2007 Board Meeting Minutes
SPOKANE SHADOW YOUTH SOCCER CLUB
Board of Directors Meeting Minutes
November 7, 2007, 11:40 a.m.
Sawtooth Grille
Attending - Mike Keenan, Bill Eldridge, Jim Sokolis, Loreen McFaul, Katie Gantz and Corey Brock
Absent – Jim Sheehan
I. Approval of Minutes
Action: Loreen McFaul submitted a motion for approval of the September 27th meeting minutes. Jim Sokolis seconded. The motion carried unanimously.
II. Old Business
a. Reviewed summary/notes from meetings held on October 9th with the coaches and October 16th at the retreat.
b. Director of Coaching – Stuart Saunders
i. BOD accepted Stuart’s DOC resignation
ii. Mike will send an e-mail to confirm.
iii. BOD will accept responsibilities for ongoing duties effective immediately.
iv. Stuart will be compensated through the end of the month for his duties as DOC..
c. Coaches Meeting
i. Set for November 8th – realize short notice, but need to give update
ii. Provide update on recent staff changes
iii. Provide club update
iv. Provide update and review process for interviewing of Club Director candidates.
v. Not mandatory, but strongly encouraged to attend.
d. GU17
i. Katie Gantz will discuss option for coaching with Matt.
ii. She will check on the status of the player cards for the team.
e. Mike met with SYSA 11.02.2007 – provided club update. They offered assistance for daily operations. Katie Carpenter is also willing to help.
f. Mike talked to Mike Terris of District 6 11.05.2007 – provided him with a club update.
g. Mike talked to Todd McGann of WSYSA 11.03.2007 – provided him with a club update.
h. Reviewed PDL by-laws. Mike will contact Todd Lincoln, provide update and discuss BU11 Crossfire reschedule issue.
i. Reviewed President’s letter, final comments, Mike will edit and forward to be posted on website.
j. State Cup Status – registration deadline 11.15.2007
i. Did not received team update from Stuart on 11.02.2007
ii. SYSA-Ryan states no team registered as of 11.05.2007
k. GU18
i. Corey contacted Harold Hakes to discuss his e-mail of questions.
ii. Katie will take the lead on contacting the team.
l. Website update.
i. Reviewed potential home page
ii. Update of address registration is in process
III. Club Director
a. Loreen is creating itineries for each candidate
i. Tom – Monday
ii. Rachid – Tuesday
iii. Paul – Wednesday
b. Each candidate will meet with the BOD, interview with the panel and conduct a training session. During free time, each will be given a tour of Spokane.
c. Katie arranging travel and hotel accommodations.
d. Corey contacting Sean Bushey to check availability to observe training sessions.
e. Bill will check on availability of frequent flier ticket for Rachid
IV. New Business
a. Loreen met with Missy Strasburg.
i. Reviewed report created that summarized ideas for club growth.
ii. Reviewed ideas for field faculties and club house.
Next Board meeting will be November 20 at 11:30 a.m. at CI Shenanigans.
Meeting Adjourned – 1:20 p.m.
*************************************************************************************************************************************************************************************
SPOKANE SHADOW YOUTH SOCCER CLUB
Board of Directors Meeting Minutes
October 31, 2007, 11:45 a.m.
Olive Garden Restaurant
Attending - Mike Keenan, Bill Eldridge, Jim Sokolis, Corey Brock, Loreen McFaul and Katie Gantz
Absent – Jim Sheehan
I. New Member
a. Reviewed process for filling Position #1, recently vacated by the resignation of Terri Sloyer.
Action: Jim Sokolis submitted a motion to appoint Katie Gantz (GU17) to Position #1. Bill Eldridge seconded. The motion carried unanimously.
II. Old Business
a. Treasurer’s Report
i. Jim requested getting a club credit card / debit card. BOD agreed to have Jim investigate the options and report for final decision.
ii. 26 players requested financial aid representing over $23,000 in assistance.
iii. Ellen is sending e-mails to the teams for “team” account receivables.
iv. Jim working with Stuart on outstanding player dues.
b. Indoor Soccer Center
i. Corey will contact to confirm current business relationship.
ii. Process to authorize purchases.
iii. Discuss Nike points program
iv. Confirm any current invoices and status of uniform order for next season.
c. Discussed compensation for Stuart
d. Discussed and reviewed Missy’s reimbursement request for phone and internet service.
III. Club Director
a. Current Candidates
i. Tom Geis – Alaska
ii. Paul Gibbons – Florida
iii. Rachid Elbekraui – California
b. Loreen has contacted the references, provided summary
c. Interview Process
i. Arrange for visit to Spokane – week of 11.12-11.14
1. Katie will organize travel plans
2. Corey will contact each candidate
ii. Interview committee has been confirmed
1. Kelly Greenwood – parent
2. Anne Marie Mulheim – parent
3. Matt Leonard – coach
4. Kara Sharpe – coach
5. Corey Brock – BOD
6. Loreen McFaul - BOD
IV. New Business
a. Reviewed options for Coach’s Career Development
i. Reimburse cost of licensing for coaches up front vs. increased pay once higher license is received.
ii. Need to finalize policy for 2008-2009 season
1. Coaches will need to apply
2. Agreement to be signed
3. Eligible after one full season with the club
4. Follow-up with 2 year commitment to the club
5. Dollars available will be fixed.
6. Eligible for one reimbursement of a test per level
7. Final policy to be approved with Club Director.
Next Board meeting will be November 7 at 11:30 a.m. at Sawtooth Grille.
Meeting Adjourned – 12:50 p.m.
*************************************************************************************************************************************************************************************
SPOKANE SHADOW YOUTH SOCCER CLUB
Board of Directors Meeting Minutes
September 27, 2007, 6:09 p.m.
Community Building
Attending - Mike Keenan, Bill Eldridge, Jim Sokolis, Terri Sloyer and Corey Brock
Absent – Jim Sheehan
I. Approval of Minutes
Action: Corey Brock submitted a motion for approval of the September 5 meeting minutes. Mike Keenen seconded. The motion carried unanimously.
II. Old Business – Club Expenses
a. Center for Justice has billed the club for the cost of copies - $798
i. Club will pay the bill to bring current
ii. Jim will contact GU17 and GU18 teams concerning their obligation for this bill
iii. Future item is to create a policy and clear communication on this type of issue
b. New Board Members
i. Nominations
1. Loreen McFaul
2. Harold Hakes
Action: Terri Sloyer submitted a motion to nominate Loreen for Board Position #4. Jim Sokolis seconded. The motion carried unanimously. Mike will contact to confirm.
c. Executive Session concerning staff issues
III. New Business
a. Strategic Planning Meeting
i. Meet with the coaches to get input
1. Set for 10.09.2007, 7:00-8:00.
ii. Reaffirm-Update vision and mission statement
iii. Topics and Goals – list and prioritize
1. Field Development
2. Fundraising
3. Branding
4. Outreach
5. Marketing the Club
Next Board meeting will be October 16 at 2:00 p.m. at Old City Hall 4th Floor Conference room.
Meeting Adjourned – 8:20 p.m.
*************************************************************************************************************************************************************************************
SPOKANE SHADOW YOUTH SOCCER CLUB
Board of Directors Meeting Minutes
September 5, 2007, 6:00 p.m.
Community Building
Attending - Mike Keenan, Bill Eldridge, Jim Sokolis and Corey Brock
Absent – Terri Sloyer, Jim Sheehan
I. Approval of Minutes
Action: Mike Keenan submitted a motion for approval of the August 22 meeting minutes. Corey Brock seconded. The motion carried unanimously.
II. Technical Director Posting
a. Job description has been posted to WSYSA and US Club Soccer
b. Will check on the cost of posting on other sites
Action: No action taken.
III. Club Item
a. Discussed past due player accounts. Jim will send a letter and statement to those players.
b. “No pay, no play” topic and policy to be discussed at a future meeting.
Action: No action taken.
IV. Budget and Accounting Review
a. Reviewed accounts receivable and current budget reports.
b. Discussed with Stuart whether a physical office was needed for the club. At this time, there is little value in having a space, will consider options at a later date. Terri Sloyer will submit notice and secure storage space for current equipment.
Action: Jim Sokolis submitted a motion to terminate the lease agreement for the office space and to secure a storage unit for records and file. Bill Eldridge seconded. The motion carried unanimously.
Next Board meeting will be September 27, 2007 at 6:00 p.m. at the Community Building Conference room.
Meeting Adjourned – 9:15 p.m.
*************************************************************************************************************************************************************************************
SPOKANE SHADOW YOUTH SOCCER CLUB
Board of Directors Meeting Minutes
August 22, 2007, 6:00 p.m.
Community Building
Attending - Terri Sloyer, Mike Keenan, Bill Eldridge and Corey Brock
Absent – Jim Sokolis, Jim Sheehan
I. Approval of Minutes
Action: Bill Eldridge submitted a motion for approval of the June 14 meeting minutes. Terri Sloyer seconded. The motion carried unanimously.
Action: Corey Brock submitted a motion for approval of the July 25 meeting minutes. Terri Sloyer seconded. The motion carried unanimously.
II. Website
a. Will ask Kevin to continue to maintain and update current site through the end of September.
b. Reviewed and signed Demosphere contract.
c. Will post listing asking for a volunteer from each team that will act as the website volunteer for each team page. Names needed by 09.15.2007.
d. Will investigate option of Demosphere completing a training session for the volunteers.
Action: Mike Keenan submitted a motion to compensate Kevin Moon for maintaining the current website through 09.30.2007. Corey Brock seconded. The motion carried unanimously.
III. Technical Director Posting
a. Job description reviewed
b. Discussed and finalized compensation package during an Executive Session.
c. Corey Brock will take the lead in receiving and organizing applications.
d. Application deadline will be 09.30.2007
Action: Corey Brock submitted a motion for the compensation package for the TD position. Terri Sloyer seconded. The motion carried unanimously.
IV. Interim Director Report – Stuart Saunders
a. Stuart provided an update on the current status of the club.
b. Currently working with PDL to get final game schedules – league set to start 09.08.2007 and with SYSA for field assignments.
c. Mike Keenan and Stuart will represent SSYSC by attending the SYSAS Competitive Soccer Committee meeting on 09.06.2007
Action: No action taken.
V. Financial Assistance – Budget Review
a. Reviewed the allocation of donations secured by players on financial assistance.
Action: Terri Sloyer submitted a motion that any donations secured by a player on financial assistance will be allocated to the player’s team account to offset the team based game/travel expenses. Bill Eldridge seconded. The motion carried unanimously.
Next Board meeting will be September 5, 2007 at 6:00 p.m. at the Community Building Conference room.
Meeting Adjourned – 9:35 p.m.
*************************************************************************************************************************************************************************************
SPOKANE SHADOW YOUTH SOCCER CLUB
Board of Directors Meeting Minutes
July 25, 2007, 6:05 p.m.
Community Building
Attending - Terri Sloyer, Jim Sokolis, Jim Sheehan, Sean Bushey, Mike Keenan, Bill Eldridge and Corey Brock
Absent – none
I. E-Meeting Issues
a. Office operations
i. With new phone number active, look to finalize office with a fax, phone and internet connection – Bill will investigate options.
Action: Jim Sokolis submitted a motion for approval to use e-meeting voting when possible for issues facing the club. Bill Eldridge seconded. The motion carried unanimously.
II. BOD Membership
a. Sean has learned that he is in conflict with the by-laws as he is compensated for his work with the USYSA Region 4 ODP program as a coach. Therefore, he submitted his resignation effective immediately.
Action: Jim Sokolis submitted a motion to accept the resignation, Mike Keenen seconded. The motion carried unanimously.
b. Corey was willing to step into the role as Vice President
Action: Jim Sokolis submitted a motion to nominate Corey as Vice-President, Mike Keenen seconded. The motion carried unanimously.
c. Sean agreed to remain in communication with the BOD in a volunteer position as consultant.
d. In filling the vacant position, it was agreed to contact the soccer community and have the members bring nominations to the next meeting.
Action: Terri Sloyer submitted a motion for the position to be filled with a member as Jim Sheehan and Corey Brock are the current non-members. Jim Sokolis seconded. The motion carried unanimously.
III. Club Organization/Structure
a. Reviewed proposed organizational chart. Agreed to start with the Technical Director position being filled. Then to review the remaining positions once the TD is in place.
b. Reviewed job description for posting of the position.
c. The salary and specifics of the club structure was further discussed in Executive Session.
Action: Corey Brock submitted a motion to approve the description. Jim Sheehan seconded. The motion carried unanimously.
IV. Website Restructure
a. Bill presented different options from three potential vendors.
Action: Terri Sloyer submitted a motion to contract with Demosphere for the development of a new website. Corey Brock seconded. The motion carried unanimously.
V. Budget and Accounting
a. Jim Sokolis provided an update on the status of completing the statements for club dues.
VI. New Business
a. Team/Uniform Sponsor(s) – tabled till next meeting.
b. Website Sponsor(s) – tabled till next meeting.
c. Cyberchecks for collection of fees – to be investigated further
Next Board meeting – TBD.
Meeting Adjourned – 9:35 p.m.
*************************************************************************************************************************************************************************************
SPOKANE SHADOW YOUTH SOCCER CLUB
Board of Directors Meeting Minutes
June 14, 2007, 6:00 p.m.
Community Building
Attending - Terri Sloyer, Jim Sokolis, Jim Sheehan, Sean Bushey, Mike Keenan – Bill Eldridge and Corey Brock arrived later
Absent – none
I. Tuition Assistance
a. Missy presented each of the applications received – expects to get 2-3 more.
b. Jim Sokolis stated the applications submitted had been factored into the current budget.
c. At this time, the BOD will ask the recipients of the assistance to attempt to get sponsorships from the community and suggest the recipients perform some type of community service in return for the assistance. At this point, it is only a suggestion. This item will be given to the Financial Committee to review before a final policy decision is made.
d. Mike will create a confirmation letter to be sent to all the applicants, including the suggestion to solicit sponsorships and participate in a community service project.
Action: Jim Sokolis submitted a motion for approval of all applicants, Jim Sheehan seconded.
Yes: Terry, Jim, Jim, Sean, Mike
No: none
Abstain: none
II. SYSAS Meeting
a. Mike attended the meeting. During the meeting, he was able to clarify and answers questions regarding the U11 age group, status of the current BOD and “play up” policy.
III. Budget
a. Reviewed and discussed salaries and the current budget.
IV. Club Structure
a. Reviewed and discussed ideas on the overall structure of the Club from leadership to administrative to volunteers.
b. The BOD feels the primary goal of the Club and its structure is to serve the player. In an effort to move forward, a subcommittee would be formed to create a proposal for the Club’s structure. This will then be reviewed for approval by the full BOD.
i. Sub-Committee members are Terri, Sean, Mike and Jim Sheehan.
ii. Meeting to be held June 27, 6:00 at Community Building
Action: Bill Eldridge submitted a motion for creation of the sub-committee, Mike Keenan seconded.
Yes: unanimous
V. Report by Stuart Saunders – Interim Coaching Director
a. Stuart provided the BOD with a summary of the
i. Current “State of the Club”
ii. Role of the Coaching Director for the club
iii. Expectations for the BOD to support the Director
VI. Approval of minutes
a. Minutes of June 4 meeting reviewed and approved.
Action: Jim Sheehan submitted a motion for approval, Corey Brock seconded.
Yes: unanimous
Next Board meeting will be July 12, 2007 at 6:00 p.m. at the Community Building Conference room.
Meeting Adjourned – 10:10 p.m.
*************************************************************************************************************************************************************************************
SPOKANE SHADOW YOUTH SOCCER CLUB
Board of Directors Meeting Minutes
June 4, 2007, 6:45 p.m.
Community Building
Attending - Terri Sloyer, Jim Sokolis, Jim Sheehan, Sean Bushey, Corey Brock, Bill Eldridge, Mike Keenan
Absent – none
I. Approval of Minutes
a. Bill will contact Kevin to determine process for posting of minutes on Web page.
Action: Sean Bushey submitted a motion for approval of May 17 and May 23 minutes, Jim Sokolis seconded.
Yes: Terry, Jim, Jim, Sean, Bill, Corey
No: none
Abstain: Mike
II. Election of Officers
a. Reviewed and discussed expectations for the position of president.
b. Mike had been nominated at the last meeting, but was not present to accept the position. After brief discussion, he accepted the nomination.
Action: Sean Bushey submitted a motion for the nomination of Mike Keenan as President, Jim Sokolis seconded.
Yes: Terry, Jim, Jim, Sean, Bill, Corey
No: none
Abstain: Mike
III. BU11 Update
a. Corey did speak to Stuart - current status of the teams is unknown at this point.
b. Mike will contact Stuart to request his attendance at the next meeting to provide update on the number of players, ages of the players and the current plans for this age group.
c. After the report at the next meeting, the BOD will determine if the Club should have a policy concerning U11, U10 and play-ups.
IV. Attendance at SYSAS Board Meeting
a. SYSAS has stated Shadow have a position on this Board
b. Mike will attend Tuesday’s meeting.
c. Goal is to continue to restore working relationship with the SYSAS Board and community relations.
V. Budget
a. Jim presented an updated budget
b. Final review and approval still pending
VI. Operations
a. Creating a Finance Committee
i. This committee will be tasked with researching strategies for implementing financial policies with the Shadow Club. They will create a proposal to be presented to the Board.
b. Create Fundraising and Sponsorship Committee
i. This committee will be tasked to create strategies to raise funds for the club and secure corporate sponsorships.
c. Create Field Acquisition Committee
i. This committee will be tasked with the short-term goal of securing fields for this winter and spring as needed for State Cup games and the GU15-GU18 club season. They will also need to participate in the current discussion being held by the City of Spokane concerning the overall plans and strategies for the Joe Albi area.
ii. Long-term, this committee will need to explore options for the development of field complex.
d. To create the committees, the BOD will post a listing asking for volunteers and will solicit volunteers as needed.
e. Bill will contact Qwest and explore options for the transferring of the 326-CLUB number from XO
VII. Tuition Assistance
a. Due to the nature of these decisions, the BOD will decide on the applications for the 2007-2008 season.
b. At the next meeting, Missy will present the applications currently received for review, discussion and approval.
VIII. Report by Missy Strasburg – Program Director
a. Missy provided the BOD with a summary of the
i. Current “State of the Club”
ii. Role of the Program Director for the club
iii. Expectations for the BOD to support the Director
Next Board meeting will be June 14, 2007 at 6:00 p.m. at the Community Building Conference room.
Meeting Adjourned – 8:50 p.m.
*************************************************************************************************************************************************************************************
SPOKANE SHADOW YOUTH SOCCER CLUB
Board of Directors Meeting Minutes
May 23, 2007, 7:10 p.m.
Community Building
Attending - Terri Sloyer, Jim Sokolis, Jim Sheehan, Sean Bushey, Corey Brock, Bill Eldridge
Absent – Mike Keenan
I. BU12 Update
a. Corey and Bill provided the other members of the BOD with an update on the status of the BU12 team(s) since the last meeting.
i. Due to lack of players, there will only be one BU12 team. 17 players have been offered positions on the team; one player has been offered a position on the BU11 teams. Unfortunately, positions were not available for 6 players.
ii. Since Corey’s son was one of the players not offered a position, the BOD discussed the situation and reviewed the by-laws.
1. The BOD acknowledges this issue was not specifically addressed in the initial by-laws and should be revisited.
2. However, at the time of the elections, all by-laws were met.
Action: Jim Sokolis submitted a motion, Terri Sloyer seconded, to allow Corey to remain on the BOD as a member position.
Yes: Terry, Jim, Jim, Sean, Bill
No: none
Abstain: Corey
II. Operations
a. Club Finances – Jim Sokolis – Treasurer
i. Reviewed current budget, list of coaches and salaries. General meeting was adjourned to Executive Session to discuss personal issues.
b. “State of the Club”
i. Jim Sokolis will speak to Missy and invite her to attend the next meeting to provide an update on the current status of the club
ii. Corey will speak to Stuart and invite him to attend the next meeting to provide an up update on the club – specifically the situation concerning the U11/U10 teams.
c. Phone System
i. Reviewed a bid for current phone service. Due to time commitment of the contract and overall costs, it was decided that the club would reimburse Missy for her cell phone charges relating to the club
ii. Jim Sokolis will investigate the options and costs for keeping the current club number, 326.CLUB active.
d. Debit/Credit Card
i. Tabled until Missy presents at the next meeting to determine the exact needs.
e. “Pay to Play” Financial Responsibility
i. This issues continues to be worked – will to have financial committee handle this issue
III. BU12
a. $400 Rainier Tournament, paid by club
b. try-out fees being reimbursed
c. need to verify any club dues that have been paid, refund as needed
d. 2 of the impacted players had ordered uniforms. Will look to transfer order to a BU11 player. Missy to handle.
IV. Terms of Office
a. The BOD suggested and accepted the following positions for terms of office
i. Terri Sloyer Position #1
ii. Bill Eldridge Position #2
iii. Corey Brock Position #3
iv. Sean Bushey Position #4
v. Jim Sokolis Position #5
vi. Mike Keenan Position #6
vii. Jim Sheehan Position #7
V. Board Officers
a. Vice-President – Sean Bushey
i. Nominated – Jim Sokolis
ii. Seconded - Terri Sloyer
b. Secretary – Bill Eldridge
i. Nominated – Terri Sloyer
ii. Seconded - Jim Sokolis
c. Treasurer – Jim Sokolis
i. Nominated – Terri Sloyer
ii. Seconded – Corey Brock
Action: Corey Brock submitted a motion, Jim Sokolis seconded, to confirm the three positions be filled and to have the position of President tabled until next meeting when all members would be present.
Yes: Unanimous
Next Board meeting will be June 5, 2007 at 6:45 p.m. at the Community Building Conference room. Sean Bushey will create agenda.
Meeting Adjourned – 10:20 p.m.
*************************************************************************************************************************************************************************************
SPOKANE SHADOW YOUTH SOCCER CLUB
Board of Directors Meeting Minutes
May 17, 2007, 6:30 p.m.
Community Building
Attending - Terri Sloyer, Jim Sokolis, Sean Bushey, Corey Brock, Bill Eldridge, Mike Keenan
Absent – Jim Sheehan
I. BU12 participation issues for a second team
a. A team meeting for the parents of BU12 was scheduled for this evening
b. Corey and Bill provided an update to the BOD concerning the current status of players that were remaining with the club and potential options to gain additional players
Action: The Board makes the following statement:
In absence of an official policy, the BOD states their commitment to the players that have participated in the try-out process and who have been offered positions on a team. We also ask that each parent and player show equal support by staying committed to the club and remaining with their teams.
A motion for the BOD agreement with this statement was made by Mike Keenan, seconded by Terri Sloyer.
Yes: Terri Sloyer, Jim Sokolis, Sean Bushey, Mike Keenan
No: none
Abstain: Corey Brock, Bill Eldridge
Next Board meeting will be May 23, 2007 at 7:00 p.m. at the Community Building Conference room.
Meeting Adjourned – 7:15 p.m.
