Newest Minutes on top, we keep only a few years in these archives.
AYSO REGION 149 MINUTES
SEPTEMBER 17, 2015
PRESENT: Leanne Henriques, Kristin Francisconi, Rachel Smith, Elaine Markley, Humberto Nation, Luke Cotton, Eric Gleske, Jason Hower, Juan Fernandez, Andy Ungerer, Anton Grube, Benjamin Carleski, Kelsey Walker
MINUTES: It was moved by Kristin and seconded by Rachel that the minutes from August 20, 2015 be approved as written. The motion carried unanimously.
BOARD APPLICATION: Humberto Nation, a current U19 coach, applied for the U19 Coordinator position. Board members had a chance to review his application and ask questions before casting their vote. It was moved by Benjamin and seconded by Rachel that we accept Humberto as the new U19 Coordinator. The motion carried unanimously. Humberto will work with Marc Betz for the remainder of this year to make the transition smooth.
SAFETY REPORT: The walkie talkies and AED will be at the shed and ready to go for the first game. Leanne and Kelsey will look through the first aid kit and supplement any outdated items and restock what we are low on.
REFEREE REPORT: Classes are up and running for training. As always, there have been a few complaints but nothing major. There are still some openings in U8 and a need for referees for the Progressive games. Future plans for game cards would be to have the Safety Station volunteers to collect the data from the previous week and follow directions provided by the Referee Administrators.
REGISTRATION: There are currently 1077 registered players at this date. There are 67 players in the applicant status. There were 27 drops. Fall registration will close on September 19 except for U5 and U19. The website will show that beginning February 1, 2016 registration for the spring season will be open. Players will be notified in early March if they were placed.
CVPA REPORT: None. We do need Board members to check ID at the field the first few Saturdays being stationed at the Safety Station.
FIELDS REPORT: The goals for Fields A and F have been converted to smaller goals to accommodate the team sizes and number of players on the field during the game. Portable goals will be on Fields C East, C Middle, C West and I. They will be stored in the brown equipment shed after each game.
TEAM MANAGER REPORT: Rachel is looking for ideas for Team Manager appreciation since they have been asked to do a lot of work for their team so far this season. If you have any ideas send them Rachel's way.
U5 VOLUNTEERS: Leanne, Elaine and Rachel will check in the U5 players and check their volunteer ID if they are not on the master list that Toby will provide of all approved volunteers on the first Saturday. T-shirts, socks and a size 3 soccer ball will be given to the players when they arrive.
BOARD CLOTHING: Leanne explained the difference in some clothing items worn by the Board. If a Board member has been serving on the Board for 5 or more years or is in a position to answer questions on the field, they will receive a jacket to wear in addition to the polo shirt. Board members need to wear their clothing items on Saturday so be visible.
UNIFORM LOGO: The question has come up about the Fox logo on the front of all uniforms this season. The birthday logo made sense and no one questioned that. The answer to the question is to refer anyone who wants more information to National AYSO for the answer since they are the ones who made the decision. Region 149 does not get any monetary gain from the logo.
DATA TRACKING: Benjamin would like to have a data tracking committee to track any data that might be helpful for future years of planning. If you have anything what you want tracked, email Benjamin.
FUTURE MEETINGS: Regular Board meetings will be held on October 15 and November 19. The January retreat date was not discussed. Leanne would like to have a different format for the December Christmas party and include the kids in some way. Leanne will create a Doodle poll for a date that will work for the majority. If you have any ideas of what you would like to do for the party, send Leanne your ideas. One idea was to rent the Bounce House for the kids and get former AYSO players to chaperone while the adults went to dinner. The issue of having to hire a babysitter was partly the reason for the low turn out the last few years.
BAKE SALE TO SUPPORT SCHOLARSHIP FUND: Walt's daughter and friends are no longer doing the bake sale. Kristin said she would ask her daughter's U14G team if they would like to do that as a community service project.
FUND RAISER: Leanne shared a possible fund raiser centered around the donation of gently used clothing and toiletries. Several other Board members got the same email and felt more research needed to be done before moving forward on this. Leanne will check into the details.
NEXT SCHEDULED MEETING: Our next scheduled meeting will be at 7:15pm on Thursday, October 15 at the OSU Oceanography Administration Building. Thank you Leanne for providing the variety of treats for the September meeting.
Elaine Markley, Secretary
AYSO Region 149
AYSO REGION 149 MINUTES
AUGUST 20, 2015
PRESENT: Benjamin Carleski, Leanne Henriques, Michelle Sparks, Elaine Markley, Luke Cotton, Walt Mahaffee, Gibby Reynolds, Eric Gleske, Juan Fernandez, Andy Ungerer
MINUTES: The minutes for June and July meetings were reviewed. It was moved by Benjamin and seconded by Gibby that the minutes were to be approved as written. The motion carried unanimously.
OPEN BOARD POSITIONS: Leanne outlined the following Board positions that need to be filled sooner than later: 1) Trusted Data Manager 2) Registrar 3) Treasurer 4) Equipment Manager. All Board members are encouraged to talk to people to see if we can get these positions filled. Joan will remain Treasurer until there is a replacement. Kristin would like to start working with her replacement before the end of the 2015-16 season. The Trusted Data Manager position currently held by Bob is too time consuming for his current work schedule. Benjamin is working on a lot of the data entry as a partner with this position. We received an application for Referee Administrator from Luke Cotton. Walt would like to step down from this position and focus as a director of referee instruction. Ideally there would be another person who would be in charge of referee assessment and handle the complaints, review game cards and organize people for advancement training. It was moved by Walt ad seconded by Eric that Luke be accepted as the Referee Administrator. The motion carried unanimously. Luke Will continue to act as the Webmaster on the Board.
BOARD CLOTHING: Every other year Score provides regions with a Board polo shirt. Leanne will order the shirts in a royal and white color. Board members on the field on Saturday who are key people to answer questions will receive a jacket to wear. T-shirts will be ordered for other staff/workers at special events. If Board members were not at the meeting, they need to get their sizes of clothing items to Benjamin.
NEW GOALS: The size of the goals will change with the size of the field and number of players on the field at one time. Eric will email Gibby a proposal for goals that are safe and fit our needs. Jason was looking to this as well. Leanne will follow up with Jason. There was discussion of using the 5-a-Side goals that are stored in the rafters of the referee shed to save money. They are “portable” and may not be sturdy enough.
POST OFFICE BOX IN PHILOMATH: We will renew the Philomath post office box for another 6 months at the cost of $38.00. At the end of the 6 months which will be in February, we will decide if we want to change the location of the post office box to Corvallis. Since there are less Board members from Philomath now, it is hard to check the mail on a regular basis. Anton will be in charge of checking the mail on a regular basis. He needs to get a key from Andy.
CDC TRAINING PROBLEMS: Luke and Eric will put together directions on what people should do to make sure they can complete their concussion training in a timely manner. The program has not been responding properly. Benjamin will contact Torrie at National AYSO to discuss the problem. We received an email with information to email the completed certificate to Torrie and she would enter the information by hand. Some Board members were able to complete the training without any problems and others had to do it several times. Some have emailed their certificate to Torrie.
VOLUNTEER LISTS: Benjamin will continue to update the lists as they come in from the Team Managers. Michelle will send out an email explaining that families can volunteer for more than one position on their child’s team. In smaller teams they will have to take on more than one job! Contact to team managers needs to be done to see what they have done to get people to step up. The training sessions are listed on the website so the longer the team waits to find their key volunteers the harder it will be to get them properly trained. A notice will be send to the Coach/Team Manager when their team has completed all the requirements to pick up their uniforms. There will be a list at the two uniform stations listing those teams who can get their uniforms.
AUGUST 27 AT THE SHED: We need to have a large vehicle or several smaller ones meet at the shed to take the balls, coaches bags and cones to CHS for the second parent meeting. Benjamin is that you? If any Board member wants to see the uniform choices and select them for their team they should be at the shed at 5:30 to do so. An email will go out to also select the color. Let Elaine know your team name and what color you would like to reserve ASAP.
SIGN UP TO HELP CLOSE FIELDS: Leanne requested all Board members take turns helping close down the fields each week. Elaine will put together a Genius Sign Up sheet for 2 members to sign up to help each Saturday. Elaine will assume responsibility for opening the fields each Saturday and if something were to prevent her from doing this, she will get a replacement. There are field volunteers assigned to help with this.
TEAM MANAGERS: The Team Manager Coordinators are requesting that a primary email be included on the rosters so their line of communication can be streamlined. Shutterfly will be available to coaches starting August 24. Leanne will set this up. Unfortunately it will only be linked to the coach of each team, not team manager. The coach must get the information to their team manager.
PICTURE DAY: Pictures will be taken by Hise Studio again this fall. The date for pictures is September 26. Leanne will confirm with Jock Edblom, owner of Hise Studio.
TROPHIES FROM WILSON: Leanne received information about a potential fundraiser for the spring. For every trophy purchased from Wilson, AYSO Region 149 would receive $1. This will be placed in the PARKING LOT UNTIL JANUARY.
NEXT MEETING: Our next scheduled meeting will be on Thursday, September 17 at 7:15 at the OSU Oceanography Administration Building.
Elaine Markley, Secretary
AYSO Region 149
AYSO Board Meeting Minutes
Those in attendance were Leanne H., Bob C., Walt M., Kristin F., Juan F., Eric G., Luke C., Anton G.
There was discussion about Golden Gate and who will be attending. Dan and Gibby will be attending as instructors. Joe, Zane and Leanne will be attending from our Region.
EXPO will be held in Salt Lake City this year. There is not a specific date at this time but it should take place in February or March 2016.
Referee Report - Walt is working through the new software and is learning out to use the program. Walt needs the specific team names so that he can enter these into the software database. There are tentative referee training dates set up for 8/29, 9/5 for full day, 9/2, 9/7, 9/9 for half day and 8/31, 9/11 for U8 training.
Registrar Report - Kristin is catching back up after being gone. Leanne and others are working through players who had paid, there are 80 originally and the number is slowly moving down. Juan and Kristin will follow up on this. Leanne asked that we set up some more registration dates. Luke will update the website with wording allowing late registration and updated registration dates.
CVPA report - Toby was gone but submitted his report to Leanne in writing. Overall things are going well. There was a concern with how many registered volunteers we have at this point compared to previous years. Letters will be sent out reminding parents to register and sign up online. Letters will be sent to all parents about available volunteer spots notably coaching and refereeing.
Boys Team Formation - Juan noted that we are missing some of the data to form teams (goals scored data, club data) and that they have been able to gather some of this data but not all of it. There was discussion around goals scored data and if coaches could input this each week, could a team manager input this each week, could the safety shed person input this while sitting in the shed when cards are returned? Leanne asked that Bob C. and Eric G. form a committee to come up with a plan for this fall to address how we can capture this data.
General Team Formation - We discussed that the "yellow sheets" will be sent in by Team Managers once completed so this will be continuous as opposed to on the night of the parent meeting. As these come in a weekly status update e-mail will be sent that lets key Board members know how many teams have completed their information. Parent meeting will be held August 19th and August 27th. Coaches will get balls and a coach bag but uniforms WILL NOT be handed out at these meetings. Uniforms will be handed out on September 8th and 12th with a final unpublicized date of the 14th or the first game for anyone who doesn’t get to those pick up dates. It was agree that teams must be formed by the 27th (hopefully sooner) and that letters need to go out July 29th.
Scheduling - needs information on which coaches are coaching more than one team ASAP in order to develop the schedule. Andy and Juan to get this information to scheduling ASAP.
Fields - Luke is working to get a map created and on the website showing the new field locations. Jason Hower supplied information on suggested goals. Anton to contact Jason to make sure that he has looked at what existing goals we already have before we purchase. We need to also confirm with Gibby that goals meet any safety requirements.
Team Manager Meetings - Team Manager Meetings are set for July 22, July 23, and July 28. A detailed list of what team managers are supposed to do will be presented via a letter/e-mail as well at this meeting. We hope that this training will help with getting all the "yellow sheets" filled out correctly and in a timely manner.
Coach Report - Recruitment letters will be sent out to each parent asking them to consider coaching. Training dates have been set and will be up on the website. August 27th is the intermediate coach training. September 11th and 12th will be U12 coach training.
Parking Lot Items:
AYSO REGION 149 MINUTES
June 18, 2015
PRESENT: Leanne Henriques, Elaine Markley, Toby Westbury, Marc Betz, Eric Gleske, Jason Hower, Juan Fernandez, Dan Stevens, Luke Cotton, Andy Ungerer, Walt Mahaffee, Benjamin Carleski, Rachel Smith, Michelle Sparks, Mike Middleton
TO DO LIST:
MINUTES: The minutes were discussed and one edit that was not in the revised minutes that were mailed out prior to the meeting indicated that the U12B will play a 9 v 9 format this fall to conform to National Standards. It was moved by Dan and seconded by Benjamin that the minutes be approved as amended. The motion carried unanimously.
BOARD MEMEBERS: Welcome back to Luke Cotton, our webmaster, who has been working from across the United States and is now back in town to further assist Region 149. Kristin will continue as the Registrar through the MY2015-16 but we need to find a replacement for her since her daughter will not be playing AYSO after this year. Sean had to resign from the Trusted Data Manager position due to time commitment. Bob Carleski will step in and take the lead as Trusted Data Manager and Luke will be the assistant. Benjamin will oversee the transition. Dan will be stepping down as the Coach Administrator and concentrate on training and coaching. He will coach one U5 Jamboree session this next season. Eric Gleske will assume the role of Coach Administrator. Jason Hower applied for the Assistant Coach Administrator. His focus will be on making sure more coaches are trained in a timely manner and that families will love soccer as much as he does Marc will continue as the U19 Coordinator "one more year" and transition a new volunteer who has expressed an interest in taking on the high school group. No application has been received for Marc's replacement. All Board changes were approved unanimously. Benjamin encouraged all Board members to add "staff" members to help them with their duties, but the Board would like to meet them and find out how they are supporting the Board member in what they are doing. This is not to be confused with being a Board member just a staff helper.
GOLDEN GATE TRAINING: Dan and Jason will attend Golden Gate for additional coach training. Joe McVeety and Zane VanHorsen will attend the referee training. Leanne will chaperone Zane since she is a minor and needs a female chaperone.
REGIONAL BOARD TRAINING: Luke, Vicki and Leanne are qualified to do Regional Board training. A date will be set for this since there are a number of new Region 149 Board members.
SIX WEEK CALENDAR: Team formation will be taking place within the next few weeks. Player cards need to be printed before they can begin their process. Key volunteers (coach, assistant coach, referee, team manager need to be identified. Toby needs the names of these volunteers so he can start the background check process. Keep him in the loop. The progressive teams need the player emergency cards. It was suggested that those be printed for the progressive coaches. The progressive coach would need to provide the Data Manager with the names so they can be printed.
REFEREE REPORT: Walt reported that he received feedback that our very own Zane VanHorsen and Kieran VanHorsen were the best referee crew at Davis Cup. Good job! He talked about a software program that will send text reminders to referees to let them know when they are scheduled to referee. Other features of the program will block out dates they are not available, can ask others to pick up their game, will manage primary play games and progressive games as well as have training videos available. The yearly cost is $360 for 120 licenses.
REGISTRATION REPORT: There are currently 300 players in the applicant status. Leanne will work on moving them into the active status within the next week. If a player paid by credit card and was in the applicant status, they will automatically be moved to active status. The total number of players is approximately 950 which is down from our previous total, but as always, families will try to register late.
PARKING LOT FOR JANUARY RETREAT: A discussion needs to take place about the registration process. Can a player be fully registered if they pay on-line and not bring printed copies? Is it in our best interest to have stations where each family must physically get checked off to make sure volunteer jobs are indicated?
CVPA REPORT: Toby reported there are 150 registered volunteers at this time. An email blast needs to go out before team formation to make sure the volunteers who are going to do the key jobs are registered so teams can be formed around those volunteers.
FIELD REPORT: There will be 3 U8 fields as there have been in the past. Due to the change of team size, they are likely to be moved from the current site. Mike and John W need to work together to name and label the fields. This needs to be done in early July. It would be helpful if team formation could let them know how many teams there are forming at each division. Jason volunteered to look into the new goals size and possible purchase for U6 and U8. He is to check with Gibby for safety features. Luke will re-do the map of the fields. That will be posted on the website and the Corvallis School District will need a copy to assign teams for practice space.
COACH REPORT: The U8 practice time per week was discussed in length. National suggests they maximum time is one hour per week plus game time. It was moved by Eric and seconded by Dan that we adopt this for the MY2015-16. Eric, Benjamin and Walt voted in favor of the motion while Elaine, Toby and Rachel voted against. Commissioner Leanne broke the tie vote by voting to support the National Standards. Coach administrators will discuss this in their training and communication to the U8 coaches since this is a change from previous years. Marc has requested that the U19 have numbers on their reversible jerseys this season. He is to send a note to Leanne with this request.
PARENT MEETING: The agenda for the parent meeting will be generic to all divisions and specific age groups will not be assigned a specific night to attend. Receiving uniforms will be taken out of the parent meeting agenda. Elaine will see about the availability of CHS for the meeting. Coaches or team managers will receive equipment bag and balls the evening they attend. We will try to reserve Corvallis High School auditorium for August 19 and August 27 from 7:00pm-8:00pm for the meeting. The building will be reserved from 6:00-9:00pm. Dates for uniform distribution will be September 8 in the evening, Saturday, September 12 in the morning and the last pick-up will be September 14 in the evening. The first game will be September 19.
Communication leading up to Parent Meeting: Eric and Jason will draft the letter that goes to the coaches and explain the role of their Team Manager. They need to check with Rachel and Michelle to make sure everyone is on the same page. Rachel and Michelle will draft the letter to the Team Manager and have a training session prior to the parent meetings. A gathering for the team is suggested prior to the parent meeting so volunteer positions can be identified. They will be submitted electronically this year. It was not determined who will create the electronic sheet or where it will be sent. Leanne will draft the player letter that will go out in early August.
NEXT MEETING: The next scheduled Board meeting will be Thursday, July 16 at 7:15pm at the OSU Oceanography Administration Building.
Elaine Markley, Secretary
AYSO Region 149
AYSO REGION 149 MINUTES
MAY 21, 2015
PRESENT: Leanne Henriques, Daniel Haak, Zane Van Horsen, Elaine Markley, Michelle Sparks, Rachel Smith, John Williams, Dan Stevens, Juan Fernandez, Joan Reukauf, Gibby Reynolds, Andy Ungerer, Walt Mahaffee, Jason Hower, Bob Vingelen
MINUTES FROM APRIL MEETING: It was moved by Gibby and seconded by Joan that the minutes from the April 16, 2015 be approved as written. The motion carried unanimously.
NEW BOARD MEMBERS: Michelle Sparks applied for the position as Assistant Team Manager. She has two players in the program and lives near the fields, making it convenient to perform duties at the field throughout the week. She would work closely with Rachel to strengthen the Team Manager role and provide more detailed communication on expectations of the managers. It was moved by Elaine and seconded by Walt that Michelle fills this position. The motion carried unanimously. Welcome aboard, Michelle
UPCOMING TRAINING: AYSO.org continues to provide webinar training. Each Board member needs to watch for the course that applies to them and take it when it is offered. Regional Board training will be set up soon for those who have not gone through that program.
SIX-WEEK CALENDAR REVIEW: Team formation cut off date will be at the end of May. Andy, Juan, Sean, Jason, Bob and Leanne will meet to line up what steps are next since player ratings are going to be placed on cards for team formation groups. At this time, there were 11 teams that have not completed their rating of players. Coach training will take place on May 29 from 6:30-8:30 at Adams. Open registration has been added. See details below.
OPEN REGISTRATION DATES ADDED: There are 937 registered players at this time. Additional dates will be added to catch those who did not complete their forms and turn them in. Dates decided are: May 27 from 8:00am-9:00am at the AYSO soccer fields (Leanne and Juan will be there), and from 5:30pm-6: 30pm (Jason and Andy will be there). On May 29 from 5:30pm-6: 30pm Jason and perhaps Kristin or Leanne will collect registration before the coach training. These dates will be posted on the website and an email blast will let current members know it isn't too late. The fee is now $80 for those who register. Elaine will contact the GT and the radio station with this information.
TREASURER REPORT: Joan presented the budget and discussed changes from the previous proposal. $5000 was added for conference expenses and $500 was budgeted for yard signs to advertise open registration. The credit card option has worked well. Joan can access the summary of those who paid with credit card and if they added a donation to the scholarship fund. Parents seemed happy with how that worked and there didn't seem to be any glitches. It was moved by Rachel and seconded by Gibby we accept the proposed budget for the 2015-2016 membership year. The motion passed unanimously.
SAFETY REPORT: Gibby reported there was only one concussion reported during the spring season. The family chose not to do an insurance claim. The open volunteer spots for shifts during the day in the safety station were discussed. A better job will be done in the fall to make sure every spot is filled. Coordination with the Team Mangers will help this situation.
REFEREE REPORT: Walt discussed the need for new software program to schedule referees. The one he likes will send a reminder text and email to the referee of their scheduled game(s). There are a total of 155 referees so that would help with the communication piece. The cost would be approximately $600 for the season. He is looking for a U8 Referee Coordinator. There was discussion about restructuring the U8 referee program again. This past spring the referees representing the team didn't show up to do their job. If anyone knows of someone who would like to help with the U8 program, let Walt know.
TEAM FORMATION: The deadline for placing players on new teams in mass will be May 29. The player card with coach ratings will be used and printed out by new divisions. Can the data be sorted by August birthdays is Andy's question. Sean or Bob need to answer this question. Players that have not registered by May 29 will be in a waiting pile to be added if there is space available. Dates for actual team formation have not been determined.
PROGRESSIVE: Bob reported that players want to play in June and July. It was suggested that the registration window be opened for a very short period of time for these players to register for the 2014-15 season. Players requesting this have to be currently registered for MY2015 and have paid full price. Walt moved that players will be allowed to register for the previous season and pay half the cost of the player fee if they are playing progressive only. Juan seconded the motion. The motion passed. The exact cost was left generic so it could change from year to year. Volunteers must be registered in the MY2014 to help this summer. Gibby suggested that because of this motion, our Region Guidelines must be altered to reflect side-by-side play. Appendix 11, Section 4 needs to allow players to do this. Also there needs to be a change in Subsection B. Benjamin will be asked to edit this. The cost of the Port-a-Pot will be shared by the teams. The cost is $125 with a $30 service charge each time it is serviced. This will be added to the progressive player cost. There was a good player response for wanting to play in the summer program.
YOUTH VOLUNTEER COORDINATOR: Zane Van Horsen will assist Kelsey with the youth program. Since there is a growing number of youth volunteers, the job has become too large for one person. Zane will help as a youth referee mentor. She is striving to receive her National Referee Badge so she is well qualified for this job. Thank you Zane for stepping up and giving back to Region 149. We are happy to have you join us.
RAP (Regional Assessment Program): Executive Board members were sent out documents for their specific charge. Please fill these out and get them back to Benjamin.
UK COACH TRAINING: Various options of whether to use the UK coaches for training or if we do, what is the best use of their skills for our program. Anton did a survey with the U6 coaches and the results were a mixed bag. It was decided that we would pay for 2 UK coaches. The first Saturday of the fall season they will work with the U6 coaches. The second Saturday of the season they will work with the U8 and any other level that would like to attend. The cost to the region would be $1500 for this training.
COACH REPORT: Dan presented the National Standards for team size and how that might look on our fields. It was determined that in U6, there will be 7-9 players on each team and the games will be a 3 v 3 match-up. There will be 7-9 players on each team and games will be 2 simultaneous 3 v 3 match-ups. It was moved by Jason and seconded by Walt we adopt this format. The motion was approved unanimously. U8 would be using 5 v 5 game formation and carry 7-8 players on each team, leaving 2-3 subs each weekend. It was moved by Gibby and seconded by Dan we adopt this configuration. The motion carried unanimously. These changes would take place in the 2015-16 season. The U10 configuration will be discussed for the 2016-17 season. With these changes, more team names need to be created. The U12B team configuration will be 9 v 9 to conform with National Standards. Rachel, Michelle and Elaine will brainstorm team names. The fields will have to be located to match the new team size. Will the fields go to a number system or to alphabetical letters? Dan will need to connect with Luke to look at the field once we have determined how many teams will be formed and match the fields to that number. ****John Williams needs this information as soon as it is determined so he can build it into the schedule.
NEXT MEETING: Our next scheduled meeting will be Thursday, June 18 at 7:15 at the OSU Oceanography Administrative Building.
Elaine Markley, Secretary
AYSO Region 149
AYSO REGION 149 MINUTES
APRIL 16, 2015
PRESENT: Leanne Henriques, Mike Middleton, Jason Hower, Juan Fernandez, Andy Ungerer, Gibby Reynolds, Sean Ziniker, Dan Stevens, Joan Reukoff, Toby Westberry, Elaine Markley, Anton Grube, Rachel Smith
TO DO LIST:
-- Kristin: Open Registration. Forms, signs, floor plan of event
-- Leanne: Create a Genius sign up for registration volunteers for May 2 and 9
-- Luke: Get all directions, registration volunteer Sign up on website
-- Elaine and Miriam: Create the flyer and written paragraph for schools in English and Spanish
-- Elaine: Advertise open registration in GT and on the radio
-- Elaine: Secure volunteers to translate in Spanish on May 2 and 9 from CHS advanced level Spanish classes.
-- All: Plan to spend time at Adams gym and/or computer lab May 2 and 9
-- Sean: Change the eAYSO to reflect the new membership year and open April 20
-- Anton: Communicate with coaches about evaluating players
-- Anton, Dan and Jason: Develop the "what it looks like" examples for coach evaluation
-- Rachel: Send note to U8 teams about providing their own referee
-- Rachel: Make sure registration materials are in team folders this week
-- Sean: Run off current rosters for Team Manager to check players off when giving directions for registration. Coordinate with Rachel to get in folders
-- Leanne: Meet with applicant for Assistant Equipment Manager
MINUTES: It was moved by Anton and seconded by Dan that the minutes for March 19, 2015 be approved as written. The motion carried unanimously.
BOARD MEMBER APPLICATIONS: Rachel Smith applied for the position of Team Manager. After a discussion with Rachel, it was moved by Elaine and seconded by Gibby that we accept Rachel Smith as the new Team Manager Coordinator. The motion carried unanimously. Welcome aboard Rachel Elaine and Leanne will mentor Rachel in her new position. There was one applicant for Assistant Equipment Manager, but Leanne has not had time to meet with the applicant. This will take place at a later date.
SIX WEEK CALENDAR: Sean reviewed the events coming up. The big event is the open registration being held on May 2 and 9 from 9:00am-2:00 at the Adams Elementary gym and computer lab. Registration volunteers will need to sign up to assist. A sign up Genius will be developed by Leanne and Luke will put it on the website. Each volunteer will focus on one specific part of the registration for their 2 hour shift. Bob and Sean will be able to help retrieve passwords for those who may have forgotten them from last registration. Sean will open the MY2015 on April 20. Board members are encouraged to register and try the credit/debit card payment method to test it out. Specific directions on how to register will be in the team folders April 25. Sean will make the membership year changes and price change.
PLAYER EVALUATION: Dan, Anton and Jason will offer advice to coaches on what each number might look like in the rating categories. The same rating system of numbering will be used for all divisions. Dan will send out an email to coaches letting them know they will be evaluating players in several weeks. The player evaluation will be emailed to coaches rather than be a hard copy in the team folder.
TEAM FORMATION: Three practice areas will be used to form and balance teams next season. Anton will send out an email to let folks know about this, along with a map showing the new zones. A subcommittee has been working on team formation standards.
SPONSORSHIP: Leanne shared that Dutch Bros will offer a one day Dine Out in the near future and give back $1.00 for every drink served to the AYSO Region 149 scholarship fund. The coupons will be in the team folder, concession stand and safety station. Everyone is encouraged to share the coupons with anyone they know to bring money back to the region.
BLOW OUT GAMES: The topic of lopsided games was discussed again. It appears that Region 870 and Region 149 deal with these games in different ways. Continued discussion is needed to make sure everyone is safe and is enjoying their experience.
BUDGET: Joan presented the detailed budget and numbers were punched in to reflect cost per player to help determine the player fee for the coming season. After hearing a proposal by Benjamin and discussing other options, it was moved by Gibby that the fee for the fall 2015-spring 2016 membership year be $80 with a $5 early registration discount if registration forms and payment are received by May 16 and the scholarship fee be a fixed $35 for those who show verification of being on the free/reduced lunch program. The motion carried unanimously.
GIRLS TEAM FORMATION: Andy reported that the Newport team experienced a negative experience in their inter-regional play against an Albany team this past week. Rough play was the concern and Walt will be in communication with the referee crew that worked that game.
SAFETY REPORT: Gibby reported that there have been no accidents reported on our fields this spring. He is now the Assistant Area Director. Thanks for helping at the next level
REFEREE REPORT: Walt needs a referee staff who can help with the schedule. U8 has been a trouble area since the team referees are not showing up to do their games. Other referees are being pulled away at the last minute to cover those games. If there is advance notice, this would be much easier to facilitate. Rachel will send a note to the U8 Team Mangers reminding them they need to provide a referee for their games.
CVPA REPORT: Toby reported there was no report!
CLOSING THE FIELDS: Although Elaine contacts fields volunteers from the last games being played on the field each week, teams are still not helping like they should be close down the fields. Notes are put in the team folder for all games that are the last on their field with an outline of how to take care of their field. Board members will oversee the closing of the fields. There is a detailed checklist located in the safety shed on the west wall, one located in the medicine cabinet in the equipment shed and one in the file on the back table in the safety shed (goldenrod colored paper) to help the Board member know what needs to be done.
Our next scheduled meeting will be Thursday, May 21 at 7:15 at the OSU Oceanography Administration Building.
Elaine Markley, Secretary
AYSO Region 149
AYSO REGION 149
MINUTES FOR BOARD MEETING of March 19, 2015
BOARD MEMBERS PRESENT: Walt Mahaffee, Toby Westberry, Eric Gleske, Dan Stephens, Juan Fernandez, Andy Ungerer, Benjamin Carleski, Leanne Henriques, Marc Betz, Sean Ziniker, Anton Grube
MINUTES FROM February 15, 2014: The minutes from the February board meeting were approved. (motion by Benjamin, 2nd by Toby)
1.) Rhonda (Team Manager Coordinator) has already officially resigned, but further requests to be removed from all email correspondence. Leanne/Benjamin will notify Luke to ensure she is removed from all Corvallis AYSO email lists.
2.) Official resignation received from Melissa Edwards (Equipment Manager). She will help through Spring 2015, but we need to find someone ASAP. Get the word out‼
3.) Application received from Jason Hower for Boys Team Formation Assistant. Leanne and Juan met with him last week to clarify role and responsibilities. Both were very impressed. Sean Z. knows him well and gives an overall good recommendation. Dan S. also met him in recent coach training and was impressed also. Motion to approve application made by Walt, 2nd by Dan S. Unanimous approval. NOTE: an added benefit is that he wants to become a coach instructor.
4.) Anton Grube has applied to become a 2nd Assistant Regional Commissioner. He went to Expo in February and wants to take on more responsibility. Eric inquired about division of labor between Leanne/Benjamin/Anton. Leanne referred to recent email where this was spelled out very clearly. Walt motions to approve application, 2nd by Benjamin, unanimous approval. Hurray!
6-WEEK CALENDAR REVIEW:
1.) Committee for Improving Team Balancing (Anton) – full report at next Board Meeting, but summary provided by Anton G. There are 4 major suggestions:
There was a follow-up discussion about pros/cons of the first suggestion, in order to facilitate a vote. Note that the proposed 3-practice regions are geographic, not school-based. There will inevitably be pushback and we may lose some players, particularly in U-8. Walt motions to support this suggestion and change existing practice zones from 6 to 3. 2nd by Benjamin, unanimous vote pass. We must think through how this ripples through wording on website, eayso, etc.
2.) Sponsorship committee (Leanne) – We can look to Corvallis Little League and/or Pop Warner Football as examples. Leanne also reached out to Tracey Lengwin (?) from Dutch Bros. to get an idea of what is reasonable to expect for sponsorship. This is ongoing.
3.) Blow-out Games U8 Committee (Dan S.) – nothing done yet. Dan will email committee members to get ball rolling.
Gibby not present. Nothing to report! Easy!
CVPA REPORT: Quiet offseason. Only a few new volunteer registrations have been submitted. Toby will bring updated lists (4 or more) of volunteers who need ID checked to 1st Saturday.
MISCELLANEOUS and RC TOPICS:
Benjamin motioned to Adjourn meeting at 9:50 pm, Walt 2nd.
NEXT MEETING: The next scheduled meeting will be held on Thursday, April 16 at 7:15pm. Location will be in OSU Oceanography Admin Building (thanks Andy!).
Toby Westberry, CVPA
AYSO Region 149
AYSO REGION 149
MINUTES FOR FEBRUARY 26, 2015
PRESENT: Leanne Henriques, Benjamin Carleski, Juan Fernandez, Dan Stevens, Sean Ziniker, Anton Grube, Walt Mahaffee, Kelsey Walker, Andy Ungerer, Elaine Markley
TO DO LIST:
MINUTES: It was moved by Benjamin and seconded by Dan that the minutes of the January 31, 2015 retreat be approved as written. Motion carried unanimously.
TEAM BALANCE: The practice zones will be reduced from six to three for the next year to help with team balance. There will be a South (Philomath, Adams, Lincoln, Muddy Creek), Central and North. The player evaluation numbering system will also be revised and standardized using smaller numbers. Samples of what each "number" looks like will be communicated to the coaches to help in the fair process. We will continue to keep track of all goals scored. It is critical that all coaches get their evaluations in on time.
REFEREE REPORT: Advanced training will be held with Region 870. Gibby and Walt completed the referee evaluation courses at Expo. Daniel, Gibby and Walt were all presenters at Expo and were recognized by National for their outstanding efforts to make our region so strong. This is a big honor and we are proud of what they have done for all our members. National as well as other organizations are using our youth referee program as a model. Great job Kelsey for putting Region 149 on the map! Walt is restructuring the chores for Referee Administrator. Joe McVeety will create the referee schedule. Walt will use referee volunteers who do not want to be on the field to handle some of the paperwork. He will continue to referee, monitor and direct volunteers each Saturday.
OPEN REGISTRATION: We are close to filling the openings on existing teams and two new U6B teams will be formed. Leanne is working with Juan in the transition to becoming the Boys Team Formation Coordinator. Dan reported that Newport is getting their team together but they need to provide volunteers just like everyone else. We will accept volunteer ID the first Saturday of the season so they don't have to make a trip to Corvallis. After the two registration opportunities at Adams, Leanne and Kristin will decide if another one will be needed and set that up at the shed. Computers will not be available for this one.
COACH REPORT: Starting next fall, the U8 teams will all be consistent with the number of practices during the week. Lopsided games are occurring and this has a direct correlation to those scores. Coach training will be offered for U12. Those coaches who have not completed the CDC and Safe Haven are being notified to take care of that online in the off-season. Further discussion will be taking place about the number of players on the field next fall in U8 as well as U6. The U6 proposal will require the purchase of more goals and teams will be limited to 8 players who will play 3 v 3 in games. Teams would divide into two groups when they are ready to "play" a game. The proposal for U8 would be to have 5 v 5 and a maximum of 7 per team. It appears this can be done with the existing fields and not extend the day at the field from what we are currently doing. A subcommittee was formed to discuss the "blowout" games. Walt, Juan, Benjamin and Dan (chairing the group) will bring a written review of ideas to the next meeting.
EXPO REVIEW: Leanne thanked the Board for supporting our members to attend the Expo. They drove rather than fly to keep the cost down and it allowed a lot of good conversation in the car to review and discuss what they learned. Each member that attended will write a summary of ideas they came away with to help our Region. Kelsey, Leanne, Juan, Dan and Gibby attended the Expo. Anton talked about the AYSO Playground program for U4 where emphasis is placed on motor skill development. Equipment used could be beanbags, hula-hoops, parachute and some soccer skills. The AYSO School Yard is the new name for the U5 program (U5 Jamboree). The books are not out for either program at this time. The Board members who attended brainstormed many positive things our region has going for it and how we want to improve. Reports will be given to us later. Leanne found out from Score that we should have been receiving Board shirts at no cost for purchasing our uniforms through them. They will provide 20 shirts this year (usually allow 15 every other year). Leanne will have sizes for everyone to try on so she can place the order. The Region 149 logo will be on the shirt rather than "Corvallis AYSO." Those who are teaching courses and can act as a question/answer resource will wear the polo shirts. The jackets will be worn out on the field and ordered for those serving significant years on the Board. Leanne suggested 10 years but few members have reached that milestone!
BUDGET DISCUSSION: The number of scholarships is exceeding the amount of money earned to be earmarked for scholarships. Currently money from concessions, shoe/equipment sale and bake sale are the sources of revenue. Leanne suggested that we only offer the number of scholarships as we had money for this year. The question would be how do you know when the maximum has been reached. The idea of sponsorships was touch on to use for scholarships. Leanne, Nichole, Gibby and Juan will present ideas about this at the next meeting. Joan is suggesting we increase the player fee to $75 for next season. No vote was taken on this. Also in the discussion was and early player registration discount, but again, more information is needed to make any decisions.
NEXT MEETING: Our next scheduled meeting is back at OSU Oceanography Administration Building at 7:15pm on Thursday, March19. The CPI building is going to have an extensive remodeling project so we will not be able to use their meeting room. The fourth Thursday of the month has too many conflicts, so we will go back to the long-standing 3rd Thursday of each month for meetings. Elaine will not be present so someone will need to take minutes (will be in New Orleans.)
Elaine Markley, Secretary
AYSO Region 149
AYSO REGION 149 MINUTES
ANNUAL RETREAT JANUARY 31, 2015
PRESENT: John Williams, Walt Mahaffee, Dan Stevens, Bob Carleski, Kristin Francisconi, Elaine Markley, Leanne Henriques, Benjamin Carleski, Marc Betz, Toby Westberry, Anton Grube, Juan Fernadez, Andy Ungerer, Sean Ziniker, Eric Gleske, Kelsey Walker, Duston Denver (Albany 870 RC), Mark Baur (Albany 870 ARC)
TO DO LIST:
MINUTES: Since we have not had a formal meeting since October 23, it was moved by Dan and seconded by Benjamin that the minutes from that meeting be approved as written. Motion carried unanimously.
REVIEW OF FALL SEASON:
The following were identified as positive points:
Speed bumps noted:
TECHNOLOGY FOR SCHEDULES: Region 870 is interested in sharing the cost of software that could generate new game schedules and referee schedules. Each region has their own needs and unique issues that might make this difficult. Keith Underhall from Region 870 is exploring programs. Leanne and Benjamin will work with Region 870. Benjamin will be the contact person for this. John Williams pointed out how he needs to customize schedules to accommodate coaches of multiple teams, etc. The hope is that there is something out there that can free up time for Walt and John.
TEAM MANAGER: We need one! Think of volunteers you know who might be a good addition to the Board in this position. Leanne will conduct a Team Manager meeting after the initial letter for Fall 2015 has been received in July. With proper training and expectations laid out, everyone should have less on their plate to have a smooth running team. Team Managers will have the volunteer form completed by August 7, 2014 and training notices will be sent to specific volunteers. Data should be entered the following week since it is being handled electronically from the Team Manager.
PARENT MEETING: The parent meeting will be held on August 24, 2015 at a to be determined location. The purpose will focus on information about the organization rather than securing volunteers. Team Managers will have submitted volunteer lists electronically prior to this meeting. Training opportunities will be stressed. Uniforms will not be given out at this time, but equipment will be. We would hold 2 sessions rather than 4 since the purpose has changed. Details will be worked out later. Uniforms would be given out September 14 with the last chance being on September 19 which is the first game day. The reason for the late distribution is to make sure the volunteers are properly trained for their referee or coach position, not just have their name on a sheet of paper.
REGISTRATION: Kristin will offer open registration for spring on February 18 and 28 from 6:00-8:00pm and March 3 from 8:00-10:00. Leanne will sign up for Adams computer lab and gym for the events and report the confirmation to Elaine who will develop a flyer in English and Spanish, send notices to the schools, radio and newspaper. We believe there will be two new U6B teams based on the number of boys on the waiting list from fall. Any new teams must be submitted to John by March 6 so the schedule can be finalized. The U19 players will be referred to the website to follow directions on how to register. Luke needs to communicate with Marc on this. Changes in registration for spring include:
Paying with a credit card was tested by Region 870 and they found it to be very beneficial. They estimated that approximately 60% of their registrations were paid this way. They use Corduro which is linked with National eAYSO. There is a 2 ½% fee per registered player but they budgeted for that additional expense. It was moved by Benjamin and seconded by Dan that Region 149 use Corduro for immediate use (spring) and the exact player fee for the following season will be determined at the February meeting. The motion passed unanimously. Benjamin and Leanne will coordinate what needs to be done with Joan and Kristin, but they will start the process of applying immediately.
Leanne requested that we only include Coach, Assistant Coach, Referee, Team Manager and Board member as "key volunteer" roles and have a box that says OTHER on the eAYSO form. The "other" jobs would be filled by the teams on the volunteer form (safety, concessions, fields, registration, special events). It was moved by Kristin and seconded by Benjamin we honor Leanne's request on the eAYSO form. The motion carried unanimously. Leanne will need to follow up on the edit of the form. It was also suggested there be a space on form that allows families to donate to scholarship fund as a "optional fee."
Registration for Fall 2015/Spring 2016 will require only the eAYSO application form to be turned in with player fee. The player card will be populated after the coach ratings have been entered by Data Managers. This will eliminate the need to create player packets. We will have 1 handout with directions and a team roster given to each Team Manager. More details will be discussed at a later date.
CALENDAR: Leanne has set the date for the January 2016 retreat to be held on January 9. Mark your calendar now!!!! The Christmas party was discussed and Board members indicated an interest in getting together socially but use a different format. All newsletter articles need to be submitted to Vicki by March 6. The newsletter should be posted on the website by March 21. Sean and Benjamin were adding dates to the Google calendar so stay tuned for that document!
FIELDS REPORT: Mike submitted his budget request to continue upgrades on all fields. The total proposal was $20,222. Bids were included in the report. It was moved by Elaine and seconded by Toby that we accept this proposal, knowing that Mike can make changes to better fit our needs. The motion carried unanimously. The cancellation policy for practices was discussed. It was decided that we continue with the same procedure and the Commissioner has the final say in the matter of cancelling practices. If more than 50% of the teams can not practice no one will practice. If a random field is closed, coaches are encouraged to share their space on a dry field, knowing this is a temporary situation.
INTERPLAY WITH REGION 870: Duston and Mark clarified rules that were different in our two regions. The Power Play Rule will be dissolved by Region 870 in the spring but the Monitored Substitution Rule will remain until the Fall 2015 season. When Region 149 is playing in Region 870 they will use their rules and vice versa during the spring. Good communication between Boards and parents is necessary. We do not want the referees to be policing the rules. Dan and Walt will create an email to parents regarding the rule differences so everyone is on the same page. U12 Interplay will be on a volunteer only basis for spring. Coaches will be asked if they want an extra game on Saturday or during the week. There is a parking issue on Blue Ox Road and tickets are being issued. Dan will let coaches know to inform their parents.
5-A-SIDE: Juan discussed possible times to do a 5-a-Side tournament. It was decided that before any extra energy goes into this, poll the coaches as to their interest. Would their team participate on May 3 (Sunday) at Adams or May 23 (Saturday) in Albany?
U12G NEWPORT TEAM: Andy has been in contact with a team that is perhaps interested in joining AYSO for the spring season. All coaches and referees must be certified to allow them to join. They will be informed of the registration dates.
TEAM PICTURES: Leanne reported there have been complaints about Hise Studio. She will contact NW Sports out of Portland to bet a bid and information about their program. They give an "kick back" to the program and have offered other incentives for give-away prizes.
U5 JAMBOREE: The location for spring is likely to be on the Jamboree B field. Team Managers will be notified and the field will be listed in the schedule. Too swampy in the Field A location during the spring unless we continue to have a drought. Kelsey will be contacting high school students to see if they are interested in becoming a volunteer at the U5 level. They would need to fill out a youth volunteer form, complete Safe Haven and CDC. While she is at the schools she will plug the U19 program for Marc.
SAFETY REPORT: Gibby reports "all is well!"
TEAM FORMATION/BALANCING OF TEAMS: A subcommittee of Kristin, Anton, Juan, Andy, Bob V, Leanne and Eric via email will formalize how teams will be formed and any zone changes that need to be made. Data will be entered from coach evaluation to each player card and then be given to the Division Coordinators. Anton will be the lead on this committee. Dan and Eric will be discussing the structure of U8 and report back by March 1. This is important for uniform orders.
YOUTH VOLUNTEERS: Kelsey reported she plans to be a part of our region for some time to come. She will also be helping generate youth volunteers at the Area level. She plans to recruit high school players/students to help with the U5 Jamboree in the spring. She is in the process of obtaining her Advanced Instruction certification for referees.
EQUIPMENT REPORT: Uniforms must be ordered by March 1 for the Fall 2015/Spring 2016 season and by March 18 for the new players in the spring. Earlier for this order would be better. Leanne will contact Score and see about what "deals" they can offer us since Region 870 has a contract with them that is offering different things.
TREASURER REPORT: Joan was not able to attend but will remain on the Board while she completes her Masters degree. All budget items must be submitted to Joan by February 19 so they can be discussed at the February 26 meeting.
NEXT MEETING: Our next scheduled meeting will be Thursday, February 26 at CPI at 7:15. The retreat adjourned at 3:02pm. Thanks to everyone for staying on task and for Leanne and Benjamin for their organization and leadership for the retreat.
Elaine Markley, Secretary
AYSO Region 149
AYSO REGION 149 MINUTES
OCTOBER 23, 2014
PRESENT: Joan Reukauf, Andy Ungerer, Toby Westberry, Sean Ziniker, Juan Fernandez, Walt Mahaffee, Elaine Markley, Dan Stevens, Leanne Henriques, Benjamin Carleski
MINUTES FROM SEPTEMBER MEETING: It was moved by Dan and seconded by Benjamin that the minutes for the September 18, 2014 be approved as written. The motion carried unanimously.
TREASURER REPORT: Joan reported that we are in good shape right now. Indoor money will be coming in and will be noted in the next report.
SAFETY REPORT: Gibby reported that there were 2 reports filed, but neither were serious in nature. It is important to keep all the forms together and Gibby will process them. Leanne reported that she feels the coaches did a good job of discussing the concussion form and information with the parents. Gibby will ask National about the OR. law and whether or not the players ages 12 and up need to actually sign the form.
REFEREE REPORT: Walt reported that there have been complaints about rule differences when Region 149 plays against Lebanon and Sweet Home teams. Two in particular were mentioned: Free substitution and removal of players when one team is 4 goals ahead. At this time, each region must play by the rules of the host region, but this will be discussed at an AREA gathering before spring season. Inter regional play will be on the agenda for the January retreat. There was concern that the "home" teams were not equal in U8 for the referees games. This needs to be examined before the final schedule goes to public eyes in the spring. Walt reported the Bake Sale took in $276 in the fall and the girls want to do it again in the spring. Thank you to Walt's daughter and her friends for their support in raising more money for the scholarship fund. Walt is concerned about the condition of the fields where there are holes. We need dirt! The idea to build owl boxes and place them in the trees around the field to catch the voles was discussed. Walt will give Elaine a plan for the boxes and she will contact the Corvallis High School woodshop classes to see if they can do this for a class project. AYSO Region 149 would pay for the supplies. Mike has been given a name of a possible Assistant Fields volunteer to help him out.
CVPA REPORT: All is quiet at this time Only 17 Team Managers have completed Safe Haven so a push to correct this needs to be made before the spring season.
TEAM FORMATION: Andy and Juan will report at January retreat. There have been reports of lopsided games. It was suggested that Progressive Coordinators be a part of team formation since they know the strength of skills for those players. It was felt that the lopsided games do not lead to player development. Juan wants to keep the player cards so he can continue to check player information.
COACH REPORT: There has been discussion of the U8 changes. Some coaches report that players are parking a player in the goal mouth which seems to be a goalie. Dan is currently injured so he will not be able to actively conduct training sessions. All the U10-U14 coaches are Safe Haven and CDC certified but need to take age level training to continue at the next level. The goal would be to have all training sessions prior to March 30. Several opportunities will be offered so that the coach volunteers properly trained. The coaches and referees may have a pizza party in the month of November to celebrate the fall season. The U5 Jamboree sessions are going fine. Consideration needs to be made for location in the spring if Mother Nature repeats herself with the rain and creates a swamp where the U5 played this fall.
SPECIAL EVENTS REPORT: It was moved by Walt and seconded by Benjamin that the fall 5-a-Side event be cancelled due to lack of planning time. The motion carried unanimously. A discussion will take place at the January retreat of perhaps opening the spring season with a 5-a-Side jamboree rather than regular games.
CHRISTMAS PARTY: Andy and Bobbie will host the annual December Christmas party/meeting this year. A doodle poll will go out to determine the date. There will not be a regular December meeting.
EXPO FEBRUARY 20-22: The following Board members have indicated they would like to attend the Expo this year: Juan, Gibby, Kristin, Anton, Dan, Leanne, and Benjamin. If there are not advanced coaching classes, Dan would opt not to attend.
INDOOR REPORT: Prem reported that there are 231 players registered for Indoor Soccer. This is about 25 teams. The numbers seem to hold steady from year to year. Thanks to Prem for coordinating this fun extended program for Region 149.
PLAYERS FROM MONMOUTH: There have been 3 requests for players to join Region 149 and perhaps form a team from their own area to play in our Region. It was suggested we try this for the fall and see if they can get enough to form a team. Registration would be held in Corvallis in May at the Adams gym and players would need to register at that time. Leanne will contact Rachel about this.
JANUARY RETREAT: The January retreat will be held at the CPI building this year. A doodle poll will be created by Andy to see which date works best for the majority. Leanne will attend the RC training in late January so she is hoping we can have the retreat after she returns with a wealth of knowledge to share! Topics for the retreat at this time include:
If you have any other topics that need to be addressed, please let Leanne know so they can be added to the agenda.
NEXT MEETING: There will not be a November meeting since the 4th Thursday is Thanksgiving. There will not be a December meeting but a gathering at Andy and Bobbie's home for a Christmas dinner party. The next official meeting will be the January retreat at CPI beginning at 9:00am and ending no later than 3:00pm. The date will be determined with a doodle poll.
Elaine Markley, Secretary
AYSO Region 149
AYSO REGION 149 MINUTES
SEPTEMBER 18, 2014
PRESENT: Leanne Henriques, Sean Ziniker, Elaine Markley, Toby Westberry, Anton Grube, Dan Stephens, Eric Gleske, Andy Ungerer, Walt Mahaffee, Benjamin Carleski, Prem Mathew, Juan Fernandez, Kristin Francisconi, Rema Robinson, Bob Carleski, Daniel Haak
MINUTES FROM AUGUST MEETING: It was moved by Toby and seconded by Walt that the minutes from the August 21, 2014 meeting be approved as written. The motion carried unanimously.
GUEST: Douglas Conrad, U10B Sounder coach attended the meeting to seek clarification about the amount of time U8 teams should be practicing and if other players can join other teams for practice sessions. Eric explained the amount of time for the practices per week. Players must be registered to participate in a practice and either a parent must be present or emergency medical information forms must be with the coach at all times.
REFEREE REPORT: Walt reported that there were two teams in the U8 division that did not have assigned referees. There were a few (possibly four) in the U6 division. He felt we have enough referees to populate. The U8 volunteers supplying a referee for their own child's game has helped in the upper levels with scheduling. Additional training sessions will be offered in the spring for those who got a late start. The question of wearing sunglasses was discussed. It was felt that if the player has sensitive eyes and needs the glasses as a corrective measure, they should be allowed to wear them.
TREASURER REPORT: Joan emailed her report to Leanne, but reported that all is well with the budget and financial standings. Leanne will email the report to the Board.
CVPA REPORT: Toby and Anton feel that they are on top of the volunteer background checks and all newly registered volunteers have been checked. There are seven teams that are missing one or more key volunteers. As with other key Board positions, they expressed a need for the names of volunteers earlier.
JANUARY RETREAT: Board members are asked to keep a list of items they want to cover during the January retreat. Leanne wants to follow a player with information from when they register to when they are placed on a team and see how our local data is kept in addition to where it goes in the National database. 2) Progressive structure will be discussed. 3) Discuss stumbling blocks from start of May registration until start of the season. Send your ideas to Leanne in advance of the retreat.
FIELDS REPORT: Yeah for Mike! The fields look fantastic. Board members heard many positive comments throughout the opening day about the conditions of the fields. Emails were also received. Mike calculated that the cost to cover the water bill this summer would be between $6-$7 per player.
SELECT A TEAM: Luke developed a program that allows anyone to type the name of the team they would like to follow and the program will show all the games for the season, the field and time without searching the entire schedule to find that information. Thank you Luke! There have been many positive comments about this new feature on the website.
YOUTH VOLUNTEERS: Kelsey will be using youth volunteers to help with the U5 jamboree this fall. Daniel Haak reported that Region 149 is being used as a model for other regions to see the success of our youth volunteer program. He said that Kelsey is helping advance more youth referees than any other region. This is helping retain referees. Keep up the good work, Kelsey.
COACH REPORT: Dan and Eric reported that there are still coaches that have not completed their Safe Haven or CDC. This must be completed before September 27. Benjamin will send out a note outlining the deadlines to comply if these volunteers are going to be allowed to continue in one of the key volunteer positions. Eric would like to offer a group showing of the CDC since many are having trouble with the online course timing out or just quitting. He would keep a list of those in attendance then submit the names to National. He will look into the possibility. We are better off than we were last year with coaches following through, but still not perfect. The next challenge will be to have all coaches trained at the level they are coaching. Dan will offer training for U10-U14 in November. Region 870 is having an instructor-training course that we can be a part of.
INDOOR SOCCER: Prem will have an email blast sent out to let everyone know the sign-up for Indoor Soccer will begin September 27 at the Safety/Information station. The cost will be $46 again this year. There are no scholarships available for this program. The program will run for 6 weeks as in the past.
BAKE SALE: Walt's daughter and friends will hold a bake sale to support the scholarship fund on Saturday, October 4. If anyone wants to bring items for the girls to sell, please do!
CLUB SOCCER: Casey Fries has requested that the Corvallis club soccer group have a tent at the field to advertise the academy skill building. The Board felt this would be appropriate since it will benefit all soccer players in the community. Casey would like to be on the agenda for the November meeting.
EXPO 2015: The Expo will be February 20-22, 2015 in Santa Clara. We have budgeted for 10 people to attend. If anyone is interested in attending, email Leanne. The Section budget has been cut 50% so all instructors must pay their own transportation.
U8 GAMES WITHOUT GOALIES: Concerns were expressed about the lack of goalies in the U8 games. Our coach administrators and referee administrators felt the goal size was not an issue since our goals are only a couple of inches off from the National standard size. Lopsided games were reported, but there were lopsided games when we had goalies. Since there were more goals scored in some games, the concern was it takes too much time to start the game at midfield, reducing the time to "play" the game. We recognize we did not train the coaches on how to adapt their player positioning prior to the first game of the season. Positive comments were also heard about not having a goalie…less stress on the one player in front of the net! Coaches were surveyed and the results found split opinions. Since National guidelines are being followed, no additional changes will be made at this time. Walt will track the goals scored and how the teams are doing the substitution. Leanne stressed the importance of all Board members to support this decision.
5-A-SIDE: Juan has selected October 19 for the 5-A-Side date this fall. Juan will send out information to all coaches about the event. Leanne volunteered to pick up any flyers that need to go in the team folder at the UPS Store for Juan. Sign up will be at the Safety/Information station. Banners will be placed on the fences and on the front of the Safety/Information station.
NEXT MEETING: Our next meeting will be on Thursday, October 23 at 7:15pm at the CPI building on West Hills Road. All meetings will now be held on the 4th Thursday of the month (except for November) at the CPI building rather than OSU Oceanography Administration Bldg. Thanks to Andy for hosting the meetings for so many years. Sean works at CPI so he can help with opening the building.
Elaine Markley, Secretary
AYSO Region 149
AYSO REGION 149 MINUTES
AUGUST 21, 2014
PRESENT: Leanne Henriques, Benjamin Carleski, Bob Carleski, Sean Ziniker, Andy Ungerer, Gibby Reynolds, Juan Fernandez, Dan Stevens, Eric Gleske, Kelsey Walker, Marc Betz, Toby Westberry, Elaine Markley, Mike Middleton, Walt Mahaffee, Vicki Guenther
MINUTES FROM JULY MEETING: It was moved by Benjamin and seconded by Toby that the minutes from the July 17, 2014 be approved as written. The motion was unanimously approved.
SAFETY: Gibby discussed the concussion form and how parents have e-signed them when they registered their child indicating that they have discussed the information with their child. Rather than have the players print, sign and turn in the concussion form, it was moved by Gibby and seconded by Walt that we accept the electronic e-sign copy and not collect an additional copy. The motion was unanimously approved. We will display posters of concussion symptoms to watch for and Dan will make sure the coaches discuss symptoms with their team. Referees will be reminded of symptoms as a continued educational awareness.
PRINTING MATERIALS: Leanne mentioned that Board members can use the UPS Store on Philomath Blvd. for any printing of materials. Sending files to the store will speed up the process. She will explore setting up an account with the owner, Sean, so Board members do not have to pay out of pocket and then get reimbursed. There is also an account at Hederson's Copy on 2nd Street as well as Fed Exon 9th Street (aka Kinko's).
VOLUNTEER UPDATE: There are about 12 teams that are lacking the key volunteers with the number of coaches, team manager and referees needed. Leanne will contact those teams individually to see what needs to be done and how we can support the team.
CVPA REPORT: Toby reported the numbers of volunteers who have actually registered and the number that are in the applicant status. There were 35 non-registered volunteers in key roles, but of those 20 are in the background check status so that leaves only 15 that have not moved forward. Hopefully they will get that done before September 3rd so the teams can get their uniforms. Leanne discussed information from Golden Gate, especially that all volunteers must be registered if they are going to be on the field with the U5 players.
FIELDS: Mike reported that the district removed the goals on Field A since they were in poor shape and we will use portable goals there. The field was originally going to be rested due to the poor conditions and unsafe areas on the south sideline, but will now be reduced in size and games that were placed on Field M will be moved to Field A. John Williams will need to change the location of the games from Field M to Field A on the schedule. Luke will need to post the revised schedule on the website when it is completed by John. The U5 jamboree fields will be moved to open space in the area next to the modulars where Field G was previously located. If necessary an additional jamboree field space can be created west of Field B. Sean Ziniker will create the final field map and send it to Luke to post. A copy needs to be sent to Vickie Taylor at the Corvallis School District office as well. Mike reported that our water bill for the past month was $3200. There are 3 water cannons going most of the day and night. We will have a 50' trailer in the "bone yard" to store the water cannons and the golf cart in the off season. The fields look green and great! Thanks Mike for all the dedication and attention to detail to make this happen.
COACH REPORT: There have been concerns about the length and frequency of U8 practices. Some coaches are doing one practice while others are doing two per week. All practice issues should be directed to Eric Gleske. Practices should not be longer than time allowed per session on game day. We are still in need of coaches. There are 5 teams without coaches and 29 teams with only one coach. The Area Coach Administrator is Tuck Thompson from Albany/Lebanon.
NEWSLETTER: Vicki will complete the newsletter and hopefully have it out before the first practice which is Sept. 2. If you have any edits to previous articles that were submitted, get them to her by August 24.
SPECIAL EVENTS: Shayna Hicks will be coordinating the Shoe/Equipment Sale the first Saturday of the season. She is hoping to get the list of special events volunteers soon so she can fill her slots. Juan will select a date for the fall 5-A-Side jamboree and hopefully it will fly this fall.
NEW BOARD POSITIONS: Kelsey Walker has asked expand her role on the Board to become the Youth Volunteer Coordinator rather than just the Youth Referee Coordinator. She would work with anyone under the age of 18. It was moved by Walt and seconded by Benjamin that Kelsey Walker become the Youth Volunteer Coordinator. The motion carried unanimously. Kristin Francisconi resigned from Boys Team Formation but applied for the Registrar position. She feels confident in this role and will work with Rema during the transition. It was moved by Walt and seconded by Gibby that Kristin Francisconi be accepted as the Region 149 Registrar. The motion passed unanimously. Juan Fernandez applied for the position of Boys Team Formation. He feels like the commitment to his current Board position as Special Events Coordinator will not conflict with the time commitment necessary for Team Formation. It was moved by Walt and seconded by Benjamin that Juan Fernandez be accepted as the Boys Team Formation Coordinator. The motion carried unanimously. Kristin will work with Juan through May to make sure the transition is smooth as teams are formed for the 2015-16 season. In the position of Trusted Data Manager, Bob Carleski will focus on the process of data entry and Sean Ziniker will take over the front facing of the job. They are changing their role within the Data Manager duties. It was moved by Walt and seconded by Dan that the duties of Sean and Bob change but both continue in the role of Trusted Data Manager. The motion carried unanimously. Information of this change will need to be relayed to National so Sean has the rights given to the Trusted Data Manager. There was mention of someone that might be interested in the position of Treasurer. Joan Reukauf is interested in becoming the Auditor if a Treasurer is found. We are currently seeking a Team Manager to replace Ronda McLean and would like to find an Assistant Registrar to assist Kristin. Melissa would like to find a replacement for Equipment Manager as her son's are no longer playing AYSO. If you know of anyone who might be interested, please let Leanne know.
LATE UNIFORM PICK-UP: Wednesday, September 3 between 5:30-7:00 we will meet at the main entry of the soccer fields to register any volunteers and players who are hoping to be placed on a team. There are limited openings in most divisions so no promises of being placed. If players can not be placed, they can try again in February for the Spring 2015 season.
PRACTICE CANCELLATION: Leanne wanted to have a clear policy on what is done if some of the school fields are closed due to too much water. It was moved by Benjamin and seconded by Dan that if an estimated 50% of the teams can not practice in their regular practice area, ALL practices will be cancelled. The motion carried unanimously after discussion. Mike Middleton and Leanne would be in contact with the school district to confirm which practice areas are closed before making a flash alert and website notice for teams.
AUDIT: Benjamin presented the findings from the audit he did with our Treasurer. There were a few minor corrections in what needed to be done, but it appears from his report the books are being done in accordance with National AYSO.
SPONSOR INQUIRY: Benjamin received an inquiry from Power Volkswagon wanting to be a "sponsor" for AYSO Region 149. The details are not clear as to what the general manager of Power, Bryan Koehnke, had in mind so Benjamin will follow up with his ideas. Mike Middleton will ask the district if banners can be placed on the fence if Power wanted to advertise on Saturday. If this sponsorship is a monetary donation, the scholarship fund is the likely place for the funds to be deposited. Further discussion will take place when more information has been received.
NEXT MEETING: Our next meeting will be on Thursday, September 18 at 7:15 at the OSU Oceanography Administration Bldg. The Doodle poll that was sent out did not include Tuesday so Andy will check with Consumer Power to see what dates are available. Leanne is not able to meet on any Wednesday. A new Doodle poll will be created once dates have been gathered.
Elaine Markley, Secretary
AYSO Region 149
AYSO REGION 149 MINUTES
JULY 17, 2014
PRESENT: Leanne Henriques, Benjamin Carleski, Bob Carleski, Toby Westberry, Eric Gleske, Walt Mahaffee, Rema Robinson, Anton Grube, Andy Ungerer, Kristin Francisconi, Kelsey Walker, Elaine Markley
Secretary Note: The meeting was held in conjunction with the packet stuffing for team meetings, therefore difficult to track all conversations since everyone was multi-tasking!
GUEST PRESENTATION: Alicia Collins, a doctorial student from OSU presented information on her research project she hopes to complete with the use of AYSO children, coaches and parents. She is seeking support from kid's ages 7- 14. Her plan is to attend two practices in the fall season to record and observe kids in motion. She needs a maximum of 30 teams to help support her research. Eric will be the Board contact and communicate with coaches. It was moved by Benjamin and seconded by Eric that we allow Alicia to seek candidates for her research from Region 149. It was suggested that Alicia attend the parent meetings on August 6 and 7 to present her request.
MINUTES FROM JUNE MEETING: It was moved by Elaine and seconded by Andy that the June minutes were approved as edited. The motion was carried unanimously. Thank you Toby for taking the minutes for Elaine
BOARD MEMBER ADVANCEMENT: Congratulations to Gibby for qualifying for National referee assessor status and Walt for National referee while they were at the Section conference in LasVegas. Walt shared a picture journal written by Adrian, Zane and Kieran VanHorsen who participated as referees at the AYSO National Games. Kelsey, Gibby and Daniel Haak mentored all three VanHorsen's. They expressed appreciation for the opportunity to represent Region 149 and all performed at a high level.
BOARD MEMBER ROSTER: It was moved by Benjamin and seconded by Toby that the current Region 149 Board of Directors is voted in to serve in the MY2014 season. The motion was unanimously approved.
BOARD STRUCTURE: Leanne is working on a spreadsheet of what would be considered the E-Board, Board and Staff. Different levels of commitment would be indicated with these titles. Board member clothing could possible change to match the level of commitment of Board roles. The spreadsheet will be emailed at a later date.
CHANGING OF MEETING DATE: Since the number of Board members has grown for our monthly meeting, it has been suggested that we try to reserve the Consumer Power building for future meetings. Andy will check into the dates available and a Doodle Poll will be created to see if there is a better date for the majority other than the 3rd Thursday of each month.
NEWSLETTER: Vicki has agreed to be the newsletter editor for the Fall newsletter. Please submit all articles to her by July 26. The newsletter will be electronic.
MANDATORY TRAINING: Don't forget that Safe Haven needs to be done yearly, after August 1 as well as the concussion training. The links can be found on AYSO.org under training.
FIELDS REPORT: Since the water cannon can not reach Field A, Mike has set up a new field south of Field F that will take the place of Field A. The size will be a bit smaller than the current Field A to better match the division that has been playing on it in the past. The U5 Jamboree will practice on Field A on Saturday with their parents on the field at the same time. Mike will purchase a new water cannon to allow more coverage of fields.
FIELD BANNER/BLADES: Leanne discussed and showed pictures of samples of Field Blades to purchase to mark the fields. There was considerable discussion that the pictures that Leanne presented needed to be altered to make sure we are accomplishing our goal of identifying fields and educating fans about Kid Zone philosophy. She was going to discussion the concerns with Vicki who has been looking into the purchase of the blades.
NEXT MEETING: Our next meeting will be on Thursday, August 21 at 7:15 at the OSU Oceanography Administration Building. A Doodle Poll will help determine whether or not we will change the meeting date and location.
Elaine Markley, Secretary
AYSO Region 149
AYSO REGION 149
MINUTES FOR JUNE 19, 2014
PRESENT: Walt Mahaffee, Toby Westberry, Eric Gleske, Kelsey Walker, Dan Stephens, Juan Fernandez, Andy Ungerer, Bob Carleski, Benjamin Carleski, Leanne Henriques, Kristin Francisconi, Bob Vingelen, Rema Robinson, Nichole Stucki
MINUTES FROM MAY 15, 2014: The minutes from the May meeting were approved. (motion by Kristin, 2nd by Juan)
SAFETY REPORT: Kelsey spoke briefly on behalf of Gibby. The AED and walkie-talkies are currently offsite with Gibby. There was a brief discussion as to whether they were needed for the AYSO camp the following week, but it was decided that they were not. We need to have a plan for the new concussion forms submitted with player registrations. Where should they reside? With coaches? On a related note, what will we do about players with missing concussion forms? Questions need to be answered.
REFEREE REPORT: Walt is trying to schedule referee training in conjunction with Albany region. Details are forthcoming. In other exciting referee news, Walt attended the Davis Cup tournament near Sacramento and has become a new National Referee!. Gibby also became a new National Referee Assessor. These are great achievements, congratulations to both! The major item from the referee report was an imminent change in the way U8 games are refereed. There will be only one referee required per U8 team. The "home" team for each match will provide the center referee. The primary advantage resulting from this change is the reduced scheduling burden (now U6 and U8 will not have to be "scheduled"). However, Benjamin requested that the U8 (and U6!) referees be reflected in the master referee schedule that is posted. Currently many U6 referees get confused by the fact that their games are not included there. One aspect of this change that requires further attention is that John (Williams) will have to be aware of which teams are "home" and "visitor" when making up the schedule, so as balance the referee assignments across teams and throughout the season.
CONCESSION REPORT: Nicole mentioned that there has been increasing interest in gluten-free options at concession stand. She has some things in mind and will likely start carrying them in the fall (sorry, no more details).
REGISTRATION UPDATES: Currently, there are ~1000 kids registered with ~75 additional incomplete applications. In order to comply with a RAP requirement, Leanne wrote out a Late Registration Policy. There was some discussion about the details of priority. The highest priority is given to players whose parents are willing to fill one of the key volunteer positions. However, after that consideration, we must balance practice location preference, order in which applications are received, and a number of exceptions for special circumstances. There was some extended discussion about this latter point which highlighted exceptions associated with families new to town, misunderstanding due to language, health/sickness-related problems, and problems unique to the spring or fall portion of the season.
We also discussed late registration events/dates. Leanne initially proposed 6 dates, as early as next week (6/23). Andy/Kristin immediately said this is too soon and too many! This led to discussion of benefits of doing late registration sooner versus later. The idea was floated that if we do it sooner, late registrants could be included in the team formation process now. Andy/Kristin were not too keen on idea. It seemed clear that the registration/team formation process is exhausting and coordinators need a break. Ultimately, it was decided to forgo the first few proposed dates and have three dates in July: Tues/Wed 7/1-7/2 and the following Monday 7/14, all from 5-7pm (at the Safety shed?). Applicants collected from these events will technically be put on a wait list and not guaranteed roster spot. However, should they be included on a team, these dates will still allow them to get the "letter" in late July. Eric suggested that Bob C. sift data to find registered players from MY2013 that are not currently registered for MY2014 and send a reminder email about late registration dates.
On a related note, we discussed how to deal with late registration within eAYSO. National encourages us to leave registration open indefinitely. This did not work out so well last year, albeit an accident. However, just opening registration for a few days prior to each late registration event is not ideal either. It was decided that registration will be left open, but it needs to be made VERY CLEAR that no mail-in registrations will be accepted. Benjamin and Bob C. will craft a message to convey this on the website and hopefully avoid the bulk of these problem applicants.
FIELDS REPORT: It was proposed that we purchase some "Blades" which would advertise Kidzone, but also have field identifiers (A-H) on them. Options were presented to purchase just 2 for the main entrance with no field designation (13' each, $230/each) or alternatively, to purchase 10x at a slightly discounted price ($206/each). There was some discussion as to whether this was a good use of money, where the money would come from, how durable they are, etc. Walt motioned to purchase them, Leanne 2nd, vote passed! (So, we will be spending ~$2K from the Fields budget). Mike M. was not present, but provided a lengthy description of recent happenings at the Adams fields. Most significantly, they have successfully watered! See his letter for further details.
TEAM FORMATION: Team formation is almost done. On the boy's side there are still a number of coaches (~8), assistant coaches (~13), Team Managers (~2), and lots of referees are still required. Kristin detailed what she has been doing to fill these positions. On the girl's side the overall picture is a bit better. Only ~1 coach per division is still needed at this point. For U12, there are even more coaches than required! Lots of referees are still needed though. Leanne reiterated that the the August Parent Meeting is too late to be getting these key positions filled and that in order to fix this problem, we first need to understand why the problem exists. It was suggested that a survey of present/past coaches might be informative (action required??). Further discussion centered on how to better recruit more coaches and key volunteers. Andy suggested that certain head coaches could be "leaked" rosters in advance to see if they recognize any parents that might be willing. It was pointed out that letting this kind of information out before teams are made official is socially dangerous. Andy pointed out again that team balancing is difficult in the U12/14 due to the discretization of practice zones. We should consider breaking our region up into fewer, larger pieces (e.g., Philomath, and E/W/N/S Corvallis).
COACH REPORT: We will push discussion of OSU research project until next month.
RC TOPICS: There were several topics covered and additional details can be found in the Appendix of the Agenda.
MISCELLANEOUS: There is a free paper shredding day coming up this Saturday (6/21). Some people accumulate soccer-related paperwork. Spread the word. Dan will email a reminder to all coaches.
Benjamin motioned to Adjourn meeting at 9:41pm, Toby 2nd.
NEXT MEETING: The next scheduled meeting will be held on Thursday, July 17 at 7:15pm. Location TBD, but will likely be at CPI. Andy will contact CPI for room availability to host the stuffing "party" followed by the board meeting.
Toby Westberry, CVPA
AYSO Region 149
AYSO REGION 149
MINUTES FOR MAY 15, 2014
PRESENT: Walt Mahaffee, Marc Betz, Toby Westberry, Eric Gleske, Kelsey Walker, Dan Stephens, Juan Fernandez, Andy Ungerer, Ronda McLean, Bob Carleski, Benjamin Carleski, Leanne Henriques, Kristin Francisconi, Bob Vingelen, Mike Middleton, Aaron Rock
MINUTES FROM APRIL 17, 2014: The minutes from the April meeting were approved. (motion by Ben, 2nd by Juan)
BUDGET: Money spent on scholarships far exceeds that taken in from fundraising. We have been operating at a loss, but luckily have had a healthy reserve accumulated from recent years. However, as a non-profit we are not supposed to be making money each year (we should have a net zero income). We will continue the status quo with respect to scholarships for MY2014, but starting in MY2015 we will only grant scholarships according to dedicated funds raised in the previous year (MY2014 in this case). This decision led to a larger discussion of potential fundraising activities, some of which have been considered in the past. In particular, team sponsorship (as is done with Little League) was discussed. There were mixed feelings, but it seemed that the main problem in the past has been that there was no dedicated used for these monies. Putting this $$ toward scholarships might be a viable reason (not applicable this year since jerseys have already been ordered).
Budget needs for travel were discussed. Dan and Eric will not be going to Golden Gate. Walt and Gibby are going, but Walt kindly pays his own way, and Gibby is an instructor and thus his expenses will be paid for by National(?).
Other budget line items were discussed: coach uniforms, tournament/summer camp costs, Expo. These aspects were an open-ended discussion.
Motion to approve MY2014 budget by Dan, 2nd by Benjamin. Approved unanimously.
SAFETY REPORT: Nothing to report :^)
REFEREE REPORT: Walt presented an idea to provide some mentoring of adult referee volunteers, based on the success of mentoring youth referee volunteers. However, the problem is that the U10 and U12 fields that they start on are spread out. This led to a larger discussion of field layout. It was suggested that if Field A were moved to an open spot near Field F and Field H, they would all be together and within eyeshot of the Referee shed/tent. We noted that this is no small feat, but does present additional advantages. The current Field A is one that is actively used by Adams and pest controls issues are in direct conflict with the school district. Additionally, there are tree roots beginning to impinge on the edge of the field and Field A is the most difficult to water. This issue certainly requires further discussion. Two related comments were made. Lacrosse practice is much harder than us (AYSO) on Field E, where they currently practice. Maybe we could ask (who?) that they move to the current Field A, which would be particularly great if we did migrate Field A to a new location. Last, if this field re-arrangement were to ever happen, it was suggested by Eric that we rename the fields to be in a more intuitive order :^)
REGISTRATION: Leanne discussed registration results. In total, we have >900 registered for MY2014 in eAYSO, which is on par with past years. Monday garnered ~25-50 new registrants at the Safety shed.
Bob V. raised the issue of kids who are not currently registered for MY2013, but want to play Progressive, which spans MY2013 and MY2014. This is a problem, but there is no real way around this. To play the full slate of Progressive games, players will need to registered in both membership years, even if they do not play in the regular AYSO season.
TEAM FORMATION: Issue of team sizes for U6 and U8 was brought up. There will be no changes for this year, but likely for 2015-2016. Details need to be worked out. There was also some discussion of team balancing and the merits of moving away from emphasis on practice location, which inherently leads to less "balancing". A compromise might be to split Corvallis in half or into quadrants, rather than the many-fold 6+ regions currently used. Leanne, Eric and Bob V. will discuss offline.
Regarding this year and the compressed timeline of registration and team formation, Andy has not yet scheduled "work sessions". The delay has been in part due to Andy's reluctance to involve coaches in the process. Regardless, these work sessions have to be the last week in May at latest. Andy will check with CPI to schedule dates.
YOUTH REFEREE REPORT: Kelsey reported that the pizza party was a great success! Approximately 17 kids attended and ate 7 whole pizzas. It was noted that they were engaged and talking amongst each other quite a bit. The older youths sounded receptive to mentoring younger refs than themselves.
SECRETARY REPORT: Benjamin reported in place of Elaine. Hayden Rock was nominated to receive the AYSO Volunteer Recognition Scholarship. Kelsey has received this award in the past and will present it to him. Details about where/when are TBD. Walt motioned to accept the nomination, Juan 2nd the motion. Congratulations Hayden!
COACHES REPORT: Dan and Eric comprise the "Paper Volunteer Committee" designed to address the problem of paper volunteers. Several ideas were floated that might help. First, the role of the team manager needs to be made more prominent. Ronda will have a Team Manager Meeting, dates TBD. It really is part of their job to make sure the other volunteer positions are filled. Another thought was to have the volunteers initial or sign the form turned in at the parent meeting when the teams are "registered". That is the point at which someone's name is put down, and then often forgotten. Marc also suggested the idea of a Coach Card, which has been discussed in the past (I gather). Leanne also made reference to the GoogleDocs lists that Benjamin has set up to keep track of coaches/referees that we do not want to volunteer.
BIRTHDAY PARTY: Vicki has mad a "Wheel of Fortune"-like device for the kids/volunteers to spin for prizes. There will also be Dole Squishums to distribute and birthday cake. They will likely set up a tent near the main entrance across from the equipment shed. Ronda suggested inviting somebody from the Gazette-Times.
LOGO CONTEST: There were not many submissions, but voting results have been compiled. Sports Pins International (SPI) will make a professional design(s) incorporating elements from submissions and we will re-vote. Ronda suggested that any mountain element be in the image of Mary's Peak. It will be done in ~mid-July in time for August parent meeting.
SOCCERFEST: Region 149 contributed ~1300 players to the advertised ~17,000 participants in SoccerFest. This is great, but also frustrating that Dole would not send a dedicated person to help give out the Squishums given our level of participation. It took a lot of volunteer effort to give these out, at the expense of advertising our area tournament, for example.
AREA TOURNAMENT: As of today, there are ~20 teams in some stage of registration, most from our own region (~3 from Albany and 1 from Lebanon). U10B and U10G are the only viable divisions thus far. Juan expressed frustration at inability to communicate with coaches, etc. outside the region and overall lack of support at the Area level. Currently, the tournament is not viable. Options for downscaling the tournament to 2 days might be one way to make it work. Juan has requested a few more days from Dan Haak to rally interest in the U8 division, in particular. We will know by Saturday whether the tournament can happen. Juan will let board know by Monday 5/19 whether this is the case or not.
CORVALLIS SOCCER CLUB: If any board member has any questions/comments, please relay them to Leanne. It is better to have a single point of contact at this point. This request was spawned by an incident involving an AYSO board member approaching a CSC member directly.
BOARD COMMUNICATION: Just a reminder about email etiquette. Always be polite and start with "thank you". Anything with legal implications technically needs to be checked through the CVPA. For example, if you were to say, "…to be in compliance with Oregon State Law…", the CVPA needs to ensure that this is indeed correct. Walt also suggested having some pre-approved boilerplate language at the ready in order to avoid much of this double-checking.
MISCELLANEOUS: Benjamin, Leanne and Vicki meet every Tuesday from ~8:30-11:00am at Imagine Coffee. Everyone is welcome to join, but please give some forewarning to ensure that there will be time to discuss your matter of interest.
Dan reminded us that coaches need to turn in equipment this Saturday after games.
Benjamin motioned to Adjourn meeting at 9:17pm, Walt 2nd.
NEXT MEETING: The next scheduled meeting will be held on Thursday, June 19 at 7:15pm at the OSU Oceanography Administration Bldg.
Toby Westberry, CVPA
AYSO Region 149
AYSO REGION 149
MINUTES FOR APRIL 17, 2014
PRESENT: Walt Mahaffee, Elaine Markley, Rema Robinson, Toby Westberry, Anton Grube, Eric Gleske, Kelsey Walker, Dan Stephens, Juan Fernandez, Gibby Reynolds, Andy Ungerer, Ronda McLean, Bob Carleski, Benjamin Carleski, Leanne Henriques, Kristin Francisconi, Joan Reukauf, guests Jamie Hansen and Casey Fries from Corvallis Soccer Club
MINUTES FROM MARCH 18, 2014: The minutes from the March meeting were approved as submitted.
CORVALLIS SOCCER CLUB: Jamie Hansen and Casey Fries presented their vision for the Corvallis Soccer Club and AYSO to work hand-in hand to promote soccer in the Corvallis/Philomath communities. They feel that the common goal is to have more kids playing soccer in our area. The two previous "club" soccer groups have dissolved and have now merged as one club. Jamie spoke about how CSC can serve AYSO:
It was made clear that AYSO wants it known that CSC is not affiliated with AYSO in any way and AYSO will also publicize that CSC is not affiliated with AYSO in any way. Walt and Anton will act as the liaison for AYSO at the CSC board meetings. It was moved by Benjamin and seconded by Walt that we allow CSC to set up an information booth at the field April 26 and May 3 and that someone will attend their try-outs. The motion was carried unanimously.
BIRTHDAY PARTY: Leanne briefly touched on the plans for the Region 149 35th birthday party. There will be a prize wheel, volunteer gifts for coaches, referees and team managers as well as food. Vicki, Ronda and Leanne will be on the committee and will use Special Events volunteers to help out.
LOGO CONTEST: Ronda will post the information about the logo contest on Facebook. Posters are at the field, half sheets for every player have been in team folders and entry forms are at the safety station. The rules are also posted on our website.
TREASURER REPORT: Joan reported that very few Board members have submitted a budget for their position at this time. Please do this ASAP. Joan discussed the reimbursement form and encourages everyone to use that when asking for reimbursement. Be sure to give Joan the receipts or you can scan them and email them to her along with the form. As soon as Leanne has been accepted as the Region 149 Commissioner this month, new signature cards for the bank will need to be signed by Elaine, Rema, Joan and Leanne.
REGISTRATION: We will no longer be accepting mail-in registration since there were so many problems with incomplete information and the lag time between getting the forms from the PO box and to the Board member that needed the information. We will have multiple walk-in opportunities for people to come to Adams to register in person (just like "the old days!") It was moved by Benjamin and seconded by Kristin that the player card be eliminated from the website and all data will be stored through eAYSO. The motion was passed unanimously. Volunteer forms will have to be turned during the registration events and will not be received through the mail. Toby will need help checking ID and volunteer applications on May 3 and May 10. He will train other Board members to do that. All board members need to be on hand for helping in the gym or computer lab those two Saturdays since we are going to the arena registration concept. Elaine will ask Luke to put together a Doodle Poll for Board members to indicate when they can be available to help those days. There will be a "packet party" at Adams gym on Tuesday, April 22 at 6:30pm for anyone who can attend.
FIELDS REPORT: Mike was unable to attend the meeting but supplied the Board with a written summary of what has taken place over the winter months. He shared the good news that the old lines (trenches) are now all filled in, but the bad news is it made it impossible to find any markings for the lines so every field had to be measured before painting lines. The fertilizer has kicked in and the fields look great. He will be utilizing more fields volunteers over the summer months to learn how to use the water cannons. A storage unit will be placed in the "bone yard" south of Field C East and West to store the water cannons. Joan has donated an old golf cart that will be used to pull the water cannons into place. The golf cart needs repairs.
One Board member will be responsible for seeing that all the buildings are locked at the end of each Saturday. Other Board members, along with the fields volunteers are to help as well if you are there at the end of the day. The following will be responsible for closing up:
Elaine will post these names in the safety/information station along with the checklist of what needs to be done.
YOUTH REFEREE REPORT: Kelsey reported that she is having difficulty communicating with the youth referees. Email does not seem to work since they don't check it regularly. The legalities of texting and having a "cc" to parents will be looked into with Karen from National. In order to help the growing number of youth referees, Kelsey will be training intermediate referees to help monitor games and offer feedback. She talked about the Zero Tolerance policy in other regions and wants to make sure the youth volunteers are not feeling threatened by comments from coaches and spectators. Spectators can not be asked to leave the game, but the presence of a Board member can help calm them down.
SOCCER BALLS: Walt checked on prices of balls at the EXPO conference as did Dan. Dan will contact Melissa with the information he received from Baden and suggest the type of ball to order for next year. The cost was under $8.00 per ball.
REFEREE REPORT: Walt reported that we are still missing 20-25% of the referees that as supposed to be certified and scheduled. The 109 or so that completed all training and turned in a datasheet are safehaven certified this year. Walt reported that ALL referees have now turned in their data sheet. Most Saturdays are looking good for game coverage except April 26 when there are advanced training courses being offered. Next year there will be one referee assigned to U8 games and the lines will be covered by a lines volunteer.
TRACKING VOLUNTEERS: Benjamin has a tool that he will share with Toby and Anton to make sure the coach, assistant coach, referee and team manager are registered in eAYSO , have taken Safe Haven and are certified at the proper level to volunteer. Dan talked about the "Paper Volunteer" who signs up on paper so the team can get their uniform but never follows through with the commitment. With the "app" that Benjamin has, this will be easier to monitor.
COACHES REPORT: There was a discussion from the Coach Administrators about changing the number of players on the field and not have goalies at U8 next year. It was moved by Benjamin and seconded by Anton that we move to a 7 v 7 format next year in U8 and eliminate the goalies to align with National Guidelines. The motion carried unanimously. With that decision, Eric, Mike, Gibby, Dan, and Leanne will need to meet to discuss the field size in order to accommodate more teams and not extend the length of our day on the field each Saturday.
SOCCERFEST: Juan reported that we will receive (actually he will receive at his house!) 250 pinnies, banners and 2400 Squishims for the Soccerfest. He will submit a note that he wants placed in the Gazette Times to Elaine and she will see that it gets to the proper reporter. Mike, Dan, Juan and Eric will need to get together to work out the logistics of the field layout and rules. Walt will send Juan the 5-A-Side rules. Each coach will divide their team into two equal teams. All teams report to their assigned field as shown on the schedule.
RAP: The nominating committee for the next season will be Eric, Juan, Elaine, Leanne and Bob.
CANCELLATION OF PRACTICE: Due to the time of day, the discussion about what is fair or not fair when it comes to fields being closed was tabled until the next meeting. Hope for good weather!
NEXT MEETING: The next scheduled meeting will be held on Thursday, May 15 at 7:15pm at the OSU Oceanography Administration Bldg.
Elaine Markley, Secretary
AYSO Region 149
ADDED BUSINESS: The Board was informed the week of April 21, 2014, that Leanne Henriques' nomination to serve as Region 149 Commissioner was approved by National AYSO. It was moved by Walt and seconded by Toby that Leanne begin the duties of Region 149 Commissioner effectively immediately. In an Executive Board vote by email, the motion carried unanimously. Leanne will now need to meet with Joan to get bank signature cards changed to remove Vicki Guenther as an approved Board member to sign checks for Region 149.
AYSO REGION 149 MINUTES
MARCH 18, 2014
PRESENT: Vicki Guenther, Leanne Henriques, Benjamin Carleski, Marc Betz, Bob Carleski, Andy Ungerer, Dan Stevens, Juan Fernandez, Sean Ziniker, Kelsey Walker, Eric Gleske, Kristin Francisconi, Toby Westberry, Anton Grube, Elaine Markley, Gibby Reynolds, Daniel Haak, Walt Mahaffee, Rema Robinson
MINUTES FROM FEBRUARY MEETING: It was moved by Gibby and seconded by Benjamin that the minutes from the February 20, 2014 meeting be approved as written. The motion was unanimously approved.
TREASURER REPORT AND BUDGET: Joan was not able to attend the meeting but supplied the Board with the financial report. Vicki reminded everyone that they need to submit any budget items ASAP so we can review the budget next meeting. Golden Gate Camp for coaches and referees should be considered as a budget item if we plan on sending any representatives from our Region. Commissioner training will be added to the budget.
CVPA REPORT: Toby reported that he contacted Hise Studio about the pictures of Region 149 players shown on-line for placing orders. Jock Edblom, owner of Hise Studio took them off his business website immediately. Toby discussed the sex offender registry and has been in contact with Rich (former CVPA) about this information.
FIELDS REPORT: Mike was not present to give a report. It should be noted that there are gopher holes on the east side of Field C East that need some attention. Elaine will purchase bee traps for the concession stand, safety station and equipment shed. Porta-pots will be ordered for the regular season, Area Tournament and AYSO camps by Elaine.
COACH REPORT: Dan reported that he has sent out two reminders to coaches and assistant coaches about concussion information. Players 12 or older must read and sign the information form (parents sign as well). These forms will be collected and turned into the Safety Station on April 5.
REFEREE REPORT: Walt has sent out information to referees about completing any necessary training before the spring season begins. Very few have filled out the referee data sheet, therefore a game schedule can not be developed.
REGIONAL GUIDELINES: Benjamin presented changes that had been made since our last review of the Regional Guidelines. It was moved by Benjamin and seconded by Gibby that we accept the Regional Guidelines with the edited changes. Thanks for all the input and to Benjamin for taking the lead on this project.
NEWSLETTER: Leanne and Vicki will put together a newsletter for the spring. We will continue to advertise for a newsletter editor for future editions. Articles for this issue include:
U19 REPORT: Marc would like a meeting with Albany Region 870 to discuss the interplay. Vicki, Leanne, Dan and Benjamin will be a part of this meeting as well. It was noted that the U19 numbers are growing in other regions.
OPEN BOARD POSITIONS: We will advertise a need for U19 Coordinator, Newsletter Editor, Social Media Coordinator. Vicki had asked an applicant for Webmaster to do a "mock-up" of a new website, but she has not heard back from this applicant yet. This position may still be open. There was a discussion about having two levels of the webmaster. One would have the rights to edit the front face for current information and a back-up administrator for behind the scenes.
PLAYER CARDS: Discussion is still underway about the use of player cards and the security of data. Benjamin will find out at the Expo if each Region can customize one section to add to the eAYSO data. The group going to the conference will try to get answers to questions we have about merging the data we need with what eAYSO is already able to provide.
SOCCERFEST14: Juan reported there are three different levels for the SoccerFEST14.
He selected option #2. Registration will take place at the Safety Station on May 3. Players will be directed to a field to play. The schedule will be followed as printed. Dan and Walt will be in communication with the referees and coaches about how this will be run.
AREA TOURNAMENT: Daniel Haak (Area Referee Administrator) came to report on the progress of the Area Tournament that will be held June 6-8. Friday will be a short day with only a few games being played. The proceeds will be a fundraiser for our Region and the Area. It was decided that the money will be split 50/50 between the area and the region. The money raised for Region 149 will go into the scholarship fund. The remaining 50% will go for the Area training. The fee structure for the tournament will be:
Local Board members volunteered to serve in various capacities for the tournament. Marc will be the Registrar. Vicki will be the Safety Director. Leanne will be the Assistant Tournament Director. Toby will be the Treasurer. Although he was not present, hopefully Mike will help with the Fields.
U5 JAMBOREE: Dan, Eric, Leanne and John met to discuss the needs of the U5 Jamboree and any changes that need to be made for spring. Better scheduling will occur in the spring with ½ hour between the end of the U5 Jamboree and the beginning of the next game. Support to the Master Coach will be provided by the Coach Administrators. U19 players will be asked to help coach small groups. Assigning volunteers to help set up and take down fields will also be done. It is great to have so many interested in starting at this level!
CORVALLIS SOCCER CLUB: Vicki, Leanne and Benjamin met with representatives from the Corvallis Soccer Club. All "club" soccer groups have come together under one umbrella to better serve the players in the community. An additional meeting will take place on March 25 at 11:00am at Imagine Coffee.
NATIONAL GAMES: Gibby reported that the National Games will be held in Torrance, CA. this summer. Gibby, Kelsey and Daniel will be attending. Walt suggested we support three youth referees out of the referee training budget to attend the National Games and attend the referee courses to advance their levels. There appears to be money in the 2013-14 budget to do this.
NEXT MEETING: Our next scheduled meeting will be Thursday, April 17, 2014 at 7:15 at the OSU Oceanography Administration Building.
Elaine Markley, Secretary
AYSO Region 149
AYSO REGION 149 MINUTES
FEBRUARY 20, 2014
PRESENT: Vicki Guenther, Leanne Henriques, Benjamin Carleski, Rich Raleigh, Toby Westberry, Elaine Markley, Kristin Francisconi, Rema Robinson, Sean Ziniker, Juan, Fernandez, Luke Cotton, Gibby Reynolds, Walt Mahaffee, Andy Ungerer, Bonnie Johnson, Kelsey Walker, Dan Stevens, Ronda McLean, Aaron Rock, Marc Betz
NEW BOARD MEMBER APPLICATIONS: The first part of the meeting was devoted to reviewing applications of new Board members and taking action on those volunteers seeking a position.
Katherine will work with the Referee Administrator building a schedule for the games the referees will work each Saturday. It was moved by Kristin and seconded by Gibby that we accept Katherine as an Assistant Referee Administrator. The motion carried unanimously.
Rynda will be stepping down at the end of the season and will work with the new Boys Progressive Coordinator. It was moved by Elaine and seconded by Toby we accept Bob Vingelen as the Boys Progressive Coordinator. The motion carried unanimously.
Rich and Elaine had a chance to meet with both Bob Carleski and Sean Ziniker at the Open House earlier in the month where Rich explained the nuts and bolts of the Trusted Data Manager job. Both Bob and Sean have a solid background in the skills necessary for the Board position. It was moved by Walt and seconded by Toby that Bob Carleski assume the role of Trusted Data Manager and Sean Ziniker assume the role of Assistant Trusted Data Manager. The motion carried unanimously.
Anton came to the Open House to visit with Board members, showing an interest in helping wherever he could. Anton has a long history with Region 149 as a player and a volunteer of his own children. It was moved by Elaine and seconded by Dan that Anton Grube assume the role of Assistant CVPA. The motion carried unanimously.
Leanne and Benjamin have been meeting with Vicki and discussing how they could become a team to lead AYSO Region 149. The term of Commissioner will end June 30, 2014 and the Assistant Commissioner term would begin immediately. Both felt they are new to AYSO but they feel comfortable stepping into these important roles with the support of the Board and the training they will be receiving at the EXPO and Commissioner training later in the year. It was moved by Elaine and seconded by Walt that we accept the applications for Commissioner from Leanne Henriques and Assistant Commissioner from Benjamin Carleski. The motion carried unanimously. Benjamin will continue to hold the position of Auditor. Leanne will continue as a Division Coordinator for the spring and will be seeking a replacement for the U5 Jamboree Coordinator. She will continue working as the Summer Camp Coordinator at this time.
We are pleased to have Leanne, Benjamin, Katherine, Bob, Bob, Sean and Anton step up and become a part of the Region 149 Board. Thank you for saying "yes" when we needed the help.
TREASURER'S REPORT: Joan was absent so Vicki read her report to the group. A reminder of the budget schedule was reported. Please have a budget of needs to Joan by the March board meeting so she can begin preparing the 2014-15 budget. Key people are Walt, Dan and Mike. Joan will gather more information at the EXPO about protocol for the timeline to deposit checks once they are received for registration.
INFORMATION SYSTEMS REPORT: Luke flew in from Chicago to present the work he has been doing to enhance Region 149 and see if more of the documents can be prepared electronically to save time for the Board members.
In Luke's system the Team Manager would gather the names and information for the volunteer and input that into a data entry form. The system would email the volunteer and explain their volunteer job. Any edits to the information would be done by the volunteer and the changes go back to the Team Manager. The information would be current and up-to-date.
Questions surfaced about the security of player information if it were stored through gathering it on the website. Board members who are attending the EXPO will gather information on whether or not this can be done legally. Luke has put in countless hours developing ideas to merge information from eayso and our own data to enable our Board members to generate reports that fit their needs. Thanks Luke.
NEWSLETTER: There was a discussion about the format of the digital newsletter that was tried for the fall. Many felt it was not effective because of all the text and not enough breaks to generate interest in reading the entire letter. A PDF format would be preferred. Vicki will contact Jennifer about this. Be thinking about key articles that are necessary for the spring newsletter other than the schedule.
COACHES REPORT: Dan had a coaches meeting at Papa's Pizza where about 20 coaches attended. They discussed the new Oregon Senate Bill 721 and how the concussion information can be covered with the completion of AYSO Safe Haven. Dan also reported that the spectators will be on one side of the field and the players on the other from division U8 and above. He shared a map that was revised (Fields C East and C West) by the group. Dan was also concerned about players individual and team photos displayed for purchase on the Hise Studio website. Toby will contact Jock Edblom from Hise Studio about the concern.
EQUIPMENT REPORT: Melissa was not present but Leanne reported that we need to order Size 3 balls for the U5 jamboree division. Vicki told us that Score does not do custom balls any longer. Walt volunteered to check out different soccer balls at the EXPO vendor fair and report back to Melissa. We were not pleased with the quality of balls the past two years and need to make a change.
SPECIAL EVENTS REPORT: Juan contacted John Williams about schedule changes that would be necessary to participate in the "pick-up" game May 3rd and he felt that we could do this on our existing fields. He will check on the pinnies, banners and healthy snacks that are advertised in the information we received. Dole is the sponsor of the Soccerfest 14 event. The Area Tournament is scheduled for June 6, 7 and 8 on our fields. Daniel Haak and Juan met to start ironing out the details. The biggest reason for failure in the past was the timing and lack of communication. Information about the tournament will go out in late March or early April. Head coordinators are needed. The following have been filled:
Since we will be doing a 5-a-side format for the Soccerfest May 3 we will not do any other 5-a-side this spring. Hopefully this will generate interest for the fall offering.
U5 JAMBOREE DIVISION: Leanne reported that the feedback from the first attempt in the fall was that families felt rushed and the space for activity was too tight. In the spring there is hope that there can be more sessions with 20-25 players maximum on the field. Eric Gleske will help oversee the coaching. He will attend sessions as the EXPO to enhance the program. Having more than one Master Coach and smaller groups is preferred. The idea of having youth volunteers help was also discussed. New players are being accepted for the spring season.
REGIONAL GUIDELINES: Luke send out Version F for review that included changes from the January retreat. Any changes need to be submitted to Luke by Tuesday, February 25 with the final draft being sent out to review. The Executive Board will then vote on the Regional Guidelines on Friday, February 28.
NEXT MEETING: Vicki will send out a Doodle poll to determine the date of the March meeting since there is a conflict with those attending the EXPO and the following week is spring break. Watch for that in an email and be sure to respond quickly.
Elaine Markley, Secretary
AYSO Region 149
AYSO REGION 149 MINUTES
JANUARY 25, 2014
ANNUAL BOARD RETREAT
PRESENT: Vicki Guenther, Kelsey Walker, Toby Westberry, Leanne Henriques, Kristin Francisconi, Marc Betz, Rich Raleigh, Dan Stevens, Joan Reukauf, Juan Fernandez, Ronda McLean, Elaine Markley, Andy Ungerer, Walt Mahaffee, Rema Robinson, Benjamin Carleski
EXECUTIVE BOARD ACTION: During the November 21, 2013 Board meeting two applicants were appointed to open Board positions. Benjamin Carleski was appointed to the open position of Auditor. Benjamin has four children in the program and is active on the referee side of volunteering as well as his interest in becoming the Auditor. Juan Fernandez, also active as a referee volunteer, was appointed to the open position of Special Events Coordinator. Juan will work with Daniel Haak as plans are being formed to host an Area tournament in June, 2014. Welcome Benjamin and Juan.
On December 31, 2013 it was moved and seconded that Region 149 would add a second Indoor Soccer session that was requested by parents. Prem was willing to organize the session, open registration for a short window of time, and Walt was willing to help schedule referees. In an email vote by the Board, the motion was unanimously approved. Thanks Prem.
On January 15, 2014, the Board met with Toby Westberry, applicant for the open position of CVPA at Imagine Coffee. Rich explained the "nuts and bolts" of the position that he once held and the Board had an opportunity to visit with Toby about his interests and how this position would fit with the time he could offer to Region 149. It was moved by Walt and seconded by Joan that Region 149 accept Toby Westberry as the new CVPA. Welcome Toby.
ELECTRONIC REGISTRATION, ETC: Luke has been preparing programs to move toward electronic registration and using electronic player cards. Walt has been working with Luke with referee data and plans to meet with Luke before the February Board meeting. It was agreed that Region 149 is not in a position to do anything new for the spring limited open registration. Luke will be in town to present his ideas on February 20.
OPEN BOARD POSITIONS: The top priority will be to fill the Regional Commissioner, Assistant Regional Commissioner and Trusted Data Manager. Elaine, Vicki and Ronda will draft a letter that will be sent to Team Managers and another letter sent to the entire region about the importance of these positions being filled if we are to have AYSO in the 2014-15 seasons. We will have an Open House on Thursday, February 13 from 7:00-8:30pm and again on Saturday, February 15 from 10:00-11:30am at Adams Elementary library to meet with anyone interested in any open Board positions. Leanne will schedule the meeting location.
REGISTRATION DATES: The birthdates for players to begin AYSO was discussed after Luke sent date information. Andy and Rema talked about the advantages of keeping the August 1 birthdates that matches National AYSO. If a child is born in August, they should contact the Division Coordinator to move up to match their classmates in school. They would need to submit this request every other year. It was suggested that there is a hot link to the division coordinator to make it easy for parents to communicate with the right volunteer. It was brought to our attention that the Division Coordinator link on the website might not be working. Elaine will ask Luke to check these since it is important they can be reached as we approach spring limited open registration. Leanne suggested that Luke perform a monthly check to make sure the link is working for the Board members. Vicki would like to be sure we recognize the Division Coordinators in some way for all the work they do in forming teams at the end of the season birthday party.
LEGAL COUNCIL: Vicki reminded everyone that it is good practice to use theAYSO legal council for all forms/contracts that might be used. There is no charge for their service. They approve and return the written contract.
SPECIAL EVENTS: Juan will be contacting Daniel Haak to see what his needs are for volunteers for the Area Tournament to be held on our fields in June. Stay tuned!
We will hold a 35th birthday party the last day of the season. Joan reported that there is money in the budget to recognize our key volunteers. Those volunteers would be the Coach, Assistant Coach, Referees and Team Managers. Leanne and Vicki will be looking into the details of the party.
Region 149 logo contest will be held the first two weeks of the season. All entries will be due no later than April 12, 2014. The contest is open to the entire region. National has specific rules that must be followed and the winning design might have to be altered for publication. A decision will be made and voted on at the April 17 Board meeting. Juan, Leanne, Joan and Ronda will serve on the logo committee. To advertise the contest, it was suggested that the website have a link to show "Logo contest coming soon" where the current logo is that Luke designed. Once the contest rules are decided, the link would be hot for players to read and follow the rules. Vicki will discuss this concept with Luke. The winning logo will be unveiled at the birthday party on May 17, 2014.
On May 3, 2014 AYSO is attempting to break a world's record for the number of players participating in "The Biggest Pick-Up Game on Earth." Juan will look into the support given by National for providing player pinnies and work with John Williams to schedule games. Kelsey will help with the planning as well.
INTER-REGIONAL PLAY: Region 870 (Albany, Lebanon, Sweet Home) requested to add the U12 division to their schedule. It was unanimously agreed upon that Region 149 would not participate in inter-play below the U14 division. Vicki will let Region 870 know the results of the discussion.
COACH REPORT: The required concussion training was discussed. Every Coach and Referee is required to take Safe Haven. Walt and Dan will draft a letter for the volunteers so they can get the training necessary before the Spring season begins. Our Regional Guidelines must be changed to reflect the Oregon Law. It was suggested that a "hot button" be on the website for a direct link to the concussion training (Safe Haven). All U14-U19 players must sign the concussion awareness form that indicates they have read the information. This will normally be turned with their registration form, however this spring it will be the responsibility of the Coach and Team Manager to collect the signed forms from those divisions and turned into the Safety/Information station.
REGISTRATION: The Division Coordinators suggested that we hold our ground on a closing date for allowing players to register for the Fall/Spring seasons. The window will open the last week of April and closed at the conclusion of the spring season. Players who fail to meet this deadline will have one week to mail their registration materials and payment (Saturday to Saturday of the next week). If there are openings after teams are formed in June, the window will open for those divisions at the end of June. U19 will remain open throughout this time. Outreach intervention will be used for the Spanish speaking community. It was suggested we investigate the possibility of putting an individual flyer in the elementary school "take home packets" advertising the Fall/Spring open registration. Elaine will check with the school districts. We will continue to advertise in the local newspaper and the radio station as well as posted flyers in English and Spanish.
REFEREE REPORT: Walt recommended that our equipment manager NOT order any solid yellow uniforms in Division U8 and above since the majority of referees are wearing the yellow uniform and are difficult to identify. Walt suggested Region 149 implement the concept of having all the players on one side of the field and the parents on the other from U8 and above. It was moved by Walt and seconded by Dan we begin this in spring, 2014. The motion carried unanimously. Dan and Ronda will draft a note to the Coaches and Team Managers so they can inform their parents in advance of the first game.
REGIONAL GUIDELINES: A review of the Regional Guidelines began, but was not completed. Walt and Ronda volunteered to read and edit the current guidelines and report back to the Board. The following changes were made at the meeting:
NEXT MEETING: Our next meeting will be held on Thursday, February 20 at the OSU Oceanography Administration Building at 7:15. Luke Cotton will be in town and present programs that he has been working on. There will be a preliminary meeting with Luke for those interested to ask questions prior to the meeting. The exact time and location will be announced later when we know for sure Luke is in town. Several Board members have expressed an interest in finding out more information than may be able to be presented in the meeting.
Elaine Markley, Secretary
AYSO Region 149
AYSO REGION 149 MINUTES
NOVEMBER 21, 2013
PRESENT: Vicki Guenther, Nichole Stucki, Mike Middleton, Rema Robinson, Dan Stevens, Prem Matthews, Walt Mahaffee, Kelsey Walker, Gibby Reynolds, Andy Ungerer, Benjamin Carleski, Eric Gleske, Juan Fernandez, Leanne Henriques
Rema, motion to accept applicants Gibby seconded Approved unanimously
Conference coming in March: Anyone interested in going that hasn't already told Vicki please do so immediately
Luke designing a website for AYSO. Question in what will happen long term. Further assessment needed
Gibby taught us about "Jenna's Law" about concussions.
Goes into effect Jan 1, 2014 (Handout given)
Gibby suggests making all coaches and refs take both Safe Haven and AYSO/CDC Concussion Awareness training EVERY year that can be tracked on eAYSO
National needs to be contacted to change the information on the registration form that says both the parent/guardian and the youth participant has received and read the concussion information.
Coaches and Refs need to be trained NOW before the spring season and AGAIN before our AYSO membership year of July 31st. Then it will be done yearly with the MY
Discussion followed as to what should be required
Gibby made a motion to require Safe Haven training for all coaches and refs annually with the MY year. Those who don't currently have the training need to have it completed before the spring season. Dan seconded the motion
Voted and approved unanimously
AYSO REGION 149 MINUTES
OCTOBER 17, 2013
PRESENT: Vicky Guenther, Walt Mahaffee, Miriam Estrada, Benjamin Carleski, Juan Fernandez, Andy Ungerer, Marc Betz, Joan Reukauf, Mike Middleton, Eric Gleske, Dan Stevens, Rema Robinson, Ronda McLean
CALL TO ORDER: Vicky Guenther called the meeting to order at 7:18 pm. There are not enough board members to make quorum. Minutes were reviewed and no revisions were suggested.
NEW BOARD MEMBERS: Two new potential board members attended meeting and introduced themselves: Ben Carleski, applying for auditor position; and Juan Fernandez, applying for special events coordinator position.
TREASURER'S REPORT: Joan Reukauf gave treasurer's report. Discussed concessions income is at $1800 so far this year.
CVPA BOARD POSITION: After many years of AYSO service, our CVPA, Manny Hur, will be resigning as of Dec. 31. We need to recruit a new CVPA who can start January 1. This position requires analytical skills and there is a position description online. Let Vicky know if you have an interest in this position or know of anyone who might be interested.
COACHING REPORT: Dan Stevens gave the coaching report. He has had many discussions with coaches about who can coach and has explained that coaches need to be a registered volunteer and take the Safe Haven training prior to coaching. He suggested that Team Managers can give the coaches a copy of the registered volunteers for their team in the future. Dan discussed that he will be contacting UK International to discuss possible training for coaches when they are in Corvallis in the summer.
Dan reported that there have been some issues with field use this season and that AYSO has to defer to the school district events when they are occurring at the same time as AYSO events. In some cases, there is an informal understanding that may need to be clarified or creative solutions need to be used, for example at Garfield. There are some fields that are underutilized including Mary's River Park in Philomath and Philomath Elementary. Mike mentioned that if teams want to practice at city parks, we can be in Parks and Recreation to see about that.
Dan and Walt discussed possibly having a referee appreciation day where the referees are acknowledged by the coaches, teams, and fans. Having the team and coaches on one side of the field, and parents and fans on the other side of the team may promote good sportsmanship. Discussed having special "Kids Zone" days on the first Saturday of games in the fall, and in the spring. This could involve coaches and referees walking to parents and fans on the other side of field. Board discussed this idea and decided to discuss it further at our January meeting.
FIELDS REPORT: Mike Middleton gave the fields report including that the water pipes are in and are functional, so we will be able to water the fields starting in the spring. A water meter will be installed and Mike will monitor how much it costs. Mike reported that field volunteers were better utilized this season and were used to line the fields every week, set up in the preseason and take down in the post-season. Gophers and voles have been digging some holes in the fields. We can either take their food source (weeds) away or we can have pest mitigation conducted, using the school district policy. We have put in 50 to 60 gallons of dirt to fill in holes so far. Mike met with school district official and learned that district will allow AYSO to put in a shed to store equipment Board discussed this and decided to put out a call to volunteers to find people who would like to design and build a storage shed. Pacific Sports Turf aerated the fields last fall and can do this for us again for about $21,395. This would include fertilizing and aerating all the fields and giving three fields extra attention. Suggestion was made to be in contact with OSU Turf Club to possibly build partnership.
REFEREE REPORT: Walt Mahaffee gave the referee report. He said he is managing an incident currently. He also shared that 3 new intermediate referees have been trained. New intermediate training is coming up in December and he will be coordinating with Albany and Eugene clubs.
35TH CELEBRATION: Vicky Guenther discussed that the national AYSO is celebrating their 50th year and AYSO Corvallis is celebrating 35 years. She suggested we have a celebration in the spring.
CREAM CHEESE UPDATE: Vicky Guenther also shared that there may be a non-refrigerated cream cheese option to sell along with bagels at the concession stand which she is exploring.
INDOOR SOCCER: Indoor registration has 53 participants so far. Saturday is the deadline but applications will continue to be accepted if space is available.
AREA TOURNAMENT IN JUNE: Vicky Guenther discussed the AYSO area tournament happening in June (June 6, 7, 8?) that we are coordinating. This tournament is for Section 2, Area S which includes Oregon, S. Washington, and Idaho. We need to have a Tournament Director, Co-Director, Treasurer, Referee Administrator, and Coaching Administrator. Information will go out to teams soon.
EMAIL VS PHONE: Vicky Guenther encouraged us to make a telephone call or talk to people face-to-face rather than relying on email in delicate situations since emails can sometimes lead to misunderstandings. She told us that AYSO has a policy on using emails and that we need to avoid using inflammatory statements.
MEETING ADJOURNED: Meeting was adjourned at 8:48pm.
Ronda McLean, Team Manager Coordinator
AYSO Region 149
AYSO REGION 149 MINUTES
SEPTEMBER 25, 2013
PRESENT: Andy Ungerer, Vicki Guenther, Joan Reukauf, Kristin Francisconi, Ronda McLean, Elaine Markley, Meika Vengelen, Claire Schrodt, Dan Stevens, Walt Mahaffee, Eric Gleske, Kelsey Walker, Marc Betz
MINUTES FROM AUGUST MEETING: It was moved by Joan and seconded by Walt that the minutes for the August 15, 2013 be approved as written. The motion carried unanimously.
TREASURER'S REPORT: Joan reported that the concession sales are doing very well after the first two weeks. There are still Galaxy soccer balls for sale in the Safety/Information station for $9 each. The Papa's Pizza coupons did not generate the interest that was hoped. It was a 2-week window of sales so perhaps we will try again in the spring.
SECTION MEETING IN MARCH: Vicki reported that the registration for the 2014 Section meeting would open on October 11. We have budgeted for 10 Board members to attend. The dates are March 21-23. Room rates are $129 per night at the Rio and Vicki would like to lock in rooms early. Flights will be looked into at a later date. This conference is very important for new Board members to attend if possible. Check your calendars and submit a request to Vicki ASAP if you want to attend.
TEAM FORMATION: Kristin discussed her desire to have all player card information completed on line. She is in touch with Luke and they are working on possible ideas that would save time and energy, hopefully be more accurate and easier for everyone to read. Walt talked about the possibilities of tiers of volunteers being used when signing up for a volunteer job. The January retreat will be used to discuss this in detail. If we go to an "E-Card" the design of the card should be different for each division since they have different needs, number of players and volunteer priorities after the top 5 is different. It was suggested that Ben create a "bookmark" with key dates so everyone knows when registration opens in February for limited openings for spring of 2014. It was suggested that the dates be in the Park and Rec tabloid as an ad. It was also suggested that Luke have the registration dates on the front of the webpage where it is easy to see and don't change the location for ease of finding the information. The idea of on-line payment was briefly mentioned. There will be classes at the Section conference about this so members should attend and learn more.
COACH ADMINISTRATOR REPORT: Dan would like to offer training in the spring for coaches who will be coaching in the fall/spring season of 2014-15. He also would like to offer"refresher training" for the coaches similar to what the referees do prior to the season.
FIELDS REPORT: Mike was not at the meeting but Vicki reported that the irrigation pipes are in, the water is working and we have not received any bills at this time. The on-line signup for Fields Volunteers is working well for Mike. He is going to continue to perfect it to better fit his needs for the spring season. There are a few goalie boxes being missed on some fields and there is the ongoing problem with holes for the underground animals.
INDOOR SOCCER: Prem will continue to offer the Indoor Soccer program at the same $45 cost again this winter. There are no scholarships available for the program since it is an extension of our primary play and must stand alone with finances. Games will begin November 2 and run for 6 weeks. There will be a few games played throughout the week, but the majority will be on Saturday as in the past. Indoor Soccer is open to any registered AYSO player, but priority will be given to Region 149 players if there are too many players from other regions. Sign up will be at the Safety/Information station from Sept. 28-Oct. 19.
SPECIAL EVENTS: There will not be a 5-a-Side jamboree this fall. There has been an application received for Special Events Coordinator, but Vicki has not met with the candidate at this time. A brief discussion of having an Area Tournament for U8-U19 in June 2014 at our site took place. A possible entry fee would be $250 per team. An organization committee would need to be formed, advertising done in advance and enough volunteers to work a Friday, Saturday, Sunday weekend in June. Walt will coordinate the referees. Keith Underall of Albany is willing to help out. Another item for the January retreat.
REFEREE REPORT: The referee numbers are up from previous years. The only problem is the dates to train are too narrow to get proper training before the first games. Walt and Aaron would like to see the teams formed earlier so volunteers know they are going to referee and can plan on attending the training sessions. The good news is we have more trained referees than we have games so that allows Walt and Kelsey to observe rather than ref games. There are over 40 youth referees this fall Kelsey would like to have older youth referees mentor the younger ones since she can not get to all the games where the youth referees are scheduled.
BIRTHDAY PARTY! National AYSO is celebrating 50 years of existence and Region 149 is celebrating 35 years. Leanne is working on something for the region. Stay tuned!
U-5 JAMBOREE REPORT: Vicki reported that everything is going GREAT! Thanks to John and Leanne for taking this on. The one suggestion would be that the groups are limited to 25 in the future. The parent volunteer requirement went well. When a parent came to the Safety/Information station they were cleared and given a bright orange clearance card to take to the field so their child could get started. Everyone looks so cute in their t-shirt and socks
TEAM MANAGER CONCEPT: Vicki thanked Marc for initiating the idea of the Team Manager. It seems like things worked out well this fall with someone other than the coach organizing the volunteers and making sure paperwork was completed. Ronda is doing a great job of tracking teams who still need a little work with getting to the team folders each week.
U8 COMPLAINT: It was reported to Elaine by a U-8 coach that he had issues with the following: 1) Did not like the current substitution rule and wanted open substitution to take out players when they are tired 2) The fields are too large and 3) goalies are not needed. Any added discussion was tabled until there is more time to consider these points.
PARKING ISSUES: It was suggested to have a bright NO DROP OFF sign added to our current Board/Handicap parking barricades to people are not driving to the main gate then backing out. Elaine will look into getting a waterproof sign made to attach to the barricades.
U19 REPORT: Marc reported that there has been some unsportsmanlike conduct occurring on the Albany fields with the U-19 teams. A lot of trash talking and intimidation not being observed by the referees. Vicki will contact Dustin, the Albany Commissioner about this.
NEXT MEETING: Our next scheduled meeting will be Thursday, October 17 at 7:15 at the OSU Oceanography Bldg unless there are necessary changes to accommodate the Board members who are refereeing high school soccer games. A notice will be sent out if there is a change.
Elaine Markley, Secretary
AYSO Region 149
AYSO REGION 149 MINUTES
AUG 15, 2013
PRESENT: Eric Gleske, Vicki Guenther, Marc Betz, Kristin Francisconi, Leanne Henriques, April Spehar, Elaine Markley, Mike Middleton, Kelsey Walker, Walt Mahaffee, Joan Reukauf, Rynda Gregory, Dan Stevens, Andy Ungerer, Rich Raleigh
MINTUES FROM LAST MEETING: The minutes were approved as written for the July meeting.
BOARD UP-DATE: Vicki reported that Erica Lerch Griffin had to resign from the Board. Applications were received for Coach Administrator and Team Manager as well as Auditor after the parent meetings. Board members reviewed the applications that were submitted prior to the meeting. It was moved by Elaine and seconded by Walt that we accept Dan Stevens as the Region 149 Coach Administrator. The motion carried unanimously. Dan comes to our region with a lot of soccer experience as a coach and as a retired teacher. He will received training to enhance the pool of coach trainers for our region. It was moved by Joan and seconded by Eric that we accept Ronda McLean as the Region 149 Team Manager and that Elaine would serve as her mentor. The motion carried unanimously. We welcome Ronda to Corvallis and are delighted she wanted to become involved in our community through AYSO. She has experience working with soccer organizations prior to her move. The Auditor position was not voted on. Vicki would like to set up a personal meeting with the applicant before we act on this position.
LATE UNIFORM DISTRIBUTION: On Wednesday, Sept. 4 we will gather at the Adams soccer fields at 5:30 to greet those who need to have their volunteer forms checked off in order to receive their uniforms. Helping Manny at the CVPA table will be Marc, Rynda, Ronda, Jeremy Reukauf, Kristin, Susan Rose, Andy and Leanne at the U-5 window of safety station. Any Board member that was not at the meeting is encouraged to come help out. Rich and Joan will be at the Finish Line, Elaine at girls uniform station and Melissa at boys uniform station.
TRAINING OPPORTUNITIES: Vicki has been meeting with the Albany Region 870 to coordinate training sessions for coaches and referees. The more opportunities we have to offer volunteers the greater chance they can fit it into their schedule to be trained.
TREASURER'S REPORT: Joan shared an expense form that has been created as a result of her training at the Section conference. Anyone who needs reimbursement must complete the form and attach the original receipts. There was no official treasurer's report.
NOTE TO TEAM MANAGER: Vicki and Elaine will draft a letter to be sent to the Team Managers via email through Rich, reminding them of the following:
FIELDS REPORT: Mike reported that line locators have been sprayed on the fields by B. Johnson Turf. They are expected to start the irrigation lines by Monday, August 19 and the project will be completed by August 30. We are keeping our fingers crossed! Mike will ask B. Johnson Turf to remove the old goals in Field F that were not removed before the NW Natural Gas project began. Mike reported that Philomath School District has a seed and fertilizer bill of $1000. Corvallis School District is not seeking seed or fertilizer at this time.
EQUIPMENT: Melissa and Vicki have registered an official complaint about the quality of the Size 3 balls from Score. They are cracked and the paint colors are showing up with paint streaks on them. Hopefully we will be compensated for the cost of the balls. The Galaxy balls will sell at the parent meeting for $9 and if there are any left over, they will sell out of the Safety Station at the field.
CHANGE MEETING DATE: There was a discussion of the Thursday meeting date being a hard day for some of the Board members this time of year due to soccer games to referee, football games to coordinate or attend and advanced degrees being pursued. Vicki will send out a Doodle Poll to see if there is a better day of the week until the end of the calendar year. Stay tuned for the results.
U5 JAMBOREE DIVISION UP-DATE: Leanne will close the registration date on Sept. 7 for anyone wanting to join U5. There is concern we might be short supplies if we keep getting more registrations. The question of monitoring the volunteers with the U5 player came up. Anyone in the family that is likely to accompany the player on Saturday must register through eayso as a volunteer. Leanne will draft a letter and ask Rich to send to all U5 parents explaining the volunteer sign-up procedure and their child will not be allowed on the field if they are not registered as a volunteer to accompany them. T-shirts are going to be ordered from Shirt Circuit in Corvallis so there will be a quick turn around if more shirts are needed. John and Leanne will also wear a U5 shirt so they can be identified.
REGION 870 5 V 5 INVITATION: We have been asked to play in a 5 v 5 tournament in Albany but it is the last regularly scheduled game in the fall. U19 coaches will ask their players if they want to participate in that format rather than their scheduled game.
PROGRESSIVE PLAY: Rynda reported that she is in the process of creating a notebook of process that need to be in place in order for the program to be successful. Things worked out this summer because the coaches did their job. Rynda will report to the Board in September with her suggestions for the future.
NEXT MEETING: The date of the meeting for September will be determined from the results of the poll. The time will be 7:15pm and the location will be the OSU Oceanography Administration Building.
Elaine Markley, Secretary
AYSO Region 149
AYSO REGION 149 MINUTES
JULY 18, 2013
PRESENT: Joan Reukauf, Elaine Markley, Manny Hur, Andy Ungerer, Marc Betz, Eric Gleske, John Williams, Rich Raleigh, Gibby Reynolds, Aaron Rock, Walt Mahaffey, Kelsey Walker, Vicki Guenther, Kristin Francisconi, April Spehar
COMMUNICATION TO PLAYERS, TEAM MANAGER AND COACHES: Prior to the meeting, Board members stuffed 1100 envelopes addressed to players informing them of the team they have been assigned and information about the annual parent meeting held at Corvallis High School football stadium either August 7 or 8. All Team Managers and Coaches received a first class mailing with instructions, roster information and volunteer forms that must be completed before uniforms will be distributed. Elaine will mail the letters July 19 2013. Thank you Rich for all the copying and sorting to make this happen.
TRAINING SESSIONS: There will be coach training sessions before Labor Day weekend and one session after Labor Day. John Williams will assist with this. Welcome Eric Gleske, our new Assistant Coach Administrator. Referee training will be August 23 and 24 for Basic. Albany Region will offer training on August 17. On line training is available August 22, 27, September 3 and 10.
NEWSLETTER: Welcome Jennifer Gardner, our new Newsletter Coordinator. Melissa will be guiding Jennifer through the fall newsletter and Board members will be getting their articles to Jennifer by July 29.
It was decided that we would try an E-newsletter this time since we have a new editor and Melissa expressed concerns about having to come up with 16 pages for a hard copy. We would print extra schedule pages for those who do not have computer access and stress to the Team Manager that part of their job is to see that all team members have access to a copy of the entire newsletter. The following articles must be submitted to Jennifer:
The number of pages does not matter with the electronic version of the newsletter. Jennifer will jazz them up with her special touches!
TREASURER'S REPORT: Joan reported that she is creating an expense form that must be submitted with all receipts in order to get reimbursed. This will help track expenses with the correct account numbers. Joan had ordered the soccer balls that were sold at the annual meeting last year. She will check her records and connect with Melissa to see that the same balls are ordered for sale again this year. Although it was not advertised in the Coach/Team Manager letter, it was felt that if we had extra, they can be sold at the shoe/equipment sale on September 14.
FIELDS REPORT: Mike was not present but it appears there won't be any action on the fields prior to the start of the 2013-14 season. The question of use of Field F came up and if "temporary Field F" is used, will it be watered or left like it is. Joan reported that someone from Philomath School District placed an order from WILCO for seed and fertilizer. Region 149 will continue to support the school fields, but ONLY MIKE MIDDLETON is authorized to place the order. Corvallis School District currently has enough field supplies.
U5 JAMBOREE: John reported that he would inquire at Shirt Circuit about getting t-shirts made locally for the U5 players. Vicki will approve the design before anything is ordered making sure it meets the guidelines for AYSO. Elaine will let Melissa know of the decision and John asked to order black socks for all players, Each player will get a t-shirt, socks and a size 3 ball on Saturday, September 14. Parents will receive a letter that will be drafted by John to meet at CHS on September 7 with at the same time as the U6 parents. After the general meeting with Vicki and other Board members, John and Leanne will break out with the U5 Jamboree group and explain the program.
UNIFORM SORTING: Anyone who can help sort and load uniforms into Kelsey, Vicki and Sean's vehicles is asked to meet at Melissa Edwards' house (33144 Ada Drive in Philomath) on Tuesday, August 6 at 6:30pm. Board members are asked to contact Melissa if you have a particular color of uniform you would like to have and she will reserve it for your team.
PARENT MEETING: All Board members are asked to be present at both August 7 and 8 parent meetings. There are a lot of questions that can be answered and a variety of stations that need support, even if this is not your Board position. Melissa and Elaine will deal with uniform distribution, Sean and Joan will run the finish line, Manny, Marc and others that are being recruited will check ID and collect volunteer forms at the CVPA station. There will be a table for anyone who signs up for Special Events to select a shift for the Shoe/Equipment sale September 14. Safety and Concessions will sign up on-line but will have instruction sheets in the team folder. A few people have requested to speak at the parent meeting: Vicki would like to know what you are saying in the interest of time. Kelsey, Gibby, Eric, Elaine have asked to speak. We need some Board member's children to help hand out Parent Handbooks to the new families. Addison will sell new soccer balls. Any team that does complete their volunteer form properly will not receive their uniforms. Wednesday, September 4 those teams will come to Adams Elementary soccer fields to turn in forms and get uniforms. Board members will be needed to assist that evening. 6:00 start time for parents so be there no later than 5:45 if possible.
NEXT MEETING: Our next scheduled meeting will be Thursday, August 15 if it is deemed necessary. Many times we use the last evening of the Parent Meeting to have a meeting and wait until September for our next meeting. The meeting will be at the OSU Oceanography Administration Bldg at 7:15 if we have an August meeting.
Elaine Markley, Secretary
AYSO Region 149
MAY 21, 2013
EXECUTIVE SESSION (reported by Elaine)
PRESENT: Gibby R, Joan R, Manny H, Walt M, Elaine M and Vicki G in and out by phone. Mike M and Andy U as non-voting attendees.
BUDGET REVIEW: The Executive Board met to review the budget one more time. Mike presented alternate ways to look at the field expenses to make sure we are staying within our means. After clarification and discussion, it was moved by Walt and seconded by Gibby that the budget be approved for submission to National. The motion carried unanimously.
REAPPOINTMENT OF COMMISSIONER: Vicki has requested approval to submit an application for reappointment as Commissioner of Region 149. Her current term expires June 31, 2013. She requests that the extension be for two more years. During that time, she plans to recruit and train an Assistant Commissioner. In a vote by the Executive Board, it was a 100% agreement that Vicki's request be honored. The Executive Board appreciates the commitment Vicki Guenther has to Region 149 and her willingness to continue in this leadership role for two more years.
AYSO VOLUNTEER SCHOLARSHIP: Applicants for the AYSO Volunteer Recognition Scholarship Award were reviewed by Elaine, Joan and Rema and it was unanimously decided that the winner of the scholarship for the 2013 year was Jayce Guenther. Jayce has been a youth referee for Region 149 and also completed his Eagle Scout project coordinating the building of the Safety Station. Jayce plans to attend OSU in the fall and hopefully will continue his involvement with AYSO while he attends school. Elaine will coordinate the specifics with Jayce to get the $300 into his account at OSU. Congratulations Jayce and thank you for your volunteer hours.
NEXT MEETING: There will not be a formal Board meeting in June. During the month of June Team Formation will be working to form teams. April and Andy will inform the Board when they are meeting and all Board members are encouraged to attend this process and help as needed. We will meet again July 17, 2013 at 7:15pm in the OSU Oceanography Administration Bldg.
AYSO REGION 149 MINUTES
MAY 15, 2013
PRESENT: Manny Hur, Erin Harrington, Leanne Henriques, Rynda Gregory, Cindy Haskill, Kristin Franisconi, Gibby Reynolds, Joan Reukauf, Walt Mahaffee, Ben Potter, Luke Cotton, Brent Pawlowski., Vicki Guenther, Rema Robinson, Marc Betz
Minutes were reported by Gibby in the absence of Elaine…thanks Gibby
MINUTES FROM APRIL MEETING: Walt moved that the minutes from April 18, 2013 be approved as written. Gibby seconded the motion, which was carried unanimously.
COACH REPORT: A discussion centered around potential replacements for outgoing Coach Administrator, Luke. Coach trainers were discussed and it was felt that we have capable candidates to fill the role of Coach Trainer, but they may not want to assume the role of Coach Administrator. Keep your eyes and ears open for volunteers who can fill this important role. Luke will be leaving Corvallis by June 26. We wish him well and thank him for the extended time he has given to Region 149.
SAFETY REPORT: Gibby reported that there were two U14 girls injured; one with a broken wrist and the other head a dislocated finger. The AED has been ordered for a total of $1705.00, which includes a 35% discount that Gibby was able to obtain. Thanks for wheeling and dealing to Gibby and thanks to Elaine for applying for the OSU Thrift Shop grant to help reduce the cost Region 149 pays by $750.00.
U5 JAMBOREE REGISTRATION: There seems to be a lot of interest in the new U5 program with about 50 registered players for the fall season. The birth date guidelines will conform to National guidelines. Players must be 4 years old by the first game date.
KNIGHTS OF COLUMBUS SOCCER CHALLENGE: Brent Pawlowski presented the National trophy for one of the Region 149 players who placed at the national level. This is the second year in a row that one of our players has placed nationally!
NEWSLETTER EDITOR APPLICATION: Jennifer Gardner has applied for the Newsletter Editor position. After a review of her application, it was moved by Rema and seconded by Walt that we accept Jennifer for this vacant position. The motion carried unanimously. One of Vicki's goals is to meet with new Board members to debrief with the outgoing member, making the transition for the new member as smooth as possible. She will set up a meeting with Jennifer, Melissa and Ben to coordinate the communication between the Board and the region members.
SCHOLARSHIP CONCERNS: The percentage of requests seems to be increasing. The cost of National dues and uniform cost continue to increase. We will be looking into the number of scholarship requests and see how much it is actually costing the region to support these requests even though we raised the cost to $20 per player for the 2013-14 season.
TREASURER'S REPORT: Joan presented the detailed treasures report. The budget was reviewed after suggestions were added to the revised version. The Executive Board will meet to go over the budget for final approval. Thank you Joan for crunching the numbers over and over again as Board members provide new information! We have budgeted for two weeks for the UK coaches to help out in the fall due to the addition of the U5 program and the current lack of a Coach Administrator.
PROGRESSIVE PLAY: Rynda Gregory, the Boys Progressive Coordinator, expressed concern about the lack of guidance and lack of information she has received in trying to make the Boys Progressive program work for this spring and summer. The Board will provide as much support as they can to make this a success. Elaine will contact Julia Jones, the coordinator before Cindy Preece, to see if she can support Rynda.
Elaine Markley, Secretary
AYSO Region 149
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.
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.
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.
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.
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.
Elaine Markley, Secretary
AYSO Region 149
AYSO REGION 149 MINUTES
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.
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.
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
Follow through with Thank You's
Step by Step:
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.
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.
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:
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.
-Boys Progressive Coordinator
-Assistant Coach Administrator
-Special Events Coordinator (5-a-Side)
-Summer Camp Coordinator
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.
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.
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.
Elaine Markley, Secretary
AYSO Region 149
AYSO REGION 149 MINUTES
JULY 19, 2012
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:
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:
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!
Elaine Markley, Secretary
AYSO Region 149
AYSO REGION 149 MINUTES
June 28, 2012
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.
Elaine Markley, Secretary
AYSO Region 149
AYSO REGION 149 MINUTES
MAY 17, 2012
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.
Elaine Markley, Secretary
AYSO Region 149
REGION 149 MINUTES
APRIL 19, 2012
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:
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!!!!! 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.
Elaine Markley, Secretary
AYSO Region 149
REGION 149 MINUTES
MARCH 15, 2012
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.
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
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.
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.
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.
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.
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.
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.
Elaine Markley, Secretary
AYSO Region 149
American Youth Soccer Organization (AYSO)
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:
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.
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:
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.
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
-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.
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
-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
-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
-all requests have been filled
-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
Nolan Kelly, volunteer
For Elaine Markley, Region 149 Secretary
AYSO REGION 149 MINUTES
APRIL 21, 2011
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.
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:
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.
Elaine Markley, Secretary
AYSO Region 149
AYSO REGION 149
MINUTES FOR JANUARY 29, 2011 RETREAT
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
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:
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.
Elaine Markley, Secretary
AYSO Region 149