VSA Board Meeting
09/13/2009
Officers in attendance: Dave Milne, Allison Guth, Karen Klumpp(proxy for Travel Commissioner), Kevin Driscoll, Alice Riley, Mir Rezadoost, Shannon Howard, Paul Frascione, Scott Thoden, Lynn Martin and DeAnna Lindonnguyen
Meeting was called to order at 6:45pm.
Motion was made to approve minutes from Board meeting held on 8/16/2009. Meeting minutes were approved pending minor modification.
New Business:
- There is a meeting on the master plan at the Park Authority headquarters (Hellwig), on Wednesday 9/16/09 at 7:30pm. VSA needs to have six to seven people from the Linton Hall area attend the meeting with Dave Milne.
- VSA needs people at this meeting to speak in support of sports fields instead of passive recreation.
- This meeting will be for the development of the new Rollins Ford Park (Wiita Tract). The park will be 66 acres by Rollins Ford Road and Glenkirk Road.
- There are two planning committee hearings for lights at parks in the Rural Crescent. These meetings are 9/23/09 held at Battlefield HS at 7:30pm and 9/30/09 held at Marstellar MS at 7:00pm.
- A mass email will be sent out with information about the meetings and asking VSA members to please attend in support of the lights in Long Park.
- Dave M. and Bill are to meet about the business plan for the new turf field #5. This new turf could raise the loan payment by as much as $1,000 per month.
- VSA needs someone to take over fundraising and John Wagoner has expressed an interest. He would eventually like to make this a full time job for a percentage of the funds raised. This has been done at several other clubs very successfully and VSA would need to agree on a percentage payment. Dave will talk to other clubs about percentages paid out to help decide an appropriate amount. This information will be sent out to the board before meeting with John about the position.
- The board would need to meet with John to talk about the position, get his ideas for fundraising, and to set forth expectations for the position. Since John is the manager for the U15 girls’ team, it would also need to be looked at if this would be a conflict of interest.
- This position would not need to be a board member with voting rights, but maybe a Director report.
- With this position, John could manage the Bull Run Tournament, the raffle, golf fundraiser, etc. Each fundraiser would have to be approved by the board.
- Some of the fundraising done should not involve the teams and the board’s time.
- VSA should have a sponsorship packet for local business partnerships with different options.
- Presidential Storage is willing to sell VSA a POD or two for $950/ea and will deliver the unit(s). The new POD could be placed next to the existing one or it could replace the shed. The new POD would have limited access. The board voted and agreed to buy a POD.
- The board needs to get a quote from Beitzell fencing for nets at the ends of the turf fields. This would be done to keep balls inside the fence as much as possible.
- It was discussed that something is needed at Route 15 between the road and the turf fields.
Old Business:
- The board began to review the current Bylaws and Articles of Incorporation.
- The board currently has 14 members. The Articles of Incorporation state that there is a maximum of 10 board members. To become compliant, the board can be taken down to 10 members or the Articles can be changed by a 2/3 board vote.
- It was discussed, to change the language to say a range of members instead of a specific number.
- Directors could have committees where members can attend board meetings, but not have voting rights. This would not increase the number of board members, but would allow more participation/support.
- The language stating who can be a director/member needs to be updated in both the Bylaws and Articles to allow the organization to move forward. The membership language should give an exception for experience and longevity by a board vote. In the Bylaws, there also needs to be language about a Referee assignor.
- In the Bylaws under Article 6, as a proposed change Section 4 was added with language for an annual budget approval by the board prior to the start of the fiscal year. Also under Article 5, as a proposed change Section 2 will state that officers shall hold office for two years. The elections of the officers would be on a rotating basis. The rotating would be the election of President and Treasurer one year and the election of the Vice President and Secretary the next year.
- Before changing the language with requirements for the elected officials, the board would want to put in a fail safe of a board vote before changes could be made.
- It was also noted that the operating procedures need to be updated.
- The board agreed that the needed amendments are the following:
- the number of directors in the corporation
- make the terms of the officers on a two year rotating basis – Pres./Tres. and VP/Sec.
- the membership criteria of the board – in the Articles of Incorporation changing the 4th and 5th articles
· Scott will draft the wording to have a vote by the board.
Director of Coaching:
- There has been positive feedback on the first coaches clinic, the F license course and the first developmentally clinic.
- For the developmental clinic over 200 responded for the clinic, but 400-500 children showed up. This meant that the trainer ratio was 60 to 1. Next time we need to be better prepared for a larger turn out.
SFL Commissioner:
- SFL feels they have been excluded from the STBW clinics.
- They would like to know the minimum number of participants to hold a coaches clinic.
- The board would like to know what SFL needs. It would like the players and coaches polled to find out who would be interested in a clinic before VSA schedules them.
Director of Referees:
- Kevin brought up that VSA needs to define the ejection rule(s) and that it needs to have strong language for the punishment.
- The by laws need to be updated to allow the board to pass down punishment.
- This season we need one member of the board to be at the fields for the house league games.
Treasurer Report:
- Dave has a meeting with the Accounting Firm to get pricing
- VSA has received a bill for Battlefield HS Custodial service from the spring season. The bill is for four hours of trash clean up.
- Battlefield is not allowing VSA to use the practice field this fall and spring seasons. A decision needs to be made about BHS sports teams using the turf fields.
- The agreement made between BHS and VSA was to be mutually beneficial.
- Invoices were received for the coaches’ clinic, the developmental clinic and the goal keeper training for September and October.
- September invoice needs to be amended, the invoice is billing for four trainers and the clinic actually had seven trainers. VSA should only pay for the September 12 clinic, one session with seven trainers and not for the October session that has not yet occurred. It was also agreed that VSA should pay for the goal keeper training.
- To keep the billing straight VSA should receive separate bills for the different clinics.
- Lynn has already paid one Technical Director installment and is getting ready to pay the second installment.
Director of Fields:
- Shannon has been given a list of teams to line fields.
- We have two new sprayers
- We are moving games from field #5 to BRMS for this weekend
Meeting was adjourned at 9:15pm.
