AYSO REGION 166 – BOARD MEETING
Wednesday, July 24, 2013
Alf Sorenson Community Center
Sparks, NV
Attending: Lorie Shaw, Chris Griffin, Kip Colcord, Christopher Lanski, Vita Ozoude, Mark
Lake (Area), Steve Crandall, Tim Burchett, Peggy Hannah, John Hannah, Steve Georgeson,
Eric Herzog (Area), Ashley Clendenin, Roch Spalka, Leigh Ann Davis, Becky
Contos, and Yvette Hamacek.
I.
II.
Welcome and Call to Order
Lorie
Open Board Positions
Lorie
The following positions remain unfilled:

U5 Coordinator

U8 Girls Coordinator

U8 Boys Coordinator

U10 Girls Coordinator

Inter-Region/U-19 Coordinator
It was stressed that we need coordinators, so we really need to find volunteers. We are
not going to draft teams this year until we have coaches for all of the teams. Chris and
Yvette will work up another Constant Contact newsletter to each division so that we can
get positions covered. We will schedule drafts for divisions as they get enough coaches.
A few are just about ready.
III.
Regional Email
Chris
We want everyone using their @sparksayso email address. Peggy, John & Ashley have
opted out. All others who have it set up will be using it.
IV.
Review and Approve Minutes
Board
Motion to approve June minutes by John Hannah. Seconded by Peggy Hannah. Approved.
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V.
Board Meeting
Volunteer Updates
Peggy
Everyone is in the computer. We have had a few youth volunteers move up to adult
volunteers. We haven’t received anything negative back. An email has been sent to Sherry
with the number of volunteers, and another to Kip for referees. We’re around 165.
Steve G. says that he has a few new volunteers who still need to get into the computer.
Peggy directed them to eayso.
VI.
Registration Update
Chris
The total registered right now is 921, plus another 12 scholarship applications. This does
not include VIP players. U5 – 43, U6 – 81, U8B – 116, U8G – 94, U10B – 102, U10G – 120,
U12B – 83, U12G – 105, U15B – 74, U15B – 83, U19 – 25. Christopher asked if he could get
the numbers for U5 and U6 divided into boys and girls, just to make sure that we’re good
for uniforms. It was also noted that we would probably lose and gain a few U15/U19
players after high school tryouts.
It was mentioned that with 74 boys in U15, we would have to play 15 on a team. This
would mean that not everyone could play three quarters. We will need to address this
when the season starts. Kip is concerned that this is not a good idea because we have it
everywhere that our players play three quarters – and this change may have to wait until
next year.
VII.
Referee Update
Kip
We are using everything in existing inventory and we will need to discuss the excess shirts
in different colors and older styles. Kip recommended that we donate them to the area
for use in other regions. We would like to stick primarily to yellow and perhaps keep some
alternate colors for the advanced referees. The only reason that we have different colors
now is so that we can offset the team colors. We’re in the process of getting everyone
signed up for the basic referee clinics. August 17th will be at Scheels and August 24th will
be at Bosma. We also want to get the word out to all of our existing referees about the
refresher on August 10th. Please steer volunteers to sign up for the 17th at Scheels, as there
is more room.
We also need to discuss doing another intermediate training at the end of the season.
Everything is in pretty good shape – we’re just waiting to get the additional volunteers.
People can sign up on our website or on eayso. We are still recommending that everyone
complete the safe haven training online. Eric Herzog explained that there used to be
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Board Meeting
several separate safe haven courses, based on position. If you did one of the position
specific safe haven certifications, you need to take the full course. There is also now a
parent safe haven which does not provide a certification – so parent volunteers should
know that they need to complete the full safe haven training which requires their eayso
number. Tim brought up the fact that we will need to figure out how to incorporate
concussion training into the referee training. Christopher stressed that all coaches and
referees participating in inter-region play must have a safe haven no older than July 2011
and take the new concussion awareness training.
VIII.
Review and Approve June Financials
June:
Total Assets:
Total Expenses:
Total Income:
Net Income:
Vita
$126,553.10
$
289.00
$ 18,244.94
$ 17,955.94
The total received in registration fees, minus the returned check for $260, is $94,300. There
have been additional people who have canceled their registrations in July who are not yet
reflected.
Tim noted that there is an expense in the year-to-date for “Potty Bills” (paid in January)
that was supposed to go under Park Fees. It is still showing under Field Expenses.
Motion to approve June financials by Tim Burchett. Seconded by John Hannah. Approved.
IX.
Coach Administrator Updates
Roman did not attend. John Hannah has been keeping track of signing people up. He will
be getting together with Roman to discuss numbers soon. Chris Gear has said that he
would mentor the Coach Trainers and help with the Intermediate Coach course. Carson,
Fallon & Fernley have also expressed interest in intermediate and advanced coach
courses. The location and times of the August 10th and August 17th courses is still TBA.
Eric mentioned that the Intermediate course is very difficult and there isn’t a lot of
guidance provided on how to coach it. There may be a volunteer from Area F available
but we would need numbers and dates. Eric has also emailed John, Roman & Vita to assist
with their first training. Mark reiterated that, if there is a need for Intermediate and
Advanced training for coaches, and we can get a number and a date, they will bring
someone from Section to conduct the training. U15G has six coaches and U15B has three
to four to coaches to get intermediate trained. Eric expressed concern that it may be
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Board Meeting
difficult to get someone to come out to train just 9 people and that we may want to offer
it for coaches who are doing U12 this year but will be moving up to U15 next year, in
addition to just those who are doing U15. Tim asked what has happened to the
announcement that if you have even one person who needs training, they will send
someone out. Mark said that it’s not financially feasible to send someone out for less than
12 coaches. Hence, since we are already at 9, we can put out a message to Area F and the
rest of Area E to fill up the class. Eric said that this year they did not hold a national coach
course – just a national coach instructor course. They trained 40 people who are to be the
core for Intermediate and Advanced coach certifications. Mark said that Section 2 tends
to forget about Area E and the distance from the Bay Area for training. All of the emphasis
is put into Golden Gate Camp because it is their major source of funding. We will find a
date and location and then contact Mark and Eric.
Tim has put together a “Coaches Guide” which goes over the basics of what their
responsibilities are, particularly about setting up snacks, banners, etc. Tim will send it out
to people for comment.
X.
SYSF Update
Chris
We got the field permits but there was a slight correction: They gave us Field 9 at Golden
Eagle M-F and we are only supposed to have it M-Th. The fields at Golden Eagle have
been renumbered so the fields that we now use are 7, 8 & 9. Tim will scan them in and
put them on dropbox.
XI.
Picture Day
Leigh Ann
There aren’t any games – just pictures on August 24th on the t-ball fields. We are working
on getting a schedule together – and we can utilize Constant Contact to get everything
set up. It is $3 for the memory mate. We get a $1 discount for keeping our date flexible
and another $1 off for committing to next year. It will also be $1 for the magnet – so a
total of $2. Leann should have packets ready mid-month. She is just waiting for info from
the coordinators on teams.
XII.
Soccerfest
Chris
We need to make a plan for soccerfest – we do not have one yet. We need to set up a
tent to sell the discount cards. We will also have a tent to sell socks and various things
from storage. Ashley will look into getting bounce houses (2-3) for the event. Boomtown
is interested in coming out and setting up a table to give away stuff.
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XIII.
Board Meeting
Meeting
Chris
It seems that, as the season starts, meeting once a month is not often enough. Chris and
Tim have been getting together to progress things, and will be sending an email to invite
others to a weekly meeting.
XIV.
Sparks AYSO App
Chris
There is now an Android app for Sparks AYSO in the google play store. The apple version
is also being updated.
XV.
Scheduling
Tim
Instead of each coordinator coming up with their own schedule, Tim will be coming up
with a schedule for each division based on our current enrollment. The only problem that
he has run into is that, because it is only an 8 week season, we have to have even teams
for U6 and U8. For U10, we have to push back the round robin from 10/9 to 10/14. If we
start the U15 round robin on October 12th, it works better for play as well. U12 girls will
have two teams who play each Wednesday. U10 and U12 games will start at the same
time to ease ref coverage. U15 will start later (11:15 – 2:15 start times) to allow refs time
to get to the games.
XVI.
Safety
Tim
We are trying to get a hold of REMSA to get more first aid kits. We have 80+ in storage
and over 100 teams, so we are trying to get things up to date.
XVII.
Moving Goals
Chris
The weekend of August 3rd and 4th, we are trying to move the goals from Shadow to Reed.
If we have about 16 people, it should be quick and easy. If we cannot get them moved
that weekend, we will have to do it the 23rd, 24th or 25th. Tim will also be painting fields
that weekend and could use some help.
XVIII.
Equipment
Tim
SYSF has said that all of the joboxes need to be green. We will need to paint them and
one requires a new handle. Tim will contact the city to get the color code for the paint.
Christopher will talk with Tim after the meeting about a possible volunteer.
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XIX.
Board Meeting
Fields
U15 will have Golden Eagle and Disc Park for practice. Mendive will be a practice location
for U12, however there will not be any lines on the fields. U6 will be at the Shadow t-ball
fields. We will need to coordinate some things to accommodate U19. The best nights for
them to play games is Wednesday or Thursday. If we put them on Thursday, we can move
the U12G to Tuesday. Lorie needs to get practice times so that she can get them to SYSF
for lights.
XX.
Message from the Area
Mark
Mark just wanted to thank Region 166 for their support. He expressed that the Area needs
our region to help make them successful. The majority of the trainers in the Area currently
live within our Region. There are several Regions that have 100-150 players who cannot
be self-sufficient. There are a few Regions that are around 300 players. The large Regions
are 166 and Elko. The Area needs volunteers to help fill positions which will enable them
to offer more support.
The last thing to bring up is the payment of the Area fee. Travel expenses of on trainer in
the area to visit each region would eat up the entire Area budget. There are 4500 kids in
the area, which means a budget of $4500. There is not an Area tournament so there is no
other source of income outside of the fees. The proposal to raise the budget to $2 was to
provide a cushion for the Area and allow more support. If you did not budget for it this
year, then we can postpone it until next year. If you are in a position that you can pay the
$2 this year, it would be appreciated.
Christopher Lanski is now the Inter-region Coordinator for the Area. The Area appreciates
it greatly. Christopher shared that Fallon is trying to put together a tournament on
November 9th that could potentially become an Area tournament. Winnemucca will have
a U12 only tournament on October 12th.
XXI.
Constant Contact and Email Newsletter
Yvette
Next blast to all parents on August 12th with reminders about practices, picture day,
soccerfest, etc.
Motion to adjourn by John Hannah. Second by Christopher Lanski.
Meeting Adjourned at 7:56 p.m.
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