this spring. A waste of money and coaches need to be more careful with their counts in our January survey of equipment. First Aid kits will be ordered for coaches for next year. Gibby is working on this.

NEW BOARD MEMBERS: Steve is stepping down as Treasurer at the end of June. Past Commissioner, George Looney has applied for this Board position. George comes back to the Region 149 Board with a firm statement that “he is not going to be the Commissioner.” It was moved by Steve and seconded by Elaine that George Looney fill the vacant Board position for AYSO Region 149 Treasurer. The motion carried unanimously. Welcome back GeorgeJ

U19 REPORT: Marc is traveling with the U19 to Eugene for games. The Eugene AYSO will provide the referees. The players seem to enjoy the experience of going out of town for some of their games.

GAME CANCELLATIONS: A discussion occurred around changing the opening weekend of soccer for the spring to perhaps a week later. The down side of this is that spring sports such as Little League baseball and softball overlap already and this would make it more difficult for players to do both without hurting their teams. The idea of having a “make-up Saturday” built into the schedule. This past two spring seasons have been atypical so hopefully this will not occur again.

COACH LEAD PRAYER: There has been a concern raised about a coach leading a prayer prior to their games. Not everyone on the team believes the same way and some feel very uncomfortable about this. It appears that the National policy 2.11 addresses this. Luke and Aaron will have a discussion with the Hornets coach and give him a warning about his conduct.

NEXT MEETING: Our next scheduled meeting is Thursday, May 19 at the OSU Oceanography Administration Building at 7:15pm.

Respectfully Submitted,
Elaine Markley, Secretary
AYSO Region 149

AYSO REGION 149
MINUTES FOR FEBRUARY 17, 2011

PRESENT: Aaron Collette, Steve Zander, Erin Harrington, Rema Robinson, Andy Ungerer, Rich Raleigh, Daniel Haak, Luke Cotton, Gibby Reynolds, Mary Johnson, Elaine Markley

REGISTRATION: The main focus of the gathering was to register players for the spring season where there are openings. We were able to add two new U6G and two new U6B teams as well as finalize the U8B team that was on a waiting list from last fall. Kirsten and her Division Coordinator felt they had the major volunteers to form this team. There were a lot of people registering for a spot on the teams. If players can not be placed, their check will be returned to them. It was helpful to have the computer lab open to guide many of the families through the eAYSO process. This really created a good relationship with those who are very uncomfortable with using the computer. We must keep the kids off the stage in future registration events. We are guests at Adams and that is not a place we have asked to use. STARS program leaves their supplies out and we need to make sure they are not bothered.

NEW PLAYER MEETING: A new player meeting for the 5 new teams that were added will be on Monday, March 28 at 6:00 in the Adams gym. Elaine will request a microphone so we can give instructions in an organized manner. Uniforms will be given out that night so Vicki needs to order the complete sets for these teams. We will need to have a Referee Administrator there to help with U6 referee duties and give out shirts.

COACH ADMINISTRATOR: Luke Cotton, our Webmaster, applied and was unanimously approved as the new Coach Administrator. Luke has attended many classes and values continued education in this role. Connie will become the Assistant Coach Administrator.

NEWSLETTER: Melissa has informed everyone she will be out of town between March 1 and March 5 so it is very important that you get your newsletter articles to her sooner than later. Try to have them to her before she leaves town, please. Articles submitted should include the following:

• Aaron…Recruiting new Board members (Assistant Commissioner, Team Parent Coordinator, Volunteer Coordinator) New Board members, make up of Board (most don’t have kids in the program any longer)
• Aaron/Luke…AYSO coaches training being offered
• Rema…repeat from previous spring letter, but needs to edit that
• Daniel…referee clinics
• Ariel…5-a-Side information and timelines
• Elaine…calendar (please let me know training dates for coaches and referees!)
• Elaine…Edit concession and safety charts
• Elaine…Edit equipment/shoe sale page
• Elaine…New player meeting
• Elaine…Field closure policy
• John…schedule to reflect the 5 new teams
• John and Julia…EXTRA play try-outs/information
• Andy and Kirsten…anything about team formation?
• Rich…volunteer forms/certification

Please help Melissa out and get these articles in on time.

NEXT MEETING: Our next scheduled meeting will be held on Thursday, March 17 at 7:15 at the OSU Oceanography Administration Building.

Respectfully submitted,
Elaine Markley, Secretary
AYSO Region 149

AYSO REGION 149
MINUTES FOR JANUARY 29, 2011 RETREAT

ACTION ITEMS ARE HIGHLIGHTED IN YELLOW

PRESENT: Aaron Collette, Bill Stickle, Luke Cotton, Connie Buddingh, Ariel Johnson, Elaine Markley, Steve Zander, Kristen Holbo, Andy Ungerer, Rema Robinson, John Williams, Nichole Stucki, Richard Raleigh, Mary Johnson, Kelsey Walker, Daniel Haak

REGISTRATION: Open registration for spring season will be February 1-March 1 for on-line mail in. A walk-in registration will be held at Adams gym/computer lab on Thursday, Feb. 17 from 7:00-8:30pm.

Fall complaints: It was noted that people were dissatisfied with the length of time it took from when they registered to when they were informed if they were placed on a team in the limited opening time frame. There are multiple steps that must be taken in order to get a player registered. Rema explained the steps it takes to get to the end of the registration process.
Mail-in forms go to PO Box and picked up by Rich.
Rich gives forms to Rema to process
Rema then gives forms to Division Coordinators

• Applicant applies (fills out forms, mail check and 2 signed copies)
• Registered by Region
• Placed by Region
• Notified by Division Coordinator
• Coach notified of new player by Division Coordinator

REGIONAL GUIDELINES: After going over Draft 7, it was moved by Elaine and seconded by Gibby that we approve the document as edited at the Board meeting. The Regional Guidelines were approved. Luke will create links on the website to connect specific references in the Regional Guidelines.

COACHES CLINICS/TRAINING: Aaron presented several options for involvement with AYSO Camp instructors to come to Corvallis to help train coaches with their players present. Before a decision is made, Aaron will poll the coaches to see if there is interest in the U6 coaches to have training the first part of their time on the field and then play their game on selected Saturdays. U8 coaches (or any level) could have instruction after the full day of U6 is over. There is a cost of between $2000-$4000 depending on the concept we choose. It was felt that having the AYSO trainers on the field on Saturday made better sense since there is more of a captive audience and visible to draw interest. We might even find some people who want to coach next season!

SUMMER CAMPS: AYSO camp will add another session in August. That will run from August 8-12. June 20-14 is the first session and Skyhawks will run from July 11-15. All camps will be at the Adams/Westland fields. Mrs. Collette will coordinate the housing for the AYSO camp coaches.

OPEN BOARD POSITIONS: Mary Johnson will be stepping down after the spring season as Volunteer Coordinator. She will train a new person this spring and help with special events where she can help check ID forms, etc. We appreciate all the time Mary has spent helping secure volunteers and help with the EXTRA program in the summerJ We are also seeking an Assistant Commissioner and a Team Parent Coordinator. Elaine assumed the duties of the Team Parent Coordinator last spring but would love to train someone to fill this position. We are also looking for an active Assistant Registration Coordinator to help Rema.

FIELDS: Rich volunteered to build some light weight, splinter-free barricades for the parking lot at the far north end of the fields by the old library and Field F. Elaine will contact the school district about constructing some permanent poles with “No Parking on grass” messages so we have less to do each Saturday to keep cars off the grass area. Elaine will contact the district office about a long-term lease, but will time it right, so we don’t give them any ideas about dropping AYSO from using the fields. We feel we have been good stewards and have put money into the fields not only at Adams but all the fields in Corvallis as well as Philomath. Once we get a feel for the mood of the district, and find out whom the person would be to talk to, Daniel, Bill, Sean and John, along with Elaine and Aaron would present a long-term plan for the field use. Time needs to be spent developing this.

REFEREE: Silent Saturday has 113 responses from players. Of those responses, 70 were favorable, 30 were not in favor of the concept and who knows what the other 13 thought? Our Region will be offering Basic, Advance and Intermediate training in the near future. U10-U14 games were filled by youth referees and it was reported that they did a great job. Some people took the first part of the basic training and not the second, therefore were not placed on the schedule for the fall. Hopefully they will take the second part this spring and be ready to be added to the schedule. The BBQ at the field the last game of the fall was a huge success. The Referee Administrators want to continue this as a tradition to honor the referees at the end of each half season. Now that we have our Safety Station, that frees up the two large tents to house the referees throughout the day. The referees would be responsible for setting up and taking down the tents as needed each Saturday.

FEE SCHEDULE: It was determined that we would not increase the player fee for the 2011-12 season, but the fee for those seeking a scholarship would increase to $15 to fully cover the National fee. It was suggested that we post on the website the fee schedule and itemize what players get for the $55 fee. A scholarship form might also be added on the website, but that was not determined at the retreat. Rema will create a new scholarship form reflecting the new fee.

SHUTTERFLY AWARD: No final decision was made about how to use the $1500 we received from Shutterfly at the end of the fall season. Suggestions were:

• Put money toward paying the AYSO camp coaches for on site training
• New goals for Field I
• EXTRA scholarship funds
• 5-A-Side expenses

NATIONAL AWARDS: Region 149 received a Silver award in 2009 but did not complete the paperwork for the 2010 season. Aaron has set a goal to complete this for the next year.

SECTION LEADERSHIP CONFERENCE: Daniel, Luke and Gibby will be our representatives for the conference this year. Although the conference classes are limited, they felt they could spread out and cover most of the topics to share with our Region. They were asked to keep their eyes open for some larger Kid Zone banners.

YOUTH REPRESENTATIVE: Kelsey Walker has applied for a Board position. Kelsey is a junior at Philomath High School and has been a player and referee in our region. She is seeking the newly created position of Youth Volunteer Representative. Her responsibilities would include networking with other youth volunteers and mentoring them in their volunteer positions. We welcome Kelsey and look forward to having her serve on the Board with the “old folks!”

THANK YOU ERIN: Thank you to Erin who arranged the Grand Oaks recreation room for our retreat. With the pool just outside the door, we felt as though we were meeting in a tropical paradise! It was a perfect setting for our meeting.

NEXT MEETING: Our next scheduled meeting will be held in conjunction with Open Registration at Adams Elementary on February 17. We will meet briefly after registration closes at 8:30pm. As always, everyone is encouraged to attend registration to help Rema and her volunteers.

Respectfully submitted,
Elaine Markley, Secretary
AYSO Region 149